Terms and Conditions for the use of TacDesk
This End User Licence Agreement governs your use of the TacDesk software as a Guard.
1. About these Terms
1.1 This End User Licence Agreement ("Agreement" or "Terms") governs your use of the TacDesk application and related services ("the System"). It is a licence to use software and does not constitute an employment contract.
1.2 By accessing or using the System, you ("the Guard" or "you") agree to be bound by these Terms. If you do not agree, you must not use the System.
1.3 "TacDesk" ("we", "us" or "our") means Michael Bryce, trading as TacDesk. TacDesk is in the process of incorporating as a limited company. Once incorporated, the rights and obligations under this Agreement will transfer to that company, and these Terms will be updated to reflect the new entity.
1.4 "the Company" means your employer, which licenses the System from TacDesk and has granted you access to it for work-related purposes.
2. TacDesk is a Software Provider, Not Your Employer
2.1 TacDesk provides software. We are not your employer and are not a party to your employment with the Company.
2.2 Your work, and how you carry it out — including whether, when and how you clock in and out, which reports you must file, your shifts and rota, your pay, the approval of time off, and any performance or disciplinary matters — is set and managed by the Company, not by TacDesk.
2.3 These Terms govern only your use of the System. They do not create any employment relationship between you and TacDesk.
2.4 Where the System is used to record time, location or reports, it does so to provide a tool to the Company. How that information is used in your employment is a matter for the Company.
3. Your Licence to Use the System
3.1 TacDesk grants you a limited, non-exclusive, non-transferable and revocable licence to use the System for legitimate work-related purposes, for as long as the Company authorises your access.
3.2 This licence ends automatically when your employment with the Company ends, or when the Company withdraws your access.
4. Your Account and Credentials
4.1 You will be issued unique login credentials by the Company. These are personal to you and must not be shared with anyone else.
4.2 You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
4.3 You must notify the Company immediately if you suspect unauthorised access to your account, or if your device is lost or stolen.
5. Acceptable Use
5.1 You must use the System only for legitimate work-related purposes, as directed by the Company.
5.2 You must not:
- Access, or attempt to access, parts of the System you are not authorised to use
- Use the System to transmit offensive, abusive or inappropriate content
- Attempt to reverse engineer, hack, or otherwise compromise the System or its security
- Use the System for personal gain or for any unauthorised commercial purpose
- Share confidential operational information obtained through the System with unauthorised parties
- Share your login credentials with anyone
- Access the System outside of your authorised use
- Use a jailbroken or rooted device to access the System
6. Honest Use of Clock-In, Reports and Other Features
6.1 The Company decides which features you are required to use, and when — for example, clocking in and out, check calls, and patrol, shift, incident or vehicle defect reports. TacDesk simply provides these features.
6.2 Whenever you submit information through the System, it must be truthful, accurate and complete to the best of your knowledge. This applies in exactly the same way to a report that was drafted from your voice notes as it does to one you typed yourself — see section 8.
6.3 You must not:
- Clock in or out on behalf of another person
- Provide false location data, or attempt to manipulate or spoof GPS tracking
- Submit false, misleading or deliberately inaccurate reports
- Sign a report drafted from your voice notes without first reading it and correcting anything that is wrong or missing
- Alter or delete submitted records, unless the Company authorises it
6.4 Misusing these features may result in suspension or termination of your access to the System by TacDesk. Any consequences for your employment are a matter for the Company.
7. Location and GPS Data
7.1 The System records your device's GPS location to support work-related features. Location is recorded in the foreground when you use a feature that needs it — such as clocking in, completing a patrol checkpoint or filing a report — and periodically in the background while you are clocked in to a shift or on call, including when the app is closed or your phone is locked. Background recording starts when you clock in and stops when you clock out.
7.2 While background recording is active, the System displays a notification so that it is always clear to you that your location is being recorded.
7.3 You must keep location services enabled on your device when using the System. Some features may not work correctly otherwise.
7.4 Location data is collected to provide the service to the Company. The Company determines how that data is used; please refer to the Company's privacy policy, and to the TacDesk Privacy Policy for how the System handles it.
8. Voice Notes and AI-Drafted Reports
8.1 The System allows you to dictate a short spoken note instead of typing a report. Recording takes place only while you are pressing and holding the button, and stops the moment you let go. The System does not record ambiently, does not record in the background, and cannot be left running. Each recording is capped at two minutes, and a recording indicator is displayed while it is running and cannot be switched off.
8.2 At the end of your shift, your notes are converted to text by a third-party speech-to-text provider and turned into draft reports by a third-party AI provider. Both providers are named in the TacDesk Privacy Policy, which sets out what happens to your recordings and transcripts.
8.3 A draft is not a report. Text produced this way is a starting point only. It has no status as a record of anything until you have read it, corrected or completed it, and signed it. Once you sign it, it is your statement, in full, including any part of it the System drafted.
8.4 The System is built not to invent detail you did not give it. Where you did not say something, the draft leaves the box empty and marks it for you to complete rather than filling it in. A draft that is mostly empty is the System working correctly, not a fault. You must not treat a drafted sentence as verified simply because the System produced it.
8.5 Nothing about you is decided automatically. No employment, disciplinary, performance or pay decision is made by the System or by any AI provider. The System produces text; every report is signed by a person, and every decision that follows one is the Company's.
8.6 Other people in what you say. When you describe an incident you will usually be describing other people. Describe only what is relevant to the incident, and stop recording when you have said it. Do not hold the button towards another person in order to capture what they are saying — this feature is for your own account of events, not for recording conversations. It is the Company's responsibility, not yours and not TacDesk's, to inform people that recording may take place at its sites.
