Agency Terms

1.1These terms are between Rex Connexa Ltd, a company registered in England and Wales (company number 16567296, registered office 5 Brayford Square, London E1 0SG, United Kingdom), trading as KinCarer ("KinCarer", "we", "us"), and the care organisation named in the KinCarer app ("the Agency", "you").

1.2They apply from the moment a person in your organisation accepts them in the app. By accepting, that person confirms they are authorised to agree to them on the Agency's behalf. We record who accepted, when, and which version.

1.3Families who use KinCarer do so under KinCarer's own Terms of Service and Privacy Policy. These terms do not make you responsible for how families use the app, and they give families no rights against you.

1.4You pay KinCarer directly. Apple and Google are not party to these terms and do not collect or handle these payments.

• App: the KinCarer app for iPhone and Android, including its agency screens.
• Code: the sponsorship code we give you for families you support.
• Sponsored Family: a care circle that has used your Code and that you have not removed as "Not us".
• Free Trial: the free period agreed when your organisation is set up, shown in the App.
• Billing Period: a month or a year, as agreed when your organisation is set up.
• Fees: the amounts payable under section 6 and the Schedule.
• Staff Code: the code your carers use to join your team in the App.
• Business Day: a day other than a weekend or a bank holiday in England.

3.1A Code you can give to families you support. A family that enters it has KinCarer Family+ at no cost to them for as long as it is a Sponsored Family.

3.2Agency screens in the App showing: the families on your Code and when they joined, which of your carers are with each, your team, your codes, visits and a monthly report, your invoices, and the alerts described in the App where a family has invited you into its circle.

3.3A Staff Code so your carers can join your team. It does not put them in any family's circle.

3.4We aim to keep the App available and working, but we do not promise it will be uninterrupted or free of errors. We may change or improve features, provided the core of the service (Family+ for your Sponsored Families and your agency screens) is not materially reduced.

4.1Give your Code only to families you support. If it reaches someone who is not your client, remove them in the App ("Not us"). They are not billed, and that circle cannot use your Code again.

4.2Keep your Code and Staff Code within your organisation. You are responsible for what your admins and the staff you add do in the App, and for removing people who leave.

4.3Use the App lawfully and in line with your regulatory obligations. Do not misuse it, try to get around its security, copy or reverse-engineer it, or overload it.

4.4KinCarer is a coordination tool, not a care provider or a clinical system. You remain responsible for the care you provide, your care records, your rotas, and your own safeguarding and escalation procedures. Alerts in the App (for example, a carer not arriving or an urgent task not done) are an aid: they can be delayed or not delivered, and must not be your only safeguard.

5.1Your Free Trial runs for the period agreed when your organisation is set up (usually 30 days) and is shown in the App. No Fees are charged for it.

5.2Families can start on your Code at any time until the last free day.

5.3Unless you tell us otherwise, your Free Trial becomes a paid subscription automatically on the day after the last free day. To stop instead, email hello@kincarer.com before the end of the last free day. We remind your admins in the App seven days before it ends.

5.4If you stop at the end of the Free Trial, nothing is charged. Your Sponsored Families keep Family+ to the end of the Free Trial and then move to KinCarer's free plan. Nothing in their circles is deleted.

6.1You pay a Fee for each Sponsored Family for each Billing Period, at the prices in the Schedule or at a price we have agreed with you in writing.

6.2You pay for every Sponsored Family on your Code on the day after the Free Trial ends, and for each family that joins after that, from the day it joins. A family you remove as "Not us" is not charged. A family already paid for in a Billing Period is never charged twice for it.

6.3If a family's cover ends part-way through a Billing Period, you pay only for the days it was covered.

6.4Prices exclude any VAT that applies. Where VAT is due, it is added at the rate in force.

6.5We may change our prices by giving you at least 30 days' notice in the App or by email. If you do not accept a change, you may cancel under section 10 before it takes effect.

7.1We issue invoices on the 1st of each month. They are available in the App as PDFs. Each covers the coming Billing Period for your Sponsored Families, plus any amounts from the previous month not yet invoiced. Your first invoice covers the days from the end of your Free Trial to the 1st, plus the Billing Period ahead.

7.2Each invoice is due on its date. Pay it by bank transfer to the account shown on it, quoting the invoice number.

7.3If you believe an invoice is wrong, tell us at hello@kincarer.com within 5 days of its date and pay any part you do not dispute. We will look into it promptly and correct it if it is wrong.

8.1We do not charge interest on late payments.

8.2If an invoice is not paid on its date, we'll remind you by email before your account can be suspended.

