Terms of Service

These terms are a contract between Syntari Limited, a company registered in England and Wales (company number 17308205, registered office Office 19675, 182-184 High Street North, London, England, E6 2JA), and the organisation that subscribes to Entris. They apply when you create an account, accept them in the product, or use Entris.

If you are accepting on behalf of a school or other organisation, you confirm you are authorised to bind that organisation. In these terms “you” means that organisation.

We grant you a non-exclusive, non-transferable right to access and use Entris during the Subscription Term, for your own internal purposes, in accordance with this agreement.

Entris provides, depending on the plan you subscribe to:

• kiosk sign-in and sign-out for visitors, staff and students;
• a live register of who is on site, and an emergency roll call;
• pre-registration and scheduling of expected visitors;
• ID badge design and printing;
• absence recording and reporting;
• email and webhook notifications;
• optional directory synchronisation with Microsoft Entra ID.

We may improve, change or discontinue individual features. Where a change materially reduces core functionality you rely on, we will give you reasonable notice.

You are responsible for your account and for everything done under it. That includes keeping credentials secure, promptly removing users who should no longer have access, and choosing appropriate roles for the people you invite.

Kiosk credentials

Kiosk credentials sign a shared device into your organisation. Treat them as you would any other credential: do not publish them, and re-roll them if a device is lost or a member of staff who knew them leaves. Re-rolling a kiosk password immediately signs out every device using it.

Suspension

We may suspend access, with as much notice as is reasonable in the circumstances, if there is a serious security risk, if an account is being used in breach of our Acceptable Use Policy, or if fees remain unpaid after we have asked for them.

You agree to:

• use Entris in accordance with these terms and our Acceptable Use Policy;
• provide accurate account and billing information, and keep it up to date;
• make sure the people you invite understand how they are expected to use Entris;
• site and operate kiosks safely, and keep the devices you use with Entris reasonably secure and up to date;
• be responsible for your own network, hardware and internet connectivity;
• tell us promptly if you become aware of unauthorised access to your account.

Entris supports your safety and safeguarding processes; it does not replace them. You remain responsible for your fire, evacuation and safeguarding procedures, for verifying the identity of people you admit to your site, and for the decisions you take on the basis of information shown in Entris. See also availability — you should have a workable fallback for the times the service is not reachable.

You are the controller of Customer Data and we are your processor. We process Customer Data only to provide Entris and on your documented instructions, as described in our Privacy Policy and in our data processing terms.

You retain ownership of Customer Data. You can export it and delete it from within Entris at any time. On termination we will delete or return it in accordance with this agreement.

Fees are set out in your order or invoice. Unless agreed otherwise, fees are payable annually in advance, within 30 days of invoice, and are exclusive of VAT.

We may change our fees for a renewal term by giving you at least 60 days’ notice before the renewal date. If you do not accept a change, you may choose not to renew. Sixty days is deliberately longer than the notice you must give us: a school sets its budget well in advance, and a price change it learns about too late is one it cannot plan around.

Late payment may result in suspension under the section above, and we may charge statutory interest on overdue amounts.

We aim to keep Entris available at all times, and we monitor it continuously. We do not guarantee uninterrupted availability: planned maintenance, faults in third-party infrastructure and events outside our control can all interrupt the service. Where a formal service level is agreed with you in writing, that document governs.

Support is available by email at support@syntari.co.uk at any time. We aim to respond within one working day, and to treat issues affecting site safety — such as a kiosk or a roll call being unavailable — as a priority ahead of that.

We own all intellectual property rights in Entris, including its software, design and documentation. Nothing in this agreement transfers those rights to you beyond the right to use the service described above.

You own your Customer Data and your own trade marks, logos and badge or kiosk artwork. You grant us a limited licence to host, process and display that material only as needed to provide Entris to you.

If you give us feedback or suggestions, we may use them to improve Entris without obligation to you.

Each of us may receive confidential information from the other. Each of us agrees to keep it confidential, to use it only for the purposes of this agreement, and to protect it with at least the care we apply to our own confidential information. This does not apply to information that is public through no fault of the recipient, was already known to them, or must be disclosed by law.

We warrant that we will provide Entris with reasonable skill and care, and that we have the right to grant the rights in this agreement.

Beyond that, and to the extent the law allows, Entris is provided “as is”. We do not warrant that it will be error-free, that it will meet every requirement you have, or that it will detect or prevent every safeguarding or security incident. Entris records what people tell it and what staff enter; it cannot verify that a visitor’s identity or stated reason is genuine.

Nothing in this agreement limits either party’s liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any other liability that cannot lawfully be limited.

Subject to that, neither party is liable for indirect or consequential loss, loss of profits, loss of business, or loss of anticipated savings.

Subject to the above, each party’s total liability arising out of this agreement in any twelve-month period is limited to the fees paid by you under this agreement in the preceding twelve months.

This agreement runs for the Subscription Term and renews for further equivalent terms unless either party gives notice not to renew at least 30 days before the end of the current term.

Either party may terminate immediately if the other:

• commits a material breach that is not remedied within 30 days of written notice; or
• becomes insolvent or enters an equivalent process.

On termination your right to use Entris ends. You may export Customer Data before termination takes effect, and for 30 days afterwards on request. We will then delete it in accordance with our Privacy Policy.

You may ask us at any time to delete your organisation and everything in it. Deleting a school’s visitor and roll-call history cannot be undone, so this is done by us on request rather than by a button in the dashboard: email support@syntari.co.uk from an owner account and we will confirm before acting, then complete the deletion within 30 days.

We may update these terms. Where a change is material, we will give you reasonable notice by email or in the dashboard before it takes effect, and you may be asked to accept the new version when you next sign in. If you do not accept a material change, you may terminate before it takes effect.

• Entire agreement — this agreement, with the policies it refers to, is the whole agreement between us on its subject matter.
• Assignment — neither party may assign this agreement without the other’s consent, except to a successor to its business.
• Subcontracting — we may use the sub-processors listed in our Privacy Policy, and remain responsible for their performance.
• Third parties — no one other than you and us has rights under this agreement.
• Severance — if any provision is unenforceable, the rest continues in force.
• Governing law — this agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions about these terms: support@syntari.co.uk.