Terms and Conditions

Last updated: August 2026

Welcome to stockportal.io (the "Service"), operated by R Brookes T/A StockPortal.io ("we", "us", "our"). By subscribing to and utilising our Service, you ("the Client", "you", "your") agree to be bound by the following Terms and Conditions. Please read them carefully before subscribing.

1. The Service & Launch Agreement

  • Nature of Service: stockportal.io provides web-hosted stock lookup portals and optional brand resource management modules designed to display stock availability and digital marketing assets to your designated customers, sales agents, or representatives.

  • Prior Agreement & Setup: All initial product data, SKU structures, media assets (where applicable), and layout requirements must be agreed upon in writing by both parties prior to your portal's official launch.

  • Data Onboarding & Format Requirements: Any information uploaded to the portal is derived directly from the spreadsheet/data files and digital media assets you provide to us. We will format and upload this data exactly as it is received from you. You must supply all stock lists, product information, and brand assets strictly in accordance with Section 3.1.2 and Section 3.7. Should you fail to provide this information in the required format, we reserve the right to refuse to do business with you, cancel your subscription, or decline to build your portal.

  • Setup & Review Timeline: Once we have received all of the required information from you in the correct format, site builds are usually available for you to review for launch within 72 to 96 hours. However, depending on various operational factors, setup complexity, or peak demand, this process may sometimes take longer.

2. Subscription, Billing, & Advanced Payments

  • Billing Cycle: The Service is billed on a month-to-month subscription basis. You pay in advance for the coming month of service.

  • Non-Payment: Subscription payments must be cleared by the due date. If a payment fails or is not received on time, we reserve the right to immediately suspend or completely remove access to your stock portal until outstanding balances are paid in full.

3. Data Management, Catalogue Services & Optional Brand Portal

3.1 Initial Onboarding & System Provisioning

  • 3.1.1 Scope: All subscription tiers include one (1) initial system setup and database population at £0 additional cost, constructed strictly from the product data file and brand assets provided by the Customer during the onboarding phase.

  • 3.1.2 Approved Data Formats & Mandatory Fields: We accept initial catalogue data and subsequent updates EXCLUSIVELY via Google Sheets, Microsoft Excel (.xlsx / .xls), or PDF documents. All submissions—whether for initial setup or catalogue updates—must clearly specify and complete the following mandatory fields for every line item:

    • SKU Code: (Unique product identifier).

    • Product Description: Must explicitly state what the item is (e.g. "Veneto 610 Basin" rather than ambiguous titles like "Veneto 610").

    • Product Range or Category Heading: Every item must be assigned to either a specific product range or a clear category heading (e.g. "Basins", "Accessories", "Taps") so items can be correctly grouped into cards on your portal.

    • Submissions made via unapproved formats (e.g. Word documents, plain text emails, handwritten notes, messaging apps, or unstructured images/screenshots) or files missing mandatory/explicit fields will be rejected immediately without processing.

  • 3.1.3 Data Accuracy: The Customer is solely responsible for verifying the accuracy of all product titles, descriptions, SKU codes, ranges, inventory values, and uploaded digital media prior to submission. StockPortal does not perform manual data auditing, cleaning, or verification on initial setup files or assets.

  • 3.1.4 Pre-Launch Revision Window: The Customer may submit corrected files or updated assets without penalty up until the moment system provisioning commences. Once the Customer’s portal is provisioned and deployed live, all subsequent database and asset modifications are governed strictly by Sections 3.3, 3.5, and 3.7.

3.2 Self-Service Access vs. Managed Edits

  • 3.2.1 Self-Service Access & Discretionary Edits: The Customer is provided with administrative interface access enabling them to toggle existing database items between active/inactive or in-stock/out-of-stock statuses at any time at £0 charge. At StockPortal’s sole discretion, minor single SKU adjustments or quick typographical fixes may occasionally be made free of charge as a courtesy. However, any structured backend updates beyond general plan allowances remain strictly subject to Section 3.5.

