Terms & Conditions

1. Introduction

These Terms & Conditions (“Terms”) govern your use of the YEW Technologies website ( yewtechnologies.co.uk) and our associated product websites ( documentscabinet.com, yewepos.com) and our software products and services, including DCReceipt, YEW EPOS, online ordering portals, and website design and hosting (collectively, the “Services”). By accessing or using our website or Services, you agree to be bound by these Terms.

YEW Technologies is a UK-based software and technology company. If you do not agree with these Terms, please do not use our website or Services.

Use of the Services is also subject to our Acceptable Use Policy and, where personal data is processed on your behalf, our Data Processing Addendum, both available at yewtechnologies.co.uk/legal. These documents are incorporated into and form part of these Terms.

2. Use of the Website

You agree to use this website only for lawful purposes. You must not:

• Use the website in any way that violates applicable local, national, or international law or regulation.
• Transmit unsolicited or unauthorised advertising or promotional material.
• Attempt to gain unauthorised access to any part of the website, server, or database.
• Introduce viruses, trojans, worms, or other malicious or technologically harmful material.
• Use automated tools to scrape, crawl, or extract data from the website without our prior written consent.

3. Intellectual Property

All content on this website, including but not limited to text, graphics, logos, icons, and software, is the property of YEW Technologies or its licensors and is protected by UK and international copyright and intellectual property law.

You may not reproduce, distribute, or create derivative works from any content on this website without our express written permission.

Platform ownership: YEW Technologies retains full ownership of all platform software, systems, tools, and underlying technology used to deliver the Services, including any general improvements or enhancements made during the course of providing services to a client.

Client data ownership:Clients retain full ownership of all data they upload, input, or generate through the Services (“Client Data”). YEW Technologies does not claim any ownership over Client Data. The client grants YEW Technologies a limited, non-exclusive licence to process Client Data solely for the purpose of providing and supporting the Services, including backups and system monitoring.

Client-supplied content:Where clients supply content, images, logos, or text for use in websites or portals built by YEW Technologies, the client warrants that they hold all necessary rights and licences to that material and that its use will not infringe any third-party intellectual property rights.

4. Our Products & Services

Descriptions and features of our products and services on this website are provided for general information purposes only and may be subject to change without notice. Our current service offerings include:

• Zero Paper (formerly DCReceipt) — smart document & receipt management platform, also available at documentscabinet.com.
• RetailOS (formerly YEW EPOS) — point of sale, back office, and online ordering system for retail and hospitality, also available at yewepos.com.
• Website design and hosting — static and dynamic business websites.
• Online ordering portals — customer-facing ordering solutions integrated with YEW EPOS.

The use of any product or service provided by YEW Technologies is governed by a separate service agreement or licence agreement entered into between you and YEW Technologies. These Terms do not replace or override any such agreement.

5. Hosting, Uptime & Service Levels

Where YEW Technologies hosts websites, portals, or software services on behalf of a client, we target a service availability of 99.5% uptime per calendar month, excluding scheduled maintenance windows.

Scheduled maintenance will typically be carried out during low-traffic hours (Sunday 02:00–04:00 GMT/BST) and will be communicated to clients in advance where possible. Downtime caused by scheduled maintenance does not count against the uptime commitment.

All client data processed or stored through YEW Technologies hosted services is held in Microsoft Azure UK regions (UK South or UK West) unless otherwise agreed in writing. This ensures data residency within the United Kingdom in accordance with UK GDPR requirements.

YEW Technologies is not liable for downtime or degraded performance caused by factors outside our control, including Microsoft Azure infrastructure incidents, third-party DNS providers, DDoS attacks, or internet service disruptions.

SLA credit:If measured uptime falls below 99.5% in any calendar month due to causes within YEW Technologies’ control, the affected client may request a 5% creditagainst that month’s hosting fee. Credits must be requested in writing within 30 days of the affected month and will be applied to the next invoice. Credits are the client’s sole remedy for missed uptime targets.

