Online terms for the Free and Team plans
Version 2026-11-07 · Last updated 7 November 2026
In short: your records belong to you. We look after them, keep them safe and private, and never sell them or use them for anything else. Team is £149 a month (or £1,490 a year), paid by card, and you can cancel any time. If you stop paying, you move to the Free plan and keep your records. Enterprise customers sign a separate agreement instead of these terms.
1. Who we are and who these terms are for
1.1 Legends Care Hub (the Service) is provided by Stanley Apps Ltd, a company registered in England and Wales (company number 17554469), 71–75 Shelton Street, London WC2H 9JQ ("we", "us"). Contact: [email protected] or 07544 075585.
1.2 These terms are a contract between us and the care business that signs up (the Customer, "you"). The person who signs up confirms they are allowed to agree to them for that business. The Service is for businesses only, not for consumers.
1.3 They cover the Free and Team plans. If you move to Enterprise, the signed Subscription Agreement replaces these terms from the date it's signed.
2. The plans
| Free | Team | |
|---|---|---|
| Price | £0 | £149 a month, or £1,490 a year |
| Staff (not counting the main account holder) | Up to 3 | Up to 15 |
| Clients or residents | Up to 10 | Unlimited |
| Buildings | 1 | 1 |
| Support | Help button and email | 24/7 UK phone line, WhatsApp and email |
2.1 What each plan includes is shown on our pricing page. We may improve features at any time. We won't remove a main feature from a plan you're paying for without giving you at least 30 days' notice, and if we do you may cancel and get a refund for the unused part of a period you've paid for.
2.2 If you go over a limit, you can still use everything you already have, but you can't add more until you upgrade or switch someone off.
3. Free trial and payment (Team)
3.1 A business's first Team subscription comes with a 7-day free trial. You add a card on Stripe's secure payment page to start it. You won't be charged during the trial. Unless you cancel before it ends, your card is charged at the end of the trial and then every month or year, in advance, until you cancel.
3.2 Payments are taken by Stripe. We never see or store your full card number. You can change your card, see receipts, switch between monthly and yearly, or cancel at any time in Manager → Settings → Your plan → Manage card and billing.
3.3 If you cancel, Team carries on until the end of the period you've paid for, then you move to Free. Payments already made aren't refunded, except as these terms say or where the law requires.
3.4 If a payment fails, Stripe will try again over the following days. If it still can't be taken, your account moves to Free. Care is never stopped: your records, the carer app, visits and medicines keep working, within the Free limits.
3.5 We're not registered for VAT, so no VAT is added. If we register, we'll tell you at least 30 days before VAT is added.
3.6 We may change the Team price by giving you at least 30 days' notice by email. The new price applies from your next payment after the notice ends. If you don't agree, you can cancel before then.
4. Your responsibilities
4.1 You're responsible for the people you give logins to, for keeping passwords private, and for switching off access for anyone who leaves. Tell us straight away if you think a login has been misused.
4.2 You must use the Service lawfully, and only to run your own care business. Don't try to break, copy or overload it, or get into other businesses' data.
4.3 You're responsible for the information you put in, and for checking that it's correct, especially medicines, doses and times.
5. Care, medicines and regulation
5.1 The Service is a record-keeping, planning and communication tool. It is not a medical device and does not give medical, clinical or nursing advice.
5.2 You remain fully responsible for the care you provide, including how medicines are prescribed, stored, given and recorded, staffing, safeguarding, and meeting the requirements of the Care Quality Commission and any other regulator.
5.3 Medicine names come from the NHS Dictionary of Medicines and Devices (dm+d). We update this list regularly, but we're not responsible for errors in the source data. Doses, times and instructions are entered by you and must be checked against the prescription and the label.
5.4 Alerts, warnings, reminders, drive times and map positions are aids only. They depend on phones, signal, settings and other services, and may be late, missing or wrong. Don't rely on them as your only safeguard. Keep your own checks, including a paper backup plan if the Service or a phone isn't available.
6. Your data
6.1 Your records belong to you. You let us store and process them only so we can provide the Service. We never sell them, never use them for advertising, never use them for our own purposes and never use them to train AI.
6.2 For the personal data in your records, you are the controller and we are your processor. The data processing terms in section 11 apply and form part of these terms.
6.3 We're the controller of the contact and billing details we hold about you, and we handle them in line with our privacy notice. We're registered with the Information Commissioner's Office.
6.4 You can download a full copy of your records at any time from Manager → Settings, on any plan.
7. Ending your account
7.1 You can stop using the Service at any time. To close your account completely, email us from the main account holder's email address.
7.2 We may suspend or close an account that breaks these terms, puts the Service or other users at risk, or is used unlawfully. Unless it's urgent, we'll warn you first and give you a chance to put things right. We may close a Free account that hasn't been used for 12 months, after warning you by email at least 30 days before.
7.3 When an account is closed, the main account holder can still log in for 30 days to download your records. We then delete your data from the live Service within a further 30 days, and from backups as they expire (within 35 days), unless the law requires us to keep it. Care records often have to be kept for several years, so please download yours before then. We'll remind you at least 14 days before we delete anything.
7.4 If we ever stop providing the Service, we'll give you at least 90 days' notice, refund anything paid in advance for after it stops, and help you export your records.
8. Our promises and limits
8.1 We'll provide the Service with reasonable skill and care. We keep backups every night, and we'll fix faults as quickly as we reasonably can. We don't promise the Service will never be interrupted or have errors.
8.2 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow to be limited.
8.3 Apart from that, neither of us is liable for loss of profits, revenue, business, contracts or goodwill, or for indirect or consequential loss.
8.4 Apart from section 8.2, our total liability to you in any 12 months is limited to the fees you paid us in that time, or £100 if that's more (so Free customers are covered too).
8.5 We're not responsible for loss caused by wrong or missing information you entered, by not following section 5, by your staff's actions, or by your own devices, internet connection or other services outside our control. If your data is lost or damaged because of our mistake, we'll restore it from our latest backup at our own cost.
8.6 Neither of us is responsible for delays or failures caused by events outside our reasonable control (for example a widespread internet or power failure). This only covers a hosting failure or cyber attack where we've taken the security and backup measures we describe.
9. Changes to these terms
9.1 We may update these terms. For anything that's worse for you, we'll email the main account holder at least 30 days before it applies. If you don't agree, you can cancel before then. The version and date are shown at the top of this page.
10. General
10.1 These terms, our pricing page and our privacy notice are the whole agreement between us about the Free and Team plans.
10.2 Neither of us may transfer these terms to someone else without the other's agreement, except that we may transfer them to a company that takes over the Service, if it keeps to these terms.
10.3 If something goes wrong, please talk to us first. We'll always try to sort it out quickly and fairly.
10.4 These terms are governed by the law of England and Wales, and the courts of England and Wales can decide any dispute.
11. Data processing terms (UK GDPR Article 28)
These terms apply to the personal data we process for you as your processor.
| What and why | Hosting, storing, organising, showing, backing up and deleting your records so you can plan care, record visits and medicines, manage staff and vehicles, and keep records. |
| How long | While you use the Service, plus the time needed to return or delete data under section 7. |
| Whose data | Your clients and residents; their relatives, representatives and GPs; your staff, workers and contractors. |
| What data | Names, addresses, contact details and dates of birth; care needs, visit notes, checklists and care logs; health data, including conditions, allergies, medicines and care records; staff names, roles, logins, skills, training, shifts, clock-in and break times, and phone location while clocked in (if you switch location checks on); vehicle and driving licence details (only the last 4 characters of the licence number). |
We will:
- process the data only on your instructions, which are these terms and how you use the Service, unless the law requires otherwise (we'll tell you first if the law allows);
- tell you straight away if we think an instruction breaks data protection law;
- make sure everyone who can access the data is bound to keep it confidential;
- keep it secure with appropriate technical and organisational measures (Article 32), including encryption in transit and at rest, access controls and nightly backups;
- help you respond to people exercising their rights (you can export and update most records yourself in the Service);
- help you with security, personal data breaches, data protection impact assessments and consulting the Information Commissioner;
- tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data;
- return or delete the data when your account ends, as set out in section 7; and
- give you the information reasonably needed to show we're meeting these terms, and allow reasonable audits (on 30 days' notice, at most once a year unless after a breach or a regulator's request, at your cost).
Sub-processors
You give general permission for us to use the sub-processors below. We'll give you at least 30 days' notice of any new one. If you object on reasonable data protection grounds and we can't resolve it, you may cancel and get a refund for the unused part of a period you've paid for. Each sub-processor is bound by data protection terms at least as strict as these, and we remain responsible for them.
| Who | What it does | What it receives |
|---|---|---|
| Cloudflare, Inc. | Hosting, database, file storage, backups, sending emails | All your records (encrypted) |
| Google (Firebase Cloud Messaging), Apple (Push Notification service) and web browsers' push services | Phone and browser notifications | The text of each notification, which may include a client's first name and a visit time |
| Meta Platforms (WhatsApp Business), Team only | Family WhatsApp alerts, if you switch them on for a client | The family member's phone number and the alert text |
| Mapbox, Inc., Team only | Maps, road routes and drive times | Map positions (no names or records) |
We also use public services that receive no records: postcodes.io (finding a postcode's position), OpenStreetMap (map images) and the DVLA Vehicle Enquiry Service (vehicle look-ups, if used). Payments are handled by Stripe, which receives only your business's billing details, not care records. Please don't put client health information in support messages: support never needs it.
International transfers
We only transfer personal data outside the UK where it's protected by UK adequacy regulations or proper safeguards (the UK Extension to the EU–US Data Privacy Framework, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses). Cloudflare is set up to keep stored data in Europe where possible.
You confirm
that you have a lawful basis (and, for health data, a condition under Article 9) for the personal data you put into the Service, and that you've given people the privacy information the law requires.
Questions about these terms? Email [email protected].