DRAFT — 19 October 2026. Requires owner approval and qualified legal review before use as final contractual terms.
Parties and service
MirrorHQ is the trading name of ELPI CONSULTING LIMITED, company number 11850883, registered office 166 Nuns Way, Cambridge, England, CB4 2NS. Website: https://mirrorhq.co.uk. General enquiries: hello@mirrorhq.co.uk. Privacy enquiries: privacy@mirrorhq.co.uk. Mailbox operation requires owner verification.
MirrorHQ is a workforce location, availability and planning service for UK businesses, including construction, engineering and manufacturing SMEs. It provides directories, neutral attendance, weekly patterns, calendars, reporting relationships, departments/locations, visitors/contractors and occupancy. It is not a medical, payroll or attendance-compliance system and is not an emergency roll-call guarantee.
Accounts and acceptable use
An authorised business representative creates a company workspace; workers join by a valid email-matched invitation. The Customer manages permissions, accurate records, secure credentials, lawful collection and notices. Do not attempt cross-company access, misuse exports, collect diagnoses/sickness reasons or enter unnecessary sensitive information. Neutral availability is not proof of a reason for absence. Operator/platform privileges are not company-admin privileges.
Customer data and DPA
The Customer retains its rights in customer data and is generally its controller; MirrorHQ processes on documented instructions to deliver the service. A separate draft DPA is provided for review, not represented as signed or effective. Lawful bases, notices, subprocessor arrangements and transfer safeguards require confirmation before final approval. MirrorHQ's own account/support processing is described separately in the draft Privacy Policy.
Trial, annual pricing and existing Early Access
New company registrations receive a 14-day free trial with no credit card required. Planned standard subscription: £199 per company per year, no monthly subscription. Planned founding offer: £99 for the first year only for the first 20 companies completing independently verified paid subscriptions; standard renewal is £199/year, clearly disclosed before purchase. Trial registrations do not reserve founding places. No payment processing, automatic charges or automatic free-trial conversion is active. Trial-expiry restrictions remain disabled pending explicit launch approval. Existing Early Access customers retain previously promised terms until properly changed with applicable notice, including at least 30 days before free access ends and active customer agreement for payment.
Exports, retention and closure
An active company administrator can prepare company CSV exports and record a closure request. Exports contain selected operational columns and exclude notes, secrets and confidential records; additional authorised rights requests can be addressed separately. A closure request leaves data and access unchanged. Operator review and separate confirmation are required for irreversible deletion.
Proposed defaults, subject to legal review: active employee directory for the employment/workspace relationship with controlled review after removal; workforce attendance 12 months; visitors 90 days after the visit; contractors 12 months after assignment end; unused expired invitations 30 days after expiry; application-controlled event records 90 days. Company administrators can save proposed periods. These are NOT active deletion deadlines: automatic deletion is disabled, no deletion schedule is enabled, and existing data is not purged. Actual information remains until an authorised, reviewed process is completed. Legal holds and necessary exceptions must be documented before activation.
The customer is responsible for safeguarding downloaded copies. Provider-controlled auth data, logs and backups have separate procedures and limitations. No service-level or deletion-time guarantee has been agreed.
Unresolved contractual provisions
OWNER AND LEGAL REVIEW REQUIRED: liability limits, warranties, permitted exclusions, service availability/support commitments, suspension and termination grounds/notices, intellectual property/licence scope, change-notice process, dispute handling, governing law and jurisdiction. No liability cap or jurisdiction term is selected in this draft. ICO registration and final privacy/DPA provisions must be verified separately.