6. Online Ordering Portal

Where YEW Technologies provides an online ordering portal as part of the YEW EPOS solution, the following terms apply:

• Payment processing:YEW Technologies is not a payment processor. All payment transactions are handled by an independent third-party payment provider (such as Stripe). The payment provider’s own terms and conditions govern all transactions, and YEW Technologies accepts no liability for payment failures, chargebacks, or disputes between the client and their customers.
• Order fulfilment: YEW Technologies is responsible for the operation of the ordering platform only. The client is solely responsible for receiving, preparing, and fulfilling orders placed through the portal.
• Menu and pricing accuracy: The client is responsible for maintaining accurate and up-to-date menu items, descriptions, allergen information, and pricing within the system. YEW Technologies accepts no liability for losses arising from incorrect or outdated menu data.

7. Website Design & Development

Where YEW Technologies designs or develops a website for a client, the following terms apply:

• Content responsibility: The client is responsible for supplying all content, images, copy, and materials to be published, and for ensuring that such content is accurate, lawful, and does not infringe any third-party rights.
• Go-live acceptance: Once the client has reviewed and formally approved the website for launch, the project scope is considered complete. Any changes requested after go-live approval will be treated as new work and may be subject to additional charges.
• Third-party licences: The client warrants that they hold all necessary licences for any third-party content (such as stock photography or brand assets) provided to YEW Technologies for inclusion in the website.

8. Background Removal Add-On

The Background Removal feature (“Background Removal”) is an optional paid add-on available for the RetailOS product. The following terms apply:

• Availability:Background Removal is disabled by default and must be explicitly enabled per client account. YEW Technologies may enable or disable the feature at the client’s request or in accordance with the client’s subscription tier.
• Charges: Background Removal is a chargeable feature. Pricing will be communicated at the time of enablement and set out in the applicable service agreement or order form. Charges may be applied on a per-use basis or as part of a subscription tier, as agreed in writing.
• Fair use: Clients may not use Background Removal for bulk, automated, or systematic batch processing of images beyond what is reasonably expected for normal business use. YEW Technologies reserves the right to impose usage limits, throttling, or additional charges where usage materially exceeds what is reasonably anticipated under the agreed pricing model.
• Third-party dependency: Background Removal is powered by Microsoft Azure AI (Cognitive Services). The availability of this feature is therefore subject to the operational status of Microsoft Azure and its AI services. YEW Technologies cannot guarantee 100% uptime for this feature specifically and accepts no liability for unavailability caused by Microsoft Azure service disruptions. Downtime of the Background Removal feature alone does not constitute a breach of the general uptime commitment set out in section 5.

9. AI Features, Anonymised Benchmarking & Data Aggregation

RetailOS includes a suite of optional AI-powered features (“AI Features”), including but not limited to smart product recommendations, upsell suggestions, churn prediction alerts, and cross-tenant anonymised benchmarking (“Network Insights”). This section governs how data is used in connection with those features.

9.1 Standard AI Features (Per-Tenant)

Most AI features operate exclusively within the client’s own data environment. Smart upsell recommendations, basket analysis, and customer retention alerts are generated using only the client’s own sales and transaction data. No data from the client’s account is shared with or compared against any other client in connection with these features.

9.2 Network Insights — Opt-In Cross-Tenant Benchmarking

RetailOS offers an optional Network Insights feature which enables clients to compare their anonymised trading patterns against aggregated benchmarks derived from other participating RetailOS clients. Participation in Network Insights is entirely voluntary and disabled by default.

To participate, an authorised administrator of the client account must provide explicit, affirmative consent via the RetailOS Admin Portal (“Consent to Network Insights”). Simply accepting these Terms does not constitute consent to Network Insights participation. The consent toggle is a distinct, separate action within the Admin Portal settings.

Clients may withdraw consent at any time by disabling the toggle in the Admin Portal. Withdrawal of consent will stop any further contribution of the client’s data to aggregated benchmarks. Withdrawal does not affect continued access to all other RetailOS features or services.

