Terms of Service

Last updated: September 2026

Effective Date: 1 September 2026

Last Updated: 9 September 2026

Version: 2.0

1. Agreement to Terms

By accessing or using Zynthio ("Service," "Platform," or "Application"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service.

These Terms constitute a legally binding agreement between you ("User," "you," or "your") and ZYNTHIO LTD, a company registered in Scotland with company number SC873700, whose registered office is at 110 Izatt Avenue, Dunfermline, KY11 3BJ, United Kingdom ("Zynthio," "Company," "we," "us," or "our").

Where you accept these Terms on behalf of a business, "you" means that business, you confirm you have authority to bind it, and the business is the "Customer" responsible for all users it authorises. The Service is provided for business use only; it is not offered to consumers, and the Consumer Rights Act 2015 does not apply.

2. Description of Service

Zynthio is a multi-tenant hospitality management platform for restaurants, pubs, hotels and similar businesses, delivered as software as a service via web browser, mobile app and till hardware. Depending on the modules you subscribe to, the Service may include:

Module availability depends on your subscription. We may add, change or withdraw modules; section 14 applies to material changes.

AI assistance features produce suggestions, not decisions. You remain responsible for reviewing any order, allergen statement, rota or other output before relying on it. Where records are captured offline, they are held on the device until it reconnects; you are responsible for bringing devices back online so records reach the platform, and a record refused on synchronisation because another user already completed the same task is shown to the user and not written. Where you run a loyalty scheme, you are the controller of your members' personal data, you are responsible for the terms of the scheme and for honouring rewards, and you must not add members without their agreement.

3. Eligibility

You must meet the following requirements to use Zynthio:

4. Account Registration

4.1 Account Creation

To use Zynthio, you must create an account by providing:

4.2 Account Security

You are responsible for:

4.3 Account Termination

We reserve the right to suspend or terminate your account if you:

5. Subscription Plans and Pricing

5.1 Subscription Plans

Zynthio is offered on several subscription plans, which vary by number of sites, users and modules. The plans, inclusions and current prices are set out on our pricing page, or in the written quotation or order form agreed with you. That pricing page or order form forms part of these Terms.

Some accounts operate under bespoke commercial terms, including pilot, partner, lifetime or negotiated arrangements. Where a written order form conflicts with these Terms, the order form prevails on commercial matters and these Terms govern everything else.

5.2 Free Trial

5.3 Billing and Payment

5.4 Price Changes

We reserve the right to change pricing with 30 days' notice. Existing subscribers will be grandfathered at their current rate for a minimum of 6 months after any price increase.

5.5 Refunds

6. User Responsibilities

6.1 Acceptable Use

You agree to use Zynthio only for lawful purposes. You must not:

6.2 Content Standards

All content you upload (photos, notes, documents) must:

6.3 Compliance Responsibility

Important: While Zynthio helps you manage food safety records, you remain solely responsible for compliance with all applicable food safety regulations, health and safety laws, and Environmental Health Officer (EHO) requirements. Zynthio is a management tool and does not guarantee regulatory compliance.

7. Intellectual Property Rights

7.1 Our Rights

All rights, title, and interest in the Zynthio platform, including software, design, trademarks, and documentation, are owned by ZYNTHIO LTD or its licensors. You may not copy, modify, or distribute any part of the Service without our written permission.

7.2 Your Content

You retain ownership of all content you upload to Zynthio. By uploading content, you grant us a non-exclusive, worldwide license to:

We will never sell your data or use it for purposes other than providing the Service.

7.3 Feedback

If you provide feedback, suggestions, or ideas about Zynthio, we may use them without any obligation to compensate you.

8. Data Protection

Our handling of personal data is described in our Privacy Policy, which forms part of these Terms.

8.1 Controller and Processor Roles

In relation to personal data you upload or generate through the Service — including your employees' records, rota and clock-in data, training records, compliance evidence and your own customers' data — you are the data controller and Zynthio is the data processor. We process that data only on your documented instructions.

As controller you are responsible for: having a lawful basis for the data you collect; identifying an Article 9 condition and Schedule 1 DPA 2018 condition for any special category data such as ethnicity, health or sickness absence; issuing an employee privacy notice; setting and applying your own retention periods; and responding to data subject requests from your staff. We will assist you as set out in the Data Processing Agreement.

Zynthio is the controller of your business account and billing data, our website analytics, and our support and security records.

8.2 Data Processing Agreement

Our Data Processing Agreement, which satisfies Article 28 UK GDPR and covers security, confidentiality, sub-processors, international transfers, breach notification, audit and deletion or return of data on termination, is incorporated into these Terms. A copy is available at hello@zynthio.co.uk.

8.3 Geolocation and Monitoring Features

Important: some features — including geofenced clock-in, which records a device's GPS position at the moment of clocking, and audit trails of user activity — constitute monitoring of your staff. If you enable them, you are responsible for informing your staff, completing a data protection impact assessment where required, and ensuring the monitoring is necessary and proportionate. We provide the capability; the decision to use it, and the lawfulness of that decision, are yours.

9. ZynthioEpos and Payment Services

This section applies where you use ZynthioEpos, our till software, including to take card payments in venue.

9.1 We Are Not a Payment Institution

Zynthio is a software provider. We are not a bank, payment institution, acquirer or money transmitter, and we are not authorised or regulated by the Financial Conduct Authority. Card payments taken through ZynthioEpos are processed by a third-party payment provider — currently Stripe, with Dojo and SumUp supported — under a separate merchant agreement between you and that provider. You are the merchant of record. Settlement of funds is between you and your payment provider; Zynthio does not hold, receive or settle your takings.

9.2 Cardholder Data and PCI DSS

ZynthioEpos is designed so that cardholder data does not enter Zynthio's systems. Card numbers, magnetic stripe and chip data, security codes and PINs are captured by the certified payment terminal or the provider's hosted flow and passed directly to the payment provider. Zynthio stores only non-sensitive transaction metadata such as amount, currency, timestamp, authorisation result, provider reference, card scheme and the last four digits.

You remain responsible for your own PCI DSS compliance as merchant, including completing the applicable Self-Assessment Questionnaire, securing terminals and premises, and training staff. You must not attempt to enter, store or transmit full card numbers or security codes through any field in the Service, including notes, comments or uploaded images.

9.3 Transaction Accuracy and Reconciliation

Sales, cash-up, tips, tronc and tax figures produced by the Service are generated from the data entered into it and from data returned by your payment provider and connected EPOS systems. You are responsible for reconciling them against your payment provider statements and bank records, and for the accuracy of your VAT and other tax returns. We are not liable for losses arising from your failure to reconcile, from data entered incorrectly, or from an outage or error at a third-party payment provider or EPOS integration.

9.4 Offline Operation and Hardware

Some till functions may operate with reduced capability during loss of connectivity. Unless we supply it under a separate written agreement, payment terminals, tills, printers and network equipment are your responsibility, as is their maintenance, firmware and physical security.

10. Service Availability and Support

10.1 Uptime and Maintenance

10.2 Support

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED.

We disclaim all warranties, including but not limited to:

You use Zynthio at your own risk. We do not guarantee that the Service will meet your specific requirements or that it will ensure regulatory compliance.

12. Limitation of Liability

Nothing in these Terms limits or excludes either party's liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; breach of the statutory implied terms as to title; or any other liability that cannot lawfully be limited or excluded. Nothing in this section limits your obligation to pay sums due, or either party's liability under the Data Processing Agreement or for breach of confidentiality.