Oberon Legal Practice Management System
Last Updated: 10 March 2026
In these Terms and Conditions:
2.1 By accessing or using the Service, the Client and each Authorised User agree to be bound by this Agreement. If you do not agree to these terms, you must not access or use the Service.
2.2 This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements, representations, and understandings.
2.3 The Client represents and warrants that it has the authority to enter into this Agreement and that its Authorised Users will comply with these terms.
2.4 This Agreement is governed by the laws of Ireland and the parties submit to the exclusive jurisdiction of the Irish courts.
2.5 The Service is intended only for access and use by individuals at least eighteen (18) years old. By accessing or using the Service, you represent that you are at least 18 years old.
3.1 The Vendor will use commercially reasonable efforts to make the Service available to the Client while the Client’s account remains active.
3.2 The Vendor reserves the right at any time and without notice to:
3.3 The Client acknowledges that the Service is provided over the internet and that the quality and availability of the Service may be affected by factors outside the Vendor’s control, including the Client’s internet connection, hardware, and the availability of Third-Party Services.
3.4 The Vendor provides no guarantee of uninterrupted, error-free, or continuous availability of the Service. The Service is provided on an “as is” and “as available” basis.
3.5 The Vendor may introduce new features, modules, or functionality at additional cost. The availability of any particular feature does not guarantee its continued availability.
3.6 The accounting features which form part of the Service are intended to be an aid for legal practice accounting. The Client is solely responsible for ensuring that its use of these features complies with applicable Solicitors Accounts Regulations and professional accounting standards.
4.1 The Vendor will use commercially reasonable efforts to maintain the availability of the Service with a target uptime of 99.5% measured on a monthly basis, excluding scheduled maintenance windows and Force Majeure Events.
4.2 Scheduled maintenance will, where practicable, be carried out during off-peak hours and the Vendor will use reasonable efforts to provide advance notice of planned downtime via email or in-application notification.
4.3 In the event of an unscheduled service interruption, the Vendor will use commercially reasonable efforts to restore the Service as promptly as possible and will provide status updates where practicable.
4.4 Technical support is available to Authorised Users with active accounts via email at [email protected] during business hours (Monday to Friday, 9:00–17:30 Irish time, excluding public holidays).
4.5 The service level targets set out in this clause are targets only and do not constitute a warranty or guarantee of availability. Failure to meet these targets shall not constitute a breach of this Agreement.
5.1 The Service operates on a pay-as-you-go basis. Access to the Service is subject to the Client maintaining a positive account balance or having an active auto-recharge arrangement in place.
5.2 All fees are stated exclusive of VAT. VAT will be charged at the applicable rate in accordance with Irish and EU law.
5.3 Usage is metered and charged at the per-unit rates published on the Vendor’s website or as otherwise agreed. Charges are deducted from the Client’s prepaid account balance. Invoices are generated on a weekly basis and detail all usage charges for the preceding period.
5.4 The Vendor reserves the right to vary per-unit rates by giving not less than thirty (30) days’ written notice to the Client. Continued use of the Service after the notice period constitutes acceptance of the revised rates.
5.5 All prepaid credit is non-refundable except as expressly stated in this Agreement or as required by Irish consumer or contract law.
5.6 Where a Client’s account balance is insufficient to cover outstanding charges, the Vendor may suspend access to metered services until the balance is replenished. A reconnection fee may apply at the Vendor’s discretion.
5.7 The Vendor may charge interest on overdue amounts at the rate provided for under the European Communities (Late Payment in Commercial Transactions) Regulations 2012 (S.I. No. 580 of 2012), as amended.
5.8 The Client may configure automatic balance replenishment (“auto-recharge”) by authorising the Vendor to charge the Client’s payment method when the account balance falls below a Client-specified threshold. The Client may modify or cancel auto-recharge at any time through the Service dashboard.
5.9 There are no per-user fees. The Client may add unlimited Authorised Users at no additional charge. All charges are based solely on usage of metered services.
6.1 The Vendor may, at its discretion, offer free credit, voucher codes, or promotional offers to new or existing Clients. Eligibility for such offers is determined by the Vendor in its sole discretion.
6.2 Free credit is applied to the Client’s account balance and consumed through normal usage. When all credit is exhausted and no further funds are added, the Client’s access to metered services will be suspended until additional credit is purchased. Data entered during any promotional period will be retained in accordance with the Vendor’s data retention policy.
