Terms of Service

1. Introduction and acceptance

1.1 These Terms of Service (“Terms”) are a contract between you — the person or business registering for or using the Service — and Stella Apps, trading as ProvenBatch (“Stella Apps”, “ProvenBatch”, “we”, “us”, “our”). “ProvenBatch” is the name of the software service; “Stella Apps” is the trading business that owns and operates it. Where these Terms refer to “the Service”, they mean the ProvenBatch software, mobile-installable web application, and associated support and communications, however accessed.

1.2 By creating an account, starting a free trial, or otherwise using the Service, you accept these Terms in full. If you do not agree to them, do not use the Service. If you are agreeing to these Terms on behalf of a business, you confirm that you have the authority to bind that business, and “you” in these Terms means that business.

1.3 These Terms should be read together with our Acceptable Use Policy, Privacy Policy, and, where you have entered into one, our Data Processing Agreement. Together these form the whole agreement between you and us for use of the Service, alongside any order or plan details you select when subscribing.

2. Definitions

• “Account” means the account you register to access the Service.
• “Business” means the food business (sole trader, partnership, or company) on whose behalf the Account is used.
• “Your Data” means all data you or your Business input into, upload to, or generate using the Service, including but not limited to ingredient, supplier product and declaration records, recipes, batches, receipt images, product and pack photographs, order and customer data, and any labels generated from the above.
• “Label” means any food label, ingredients declaration, or allergen statement generated by the Service from Your Data.
• “Plan” means the subscription tier (currently Starter, Standard, or Pro) you select, as described on our pricing page.
• “Sub-processor” has the meaning given in our Data Processing Agreement and is listed at sub-processors.md.

3. Who Stella Apps is

3.1 Stella Apps is a sole trader business (there is no registered company and no company registration number) trading as ProvenBatch. The Service is operated for the UK market only (see clause 5.1).

3.2 Our trading address for correspondence, and the address at which Stella Apps can be served with formal notices, is:

4th Floor, Silverstream House, 45 Fitzroy Street, London W1T 6EB

This address is disclosed here in order to meet the geographic-address disclosure duty on businesses with an online presence under the Electronic Commerce (EC Directive) Regulations 2002. (Filled in 15 August 2026 from the ICO registration certificate — the same address shown on the public ICO register. The mail-forwarding test on this address passed on 22 August 2026 — the test letter posted on 17 August was received and forwarded.)

3.3 Our contact and complaints address is support@provenbatch.co.uk. See our Complaints Procedure for how we handle complaints and the timescales that apply.

4. Eligibility and registration

4.1 The Service is offered to businesses and individuals in the United Kingdom only. We do not currently support customers billing, trading, or established outside the UK, and we may decline or suspend an Account that appears to be operated from outside the UK.

4.2 Registration may require a valid sign-up (invitation) code — for example, while the Service is in a private beta or other invitation-only period. We may decline a registration made without a valid code during such a period. The terms attached to your code (including any free trial, as clause 8.6 describes) are stated in the invitation or offer through which you received it.

4.3 You must be at least 18 years old and have the authority to enter into these Terms on behalf of your Business to register an Account.

4.4 You are responsible for the accuracy of the information you provide when registering, for keeping your login credentials confidential, and for all activity that occurs under your Account. Tell us immediately at support@provenbatch.co.uk if you suspect unauthorised use of your Account.

4.5 Where your Plan supports multiple users, you are responsible for the conduct of every user you add to your Account, and for removing access when a user leaves your Business.

5. The Service, and what it does

5.1 ProvenBatch helps UK food businesses record their ingredients, supplier products and supplier declarations, cost recipes and batches, track allergens, and generate labels derived from that data, together with an audit trail showing how each label was produced. It also provides structured record-keeping for food-safety management — for example, daily safety checks, HACCP plan documentation, an export pack of those records for an inspection, and a time-limited, read-only live view of those records that you can choose to share with an inspector — on Plans that include those features.

5.2 The Service is UK-focused: it is built around UK food information law, including Regulation (EU) No 1169/2011 as it applies in the UK, the Food Information (Amendment) (England) Regulations 2019 (“Natasha’s Law” / PPDS), and related FSA guidance. It is not designed or warranted for use in any other jurisdiction’s regulatory regime.