8.3If the invoice is still unpaid seven days after its date, we may suspend your account. While suspended, no new families can start on your Code. Nothing else changes: your agency screens and invoices stay available.

8.4When we suspend your account, we tell your Sponsored Families that night that their Family+ is ending. Seven days after that, their care circles become read-only until someone renews. Nothing in them is deleted.

8.5Paying everything overdue lifts the suspension. Families on your Code get Family+ back automatically, including any whose circles had become read-only.

9.1You can share your referral link with other care organisations. When one signs up through it, its first invoice after its Free Trial includes one month free for five of its families.

9.2When that organisation pays an invoice, your next invoice includes one month free for five of your families. There is no limit to how many organisations you refer.

9.3Credits do not expire and have no cash value. They cannot be exchanged, transferred or paid out, and are used only against future invoices. If these terms end, unused credits end too.

10.1These terms start when accepted in the App and continue until ended under this section.

10.2Monthly billing. Your subscription rolls on month by month. You can cancel at any time by emailing hello@kincarer.com before your next billing date (the 1st of the month). For example, cancelling on the 27th means you are not invoiced on the 1st. Your Sponsored Families keep Family+ to the end of the month already paid for.

10.3Yearly billing. You can cancel at any time by emailing hello@kincarer.com. We refund each whole month left in the year within 30 days. Your Sponsored Families keep Family+ until the date your cancellation takes effect.

10.4We may end these terms by giving you 30 days' notice. We may end them at once if you seriously breach them and do not put it right within 14 days of our asking, or if you become insolvent. If we end them for any reason other than your breach, we refund any Fees paid for time after the end date.

10.5When these terms end, your Code stops working for new families. Your Sponsored Families are told seven days before their Family+ ends and then move to KinCarer's free plan; nothing in their circles is deleted. Fees due up to the end date remain payable.

11.1Each of us is a separate, independent controller of the personal data it handles, and each is responsible for its own compliance with UK data protection law. Neither of us processes personal data on the other's behalf, so there is no data processing agreement between us.

11.2In the App you see: which families have used your Code and when, each circle's name, and which of your own carers are in each circle. You do not see what a family writes (tasks, appointments, medication, notes, documents, photos, address) or who else is in their circle, unless the family invites you or one of your carers in, when you see what any carer there sees.

11.3You are responsible for having a lawful basis to give your Code to families and to add your staff, for telling your staff how KinCarer uses their information (including check-ins and location while on visits), and for handling what you see under your own privacy notice.

11.4KinCarer's Privacy Policy governs how we handle families' and users' information. We keep it secure and will tell you without undue delay if we become aware of a personal data breach affecting your staff's accounts.

12.1Each of us keeps the other's confidential business information (for example, prices and invoices) confidential, and uses it only for these terms, unless it is already public or the law requires it to be disclosed.

13.1KinCarer owns the App and everything in it other than your content. While these terms last, you may use the App's agency features for your organisation.

13.2Your organisation's name and logo remain yours. You allow us to show them in the App to your Sponsored Families and staff. We will not use them in our marketing without your permission.

14.1Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

14.2We are not liable for indirect or consequential loss, or for loss of profit, business, contracts or goodwill. We are not liable for care outcomes, including missed or late visits, or decisions made using information in the App (see 4.4).

14.3Our total liability to you in any 12 months is limited to the Fees you paid or owed in the 12 months before the event giving rise to the claim, or £50 if that is more (for example, during the Free Trial).

15.1We may update these terms. When we do, your admin will be asked to accept the new version in the App before continuing to use the agency screens. Price changes still need 30 days' notice (6.5).

15.2If you do not accept an update, you can end these terms under section 10, and the version you last accepted applies until then.

16.1Notices to us go to hello@kincarer.com. Notices to you are given in the App and by email to your admins. An email sent after 5pm or on a day that is not a Business Day counts as received on the next Business Day.

17.1These terms, the Schedule and anything we agree in writing (such as a negotiated price) are the whole agreement between us about sponsoring families.

17.2You may not transfer these terms without our written agreement. We may transfer them to a successor to KinCarer's business, and we will tell you if we do.

17.3Neither of us is liable for delays caused by events outside its reasonable control.

17.4If part of these terms is found unenforceable, the rest still applies. Not enforcing a right straight away does not mean giving it up.

17.5No one other than you and us has any right to enforce these terms.

17.6These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Unless we have agreed a single price with you in writing, each Sponsored Family is priced by its place in the order families joined your Code: your first 49 families at the first band, families 50 to 149 at the second, and so on.

Prices are per family per Billing Period, in the currency agreed when your organisation is set up.

For questions about these terms, contact Rex Connexa Ltd, trading as KinCarer, at hello@kincarer.com.