9.3 What Data Is Aggregated

If a client opts in to Network Insights, the following categories of trading data may be contributed to the aggregated benchmark dataset on a nightly basis:

• Sales volumes by product category (not individual product names or SKUs)
• Approximate basket sizes (number of items and value bands)
• Trading patterns by hour of day, day of week, and calendar period
• Geographic region (derived from the client’s registered location, not customer addresses)
• Upsell and product association patterns at category level

The following data is never included in aggregation:

• Any personally identifiable information (PII) relating to customers or staff
• Individual customer transaction histories or loyalty account data
• Exact revenue figures, profit margins, or financial data that could identify a specific client
• Client business name, trading name, or any identifier that would make aggregated data attributable to a specific client

9.4 Anonymisation Standard

All data contributed to the Network Insights benchmark pool is aggregated and anonymised before being stored in the analytics dataset. Anonymised records are not linked to any individual tenant identifier. The benchmark dataset is stored in a dedicated analytics environment, separate from live client operational data, and is hosted within Microsoft Azure UK regions in accordance with UK GDPR data residency requirements.

YEW Technologies applies a minimum cohort threshold: no benchmark datapoint is published unless it is derived from data contributed by at least five (5) distinct participating clients. This prevents any single client’s data from being identifiable through the benchmark output.

9.5 Purpose of Aggregated Data

Aggregated Network Insights data is used solely for the following purposes:

• Providing benchmark comparisons to participating clients via the RetailOS Admin Portal Insights page
• Improving the accuracy of AI-powered product recommendation and upsell models served within RetailOS
• Generating aggregated market trend indicators visible to all participating clients

Aggregated data is not sold, licensed, or disclosed to any third party. It is not used for advertising profiling, and it is not shared with any competitor of any client.

9.6 UK GDPR Lawful Basis

YEW Technologies processes data for Network Insights aggregation on the lawful basis of consent(UK GDPR Article 6(1)(a)). The data processed under this feature does not include personal data as defined by UK GDPR. Where any element of processing could be construed as involving personal data, the client’s explicit opt-in consent (section 9.2 above) covers that processing. Clients acting as data controllers in respect of their customers’ personal data remain solely responsible for compliance with their own UK GDPR obligations; YEW Technologies processes only the anonymised trading signals described in section 9.3 and does not act as a processor of end customer personal data for Network Insights purposes.

9.7 AI Model Improvement

Aggregated and anonymised trading patterns contributed by participating clients may be used to periodically retrain the AI recommendation models underpinning RetailOS AI Features. Retrained model outputs (such as updated upsell pair scores) are deployed to all RetailOS clients, including non-participating clients, as these outputs are derived purely from anonymised aggregates and contain no client-specific data. Non-participating clients therefore benefit from model improvements without contributing data to the pool.

10. Payment Terms

Unless otherwise agreed in writing, invoices are payable within 30 days of the invoice date. YEW Technologies reserves the right to suspend access to any hosted service or portal if payment remains outstanding beyond this period, following reasonable written notice to the client.

Suspension of services due to non-payment does not relieve the client of their obligation to pay outstanding amounts. Services will be reinstated promptly upon receipt of payment.

11. Confidentiality

Each party may have access to information that is confidential to the other party (“Confidential Information”). Confidential Information means any information disclosed by one party to the other that is designated as confidential, or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure, including but not limited to business plans, pricing, technical systems, client data, and financial information.

Each party agrees to: (a) keep the other’s Confidential Information strictly confidential; (b) not disclose it to any third party without the other’s prior written consent, except to employees or contractors who need to know it to perform obligations under the agreement and who are bound by equivalent confidentiality obligations; and (c) use it solely for the purposes of performing obligations or exercising rights under these Terms.

These obligations do not apply to information that: (i) is or becomes publicly available through no breach of this clause; (ii) was already known to the receiving party at the time of disclosure; (iii) is independently developed without reference to the Confidential Information; or (iv) is required to be disclosed by law or regulation, provided the disclosing party is given reasonable prior notice where permitted.

