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SponsorFort

Pre-launch versions. These documents are being finalised with professional legal review, and the operating company's registered details will be published before any payment is taken. No charges apply while this notice is shown. Questions: privacy@sponsorfort.com.

Terms of service

Version 0.9-prelaunch (10 July 2026) · “In short” lines are plain-English summaries to help you read; the full text of each section is what applies.

1. Who these terms are between

In short: A business contract between your organisation and SponsorFort — the person signing up must be allowed to agree for the business.

These terms are a contract between the customer organisation (“you”) and the SponsorFort founding team; the operating company's registered details (legal name, company number, registered office) will be published here, and customers notified, before any payment is taken (“SponsorFort”, “we”). Contact: hello@sponsorfort.com. By creating an organisation or using the service you agree to these terms, the privacy policy and the DPA; the person accepting confirms they have authority to bind the organisation.

Business customers only. The service is provided solely for business use. You confirm you are not dealing as a consumer.

2. The service

In short: Software that tracks your sponsor-licence deadlines and organises your evidence — through the website and the mobile app. Free 14-day trial, no card needed to start.

SponsorFort is workflow and record-keeping software for UK employers who hold (or are preparing for) a Home Office sponsor licence: it tracks deadlines, organises evidence, computes reminders, and produces summaries and draft text based on the records you enter. The service is provided through our website and mobile application; heavier administrative tasks are carried out on the web.

New organisations get a 14-day free trial with no payment card required to start. To continue after the trial you choose a plan and add a card at checkout; if you do neither, paid features pause — we do not charge automatically for a plan you have not chosen. During any announced founding period nothing is charged.

3. Not legal or immigration advice — and no Home Office affiliation

In short: We are software, not lawyers or the Home Office. Our outputs are guidance from your own records — checking and submitting anything official is always your job.

SponsorFort is not legal or immigration advice, and we are not a regulated immigration adviser. Immigration advice and services are regulated in the UK; for advice on your specific situation, consult a solicitor or an adviser registered with the Immigration Advice Authority. Outputs — including classifications, deadlines, scores and draft report text — are guidance generated from published Home Office material and the data you provide. You are responsible for verifying outputs before relying on them.

SponsorFort is not affiliated with, endorsed by, or connected to the Home Office, UK Visas and Immigration, or the Sponsor UK / SMS services, and never submits anything to the Home Office on your behalf. Compliance with your sponsor duties remains entirely your responsibility.

4. Accounts and acceptable use

In short: One login per person, keep it secure, use the service lawfully, and only upload worker data you are entitled to hold.

  • Provide accurate information; keep credentials secure; one login per user.
  • You are responsible for your team's use and for managing their access.
  • Prohibited: unlawful use; attempting to access other organisations' data; probing or disrupting the service; reselling or white-labelling without a written agreement; scraping the service; uploading malicious code.
  • You warrant that you are entitled to store the personal data you upload and that you have a lawful basis for processing it (see the DPA — you are the controller of your workers' data).

5. Subscriptions, billing and taxes

In short: Pay monthly or annually through Stripe; cancel any time and keep access to the end of the period; hitting a plan limit pauses adding records, never your access to what you have.

  • Prices are in GBP and exclude VAT, which is added at checkout where applicable. Billing is monthly or annual in advance via Stripe.
  • Plan limits apply to sponsored workers not marked as ended; exceeding a limit blocks adding new records (never viewing or exporting).
  • Cancel any time from the billing portal; access continues to the end of the paid period. Except where the law requires otherwise, fees are non-refundable and periods are not pro-rated.
  • If payment fails we retry automatically and notify you; continued failure suspends access until resolved. Promotional prices (including founding-customer coupons) apply for their stated period only.
  • We may change prices with at least 30 days' notice, effective from your next renewal.

6. Your data

In short: Your records stay yours; export them any time. After cancelling you have 90 days to export before deletion — how deletion works.

Your data stays yours. You grant us the licence needed to host, process, back up and display it — solely to provide the service. You can export everything at any time. After cancellation, data is retained for 90 days for export, then deleted; deletion requests are executed after a 7-day grace period (see delete your account and data). We use aggregated, anonymised usage information (never your records) to improve the service.

7. Intellectual property

We own the service, software, design and content (excluding your data). You receive a non-exclusive, non-transferable right to use the service for your internal business during the subscription. Feedback you give us may be used without obligation. The SponsorFort name and marks may not be used without written permission.

8. AI-assisted drafting (optional)

Where your organisation enables AI drafting, draft text is generated from the structured facts you entered and is clearly presented as a draft. A human must review it before use. We do not warrant that any draft is suitable for submission, and drafting content is not used to train third-party models.

9. Confidentiality

Each party will keep the other's non-public information confidential and use it only to perform this agreement, except where disclosure is required by law. This clause survives termination for 3 years.

10. Availability and changes

We target high availability but the service is provided without an uptime guarantee at this stage; planned maintenance is announced in advance where practicable. We may improve or change features, and will give at least 14 days' notice of material reductions in functionality.

11. Suspension and termination

We may suspend access for serious or persistent breach of section 4, for security reasons, or for non-payment — restoring it when the issue is resolved. Either party may terminate for material breach not remedied within 14 days of written notice. On termination the export window in section 6 applies. Sections 3, 6 (retention), 7, 9, 12 and 13 survive.

12. Liability

In short: Our liability is capped at what you paid us in the last 12 months, and Home Office decisions about your licence are outside what software can be responsible for.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be excluded by law. Subject to that: (a) neither party is liable for indirect or consequential loss, loss of profits, revenue, goodwill or anticipated savings; (b) our total aggregate liability arising in any 12-month period is capped at the fees you paid for the service in that period; and (c) for the avoidance of doubt, we are not liable for decisions of the Home Office concerning your licence, workers or penalties — software supports your compliance; it cannot guarantee it, and outputs depend on the accuracy and completeness of the data you enter.

13. General

  • Governing law: England and Wales, with exclusive jurisdiction of its courts.
  • Changes to these terms: we may update them with at least 14 days' email notice to account owners; continued use after the effective date is acceptance.
  • Force majeure: neither party is liable for delay or failure caused by events beyond its reasonable control.
  • Assignment: you may not assign this agreement without our consent (not to be unreasonably withheld); we may assign to a successor of the business.
  • Entire agreement: these terms, the privacy policy and the DPA are the whole agreement and supersede prior discussions. No third party has rights under the Contracts (Rights of Third Parties) Act 1999.
  • Notices: to us at hello@sponsorfort.com; to you at your account owner's email. If a clause is unenforceable, the rest stand.