Terms & Conditions

Last updated: 3 April 2026

1. Agreement to Terms

These Terms and Conditions ("Terms") govern your access to and use of the Orchestrate platform ("Service") operated by APTIM-Solutions Ltd ("Company", "we", "us", "our"), a company registered in England and Wales.

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service. If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.

2. Description of Service

Orchestrate is a programme and project governance platform that provides structured delivery management, stage-gate quality scoring, RAID lifecycle management, resource oversight, budget tracking, and related project governance capabilities. The Service is provided as a software-as-a-service (SaaS) application.

The Service includes optional AI-powered features (such as intelligent suggestions and project assistance) that use third-party artificial intelligence services. The Service also uses third-party analytics and error monitoring tools to maintain quality and improve the user experience. Details of these third-party services are set out in Sections 5A and 5B below.

3. Account Registration and Security

To use the Service, you must register for an account or be invited by an existing user. You agree to:

  • Provide accurate and complete registration information
  • Maintain the security of your account credentials
  • Promptly notify us of any unauthorised access to your account
  • Accept responsibility for all activities that occur under your account

Authentication is managed through Auth0. You are responsible for complying with Auth0's terms of service in relation to your authentication credentials.

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable law
  • Attempt to gain unauthorised access to any part of the Service or its systems
  • Interfere with or disrupt the integrity or performance of the Service
  • Upload or transmit any malicious code, viruses, or harmful content
  • Share your account credentials with third parties or allow multiple individuals to use a single account
  • Scrape, crawl, or use automated means to access the Service without our prior written consent
  • Reverse engineer, decompile, or disassemble any part of the Service

5. Data Ownership and Intellectual Property

Your data: You retain all rights to the data you input into the Service ("Customer Data"). We do not claim ownership of your Customer Data. You grant us a limited licence to process your Customer Data solely for the purpose of providing and improving the Service.

Our intellectual property: The Service, including its software, design, features, documentation, and all related intellectual property, is owned by APTIM-Solutions Ltd and is protected by copyright, trademark, and other intellectual property laws. Nothing in these Terms grants you any right to use our trademarks, logos, or branding without our prior written consent.

5A. Artificial Intelligence Features

The Service includes optional AI-powered features that use Anthropic's Claude API to provide intelligent suggestions, project assistance, and content generation. By using these features, you acknowledge and agree that:

  • Relevant project data (such as project descriptions, RAID items, and governance information) may be sent to Anthropic's servers for processing in order to generate AI responses.
  • AI-generated outputs are provided as suggestions only and should not be relied upon as a substitute for professional judgement. You are responsible for reviewing and validating any AI-generated content before acting on it.
  • We do not use your data to train AI models. Anthropic's API usage is governed by their Terms of Service and Privacy Policy, which confirm that API inputs are not used for model training.
  • AI features may be disabled by your organisation administrator. Where AI features are not enabled, no data is sent to Anthropic.

5B. Third-Party Services

The Service integrates with the following third-party services. By using the Service, you acknowledge that your data may be processed by these providers in accordance with their respective terms and privacy policies:

  • Auth0 (Okta): Identity and authentication management. Handles login, session management, and credential storage.
  • Anthropic (Claude API): Artificial intelligence features including project assistance and intelligent suggestions. See Section 5A above.
  • Microsoft Clarity: Anonymised session analytics including heatmaps and session recordings to help us understand how users interact with the platform. Clarity is only loaded if you consent to analytics cookies.
  • Sentry: Error monitoring and performance tracking to help us identify and resolve technical issues quickly. Sentry may collect technical data such as browser type, operating system, error stack traces, and session identifiers.
  • Resend: Transactional email delivery for invitations and notifications.

We select third-party providers that maintain appropriate security and data protection standards. Each provider processes data only as necessary to deliver their specific function and is bound by their own terms of service and privacy commitments.

6. Multi-Tenancy and Data Isolation

The Service operates a multi-tenant architecture where each organisation's data is logically isolated. We implement strict access controls to ensure that users can only access data belonging to their own organisation and projects to which they have been granted access. Organisation administrators are responsible for managing user access and roles within their organisation.

7. Service Availability

We aim to provide the Service with high availability but do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or security purposes. Where planned maintenance is required, we will endeavour to provide at least 5 days' advance notice.

We are not liable for any downtime, data loss, or service interruptions caused by factors outside our reasonable control, including but not limited to internet outages, third-party service failures, and force majeure events.

8. Fees and Payment

Access to the Service may be provided under an APTIM-Solutions engagement agreement, a standalone subscription, or a trial arrangement. Specific pricing, billing terms, and payment obligations will be set out in a separate agreement or order form. Free stakeholder access is provided at no charge for read-only users.

9. Termination

Either party may terminate the use of the Service by providing written notice. Upon termination:

  • Your access to the Service will be revoked
  • You may request an export of your Customer Data within 30 days of termination
  • After the 30-day period, we may delete your Customer Data in accordance with our data retention policy

We reserve the right to suspend or terminate your access immediately if you breach these Terms, engage in activities that threaten the security of the Service, or fail to pay applicable fees.

10. Limitation of Liability

To the fullest extent permitted by applicable law:

  • The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied.
  • We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill.
  • Our total aggregate liability arising out of or in connection with these Terms shall not exceed the total fees paid by you in the twelve months preceding the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

11. Indemnification

You agree to indemnify and hold harmless APTIM-Solutions Ltd, its directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

12. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting the updated Terms on this page and, where appropriate, by email notification. Your continued use of the Service after such changes constitutes acceptance of the modified Terms.

14. Contact

For questions about these Terms, please contact us: