Terms of use

The agreement

These terms are between PEOPLE WORK LIFE LIMITED (Companies House 16547876), 26 Cromwell Road, Ascot, England, SL5 9DG, and the person or organisation using Portraits. You must have authority to act for any organisation you represent. A separately agreed written contract or data-processing agreement takes precedence where it conflicts with these terms.

Portraits provides 360-degree feedback, portrait assessments, reports and development planning for coaching and development. By creating an account or using the service, you agree to these terms. If you work for clients, you remain responsible for your use of the service and your own client agreements.

Service and accounts

Available features depend on the agreed plan and enabled models or integrations. We will use reasonable care in providing the service, but do not promise a particular uptime unless separately agreed.

Provide accurate account details, safeguard passwords, passkeys and two-factor devices, and manage organisation and assessment permissions carefully. Tell rob@peopleworklife.com promptly if you suspect unauthorised access. We may suspend access where reasonably necessary to prevent unlawful activity, protect participants or secure the service.

Plans and payment

Your order, checkout or written agreement sets the price, billing interval, included features, trial conditions and cancellation terms. Paid subscriptions may be processed through Stripe. Where you choose a recurring subscription, you authorise the agreed recurring charges until cancellation under those conditions.

Changes to an agreed price will be notified before they take effect. Any mandatory statutory rights remain unaffected.

Your responsibilities

You must have authority and a lawful basis to collect the information you submit, provide appropriate participant notices, and meet any additional conditions for sensitive data. Use proportionate access, segmentation and reporting settings. Do not attempt to re-identify people promised anonymity.

You are responsible for the people you invite, the content you upload, sharing links and exported copies. Keep information within your organisation’s confidentiality rules. Do not use the service to harass people, send deceptive invitations, access another organisation without permission, or disrupt the service.

You must not rely on the service to make solely automated decisions producing legal or similarly significant effects about a person. Assessments and recommendations require competent human judgement, especially for employment, safety, legal or regulated decisions.

Participants and programme data

People invited to contribute may use a link or an account. The commissioning organisation is responsible for the purpose of the programme, its confidentiality arrangements and its response to participant rights requests. Participating does not make an individual responsible for the organisation’s subscription charges.

You retain your rights in the content you submit. You grant us a limited licence to host, process and display it to provide the service. Reports may incorporate licensed models or materials whose existing ownership and licence conditions continue to apply.

Microsoft Teams

The optional Microsoft Teams integration sends task-type notices in a personal chat and secure links to existing Portraits web tasks. Assessment answers and report content are not included in these notices. Assessments and reports remain in the Portraits web service; the integration does not provide in-chat assessments or group or channel access.

Installing the app alone does not grant access. An administrator-approved organisation connection and a verified link to an eligible existing Portraits task are required. You are responsible for permission to install the app in your Microsoft tenant and for complying with Microsoft’s terms. Keep invitations, verification codes and access links private.

Send pause to stop Teams notices, resume to restart them, or disconnect to revoke your Teams link. Disconnecting does not delete existing Microsoft chat history or Portraits assessment records, or necessarily end existing email or browser access. Contact your programme coordinator about other access. Microsoft chat retention follows the applicable Microsoft and organisation policies.

Availability may be limited to invited pilots. Delivery can be delayed or fail; Teams notices are not an emergency or safety-critical alerting service. Microsoft has not endorsed or certified Portraits merely because it uses Teams APIs.

Private Teams pilots

Private pilots are restricted to invited people, approved test accounts and approved Microsoft tenants. Use fictional assessment content only. Do not upload real employee feedback, client records, health information or confidential assessment material. Do not use pilot outputs for employment, clinical, disciplinary or other consequential decisions.

The pilot invitation or separately agreed pilot schedule sets the dates, any charges, support arrangements and closure process. Joining a pilot does not itself create or renew a paid subscription. Any later paid service needs separate agreement. Features may be incomplete or change during evaluation; do not rely on the pilot for urgent work or your only copy of necessary information.

Intellectual property and confidentiality

We or our licensors retain rights in Portraits’s software, design, documentation and supplied assessment materials. Your subscription gives you permission to use them within the agreed service; it does not transfer ownership or grant rights to resell the platform.

Each party will keep the other’s non-public information confidential and use it only to perform the agreement, except where disclosure is authorised or required by law.

Data protection

Our Trust & data page describes the hosting and processing arrangements we currently publish. Your commissioning organisation must provide the participant information relevant to its assessment programme. Where we process personal data on your behalf, the applicable data-processing agreement and your lawful documented instructions govern that processing. These terms and the Trust & data page do not replace a required data-processing agreement or participant privacy notice.

Contact rob@peopleworklife.com about data-processing arrangements, exports, access requests or deletion before submitting data that needs a separately agreed arrangement. Teams linking and delivery use account, tenant and conversation identifiers, task relationships, verification challenges and delivery records. Fictional assessment content does not make real account identifiers anonymous.

AI and professional judgement

AI can produce inaccurate, incomplete or misleading output. Review generated questions, scores, themes, reports and recommended actions before sharing or acting on them. You remain responsible for the decisions and communications you make.

Portraits is not a substitute for professional legal, clinical, safety or employment advice. Feedback and assessment results support coaching and development; they do not guarantee an outcome or establish a person’s suitability for employment.

Liability

Nothing in these terms limits liability that applicable law does not allow us to limit, including fraud or death or personal injury caused by negligence.

Subject to that, we are not liable for indirect loss or loss of profit or goodwill, or for decisions you make from assessment results or AI output. Any separately agreed liability terms take precedence.

Ending the service

You can request closure or export assistance at rob@peopleworklife.com and use the organisation controls available to your role. Retention, return and deletion follow the applicable data-processing arrangements and legal obligations. Contact us to confirm the arrangements for your programme. Export information you need before deletion; ending access does not instantly erase all records or backups.

We may stop providing the service on reasonable notice if we cannot continue operating it. We may suspend or terminate for a material breach, with an opportunity to remedy it where appropriate.

Changes, law and contact

We may update these terms and will notify account contacts of material changes before they take effect. If you do not agree, stop using the service and contact us about closure under your agreement.

These terms are governed by the law of England and Wales. Its courts have exclusive jurisdiction, subject to any mandatory rights and our ability to seek urgent injunctive relief elsewhere.

Contact PEOPLE WORK LIFE LIMITED at 26 Cromwell Road, Ascot, England, SL5 9DG, or rob@peopleworklife.com.