Terms of Service

Last Updated: March 2026

1. Agreement to Terms

By accessing or using SAR Portal (“Service”), you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, do not use the Service.

Service Provider:

  • Legal Name: Sekhon IT Consultants Ltd. (trading as SAR Portal)
  • Company Registration: Ireland
  • Registered Address: 1 Beaufield Crescent, Maynooth, Co. Kildare, Republic of Ireland
  • Email: info@sarportal.com

2. Service Description

SAR Portal is a SaaS platform for managing Data Subject Access Requests (DSARs) under GDPR. The Service provides:

  • Branded intake forms with identity verification
  • Automated deadline tracking and SLA management
  • Document storage and secure access links
  • Email templates for GDPR compliance
  • Audit trail and compliance reporting
  • AI-powered risk assessment and text assistance
  • Multi-user collaboration with role-based access

3. Eligibility

You must be:

  • At least 18 years of age
  • Authorized to bind your organization to these Terms
  • Not prohibited from using the Service under applicable law

4. Account Registration

4.1 Account Creation

  • You must provide accurate, complete, and current information
  • You are responsible for maintaining the confidentiality of your credentials
  • You are responsible for all activity under your account
  • You must notify us immediately of any unauthorized access

4.2 Account Security

  • Use strong passwords and enable multi-factor authentication (MFA)
  • Do not share credentials with unauthorized persons
  • We are not liable for losses due to credential misuse

5. Subscription Plans and Billing

5.1 Plans

We offer subscription tiers - see our Pricing page for current plans and pricing.

5.2 Free Trial

  • 14-day free trial for new customers
  • No credit card required for trial
  • Full access to selected plan features during trial
  • Trial automatically ends after 14 days unless subscription is activated

5.3 Trial Expiration and Data Handling

When your trial ends without a subscription:

Day Event
0 Trial ends — write access blocked (read-only mode)
80 Export reminder email sent
90 Data permanently deleted (audit logs preserved 7 years)

Notifications:

  1. During trial: Billing page shows days remaining countdown
  2. Trial ending: Alert on Billing page with trial end date
  3. Day 80: Email warning about upcoming data deletion with export instructions
  4. After deletion: Confirmation email with reactivation instructions

5.4 Inactive Trial Accounts

At the end of the trial period, accounts that have not been converted to a paid subscription may be restricted or deactivated.

If a trial account has not been accessed (no successful login) during the trial period, we may delete the account and any associated data two (2) days after the trial expires. We may send reminder or warning emails prior to deletion, but are not obligated to do so.

If the account has been accessed during the trial period, data may be retained for a limited period after trial expiration to allow the user to upgrade, after which it may be permanently deleted.

5.5 Billing

  • Subscriptions billed monthly or annually in advance
  • All prices in EUR, exclusive of VAT (added for EU customers)
  • Payments processed via Stripe
  • Invoices sent via email within 24 hours of payment
  • Failed payments result in service suspension after 7 days
  • Enterprise customers on annual agreements may pay via direct bank transfer. Payment is due within 30 days of invoice issue date.

5.6 Price Changes

  • We may change prices with 30 days’ notice
  • Existing subscriptions maintain current pricing until next renewal
  • Continued use after price change constitutes acceptance

6. Cancellation and Refunds

6.1 Cancellation

  • Cancel anytime from the Billing page
  • Cancellation takes effect at end of current billing period
  • Access continues until subscription expires
  • Data available for export for 90 days after cancellation. After 90 days, all tenant data is permanently deleted. You will receive a reminder email 10 days before deletion.

6.2 Refunds

  • 14-Day Cooling-Off Period: Full refund for EU customers within 14 days of first payment
  • No Pro-Rata Refunds: Mid-cycle cancellations are not refunded
  • Service Outages: Credits provided for outages exceeding our SLA (99.5% uptime)

7. Acceptable Use Policy

You agree NOT to:

  • Violate any laws or regulations
  • Upload malware, viruses, or malicious code
  • Attempt to breach or test our security measures
  • Use the Service to store or process illegal content
  • Reverse engineer, decompile, or disassemble the Service
  • Resell or sublicense the Service without written permission
  • Send spam or unsolicited communications via our platform
  • Exceed rate limits or abuse API access
  • Impersonate others or provide false information

7.1 Export Control and Sanctions Compliance

You represent and warrant that:

  • You are not located in, or a national or resident of, any country subject to EU, UK, or US embargo or sanctions
  • You are not listed on any EU, UK, or US government list of prohibited or restricted parties
  • You will not use the Service in violation of any export control, sanctions, or anti-terrorism laws or regulations
  • You will not permit any third party subject to sanctions to access or use the Service through your account
  • You will immediately notify us if you become subject to any sanctions or export restrictions

8. Intellectual Property

8.1 Our Rights

  • We own all rights to the SAR Portal software, trademarks, and documentation
  • These Terms grant you a limited, non-exclusive, non-transferable license to use the Service
  • You may not use our trademarks without written permission

8.2 Your Rights

  • You retain all rights to data you upload to the Service
  • You grant us a license to process your data solely to provide the Service
  • We do not claim ownership of your case data or documents

9. Data Protection and Privacy

Our processing of personal data is governed by our Privacy Policy and Data Processing Agreement.

