Terms of Service

CapXHQ is a web-based platform that helps organisations plan capital expenditure, run structured supplier quote and tender processes, and produce board-ready approval documents. The three main phases — Plan it, Procure it, Prove it — are designed to hand off cleanly to each other so the same data flows through the whole capital decision.

What CapXHQ is not. CapXHQ does not process invoices, run accounts payable, act as an ERP or general finance system, execute payments to suppliers, or replace your accounting records. It is a decision-making tool, not a system of record for statutory finance.

To use CapXHQ you must create an account with accurate information and keep your credentials secure. Each workspace supports up to 5 users in total (including the owner). At least one admin must be present in a workspace at all times so invitations, team management, and organisation settings remain possible.

You are responsible for activity carried out under your account and for actions taken by users you invite into your workspace.

CapXHQ lets you invite external suppliers and internal collaborators via a secure token URL. Anyone with the URL can act on the resource it was issued for, without a CapXHQ account. You are responsible for sharing token links only with the intended recipient. Admins can revoke a token at any time.

You retain full ownership of the data you enter into CapXHQ — projects, budgets, supplier responses, comments, approval documents, and anything else your team creates. CapXHQ processes that data on your behalf to operate the service. You can export or delete your data at any time.

Subscription plans and payment terms will be finalised when paid billing launches on the platform. This section will be updated at that point to describe billing frequency, cancellation and refund policy, and the payment processor used (Stripe). Until then, CapXHQ is provided under whatever plan was agreed in writing at sign-up.

You agree not to:

• Use CapXHQ to store or transmit unlawful content, or content you don't have the right to store.
• Attempt to bypass authentication, row-level security, rate limiting, or any other security control.
• Probe, scan, or test the platform's infrastructure beyond your own workspace, or attempt to access data belonging to another organisation.
• Reverse-engineer, scrape, or otherwise misuse the service in a way that degrades it for other customers.
• Use CapXHQ to send unsolicited communications to suppliers or third parties outside its intended supplier-invitation workflow.

The CapXHQ software, brand, wordmark, and interface are the intellectual property of the operator. These terms do not grant you any right or licence in the CapXHQ brand or underlying software beyond the right to use the service.

You retain all intellectual property rights in the data and content you enter into your workspace.

We aim to keep CapXHQ available at all times, but we do not guarantee uninterrupted service — routine maintenance, third-party outages, or unexpected issues may cause interruptions. We may add, change, or remove features to improve the platform. Where a change materially reduces functionality you rely on, we'll aim to give reasonable notice.

To the maximum extent permitted by law, CapXHQ is provided “as is” and our aggregate liability arising out of or in connection with your use of the platform is limited to the fees paid by you for the service in the twelve months preceding the event giving rise to the claim. Neither party is liable for indirect, incidental, or consequential losses.

Nothing in these terms limits liability for gross negligence, wilful misconduct, or other liability that cannot be limited by applicable law.

You may cancel your account at any time. We may suspend or terminate access if you materially breach these terms, including the acceptable-use rules above, or if required by law. On termination, we will retain and delete your data in line with the retention rules described in the Privacy Policy.

These terms are governed by the laws of Sweden. Disputes that cannot be resolved through good-faith discussion will be subject to the exclusive jurisdiction of the Swedish courts, without prejudice to any mandatory consumer-protection rights you may have in your country of residence.

We may update these terms from time to time. The “Last updated” date at the top of the page always reflects the most recent change. Material changes will be communicated to account holders by email in advance where practical.

Questions about these terms can be sent to support@capxhq.com.