6.3 The Vendor reserves the right to modify, suspend, or withdraw free credit and promotional offers at any time without notice.
7.1 The Client is solely responsible for managing access to the Service by its Authorised Users, including creating, maintaining, and revoking user accounts.
7.2 Each Authorised User must maintain the confidentiality of their login credentials. The Client is responsible for all activity occurring under its account, whether or not authorised.
7.3 The Client must promptly notify the Vendor if it suspects any unauthorised access to or use of its account.
7.4 The Client must not share login credentials between Authorised Users. Each user must have their own individual account.
7.5 The Vendor may suspend access to any user account that it reasonably believes poses a security risk or is being used in breach of this Agreement.
7.6 The Client is responsible for ensuring that all Authorised Users are made aware of and comply with the terms of this Agreement.
7.7 The Vendor may, at its discretion, require all Authorised Users to use two-factor authentication when logging in to the Service.
8.1 The Client and its Authorised Users must use the Service only for lawful purposes and in accordance with this Agreement.
8.2 The Client must not, and must ensure that Authorised Users do not:
8.3 The Vendor reserves the right to immediately suspend the Client’s access to the Service without liability where it reasonably believes the Client or any Authorised User is breaching this clause.
9.1 The Client retains ownership of all Data it submits to the Service. By submitting Data, the Client grants the Vendor a limited licence to process that Data solely for the purpose of providing and improving the Service.
9.2 Each party shall comply with its respective obligations under the General Data Protection Regulation (EU) 2016/679 (GDPR) as retained in Irish law, the Data Protection Acts 1988–2018, and all other applicable data protection legislation.
9.3 To the extent the Vendor processes personal data on behalf of the Client as a data processor, a separate Data Processing Agreement (DPA) shall govern such processing. The Client’s use of the Service constitutes acceptance of the DPA, which is incorporated into this Agreement by reference.
9.4 The Client, as data controller, is solely responsible for:
9.5 The Vendor implements reasonable technical and organisational security measures to protect Data. However, the Vendor does not warrant that the Service is immune to security breaches and accepts no liability for any breach caused by factors outside its reasonable control.
9.6 The Client acknowledges that data transmitted over the internet involves inherent risks and the Vendor cannot guarantee complete security of data in transit.
9.7 The Vendor may process anonymised and aggregated data derived from use of the Service for the purposes of service improvement, analytics, and product development, provided that such data cannot reasonably be used to identify the Client or any individual.
9.8 Upon termination of the Client’s account, the Vendor will retain the Client’s Data for a period of ninety (90) days, during which the Client may request an export. After that period, the Vendor may delete the Data without further notice. The Vendor accepts no liability for any Data deleted after this period.
9.9 The Vendor maintains a managed backup service to facilitate disaster recovery. The Vendor’s backup procedures are provided as a reasonable precaution only and do not constitute a guarantee against data loss. The Client is responsible for maintaining adequate independent backups of its Data.
10.1 The Client acknowledges that the Vendor engages third-party sub-processors to assist in providing the Service. These sub-processors may include cloud hosting providers, AI model providers, email infrastructure providers, and payment processors.
10.2 The Vendor shall maintain an up-to-date list of sub-processors and shall make this available to the Client upon request.
10.3 The Vendor shall ensure that any sub-processor engaged is bound by data protection obligations no less onerous than those set out in this Agreement and the DPA.
10.4 The Vendor shall notify the Client of any intended changes to its sub-processors, giving the Client the opportunity to object to such changes on reasonable data protection grounds.
11.1 The AI Features within the Service are provided as tools to assist legal professionals. They do not constitute legal advice and must not be relied upon as a substitute for professional legal judgement.
11.2 The Client acknowledges that:
11.3 The Client is solely responsible for:
11.4 The Vendor shall have no liability whatsoever for any loss, damage, claim, or professional liability arising from or connected to the Client’s use of or reliance upon the AI Features.
11.5 AI Features consume computational resources (tokens) which are charged in accordance with the applicable pricing schedule. The Client is responsible for monitoring and managing its AI usage.
11.6 The Vendor may modify, suspend, or withdraw AI Features at any time without notice, including where required by changes in underlying AI model provider terms or capabilities.
