Tru Data Protection

Terms and Conditions

Status: Ready for review

Version: 1.1

Effective date: July 2026

Audience: Schools, trusts and education organisations using Tru Data Protection services

1. Definitions

“We”, “us”, “our” means Tru-Digital Services Ltd, trading as Tru Data Protection, company number 16210598, registered address 3rd Floor, 86-90 Paul Street, London, EC2A 4NE.

“You”, “your”, “Customer” means the educational institution, school, trust, organisation or authorised representative purchasing or using our services.

“Services” means the services we provide under your Quote, order, subscription or service plan. These may include Outsourced DPO services, portal access, TruCredits, evidence processing, directory-assisted redaction, policy packs and exports, SAR/FOI support, breach and incident support, DPIA/ROPA support, advice, document review, training, governance support and related managed services.

“Portal” means the customer-facing online portal we provide for access to evidence, cases, service records, outputs, policy materials, support information and collaboration workspaces. We no longer use “Tru Digital Platform” as the public service name in these Terms.

“Outsourced DPO” means our managed data protection officer service for schools and trusts, including the support described in your Quote or service plan.

“Portal standalone” means paid access to the Portal without the full Outsourced DPO service, where available.

“TruCredits” means pre-purchased or plan-included usage credits that may be used for eligible one-off tasks, such as evidence processing, redaction, exports and policy packs, subject to the credit rules in force at the time.

“Quote” means the written quotation, order, proposal or service confirmation issued by us setting out pricing, scope, service level, customer details and contract term.

“Services Agreement” means your accepted Quote together with these Terms, any applicable Data Processing Agreement and any additional written service terms we agree with you.

2. Services

2.1 Current service options

We provide services through a mixture of subscriptions, standalone products and credit-based tasks. Current service options may include:

  • Outsourced DPO — a named, qualified DPO service for schools and trusts, covering advice, incident response, SAR/FOI support, annual review and related governance support.
  • Portal standalone — access to the Portal as a place for evidence, cases, outputs and the decisions behind them.
  • TruCredits — pay-as-you-go credits for eligible processing, redaction, export and policy-pack tasks.
  • Evidence processing — turning raw evidence into a clean, reviewable pack with an inclusion record.
  • Directory-assisted redaction — redaction support using a temporary directory match to support consistent initials, pseudonyms and faster review.
  • Policy packs and exports — school-ready policy packs, pre-populated with your details and exported in clean formats.

The exact services included are those set out in your Quote, order, service plan or written confirmation.

2.2 Service delivery

Services may be delivered through:

  • Portal access;
  • email support;
  • shared workspaces;
  • secure document exchange;
  • written advice;
  • video calls;
  • document review;
  • evidence processing and export;
  • policy pack production;
  • on-site visits where expressly included and agreed.

2.3 Service levels

Response times, support scope, annual review activity, included allowances and service levels are set out in your Quote, service plan or written confirmation. Urgent matters such as breaches, SARs, FOIs or statutory deadlines should be clearly marked when submitted.

2.4 Service boundaries

Unless expressly agreed in writing, our services do not include:

  • legal representation, litigation support or reserved legal activities;
  • direct IT administration or cybersecurity operations;
  • employment law or HR advice except for related data protection aspects;
  • internal disciplinary investigations;
  • acting as your controller for school-held records;
  • regulatory permissions or professional services we do not hold;
  • guaranteeing a particular regulatory outcome.

Our services support your compliance decisions, but you remain responsible for your organisation’s statutory duties and final controller decisions.

3. Subscription, credits and payment

3.1 Pricing

Prices are set out on our website, in your Quote or in your order confirmation. Prices are stated in GBP and include or exclude VAT as stated at the point of purchase or quotation.

3.2 Billing

Subscriptions are usually billed annually in advance unless agreed otherwise. Credit-based services may be purchased separately or included as part of a plan.

3.3 Payment methods

Payment may be made by card, invoice, bank transfer or another method agreed with us.

3.4 TruCredits

TruCredits may be used for eligible tasks such as evidence processing, directory-assisted redaction, exports and policy packs. Credit usage, pricing and eligible tasks may change over time and will be described on our website, Quote or order flow.