  • 3.2.2 Managed Database & Asset Revisions: Any structural change to the live database or brand media folders—including, but not limited to, adding new product lines, deleting existing entries, amending SKU codes, modifying product descriptions/ranges, or restructuring digital asset folders—requires backend engineering intervention by StockPortal and constitutes a SKU Action or Asset Action.

3.3 Plan Allowances & Monthly Quotas

  • 3.3.1 Essential Plan: Includes zero (0) post-launch backend database edits. All post-launch catalogue modifications requested by the Customer are subject to the Out-of-Scope Rates detailed in Section 3.5. Maximum 1,000 total SKUs allowed on this plan.

  • 3.3.2 Pro Plan: Includes a maximum of one (1) catalogue update request per calendar month, covering up to five (5) SKU Actions in total per request. Maximum 2,500 total SKUs allowed on this plan.

  • 3.3.3 Premier Plan: Includes a maximum of one (1) catalogue update request per calendar month, covering up to ten (10) SKU Actions in total per request. Maximum 5,000 total SKUs allowed on this plan.

  • 3.3.4 Brand Portal Module / Add-On: Clients who activate the Brand Portal add-on receive digital asset hosting and distribution capabilities (logos, high-res imagery, technical data sheets, and marketing materials). Includes up to fifteen (15) combined SKU/Asset Actions per calendar month across up to 5,000 total SKUs.

  • 3.3.5 Allowance Terms & Restrictions: Included monthly actions (Pro, Premier, or Brand Portal) must be submitted in a single, consolidated request per billing cycle via an approved format (Section 3.1.2). Unbundled, piecemeal, or multiple separate edit submissions within the same month will not be accepted under the plan allowance. Monthly plan update allowances expire at the end of each billing cycle. Unused allowances do not roll over to subsequent months, nor can they be pooled, transferred, or redeemed for cash credit. Any update request exceeding designated plan allowances within a single month will be billed as an Out-of-Scope Revision per Section 3.5.

3.4 Definition of "SKU Actions" & "Asset Actions"

  • A single SKU Action is strictly defined as one (1) discrete backend database operation applied to a single product record:

    • Creation: Adding one (1) new SKU, including its title, description, range/category, and status.

    • Deletion: Removing one (1) existing SKU entirely from the database.

    • Modification: Amending the title, description, range/category, or SKU code of one (1) existing line item.

  • A single Asset Action (applicable to Brand Portal enabled accounts) is defined as uploading, replacing, or removing up to five (5) high-resolution files or document assets linked to a single range or collection.

3.5 Out-of-Scope Revision Schedule

Any database or asset update requested by an Essential Plan subscriber, or any request submitted by a Pro, Premier, or Brand Portal subscriber that exceeds their monthly plan allowance or scope, will be billed prior to execution according to the following fixed schedule.

Mandatory Formatting Requirement: All requested database updates—regardless of volume or fee tier—must be submitted via a correctly formatted spreadsheet strictly adhering to Section 3.1.2. Unformatted files, plain text lists, or non-compliant submissions will be rejected without processing.

Revision CategoryIncluded Scope / VolumeOne-Off Administrative FeeMinor Quick FixUp to 4 SKU / Asset Actions£0.00 (At Discretion) Small Batch Update 5 to 10 SKU / Asset Actions £25.00Medium Batch Update11 to 20 SKU / Asset Actions £75.00Large Batch Update 21 to 50 SKU / Asset Actions £125.00Full Catalogue OverhaulComplete database wipe, full file re-upload, media folder restructure, or >50 SKU Actions £150.00

3.6 Payment & Service Execution

  • 3.6.1 Upfront Payment & Method: All one-off Data Maintenance Fees outlined in Section 3.5 must be paid in full prior to StockPortal initiating backend changes. One-off fees will be billed directly to the primary payment card on file for the account upon receipt of the modification request.

  • 3.6.2 Compliance & Turnaround Times: Included monthly updates and paid Out-of-Scope updates are typically processed within 24–48 business hours following receipt of a correctly formatted spreadsheet (per Section 3.1.2) and cleared payment. Turnaround timers pause if non-compliant, unformatted, or incomplete files are submitted.

