Terms of Service

Last updated: June 2026

By using Stillroom HQ, you agree to these terms. Please read them carefully. If you have any questions, email [email protected].

1. Who We Are

Stillroom HQ is a craft business ERP (Enterprise Resource Planning) platform operated by Julie Brocklesby, trading as Jules of the Earth, based in the United Kingdom. References to “we”, “us”, or “our” refer to Jules of the Earth. References to “you” or “your” refer to you as a user of the platform.

We are registered with the Information Commissioner's Office (ICO), registration number C1936161.

2. Early Access & Platform Status

⚠ Stillroom HQ is actively developed software in early access.

The platform is live and in active use, but continues to be developed and improved. New features are released regularly. Occasional planned maintenance may cause brief downtime — we aim to communicate this in advance where possible.

While we maintain regular encrypted backups and take data security seriously, we cannot offer a guaranteed uptime SLA at this stage of the platform's development.

3. Eligibility

Stillroom HQ is designed for craft business owners — including but not limited to herbalists, cosmetic formulators, soap makers, candle makers, and aromatherapists.

✓You must be 18 or over to create an account.
✓You must be using the platform for legitimate business purposes.
✓You are responsible for ensuring your use of the platform complies with all applicable laws in your jurisdiction.

4. Your Account

You are responsible for maintaining the security of your account credentials. Do not share your password with others.

You must notify us immediately at [email protected] if you suspect unauthorised access to your account.

We reserve the right to suspend or terminate accounts that violate these terms or are used for abusive or unlawful purposes.

5. Acceptable Use

You agree not to use Stillroom HQ to:

✕Store, transmit, or process any data that is unlawful, harmful, or fraudulent.
✕Attempt to gain unauthorised access to any part of the platform or its infrastructure.
✕Introduce malware, viruses, or any other malicious code.
✕Use the platform in a way that could damage, disable, or impair the service for other users.
✕Resell or sublicense access to the platform without our written consent.

6. Your Data

You own your data. All business data you enter into Stillroom HQ — inventory, formulations, contacts, financial records, and client records — belongs to you.

You can export your data at any time from Settings → Data & Privacy → Export Your Data.

For full details on how we store, protect, and process your data, please read our Privacy Policy.

7. Health Data & Your Responsibilities

⚕ Important — if you use the Herbalist consultation module:

When you store client health records through Stillroom HQ, you are the data controllerfor your clients' personal and health data. You are responsible for obtaining explicit consent from your clients, maintaining your own privacy policy, and registering with the ICO if required.

See our Privacy Policy, Section 6 for full details of your responsibilities.

8. Pricing & Payment

Free trials: All plans include a free trial period — either 14 days with no payment method required, or 30 days with a card stored upfront. You will not be charged during your trial period.

Subscriptions: After your trial ends, your subscription is billed monthly or annually at the rate shown on the pricing page at the time you sign up. Prices are in GBP and include VAT where applicable.

Cancellation: You may cancel at any time from Settings → Subscription & Billing. If you cancel during a free trial, you will not be charged. If you cancel a paid subscription, access continues until the end of the current billing period — we do not offer partial-period refunds.

Payment processing: All payments are handled securely by Stripe. Stillroom HQ does not store your card details.

Price changes:We will give you at least 30 days' notice of any price increase, by email to your registered address.

9. Service Availability

We aim to keep Stillroom HQ available at all times but cannot guarantee uninterrupted access. As an actively developed platform, occasional planned maintenance may cause brief downtime — we will communicate this in advance where possible. We maintain regular encrypted backups to protect your data.

10. Intellectual Property

The Stillroom HQ platform — including its design, code, and branding — is the intellectual property of Jules of the Earth. You retain full ownership of all data and content you create within the platform.

11. Limitation of Liability

To the maximum extent permitted by law, Jules of the Earth shall not be liable for any indirect, incidental, or consequential loss arising from your use of Stillroom HQ. Our total liability to you shall not exceed the amount you have paid for the service in the preceding 12 months. Nothing in these terms limits liability for death, personal injury, or fraud caused by our negligence.

12. Termination

By you: You may close your account at any time from Settings → Data & Privacy → Delete Account. We recommend exporting your data first.

By us: We may suspend or terminate your account if you breach these terms, or if we discontinue the service, with reasonable notice where possible.

Upon termination, your data will be permanently deleted within 30 days.

13. Changes to These Terms

We may update these terms from time to time. When we do, we will update the “Last updated” date above. For significant changes, we will notify active users by email. Continued use of the platform after changes constitutes your acceptance of the updated terms.

14. Governing Law

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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