5.3 The single most important thing to understand about this Service:

You, the food business operator, are legally responsible for the accuracy and legal compliance of every label you produce, print, or attach to food — not Stella Apps and not ProvenBatch. ProvenBatch produces labels derived from the data you give it, together with an audit trail of how they were derived. It does not, and cannot, independently verify that your ingredient list, your supplier’s declaration, or your own product knowledge is correct. We never describe, market, or represent our labels as “compliant labels”, “guaranteed compliant”, or any equivalent phrase, and you must not rely on the Service as a substitute for your own legal duty of care, your own knowledge of your recipes and processes, or (where appropriate) your own professional or regulatory advice. If a supplier declaration you enter is wrong, if you select the wrong supplier product for a batch, or if you approve a label without checking it, the label will be wrong — and you, not us, are the party legally responsible for what leaves your kitchen. See clauses 15 and 16 (indemnity and liability) for how this responsibility is reflected contractually.

5.4 Any automated feature of the Service — including allergen detection, the “second-opinion” allergen scan, receipt and pack-photo reading, recipe parsing, voice-note transcription, and the in-app assistant (ProvenBot) — is a decision-support tool. Every such feature can produce false positives, false negatives, or misreadings, and every output is presented for your review, not as a final determination. The assistant’s answers in particular are generated from your data and our reference material, can be wrong, and are not legal or food-safety advice. You are responsible for reviewing and, where the Service asks you to, verifying automated suggestions before they are relied upon on a label. The same principle applies to the food-safety record features described in clause 5.1: they provide structure for your records — where the Service offers a typical outline for a HACCP plan, it deliberately supplies structure only, never a hazard, a critical limit, or a legal citation. Your food-safety management system, and its adequacy for your business, remain your responsibility as the food business operator; the Service is not a substitute for food-safety training or advice.

5.5 We may add, change, or remove features of the Service over time. We will not materially reduce the core labelling functionality available on a Plan you are actively subscribed to without reasonable notice.

6. Your account and responsibilities

6.1 You are responsible for the accuracy of everything you enter into the Service, including supplier declarations, recipe quantities, and allergen information. Where the Service offers you the option to mark an allergen link as “verified”, that verification is yours, not ours — see clause 5.4.

6.2 You must only enter Your Data that you have the right to enter, including any personal data of your own customers (see clause 7.3 and our Data Processing Agreement).

6.3 You must use the Service in accordance with our Acceptable Use Policy.

6.4 You are responsible for the devices, connectivity, and browsers you use to access the Service, and for keeping the app updated (More → This version → Check for updates, if you are ever unsure you are on the current version).

7. Your Content and Data

7.1 As between you and us, you own Your Data. We do not claim ownership of your recipes, supplier declarations, ingredient lists, receipt images, pack photographs, or the labels generated from them.

7.2 You grant us a licence to host, store, process, and display Your Data solely as necessary to provide the Service to you, to provide support, to maintain and improve the Service (in aggregated or anonymised form only, where used for improvement beyond your own Account), and as otherwise set out in our Privacy Policy.

7.3 Where Your Data includes personal data about your own customers (for example, names or contact details attached to orders), you are the controller of that data and we act as your processor. Our Data Processing Agreement governs that processing and is incorporated into these Terms by reference for every Account that uses order or customer-facing features.

7.4 Some features of the Service send data to a third-party AI provider for automated processing, as described plainly in clause 5 of our Privacy Policy: photographed receipts, food packaging, and recipe pages are read by Anthropic; the in-app assistant sends your questions, and the excerpts of Your Data it looks up to answer them, to Anthropic; and voice notes are transcribed by Groq. Data processed this way leaves the UK. We do not describe any part of these features as “on-device” processing, because it is not. Each of these features is optional and has a manual alternative — nothing in the Service requires an AI feature to be used.

7.5 On request, we will export Your Data to you in a portable, open format at any time your Account is active, and for the duration of the Archive state described in clause 10.2. See our data export feature and clause 11 of the Privacy Policy.

8. Subscription plans, fees and payment

8.1 The Service is offered on subscription Plans (currently Starter, Standard, and Pro), described with their current features and prices on our pricing page. We may introduce, retire, or change Plans from time to time; clause 10 covers how we notify you of changes that affect you.