9.1 GDPR Compliance

  • All data stored in EU data centers
  • We act as a Data Processor for customer data
  • You remain the Data Controller
  • Standard Contractual Clauses (SCCs) apply for any sub-processors

9.2 Data Security

  • Encryption in transit (TLS 1.2+) and at rest (AES-256)
  • Secrets managed via Azure Key Vault (HSM-backed)
  • Security controls designed in alignment with recognised standards (such as ISO 27001), implemented on independently certified Microsoft Azure infrastructure
  • Incident response procedures with breach notification within 72 hours (GDPR Article 33)

10. AI Features Disclaimer

IMPORTANT: SAR Portal uses AI for risk assessment, text assistance, and workflow guidance. You acknowledge that:

  • AI outputs are advisory only and do not constitute legal advice
  • Human review is required for all final decisions
  • We are not liable for decisions made based on AI suggestions
  • AI processing is confidential and not used for model training
  • You remain responsible for GDPR compliance, regardless of AI recommendations

11. Service Level Agreement (SLA)

  • Uptime Commitment: 99.5% monthly uptime target
  • Support Response Times: 24 hours (business days), Priority Support: 4 hours
  • SLA Credits: 5% of monthly fee per 0.1% below 99.5% uptime

11.1 Service Maintenance

We may perform scheduled maintenance to improve or maintain the Service. Where reasonably practicable, we will provide advance notice of planned maintenance that may cause service disruption and will aim to schedule such maintenance outside peak usage hours.

We may also perform emergency maintenance without prior notice where necessary to maintain security, stability, or compliance of the Service.

12. Limitation of Liability

12.1 Exclusion of Consequential Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SAR PORTAL SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

12.2 Cap on Direct Damages

Our total aggregate liability shall not exceed the fees paid by you in the 12 months preceding the claim, or €10,000, whichever is less.

12.3 Mandatory Exceptions

These limitations do NOT apply to death or personal injury caused by negligence, fraud, gross negligence, or any liability that cannot be excluded by law.

13. Indemnification

You agree to indemnify and hold harmless SAR Portal from claims arising from your violation of these Terms or applicable laws.

14. Termination

14.1 By You

You may cancel your subscription at any time via the Billing page if your plan supports self-service cancellation. Access will continue until the end of the current billing period.

For subscriptions purchased through direct agreement or invoice, cancellation must be requested in writing and will take effect at the end of the agreed billing period unless otherwise specified.

14.2 By Us

We may suspend or terminate your account for breach of Terms, non-payment, fraudulent activity, or as required by law.

14.3 Effect of Termination

  • Your license to use the Service ends immediately
  • Data available for export for 90 days
  • All tenant data permanently deleted after 90 days
  • Audit logs retained for 7 years (legal requirement)

15. Processing Usage and Fair Use

15.1

The Service includes automated document processing and redaction features which may involve significant compute and AI processing resources.

15.2

Customers are responsible for ensuring that the volume of documents processed through the Service remains within the capacity associated with their subscription plan or agreed processing limits.

15.3

Where processing volumes materially exceed normal or expected usage, we reserve the right to temporarily pause, throttle, or limit processing while notifying the customer.

15.4

Additional processing beyond the included capacity may be billed at the applicable per-page or per-processing rate in effect at the time of use.

15.5

We may also suspend automated processing where we reasonably believe the Service is being used in a manner that may cause excessive system load, operational disruption, or disproportionate infrastructure costs.

16. Governing Law and Jurisdiction

  • Governing Law: Laws of the Republic of Ireland
  • Jurisdiction: Courts of the Republic of Ireland
  • EU Consumers: This does not affect your statutory rights under EU consumer protection law, including any mandatory provisions of your country of residence

17. Force Majeure

Neither party shall be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including but not limited to:

  • Acts of God, natural disasters, or severe weather
  • War, terrorism, civil unrest, or government action
  • Pandemic, epidemic, or public health emergency
  • Power outages, telecommunications failures, or internet disruptions
  • Cyberattacks or security incidents affecting third-party infrastructure
  • Failure of third-party cloud service providers (e.g., Microsoft Azure)

The affected party must notify the other party promptly and use reasonable efforts to mitigate the impact.

18. Dispute Resolution

Before litigation, you agree to attempt good-faith negotiation for 30 days. Contact: legal@sarportal.com

19. Changes to Terms

  • We may update these Terms from time to time
  • Material changes notified via email 30 days in advance
  • Continued use after changes constitutes acceptance

20. Contact Information

For questions about these Terms: