Terms & Conditions

CareClarity is a software platform operated by GFE Tech Group Ltd (Companies House: 17234887), a company incorporated in England and Wales. Contact: hello@careclarity.care

CareClarity provides intelligent guidance tools to support compliance and practice in children's residential care settings in England, including Document Review, Safeguarding Chat, Daily Log Review, Supervision Review, Placement Checker, Reg 45 Review, and SOP Checker (“the Service”). Access is provided on a subscription basis to registered organisations.

Subscriptions are billed monthly in advance. A 7-day free trial is available to new subscribers — no payment is taken during the trial. At the end of the trial, your subscription begins automatically unless you cancel beforehand.

We reserve the right to change pricing with 30 days' notice to existing subscribers.

When you register for a CareClarity subscription, you are required to provide valid payment card details. Your card details are held securely by our payment processor (Stripe) and are never stored by GFE Tech Group Ltd.

Trial period. No charge is made to your card during the free trial period. You may cancel at any time during the trial without charge.

Automatic conversion. At the end of your free trial, your subscription will begin automatically and your card will be charged the applicable monthly fee for your chosen plan. You will receive an email reminder before your trial ends.

Ongoing billing. After the first charge, your subscription renews automatically on the same date each month. You will receive a payment receipt by email after each payment.

Failed payments. If a payment fails, we will retry up to three times over seven days. If payment cannot be collected, access to the platform will be suspended until the outstanding amount is paid.

Refunds. Subscription fees are non-refundable except where required by law. If you cancel mid-period, you retain access until the end of that billing period. No partial refunds are issued.

You may cancel at any time from your account settings. Cancellation takes effect at the end of your current billing period. We do not offer refunds for partial billing periods. We reserve the right to suspend or terminate access for breach of these Terms, without refund.

Each user account is issued to a named individual and must not be shared with, or used by, any other person. Simultaneous use of a single account from multiple devices or locations is prohibited. GFE Tech Group Ltd reserves the right to suspend accounts where shared access is detected, without notice and without refund.

Each subscription is issued to a single organisation, identified by its registered email domain. Users must register using a work or organisation email address. Personal email addresses — including but not limited to Gmail, Hotmail, Outlook, Yahoo, and iCloud — are not permitted on the platform.

A single email domain may only be associated with one active CareClarity organisation at any time. Attempts to circumvent this restriction may result in suspension of all associated accounts.

Each organisation is entitled to one free trial period. Registering multiple organisations using the same or substantially similar email domain in order to obtain additional trial periods is prohibited. GFE Tech Group Ltd reserves the right to permanently suspend any accounts associated with such activity.

CareClarity logs authentication events including device information, IP addresses, and access timestamps for security and fraud prevention purposes. Unusual access patterns — including logins from multiple locations within a short period — will be flagged and may trigger an account review.

This data is processed in accordance with our Privacy Policy and is retained for a period of 12 months.

If you are a consultancy or third-party organisation providing services to multiple care settings, each client organisation requires its own separate CareClarity subscription. Using a single subscription to provide services to multiple organisations is not permitted.

Please contact hello@careclarity.care to discuss consultancy licensing arrangements.

Each CareClarity subscription plan includes a monthly allocation of tool uses (“Included Uses”) as set out in the current pricing schedule at careclarity.care/pricing.

Monthly reset. Included Uses reset on the first day of each calendar billing month. Unused Included Uses do not roll over to the following month.

Usage cap. When an organisation reaches 100% of its Included Uses, access to guidance features will be suspended until additional credits are purchased or the monthly allocation resets.

Warning notifications. CareClarity will send an in-app notification and email alert to the account administrator when an organisation has used 80% of its monthly Included Uses.

Credit top-ups. Additional uses may be purchased as credit packs at the rates published at careclarity.care/pricing. Credits purchased in a billing month expire at the end of that billing month and do not carry forward.

Fair use policy. We reserve the right to review usage patterns that appear automated, bulk, or otherwise inconsistent with normal care management workflows. Accounts displaying such patterns may be contacted to discuss plan suitability.

Changes to allocations. GFE Tech Group Ltd reserves the right to adjust the number of Included Uses per plan tier with 30 days' written notice to account holders.

Credit packs are non-refundable once purchased. Credits are applied to the purchasing organisation's account immediately on successful payment. Credits expire at the end of the billing month in which they are purchased and cannot be transferred between organisations or accounts.

All credit pack prices are shown inclusive of any applicable taxes.

You agree to use the Service only for lawful purposes in connection with children's residential care homes in England. You must not use the Service to process unauthorised data, reverse-engineer the platform, share credentials outside your organisation, or use it in any way that could harm children or facilitate unlawful activity.

Account sharing. Each user account is for the sole use of the named individual it was created for. Sharing login credentials with any other person is strictly prohibited. We employ session controls that automatically terminate existing sessions when a new login is detected. Breach of this clause is grounds for immediate account suspension without refund.

The Learning Hub provides practice-based training activities including knowledge quizzes, mock Ofsted interview simulations, case decision walkthroughs, and a scenario builder tool. These features are provided for professional development and practice purposes only.

Completion certificates and activity records generated by the Learning Hub are internal practice records only. They are not Ofsted-recognised qualifications, accredited CPD awards, or substitutes for mandatory training required by your employer, regulator, or commissioning authority. Users remain responsible for meeting all mandatory training obligations through their employer's formal processes.

Quiz results, scenario outcomes, and interview feedback are generated for learning purposes and do not constitute a formal assessment of competence.

CareClarity provides an AI-powered guidance assistant named Clara. Clara is designed to help users navigate the platform and find relevant regulatory information. Clara is not a qualified legal adviser, safeguarding professional, regulatory authority, or substitute for professional judgement.

All responses provided by Clara are general guidance only, based on publicly available regulatory frameworks. They must not be relied upon as legal advice, formal regulatory interpretation, or a substitute for professional safeguarding decisions. CareClarity accepts no liability for decisions made or actions taken based on Clara's responses.

Users must not input into Clara any information that could identify a real child, young person, or service user. Clara conversations are not stored by CareClarity beyond the active browser session.

The Scenario Builder tool allows users to describe workplace situations which are then processed by an AI model to generate training discussion guides. Users are solely responsible for ensuring that any content submitted to the Scenario Builder is fully anonymised and does not contain information that could identify any individual, including children, young people, staff members, or service users.

CareClarity accepts no liability for content submitted that contains identifiable information. Generated discussion guides are for internal staff training purposes only and must not be shared externally or used as evidence in regulatory, legal, or disciplinary proceedings.

Both parties agree to comply with the UK GDPR and Data Protection Act 2018. Our data practices are set out in our Privacy Policy, which forms part of these Terms.

All intellectual property in the CareClarity platform is owned by GFE Tech Group Ltd. You retain ownership of any content you submit and grant us a limited licence to process it solely to provide the Service.

To the fullest extent permitted by law, our liability is limited to subscription fees paid in the 12 months preceding the claim. We are not liable for indirect or consequential losses, regulatory outcomes, inspection results, or safeguarding decisions made in reliance on our guidance tools.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, or for fraud.

We provide the Service on an “as is” basis and do not warrant that tool outputs will be accurate, complete, or current. We will use reasonable endeavours to maintain service availability but do not guarantee uptime.

These Terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales. Please contact hello@careclarity.care before initiating any formal proceedings.

We may update these Terms and will give subscribers at least 30 days' notice of material changes. Continued use after that notice period constitutes acceptance.