8.2 No VAT is charged on any ProvenBatch subscription. Stella Apps is not VAT-registered. The price shown for your Plan is the whole price you pay — nothing is added at checkout, and nothing is deducted as a discount that a VAT-registered competitor’s advertised price would not already include. This is a genuine, ongoing saving, not a promotional one.

8.3 Subscriptions are billed monthly or annually in advance, as you select, using our payment processor, Stripe. We do not store your card details ourselves; they are held by Stripe. See our Privacy Policy and sub-processors.md.

8.4 Fees are non-refundable except as required by law or as we otherwise agree in writing. You can cancel at any time; cancellation takes effect at the end of your current billing period — you keep full access until then, no further payment is taken, and the current period is not refunded. The Service shows you plainly, from the moment you cancel, that the subscription is scheduled to end and on what date.

8.5 If a payment fails, we will attempt to notify you and to retry payment before treating the subscription as lapsed. A lapsed subscription moves your Account to the Archive state described in clause 10.2.

8.6 Free trials. Whether your Account starts with a free trial, and how long it lasts, is stated in the sign-up offer or invitation through which you register (see clause 4.2) — our standard public offer is currently a 30-day free trial with full access to your selected Plan’s features, and no payment card is required to start it. Some invitations carry a different trial length or no trial at all, and where that is so the invitation says so in writing. (Until 25 Aug 2026 this clause gave “participants in a paid beta pay from their first day” as the worked example; beta participants now receive the standard 30 days free with no card, so the example was removed rather than left describing an offer that no longer exists.) Where you have a trial and do not subscribe by its end, your Account moves to the Archive state described in clause 10.2; it is not deleted, and no charge is taken without your active choice to subscribe.

9. Changes to plans, prices and the Service

9.1 The price you join at is the price you keep. While your subscription remains continuously active, we will not increase the recurring price of your Plan. This commitment ends if your subscription lapses or is cancelled, or if you change Plan, in which case the price current for the Plan you then choose applies.

9.2 A discount is not the same thing as your Plan price. We may give you a discount code that reduces what you pay for a stated period — for example, a percentage off for twelve months. When that period ends, the discount stops and you return to the Plan price you joined at, which clause 9.1 has protected throughout. That is the end of a discount, not an increase, and we will tell you in the offer itself how long the discount runs for. A discount described as permanent will not be withdrawn while your subscription remains continuously active.

9.3 We may change the prices we offer to new subscribers, and we may change the features included in a Plan. For an active subscriber, we will give you at least 30 days’ notice, by email, of any material reduction in the features available on your Plan, before it takes effect.

9.4 We intend to build our subscription practices in line with the spirit of the Digital Markets, Competition and Consumers Act 2024 subscription-contract regime even ahead of its commencement: clear pre-contract pricing information, renewal reminders, and an easy, self-service way to cancel.

10. Cancellation, termination and the Archive state

10.1 You may cancel your subscription at any time from within the Service or by contacting support@provenbatch.co.uk. Cancellation takes effect at the end of your current billing period, as clause 8.4 describes.

10.2 We will never lock you out of your own compliance records. When a trial ends without conversion, a subscription is cancelled, or a subscription lapses, your Account moves to a read-only Archive state: Your Data remains visible and exportable, but new labels cannot be printed, and no new batches, recipes, or receipts can be added. We do this deliberately — a food business’s allergen records should never become inaccessible because of a billing lapse.

10.3 We may suspend or terminate your Account with notice if you materially breach these Terms or the Acceptable Use Policy and do not remedy the breach within a reasonable period after we notify you (or immediately, without notice, for serious breaches such as fraud, security abuse, or unlawful use). See also clause 17 (suspension).

10.4 On request, or automatically after the retention periods described in clause 10 of the Privacy Policy, we will delete Your Data in accordance with our published retention rules.

11. Acceptable use

You agree to use the Service in accordance with our Acceptable Use Policy, which is incorporated into these Terms by reference. A serious or repeated breach of that policy is a material breach of these Terms.

12. Intellectual property

12.1 We (or our licensors) own all rights in the Service itself — its software, design, branding, and documentation — except for Your Data. Nothing in these Terms transfers any of that ownership to you.

12.2 We grant you a non-exclusive, non-transferable licence to use the Service for your Business’s own internal purposes, for the duration of your subscription (and, for read access, the Archive state), in accordance with these Terms.

12.3 You must not copy, reverse-engineer, resell, sublicense, or use the Service to build a competing product, except to the extent applicable law makes such a restriction unenforceable.