11.7 The Client must not use AI Features to generate content intended to mislead, deceive, or defraud any person, court, or regulatory body.
11.8 The Client shall indemnify and hold harmless the Vendor from any claims, damages, or expenses arising from the Client’s use of AI-generated outputs, including reliance on such outputs without independent professional verification.
12.1 The Service integrates with or relies upon Third-Party Services, including but not limited to cloud hosting providers, email infrastructure providers, AI model providers, and payment processors.
12.2 The availability and performance of Third-Party Services is beyond the Vendor’s control. The Vendor accepts no liability for the failure, unavailability, or degraded performance of any Third-Party Service.
12.3 The Client’s use of any Third-Party Service integrated with the platform is subject to that third party’s own terms and conditions. The Client is responsible for complying with such terms.
12.4 Where a Third-Party Service changes its terms, pricing, or API in a manner that affects the Service, the Vendor may be required to modify or withdraw related functionality. No liability shall arise from such modifications.
13.1 The Service, including all software, code, interfaces, designs, algorithms, AI models, databases, and documentation, is and remains the exclusive property of the Vendor. Nothing in this Agreement transfers any Intellectual Property Rights in the Service to the Client.
13.2 The Vendor grants the Client a non-exclusive, non-transferable, revocable licence to access and use the Service during the subscription term solely for the Client’s internal legal practice purposes.
13.3 The Client must not copy, modify, adapt, translate, create derivative works of, or otherwise exploit the Service or any part of it without the Vendor’s prior written consent.
13.4 The Client retains all Intellectual Property Rights in the Data it submits to the Service.
13.5 Where the Client provides feedback, suggestions, or ideas regarding the Service, the Vendor may use such feedback without restriction or compensation to the Client.
13.6 The Vendor’s name, logo, and product names are trademarks of the Vendor. The Client must not use them without prior written consent.
14.1 Each party agrees to keep confidential all Confidential Information received from the other party and not to disclose it to any third party without the other party’s prior written consent, except as required by law or court order.
14.2 The Client acknowledges that the technical architecture, pricing, and commercial terms of the Service constitute Confidential Information of the Vendor.
14.3 Confidentiality obligations shall survive termination of this Agreement for a period of five (5) years.
14.4 The Vendor acknowledges that Data submitted by the Client may contain legally privileged or confidential client information, and may comprise materials which are the subject of professional duties of confidence owed by the Client to its own clients. The Vendor shall treat such Data with appropriate care and shall not disclose it to third parties except as required by law, as directed by the Client, or as necessary to provide the Service.
15.1 The Client authorises, and the Vendor agrees to co-operate with, all reasonable requests from a Regulator in connection with any investigation, audit, or enquiry relating to the Client’s use of the Service, provided that the Vendor shall not be required to incur unreasonable cost or expense in doing so.
15.2 Notwithstanding any other provisions of this Agreement, the Vendor agrees to return, upon demand, in a standard and accessible format, all Data held on behalf of the Client where requested by a Regulator with appropriate jurisdiction.
16.1 If the Vendor is required by law to make any disclosure of Confidential Information or Data, the Vendor will provide the Client with prompt written notice where legally permitted to do so, in order to allow the Client to seek appropriate protective measures.
16.2 The Vendor will only accept legal requests for production of Data or other Confidential Information that are served via valid legal process in accordance with applicable Irish and EU law.
17.1 The Vendor warrants that it will provide the Service with reasonable care and skill.
17.2 To the fullest extent permitted by Irish and EU law, the Vendor expressly disclaims all other warranties, representations, and conditions, whether express, implied, statutory, or otherwise, including but not limited to:
17.3 The Client is responsible for maintaining adequate backups of its Data independently of the Service. The Vendor’s backup procedures are provided as a reasonable precaution only and do not constitute a guarantee against data loss.
17.4 The Client acknowledges that the Service is a tool for use by qualified legal professionals and does not replace the exercise of professional skill, judgement, and due diligence.
17.5 The Service may not be compatible with all computer systems and equipment. The Service may not be available on all internet browsers. It is the Client’s sole responsibility to ensure that the Service is compatible with the Client’s equipment.
18.1 Subject to clause 18.4, the Vendor’s total aggregate liability to the Client arising under or in connection with this Agreement (whether in contract, tort, negligence, breach of statutory duty, or otherwise) shall in no circumstances exceed the total fees paid by the Client to the Vendor in the twelve (12) months immediately preceding the event giving rise to the claim.
