01 Legal

Terms of Service

Revision of 10 September 2026

The operating rules for an engagement: what it takes to start one, what each side then has to do, and who owns what at the end of it. Nothing is sold, ordered or paid for on this website.

1. The company on the other side of an engagement

Prodentra Catalog Workflows Ltd
Registered in England and Wales, company number 17304135
Registered office: 7 High Street, Kington, Herefordshire, HR5 3AX
Email: info@prodentra.org

These rules govern every engagement between this company and the organisation that accepts one of its written quotations. Correspondence, including everything that forms or changes an engagement, is by email.

2. What is supplied

We write down how product content is produced, checked and published in a catalogue that several teams contribute to, and we set up the working arrangements that keep that order in place. An engagement produces documents and working materials, delivered as digital files. Depending on what the written quotation covers, a handover contains some combination of:

process documents: the stages an update passes through, the owner of each stage, what that owner needs before starting and what they pass on;
role and responsibility definitions, written as roles rather than as named people, so that they survive a change of staff;
product page structures and content rules: which fields exist, what belongs in each of them and what a finished record looks like;
update request forms and rule sets, so that a request arrives complete instead of starting a conversation;
media handling rules, version record formats and review instructions for the people who will use them;
frameworks: the same kinds of documents written in general form, supplied for your team to adapt rather than built around one catalogue;
coordination of the outside contributors named in the quotation, and ongoing operational support, where those are part of the engagement.

3. What is not supplied

Stated plainly, because it defines the edge of every engagement and no quotation overrides it.

No software, platform or subscription. Request forms, version records and approval routes are documents and rules. This is not a product information management, enterprise resource planning or customer relationship management system, and nothing is hosted for your team.
No automatic publishing, no application programming interface, no synchronisation between systems, no storage of a catalogue on our side and no automated version control.
No verification of product facts, and no technical, safety or compliance assessment of a product. Specifications and commercial claims are confirmed by your team and remain your team's responsibility.
No regulated, financial, legal, medical, cyber security or licensed services of any kind.
No promise of a commercial outcome: no revenue increase, no cost saving and no guarantee that published content will be free of error once other hands have worked on it.

4. How an engagement is agreed

There is no basket, no checkout and no account on this website, and nothing here can be bought. An engagement is made by email, in five steps.

The five steps from enquiry to a binding engagement, and what each one does and does not commit either side to.
Step	The document	What it binds
Enquiry	An email, or the enquiry form, which opens an email	Nothing. Either side may stop here without owing the other anything
Scoping	Written questions and answers by email	Nothing. No charge is made for reaching a scope we can price
Written quotation	One email listing the work, the full price in pounds sterling, the delivery dates and the number of rounds of revision included	Nobody yet. It sets out terms we will hold to for the period it names
Acceptance	A written reply accepting the quotation as it stands	Nobody yet. It asks us to proceed on the terms as quoted
Engagement confirmation	Our email confirming the engagement and repeating the accepted terms	Both sides. This is the moment the contract is made

The engagement confirmation, together with the quotation it repeats and this document, is the whole of what was agreed. Nothing said in conversation adds to it.

What your team does

Read the quotation before accepting it, and accept it in writing only if the scope, the price and the dates in it are right. Raise anything that looks wrong at that point rather than after work has begun. Name one person with authority to approve content decisions, and one point of contact for questions.

What we do

Quote only work we can describe, and describe it in enough detail to be held to. Hold the quoted price and dates for the period the quotation names. Send the engagement confirmation before starting, and start no work, and issue no invoice, before it has gone out.

5. Price, currency and what the figure covers

Every engagement is priced in a written quotation sent by email before any work begins. Prices are in pounds sterling (GBP) and in no other currency.

The figure in the quotation is the full price, with any tax already included in it. Nothing is added to it afterwards: no handling charge, no administration fee, no delivery charge, no surcharge for paying by card, and no unavoidable extra of any other name. If a bank charges for making the transfer, that is between your team and its bank; the amount reaching us must be the quoted amount.

There are no published tariffs, packages or subscriptions, and no figure is quoted on this website: the price depends on the size of the catalogue, the number of teams involved and how much of the existing process is already written down. Work outside the agreed scope is quoted separately, in writing, and started only once that separate quotation has been accepted and confirmed in the same way.

6. Invoicing and payment

We invoice by email. The quotation says what falls due when, whether that is the whole amount before work begins or a share at the start and the rest at handover, and the invoice repeats it with the date payment is due.

Payment is by card or through PayPal, using the secure payment link in the invoice email, or by bank transfer against the invoice. The card details are entered on the payment provider's own page: they reach the provider, and this company neither sees a full card number nor stores one. No payment is taken on this website, which has no checkout of any kind.

7. Handover

Everything is handed over as digital files, by email attachment or by a download link sent by email. Nothing is posted, so there is no postage and no delivery charge. The dates are those in the quotation. What arrives, when it arrives and what to do if it does not are set out in full on the Delivery & Refunds page.

8. Standing back from an engagement

Cancellation rights, including the statutory 14-day right to cancel where the buyer is a consumer, the way that right works for digital material supplied immediately, the model cancellation form and the rules on getting money back, are set out on the Delivery & Refunds page and form part of these rules.

9. The standard we work to, which cannot be signed away

Under the Consumer Rights Act 2015 a service must be carried out with reasonable care and skill, and digital content must be of satisfactory quality, must match the description given of it and must be fit for any purpose made known to us before it was bought. Those standards apply to everything described here, and nothing in this document or in any quotation reduces them or signs them away. Where a buyer is a business rather than a consumer, the equivalent implied terms under the Supply of Goods and Services Act 1982 apply.

A point recorded in a handover as an open query is not a defect. It marks a value or a decision your team has still to confirm, and it closes when that confirmation arrives.

10. The licence in what we hand over

Copyright in the process documents, working materials and frameworks stays with this company. On payment in full, your team receives a licence in them that is perpetual, worldwide, non-exclusive and cannot be revoked: to use, copy, adapt and build on them for the purposes of your team's own catalogue and its own operations, including by staff and by contributors working on your team's behalf.

Two things that licence does not cover: reselling, sub-licensing or distributing the material as a product of its own, and passing it to another organisation for its own separate use. Either can be agreed, in writing, in the quotation. Where an engagement is intended from the start to produce material your team will own outright, the quotation says so, and an assignment of copyright is written into it.

Material your team supplies stays your team's, and nothing in the licence above takes any part of it. The methods, general know-how and internal templates we bring to the work stay ours, and an engagement grants no rights in them beyond the licence described here.

11. What your team supplies, and how the material may be used

What your team does

Confirm product facts. Specifications, characteristics and commercial claims come from your team and stay your team's responsibility.
Supply what the work rests on: how updates run today, the roles involved, and examples of existing product pages.
Hold the rights in everything handed to us, and in the use of it the work requires.
Answer open queries. Work on the items affected waits for the answer rather than guessing at it.
Decide whether and when to publish. Publication happens in your team's own systems, on your team's authority.
Use the material lawfully: not to mislead, not to make claims a product does not support, and not in a way that would breach anyone else's rights.

What we do

Raise a missing fact as a written query instead of assuming it, and mark it openly in the handover.
Keep to the agreed scope, and put any change to it in writing before carrying it out.
Brief coordinated contributors against the agreed stages and track their handovers, without taking decisions reserved to your team's approver.
Keep non-public information confidential and use it only for the engagement, as your team does with ours.
Say plainly when something asked for falls outside the scope, rather than absorbing it quietly and running late.

Contributors coordinated under an engagement keep their own contracts, terms and fees with your team unless a quotation says otherwise.

12. Where our responsibility ends

Some liability cannot lawfully be limited, and is not limited here in any way: liability for death or personal injury caused by our negligence, liability for fraud or fraudulent misrepresentation, and any other liability that the law does not permit to be excluded or restricted. Where the buyer is a consumer, the statutory rights described in section 9 stand whatever else this document says.

Subject to that, and only to that:

our total liability arising out of an engagement, however it arises, is limited to the total amount paid to us under that engagement;
we are not liable to a business buyer for loss of profit, loss of revenue, loss of anticipated savings, loss of business or goodwill, or for indirect or consequential loss;
we are not liable for the accuracy of product facts, specifications or commercial claims supplied to us, nor for what is published from them, since publication is your team's own act in your team's own systems;
we are not liable for the acts or omissions of a contributor engaged directly by your team, beyond the coordination the quotation covers.

13. Ending an engagement

Either side may end an engagement by written notice if the other commits a serious breach and does not put it right within a reasonable period of being asked to in writing, or becomes insolvent. Beyond that, an engagement may be ended in writing at any time by either side.

When one ends, we invoice the work done up to that point and hand over what is finished; anything paid for work not carried out is returned. There is no penalty or cancellation charge of any kind, and the licence in section 10 covers whatever has been handed over and paid for. Where the engagement includes ongoing operational support, the notice needed to end that arrangement is stated in the quotation, and material already handed over stays with your team.

14. If something goes wrong: the complaints route

Write to info@prodentra.org, describing what was agreed and what is wrong with what arrived. We acknowledge a complaint within two working days, say what we propose to do about it within ten working days, and set out plainly anything that falls outside the agreed scope rather than leaving it unanswered. Where an answer needs longer than that, we say so within the ten days and give a date. The remedies available where a handover is faulty or not as described are on the Delivery & Refunds page.

15. Which revision governs an engagement

The revision under the title at the top of this page is the current one, and it is the one that governs an engagement confirmed on or after its date. A later revision does not reach back: work already confirmed continues under the wording that applied when it was confirmed, and we keep that wording to hand. We do not change the terms of a running engagement on our own.

16. Law and courts

These rules, and every engagement made under them, are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any dispute. Where the buyer is a consumer, this does not take away the protection of the mandatory rules of the country they live in, and a consumer resident in Scotland or Northern Ireland may bring proceedings in the courts of that part of the United Kingdom.