Terms and Conditions

Last Updated: 2 June 2026

Effective Date: 2 June 2026

Welcome to The Life File. These Terms and Conditions ("Terms") govern your access to and use of The Life File website, platform, and related services (collectively, the "Service").

Please read these Terms carefully. By registering for an account, starting a free trial, or using the Service, you ("you", "your", "User") agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not use our Service.

The Service is operated by The Life File Ltd, a company registered in England and Wales under company number [Insert 8-digit Company Number], with its registered office at [Insert Full Registered Address] ("The Life File", "we", "us", or "our").

1. Nature of the Service

1.1. What We Do: The Life File provides a secure digital administration platform (a "Vault") allowing users to organise, store, and share personal, financial, digital, and end-of-life information with designated trusted individuals ("Executors").

1.2. What We Do Not Do: The Life File is not a law firm, financial advisory service, or estate planner. We provide software. The storage of any document (including, but not limited to, a Will, Trust, or Lasting Power of Attorney) within The Life File does not confer, alter, or guarantee its legal validity. You are solely responsible for ensuring your legal documents are properly executed according to applicable laws.

2. Account Registration and Security

2.1. Eligibility: You must be at least 18 years of age and capable of entering into a legally binding contract to use the Service.

2.2. Roles: The Service recognises distinct roles:

Admin: Employees or operators of The Life File.

User: Any individual holding an account on the platform. Users can be members of multiple Vaults simultaneously.

Executor: A designation assigned to a User within a specific Vault indicating their real-world administrative role. This designation in our software does not constitute a legal appointment.

2.3. Account Security: You are responsible for maintaining the absolute confidentiality of your login credentials and Master Password.

2.4. Zero-Knowledge Architecture: The Life File employs strict encryption protocols. We do not know, and cannot retrieve, your Master Password. If you lose your password and exhaust all provided account recovery methods, your Vault data cannot be decrypted or recovered by our staff.

2.5. Unauthorised Access: You must notify us immediately at [Insert Support Email Address] of any suspected unauthorised access to your account. We are not liable for any loss or damage arising from your failure to protect your login credentials.

3. The 60-Day Trial and Subscriptions

3.1. 60-Day Free Trial: New Vaults are granted a 60-day free trial period. No payment information is required to begin the trial.

3.2. Trial Expiration & Account Freezing: If a paid subscription is not activated by the end of the 60-day trial period, the Vault will enter a "Frozen" state. While Frozen, you may still sign in to your account, but you will not be able to view, add, or edit records until a subscription is activated. Your data remains securely encrypted and stored pending subscription activation or deletion.

3.3. Subscriptions: We offer Monthly, Annual, and Lifetime subscription tiers. By providing payment information, you authorise our third-party payment processor to charge the applicable fees.

3.4. Family Discount: Users invited to join an existing active Vault are eligible for a 10% discount on their own separate Life File subscription.

3.5. Renewals and Cancellations: Monthly and Annual subscriptions auto-renew unless cancelled prior to the renewal date. You may cancel your subscription at any time via your account settings.

4. 180-Day Data Deletion Policy

4.1. Inactive Account Purge: To strictly comply with data minimisation principles and protect sensitive information, we enforce a strict deletion policy. If a Vault remains in a "Frozen" state (due to an expired trial or lapsed subscription) for a continuous period of 180 days, the Vault and all associated data, entries, and uploaded files will be permanently and irreversibly deleted from our active servers and backups.

4.2. Notice: We will attempt to notify the Vault Owner via email prior to executing the 180-day deletion protocol, but it remains the User's responsibility to maintain an active subscription if they wish to retain their data.

5. Sharing Access (Executors)

5.1. User Authorisation: By designating another User as an Executor of your Vault, you cryptographically authorise them to access your Vault data following a verified bereavement process. Access is granted only after documentation is submitted and approved by an Administrator.

5.2. Liability for Invited Users: You are entirely responsible for who you invite to your Vault and who you designate as an Executor. The Life File is not responsible for verifying the real-world identity of the person controlling the invited email address, nor are we liable for any disputes, damages, or breaches of privacy that occur because of actions taken by the individuals you authorised.

5.3. Revocation: You may revoke a User's access or Executor designation at any time through your settings, provided the Vault Owner is living and the account is active.

6. Acceptable Use Policy

You agree not to use the Service to:

Store, upload, or transmit any illegal, fraudulent, or defamatory material.

Store stolen financial information, illicit media, or data belonging to a third party without their explicit consent.

Upload viruses, malware, or malicious code.

Attempt to reverse-engineer, probe, or breach the security of the Service.

We reserve the right to immediately suspend or terminate your account, without refund or notice, if we reasonably suspect you are violating this Acceptable Use Policy.

7. Intellectual Property

7.1. Your Data: You retain all ownership rights to the data, text, and documents you upload to your Vault.

7.2. Our Platform: The Life File retains all rights, title, and interest in and to the Service, including all software, design, logos, and written content provided by us. You may not copy, modify, or distribute any part of our intellectual property without written consent.

8. Data Protection and Privacy

Your privacy is paramount. Our collection, storage, and processing of your personal data are governed by our Privacy Policy, which is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using the Service, you consent to our data practices as outlined in the Privacy Policy.

9. Limitation of Liability

9.1. "As Is" Service: The Service is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the continuous availability or error-free operation of the platform.

9.2. Liability Cap: Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation. Subject to this, and to the fullest extent permitted by law, The Life File Ltd, its directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages (including, but not limited to, loss of profits, loss of data, familial disputes, or legal fees) arising from your use of, or inability to use, the Service.

9.3. Maximum Liability: In no event shall our total liability to you for all claims arising out of or related to these Terms exceed the total amount paid by you to The Life File Ltd in the twelve (12) months immediately preceding the event giving rise to the claim.

10. Termination

10.1. Termination by You: You may permanently delete your account at any time via your account settings. Upon execution, all your Vault data will be immediately and permanently deleted.

10.2. Termination by Us: We reserve the right to suspend or terminate your access to the Service if you breach these Terms or if required by law.

11. General Provisions

11.1. Changes to Terms: We reserve the right to modify these Terms at any time. We will notify you of any material changes via email or a prominent notice on the platform. Your continued use of the Service following such notice constitutes acceptance of the modified Terms.

11.2. Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that these Terms will otherwise remain in full force and effect.

11.3. Governing Law: These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Contact Information

If you have any questions or concerns regarding these Terms, please contact us at:

The Life File Ltd
Email: [Insert Primary/Support Email Address]
Registered Address: [Insert Full Registered Address]
Company Number: [Insert 8-digit Company Number]
VAT Number: [Insert VAT Number, if applicable]
ICO Registration Number: [Insert ICO Registration Number]