18.2 Subject to clause 18.4, the Vendor shall not be liable for:
18.3 The limitations in clauses 18.1 and 18.2 apply even if the Vendor has been advised of the possibility of such losses or if such losses were foreseeable.
18.4 Nothing in this Agreement limits or excludes liability for:
18.5 The Client agrees that the limitations of liability in this Agreement are reasonable and reflect the fees charged for the Service. The Client accepts that it is the more appropriate party to insure against risks of loss relating to its legal practice and client data.
18.6 The Client is strongly advised to maintain professional indemnity insurance and appropriate cyber liability insurance to cover risks that are not covered by the Vendor’s liability under this Agreement.
19.1 The Client shall indemnify, defend, and hold harmless the Vendor and its officers, directors, employees, agents, and contractors from and against any and all claims, proceedings, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:
20.1 This Agreement commences on the date the Client registers for the Service and continues for so long as the Client maintains an active account, unless terminated by either party in accordance with this clause.
20.2 Either party may terminate this Agreement by giving thirty (30) days’ written notice. Upon termination by the Client, any remaining prepaid credit will not be refunded unless required by applicable law.
20.3 The Vendor may terminate this Agreement or suspend the Service immediately and without notice if:
20.4 Upon termination:
20.5 Termination of this Agreement shall not affect any rights or obligations that have accrued prior to termination.
20.6 Clauses 9, 10, 11, 13, 14, 15, 16, 17, 18, 19, and 22 survive termination of this Agreement.
21.1 The Vendor shall not be in breach of this Agreement or liable for any failure or delay in performing its obligations to the extent that such failure or delay is caused by a Force Majeure Event.
21.2 The Vendor will use reasonable efforts to notify the Client of a Force Majeure Event and to mitigate its effects. If a Force Majeure Event continues for more than thirty (30) days, either party may terminate this Agreement on written notice without liability.
This Agreement and any dispute or claim arising out of or in connection with it (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of Ireland. Each party irrevocably submits to the exclusive jurisdiction of the courts of Ireland.
Before commencing litigation, the parties agree to attempt in good faith to resolve any dispute by negotiation. Either party may escalate an unresolved dispute to a senior representative of each party. If the dispute is not resolved within thirty (30) days of escalation, either party may refer the matter to the courts of Ireland.
This Agreement constitutes the entire agreement between the parties in relation to its subject matter and supersedes all prior agreements, representations, and understandings. No variation of this Agreement shall be effective unless agreed in writing by the Vendor.
The Vendor reserves the right to amend these Terms and Conditions at any time. Amended terms will be posted to the Service or notified to the Client by email. Continued use of the Service after the effective date of any amendment constitutes acceptance of the revised terms. The Client is responsible for reviewing these terms periodically.
If any provision of this Agreement is found by a court of competent jurisdiction to be invalid, unlawful, or unenforceable, such provision shall be modified to the minimum extent necessary to make it valid and enforceable. All other provisions shall remain in full force and effect.
No failure or delay by the Vendor in exercising any right under this Agreement shall constitute a waiver of that right. A waiver of any breach shall not constitute a waiver of any subsequent breach.
The Client may not assign, transfer, novate, or subcontract any of its rights or obligations under this Agreement without the prior written consent of the Vendor. The Vendor may assign or transfer its rights and obligations under this Agreement without the Client’s consent, including in connection with a sale of all or substantially all of the Vendor’s business or assets.
Nothing in this Agreement creates any partnership, joint venture, employment, or agency relationship between the parties.
Notices under this Agreement shall be in writing and delivered by email (with confirmation of receipt) or by registered post to the addresses specified in the Order Form.
To the extent the Client is acting in the course of its business or profession, the Consumer Rights Act 2022 and any analogous consumer protection legislation does not apply to this Agreement.
Each party shall comply with all applicable laws and regulations in connection with this Agreement and the use of the Service.
The Vendor shall be entitled to subcontract part, but not the whole, of the Service.
Save as expressly provided, no third party has the right to enforce any term of this Agreement.
This Agreement may be entered into electronically, including by click-through acceptance, and electronic signatures or acceptances shall be as binding as handwritten signatures.
For any queries regarding these Terms and Conditions, please contact:
Oberon
Email: [email protected]