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Terms of Service

Last updated: 13 October 2026

These terms apply between Scenaxis and the business that subscribes to the Scenaxis Bid Tool ("you"). The service is for business use only; by creating an account you confirm you are acting for a business.

1. Who we are

Scenaxis Group Ltd, a company registered in England and Wales under company number 17338410, whose registered office is at First Floor Office 3, Hornton Place, London W8 4LZ, United Kingdom ("Scenaxis", "we", "us"). Contact: supportbidtool@scenaxis.com.

2. The service

The Scenaxis Bid Tool for the Entertainment Industry helps your team respond to tenders. It reads the client's tender documents and suggests a go / no-go recommendation, writes a tender summary, lists the changes brought by Q&A, clarifications and addenda, and helps you plan the bid team, the pitch budget, deliverables and deadlines. It keeps the documents you add to each tender so your team can download them, and sends emails to your team only when someone in your company presses Send.

Recommendations, scores, summaries, change lists, budgets and reports, including those written by AI, are suggestions to support your own judgement. They may be incomplete or wrong: always check them against the client's documents. You remain responsible for your bid decisions and for what you submit.

3. Plans, free trial and subscription

There are three plans, each billed monthly in advance through Stripe and renewing each month until cancelled. Prices include VAT.

On every plan you can add viewers and commenters free of charge. New companies get a 7-day free trial on the plan they choose. A payment card is required at sign-up. Unless you cancel before the trial ends, the subscription starts automatically. One free trial per company.

An admin can change plan at any time in the tool. An upgrade, or an extra editor, is charged straight away for the rest of the current month; a downgrade or a removed extra editor is credited against your next invoice. You cannot move to a plan whose limits you exceed for editors; if you have more open tenders than the Solo limit, you keep them but cannot add or re-open tenders until you are below it, and companies beyond your plan become read-only until you upgrade again.

4. Users, roles and companies

The person who creates the company account is its owner. The owner and admins decide who uses the tool: they invite people by email and give each one a role: viewer (reads everything), commenter (also writes comments), editor (adds and changes tenders, team, budgets and documents) or admin (also manages users, plan and billing). An invitation stays valid until it is accepted or cancelled. Removing someone revokes their access straight away. You are responsible for the people you invite and for what they do in the tool, and each person must have their own log-in.

On the Agency plan, several companies can share one subscription. Each company's tenders, team, documents and settings are kept separate. If the subscription ends or moves to another plan, the extra companies become read-only.

5. Cancellation

Cancel at any time from Plan & billing. Access continues until the end of the paid month; we do not refund partial months, except where the law requires it. After your subscription ends, your data, including the stored documents, stays available read-only for 180 days and is then permanently deleted. You can download a backup of your data from the Company page, and your documents from each tender's Documents tab, at any time before then.

6. Fair use

Each plan includes a number of document analyses per company per calendar month: 30 on Solo, 100 on Team and 300 on Agency. An analysis is a new tender assessment (its tender summary included), or a re-assessment after you add documents such as clarifications, Q&A or addenda (the updated summary and change list included). Everything else in the tool (pipeline, team, budgets, statistics, reports, versions, comments, exports) is unlimited. If you reach the limit, new analyses pause until the 1st of the next month; if you need more, contact us at supportbidtool@scenaxis.com.

Documents are stored up to 50 MB per file. Storage is included for normal use of the service; if a company stores an unusually large volume of files, we will contact you before taking any action.

7. Your content and your team's data

You keep all rights to the documents and data you add. You confirm you are allowed to upload them and to share them with the people in your company who use the tool. We process them only to provide the service, as described in our Privacy Policy, and we never use them to train AI models.

When you enter details about your team, freelancers or partners (for example names, email addresses, roles, rates and hours), you are responsible for having the right to do so and for telling them how their details are used. For this information we act on your instructions as your data processor.

Emails to your team (assignments, removals, changes to a tender) are written by the tool, can be edited by you, and are sent from noreply@scenaxis.com with your company's name only when someone in your company presses Send. You are responsible for their content and recipients. Reminders to a tender's pitch lead are sent automatically while email reminders are switched on for that tender.

7a. Support access

Scenaxis support staff can see your company name, the names and email addresses of your users, your subscription status and usage counts, so we can run the service and answer questions. We can see your tenders, documents, assessments and team details only if someone in your company switches on support access in Help & support. Access is read-only, ends automatically after 7 days, can be switched off at any time, and every view by our staff is recorded and shown to you on the Help & support page. You can also contact support by email or WhatsApp.

8. Acceptable use

You agree to: upload only documents and information you are entitled to share; keep your log-in details private and make sure each person has their own account; and not use the service for anything unlawful. You must not try to access other customers' data, test, attack or overload the service, copy or reverse-engineer it, or resell or share access outside your company. If these rules are broken we may suspend or close the account, after telling you why where it is reasonable to do so.

9. Liability

We work to keep the service available and secure, but we do not guarantee it will be uninterrupted or error-free, and we may pause it briefly for maintenance. Keep your own copies of important documents. Assessments, scores, summaries, change lists, budgets and recommendations produced by the tool, including by AI, are guidance to support your own judgement and may contain mistakes; you are responsible for checking them and for your bid decisions. We are not liable for loss of profit, revenue, contracts or tenders, or for any indirect or consequential loss. Our total liability to you in any 12-month period is limited to the fees you paid us in that period. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

10. Changes and governing law

We may update these terms. We will email you at least 30 days before any important change, including any change to the price; continuing to use the service after that date means you accept the new terms. If you do not agree, you can cancel at any time before the change applies. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Scenaxis Group Ltd · Registered in England and Wales, company number 17338410 · First Floor Office 3, Hornton Place, London W8 4LZ, United Kingdom · supportbidtool@scenaxis.com