13. Third-party services and sub-processors

13.1 The Service relies on a small number of third-party providers to function — for hosting, database and authentication, payment processing, transactional email, AI-assisted reading of photographed receipts and packaging, AI voice-note transcription, the in-app assistant, and our issue tracker and scheduled background jobs. The current list, and what each provider does, is published and kept current at sub-processors.md.

13.2 Where a third-party provider is outside the UK — currently our AI providers, Anthropic and Groq, and GitHub, all US-based — we document the international transfer in our Privacy Policy and Data Processing Agreement.

14. Disclaimers

14.1 The Service is provided “as is” and “as available”. While we work to keep it available and accurate, we do not warrant that it will be uninterrupted, error-free, or fit for every purpose you might put it to, except as expressly set out in these Terms or as required by law.

14.2 We do not warrant that any Label, allergen detection, or other output of the Service is free of error. Clause 5.3 and 5.4 explain why, and what your responsibility is as a result.

14.3 Nothing in this clause 14 excludes or limits any warranty, right, or remedy that cannot lawfully be excluded or limited, including your statutory rights under the Consumer Rights Act 2015 where you are contracting as a consumer.

15. Limitation of liability

15.1 Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited under English law.

15.2 Subject to clause 15.1, and to the fullest extent permitted by law:

• we are not liable for any indirect or consequential loss, including loss of profit, loss of business, or loss of reputation, arising from your use of the Service;
• our total liability to you arising out of or in connection with these Terms or your use of the Service, whether in contract, tort (including negligence), or otherwise, is limited to the total fees you paid us for the Service in the 12 months immediately before the event giving rise to the claim.

15.3 Clause 15.2 does not apply to your obligations under clause 16 (indemnity), or to any breach of clause 12 (intellectual property) or the Acceptable Use Policy.

15.4 We are not liable for any consequence of a Label being wrong where the underlying data you entered — including a supplier declaration, a recipe quantity, or a “verified” mark you applied — was itself wrong, incomplete, or out of date. This reflects clause 5.3.

16. Indemnity

You agree to indemnify and hold Stella Apps harmless against any claim, loss, liability, or expense (including reasonable legal costs) arising from: (a) your breach of these Terms or the Acceptable Use Policy; (b) your use of a Label or other output of the Service in a way inconsistent with clause 5.3; (c) Your Data infringing a third party’s rights or containing personal data you were not entitled to enter; or (d) your negligent or unlawful use of the Service.

17. Suspension

We may suspend your access to the Service, in whole or in part, without liability to you, where we reasonably believe suspension is necessary to: prevent harm to the Service or other customers; comply with law or a request from a competent authority; investigate suspected breach of these Terms or the Acceptable Use Policy; or address a security incident. We will restore access as soon as the reason for suspension is resolved, and will tell you why wherever we lawfully can.

18. Complaints

If you are unhappy with the Service, with a decision we have made about your Account, or with anything else covered by these Terms, please use our Complaints Procedure, which sets out how to complain and the timescales we work to.

19. Changes to these Terms

We may update these Terms from time to time, for example to reflect a change in the law, a new feature, or a change to our sub-processors. Where a change is material, we will notify active subscribers by email at least 30 days before it takes effect. Continued use of the Service after a change takes effect constitutes acceptance of the updated Terms.

20. General

20.1 Assignment. You may not assign or transfer your rights under these Terms without our consent. We may assign these Terms in connection with a sale, merger, or reorganisation of our business, provided your rights under these Terms are not diminished.

20.2 Severability. If any part of these Terms is found unenforceable, the rest continues in effect.

20.3 No waiver. Our failure to enforce a right under these Terms is not a waiver of it.

20.4 Entire agreement. These Terms, together with the documents they incorporate by reference (the Acceptable Use Policy, Privacy Policy, and, where applicable, the Data Processing Agreement) and your Plan details, are the entire agreement between you and us regarding the Service.

20.5 Notices. We will send notices to the email address associated with your Account. You can send notices to us at support@provenbatch.co.uk, or in writing to the trading address in clause 3.2.

21. Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction over any dispute arising from them.

22. Contact

Stella Apps, trading as ProvenBatch support@provenbatch.co.uk 4th Floor, Silverstream House, 45 Fitzroy Street, London W1T 6EB