12. Termination & Data Export

Either party may terminate a service agreement in accordance with the notice period set out in the applicable agreement, or if no such period is specified, upon 30 days’ written notice. Upon termination:

• The client will be provided with a reasonable opportunity to export their data for a period of 30 days following the termination date.
• After this 30-day period, YEW Technologies may permanently delete all Client Data from its systems, unless otherwise required by law.
• Any outstanding fees due at the point of termination remain payable.

13. Contact Form & Enquiries

When you submit an enquiry through our contact form, you represent that the information you provide is accurate and complete. We will use your contact details solely to respond to your enquiry or provide information about our products and services.

Submitting an enquiry does not create a contractual relationship between you and YEW Technologies.

14. Disclaimer of Warranties

This website and its content are provided “as is” and “as available” without any warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the website will be uninterrupted, error-free, or free from viruses or other harmful components.

15. Limitation of Liability

To the fullest extent permitted by law, YEW Technologies shall not be liable for any indirect, incidental, special, consequential, or exemplary damages arising out of or in connection with your use of this website or Services, including loss of data, revenue, profits, or goodwill.

Liability cap:In respect of any claim arising from a service agreement, YEW Technologies’ total aggregate liability to the client shall not exceed the total fees paid by the client to YEW Technologies in the 12 months immediately preceding the event giving rise to the claim.

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

16. Indemnification

You agree to indemnify, defend, and hold harmless YEW Technologies, its officers, employees, contractors, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• your breach of these Terms or any applicable service agreement;
• your violation of any applicable law or regulation;
• any content, data, or materials you provide to YEW Technologies, including claims that such materials infringe a third party’s intellectual property rights;
• your relationship with your own customers, including claims arising from orders, fulfilment, refunds, or consumer protection obligations.

YEW Technologies reserves the right to assume exclusive control of the defence of any matter subject to indemnification, with your cooperation at your expense.

IP warranty: YEW Technologies warrants that, to the best of its knowledge, the software and Services provided do not infringe any third-party intellectual property rights in the United Kingdom. If a third-party claim alleging infringement arises, YEW Technologies will, at its option and expense, either procure the right to continue using the affected component, replace or modify it to be non-infringing, or terminate the affected service and refund any prepaid fees on a pro-rata basis.

17. Force Majeure

YEW Technologies shall not be liable for any failure or delay in performing its obligations under these Terms or any service agreement where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: acts of God, natural disasters, pandemic, cloud infrastructure outages (including Microsoft Azure), third-party DNS or network failures, cyber attacks (including DDoS), changes in law or regulation, or any other event of force majeure.

We will notify affected clients as soon as reasonably practicable and will use reasonable endeavours to minimise the impact of any such event.

18. Third-Party Links

This website may contain links to third-party websites. These links are provided for your convenience only. YEW Technologies has no control over the content of those sites and accepts no responsibility for them or for any loss or damage that may arise from your use of them.

19. Privacy

Your use of this website is also governed by our Privacy Policy, which is incorporated into these Terms by reference.

20. Changes to These Terms

We may revise these Terms at any time by updating this page. The “Last updated” date at the top of this page will reflect any changes. For material changes — including changes to pricing, liability, or core service terms — we will provide at least 30 days’ notice by email or prominent notice on our website before the changes take effect. Your continued use of the website or Services after the notice period constitutes acceptance of the revised Terms.

21. General Conditions

• Entire agreement: These Terms, together with any applicable service agreement, constitute the entire agreement between you and YEW Technologies with respect to the subject matter hereof, and supersede all prior agreements, representations, and understandings.
• Severability: If any provision of these Terms is found by a court of competent jurisdiction to be invalid, unlawful, or unenforceable, that provision shall be deemed modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.
• Waiver: The failure of YEW Technologies to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
• Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. YEW Technologies may assign its rights and obligations without restriction, including in connection with a merger, acquisition, or sale of assets.
• Notices: Any notices required under these Terms shall be sent in writing to the contact addresses provided by each party or posted on the YEW Technologies website.

22. Governing Law

These Terms and any disputes arising in connection with them shall be governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the courts of England and Wales.

23. Contact

If you have any questions about these Terms, please contact us.