Unless stated otherwise:

  • included plan allowances do not automatically roll over;
  • separately purchased credits do not expire unless the purchase terms say otherwise;
  • credits have no cash value and are not refundable except where required by law or expressly agreed;
  • we may refuse or pause credit-based work where the task is outside scope, unsafe, unlawful or requires additional agreement.

3.5 Late payment

If payment is overdue, we may suspend access to services, pause work, charge interest where permitted, recover reasonable collection costs or terminate your service after notice.

3.6 Price changes

We may change pricing to reflect service changes, inflation, regulatory requirements, supplier costs or enhanced features. We will provide notice of material changes where they affect an active subscription renewal.

4. Your obligations

You agree to:

  • provide accurate organisation, billing and contact details;
  • provide information we reasonably need to deliver the services;
  • ensure you have authority to instruct us and share relevant information;
  • mark urgent matters clearly;
  • review and approve outputs where required;
  • make final controller decisions where applicable;
  • implement recommendations where within your control;
  • keep Portal credentials secure;
  • ensure Portal users are authorised;
  • use the Portal and our materials only for lawful internal purposes;
  • avoid scraping, copying, reselling or redistributing Portal content or service materials for commercial purposes.

5. Cancellation and termination

You may cancel renewal in line with your Quote, order or subscription terms.

We may suspend or terminate services if:

  • you materially breach these Terms and do not remedy the breach;
  • payment remains overdue;
  • we cannot safely or lawfully continue the work;
  • your organisation ceases trading or becomes insolvent;
  • continued service would create an unmanaged legal, security or professional risk;
  • we are required to terminate by law or regulatory requirement.

On termination, Portal access may be revoked and data will be handled in line with our Privacy Policy, Data Processing Agreement and any agreed exit arrangements.

6. Data protection and confidentiality

In providing services, we may act as:

  • Controller for our own business, administration, billing, security and service management data; and
  • Processor where we handle personal data on your documented instructions.

Where we act as Processor, the Data Processing Agreement applies.

Both parties must keep confidential information confidential, except where disclosure is required by law, required by a regulator, necessary for service delivery or authorised by the disclosing party.

7. Intellectual property and use of materials

We retain all intellectual property rights in:

  • the Portal;
  • underlying technology and workflows;
  • service methodology;
  • policy systems, templates and components;
  • guidance, help centre articles and resources;
  • training materials;
  • exports, structures and reusable materials we create independently of your data.

We grant you a non-exclusive, non-transferable licence to use the outputs and materials supplied to you for your own internal school, trust or organisational purposes during the term of your service, and afterwards where the output is expressly provided for ongoing use.

You retain ownership of the data, records and information you provide to us.

8. Liability

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

Subject to that, our liability is limited as set out in your Quote, service plan or applicable terms. We are not liable for indirect or consequential losses, loss of profits, loss of business, loss of anticipated savings, reputational loss, or losses arising from your failure to provide accurate information, follow reasonable advice or make required controller decisions.

9. Warranties and disclaimers

We warrant that services will be provided with reasonable care and skill.

You acknowledge that:

  • data protection work involves professional judgement;
  • compliance is an ongoing process;
  • our services support but do not replace your own obligations;
  • you remain responsible for final controller decisions;
  • Portal content and guidance are provided to support decision-making;
  • technology services may experience occasional downtime or maintenance windows;
  • AI-assisted or automation-supported features, where used, support review and processing but do not replace human judgement where a decision is required.

10. Changes to services and terms

We may update services, Portal functionality, credit rules, documentation and these Terms to reflect legal, regulatory, operational or service changes.

We will provide notice of material changes where reasonably practicable. Continued use of the services after changes take effect may constitute acceptance of the updated terms.

11. General terms

These Terms, together with the Quote, Privacy Policy, Cookie Policy and Data Processing Agreement where applicable, form the agreement between us.

If any provision is invalid or unenforceable, the rest of the Terms remain in force.

You may not assign your rights or obligations without our written consent. We may assign or transfer our rights and obligations as part of a business reorganisation, service transfer or group restructuring, provided this does not materially reduce your rights.

12. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales have exclusive jurisdiction to settle disputes arising from these Terms.

13. Contact

Tru-Digital Services Ltd

3rd Floor, 86-90 Paul Street

London, EC2A 4NE

United Kingdom

Email: hello@trudigital.co.uk

Company registration: 16210598

ICO registration: ZB887707

Last updated: July 2026