3.7 Brand Portal Module Terms (Where Applicable)

  • 3.7.1 Applicability: The provisions of this Section 3.7 apply exclusively to Clients who have subscribed to or activated the Brand Portal module or tier.

  • 3.7.2 Asset Licensing & Content Rights: By uploading or supplying logos, product imagery, brand guidelines, specification sheets, or promotional material ("Brand Assets"), the Customer warrants that they own or hold all necessary licences, copyrights, and permissions for such assets.

  • 3.7.3 Brand Asset Hosting & Storage: Brand Assets hosted via the Service are made available strictly for download and access by your authorized representatives or clients. StockPortal accepts no liability for unauthorized distribution, downloading, or misuse of your Brand Assets by third parties who access your portal.

  • 3.7.4 File Size & Supported Formats: Digital media assets must comply with StockPortal size guidelines (maximum file sizes apply per document/image). Unsupported file types or corrupted archives will be rejected.

4. Cancellation Policy

  • Cancel Anytime: You have the right to cancel your subscription at any time. There are no long-term contract lock-ins.

  • End of Term: Because subscriptions are paid in advance, if you cancel your subscription, your portal will remain active until the end of that current paid calendar month. Your subscription will formally end, and your portal will be deactivated, on the final day of that calendar month. No partial-month refunds are provided.

5. Limitation of Liability: System Hosting & Downtime

  • Third-Party Hosting: You acknowledge that the Service is hosted on third-party servers and infrastructure.

  • No Liability for Downtime: While we strive to maintain high availability, stockportal.io is not liable for any service interruptions, server downtime, connection speeds, hosting failures, or technical issues originating from our third-party hosting providers.

  • No Indemnity: We are not responsible for any loss of business, revenue, profits, or customer goodwill resulting from the portal being temporarily offline, inaccessible, or slow.

6. Accuracy of Information & Content Responsibility

  • Client-Owned Data: You are solely responsible for all information, stock levels, SKUs, return-to-stock dates, product spec sheets, and media assets shown on or downloadable from your portal.

  • Zero Liability for Errors: stockportal.io is not responsible for any incorrect quantities, inaccurate out-of-stock statuses, delayed delivery dates, incorrect brand documentation, or general stock errors displayed on the portal. We are not liable for any discrepancies between the portal's display and your actual physical warehouse inventory or brand collateral.

  • Spreadsheet & Media Integrity: We do not verify or audit the accuracy of the files or media you send us. Any errors, typos, outdated information, or incorrect asset files supplied by you—and subsequently uploaded to the portal—remain entirely your responsibility.

7. Prohibited Use & Intellectual Property

  • Permitted Use: The portal is to be used solely for its intended purpose of displaying your product stock availability and hosting authorized brand assets.

  • Security & Misuse: You must not attempt to disrupt the integrity of the Service, reverse-engineer our portal, or use it to host malicious, illegal, copyright-infringing, or unauthorised content.

  • Our Property: All software, design layouts, and code used to run stockportal.io remain our exclusive intellectual property. Your subscription grants you a temporary, non-transferable licence to use the system, not ownership of the platform.

8. Modifications to Terms

We reserve the right to update or modify these Terms and Conditions at any time. If we make material changes, we will notify you via email or through an admin dashboard notification at least 30 days before the changes take effect. Continued use of the Service after changes are made constitutes your acceptance of the new terms.

9. Liability Under English Law (Statutory Disclaimer)

  • What We Do Not Exclude: Nothing in these Terms and Conditions shall limit or exclude our liability for:

    • Death or personal injury caused by our negligence;

    • Fraud or fraudulent misrepresentation; or

    • Any other liability which cannot be limited or excluded by applicable law in England and Wales.

  • What We Do Exclude: Subject to the above, we shall not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with these Terms for any loss of profit, loss of sales or business, loss of agreements or contracts, or any indirect or consequential loss.

10. Governing Law

These Terms and Conditions, and any dispute or claim arising out of or in connection with them or their subject matter, shall be governed by and construed in accordance with the laws of England and Wales. Any disputes relating to these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.