8.7 Recordings and their transcripts are deleted seven days after you sign the report they produced. A recording that never becomes a report is deleted 30 days after it was made, or 14 days after a manager at the Company was first alerted to it, whichever is the later of the two. Where we cannot alert anyone at the Company at all, the recording is held rather than deleted and the failure is escalated, as set out in section 9 of the TacDesk Privacy Policy. A manager at the Company may mark a specific recording as evidence for a particular incident, in which case it is kept with that incident's record for that incident's retention period. The full periods are set out in section 9 of the TacDesk Privacy Policy.
8.8 Until they have uploaded, your voice notes are held on your own device. If you delete or reinstall the app, or wipe the device, before they have uploaded, they will be lost and cannot be recovered.
8.9 The Company decides whether this feature is available to you and whether you are required to use it. You may always type a report instead.
9. Data You Submit and Company Data
9.1 The information and reports you enter into the System — including voice notes you dictate and the transcripts and drafts produced from them — are the Company's records and remain the property of the Company.
9.2 You grant TacDesk the rights necessary to host, store, transmit and process this information, and to have it processed by the sub-processors named in the TacDesk Privacy Policy, for the purpose of providing the System. We do not use it for any other purpose, and we do not use it to train AI models.
9.3 Once submitted, you must not delete or alter records except where the Company authorises it.
10. Confidentiality and Data Protection
10.1 Information accessed through the System — including client details, site information, standard operating procedures (SOPs), documents, BOLOs and reports — is confidential and proprietary to the Company.
10.2 You must not disclose this information to third parties, or use it for any purpose other than performing your duties.
10.3 TacDesk processes personal data on behalf of, and under the instructions of, the Company, which is the data controller. We process such data in accordance with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.
10.4 You must comply with all applicable data protection laws when using the System.
10.5 To request access to the personal data held about you, contact the Company. The TacDesk Privacy Policy explains what to do if you cannot reach them.
11. Employer-Managed Features
11.1 The System may host training materials, SOPs, memos, alerts and similar content made available by the Company. The Company decides what is mandatory and how it is used; TacDesk only hosts and displays it.
11.2 The System may allow you to submit requests, such as time-off requests. Submitting a request does not guarantee approval — approval rests entirely with the Company. TacDesk has no role in approving or declining any request.
12. Your Device
12.1 You are responsible for ensuring your device (smartphone, tablet or computer) meets the minimum technical requirements to run the System.
12.2 You must keep the System up to date by installing updates when prompted.
12.3 If you use a personal device, you acknowledge that the System may access certain device functions — GPS, camera, microphone, NFC and storage — necessary for its operation. Each is used only for the features described in these Terms and in the TacDesk Privacy Policy, and you can withdraw any of these permissions in your device settings, though some features will then stop working.
12.4 Any data charges incurred while using the System on a personal device are your responsibility — not TacDesk's or the Company's.
13. Availability and Support
13.1 We aim to keep the System available at all times but do not guarantee uninterrupted access.
13.2 The System may be unavailable due to maintenance, updates or technical issues. We will provide advance notice where reasonably possible.
13.3 For technical support, contact the Company in the first instance.
13.4 TacDesk is not liable for any loss or inconvenience caused by downtime or technical issues.
14. Changes to the System and these Terms
14.1 TacDesk may modify, update or discontinue features of the System at any time. Where a change materially affects how you use the System, we will give notice through the System. You may be required to adapt to new processes or workflows as the System develops.
14.2 We may update these Terms from time to time. Where we do, the updated Terms are presented to you in the System and you are asked to accept them before continuing to use it. Where a change materially affects how your personal data is handled, we will also give at least 14 days' notice, as set out in the TacDesk Privacy Policy.
15. Suspension and Termination of Access
15.1 Your access to the System ends immediately when your employment with the Company ends.
15.2 TacDesk or the Company may suspend or terminate your access at any time for breach of these Terms, suspected misuse, or operational reasons.
15.3 On termination, you must immediately stop using the System and return any Company-issued device.
15.4 Termination of your access does not affect your employment, which is governed solely by your arrangement with the Company.
16. Intellectual Property
16.1 All intellectual property rights in the System (including its software, design, content and trademarks) belong to TacDesk (Michael Bryce, trading as TacDesk) or its licensors.
16.2 Your licence to use the System is limited, non-exclusive and non-transferable, as set out in section 3.
16.3 You must not copy, reproduce, modify or distribute any part of the System.
17. Disclaimers and Liability
17.1 The System is provided "as is", without warranties of any kind, whether express or implied.
17.2 TacDesk is not liable for:
- Any loss or damage arising from your use of the System
- Errors, inaccuracies or omissions in the System
- The content of any draft report produced from your voice notes, before you have checked, corrected and signed it under section 8
- Unauthorised access to, or alteration of, your data
- Any loss of earnings or business opportunities
- Any employment matter, including pay, scheduling, time off or disciplinary outcomes — these are the responsibility of the Company
17.3 Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded.
17.4 Your use of the System does not create an employment relationship with TacDesk. Your employer is the Company.
18. Indemnity
18.1 You agree to indemnify TacDesk and the Company against any claims, damages, losses or expenses arising from your deliberate misuse of the System, or from your use of it in breach of these Terms or of any law. This does not apply where you were acting in good faith in the course of your work.
19. Governing Law and Jurisdiction
19.1 These Terms are governed by the laws of England and Wales.
19.2 Any dispute arising from these Terms, or from your use of the System, is subject to the exclusive jurisdiction of the courts of England and Wales.
20. General
20.1 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions continue in full force and effect.
20.2 These Terms constitute the entire agreement between you and TacDesk regarding your use of the System.
20.3 Any failure by TacDesk to enforce a provision of these Terms does not constitute a waiver of that provision.
Contact
For questions about the System or this Agreement, contact TacDesk at info@tacdesk.co.uk.