PricingSign inCreate account

Terms of service

Last updated 19 October 2026

These terms apply when a business uses Kenstow. By creating an account you agree to them on behalf of your company.

1. Who we are

Kenstow is operated by Arcan Dinc
38 Porter Road, Basingstoke, RG22 4JS, United Kingdom
support@kenstow.com

Kenstow is for businesses. You must be over 18 and able to bind your company to these terms. Kenstow is not offered to consumers.

2. The service

Kenstow is a document control system. You upload your management system documents, ask questions about them, and describe changes. Kenstow shows what your documents say, proposes the exact change and lists the other documents that may need a matching change. Proposals are suggestions: a person with the right access level must approve a change before it takes effect.

3. Accounts and access levels

  • The person who creates the company becomes its owner and is responsible for who else has access.
  • There are four levels: viewer, editor, approver and owner. Each includes the levels below it. Owners manage the team and the plan.
  • Keep your password confidential and tell us promptly if you think an account has been misused.
  • You are responsible for what people you invite do in your workspace.

4. Your content

  • You keep all rights in the documents and other content you put into Kenstow.
  • You give us permission to store and process that content only as needed to provide the service to you, as described in the privacy notice.
  • You confirm that you have the right to upload your content and that doing so does not break the law or anyone’s rights.
  • We do not use your content to train any model, and we keep each company’s content separate.

5. Decisions stay with you

Kenstow helps you find and change documents. It is not a substitute for your own quality, environmental or safety management system, for your own judgement, or for a certification audit.

Kenstow quotes passages from your documents and proposes changes. Before you rely on a quotation, an answer or a proposed change, check it against the original document. Your approvers decide whether a change is made. Your company, not Kenstow, is responsible for the content of your controlled documents, for every change you approve, for deciding which other documents must change, and for what your customers, auditors and certification body require.

6. Acceptable use

  • Do not use Kenstow unlawfully, or to upload content you are not allowed to share.
  • Do not try to access another company’s data, or to bypass access levels, limits or approvals.
  • Do not interfere with the service, overload it, or reverse engineer it.
  • Do not upload malicious files.

7. Usage allowance and Top-up

Each plan includes a monthly allowance for actions that run analysis (cases, questions and proposed revisions). The usage page shows it as a percentage. At 80% you see a warning; at 100% analyses pause until the next month, a larger plan or a Top-up, while uploading, filing, searching, browsing and approvals continue and never use the allowance. The allowance month starts on the day your plan started.

A Top-up is extra usage that an owner can buy in pounds (from £10; a balance can hold up to £250 and you can buy up to £250 in a calendar month). It is used after the monthly allowance, is valid for 12 months from the day you buy it, and never renews by itself. Top-up is available once your plan is paid for, not during the trial. Top-up is not refundable, used or not, and what is left after 12 months expires, except as section 8 says. It is a prepayment for our service only: it is not a deposit, earns no interest, and cannot be paid out or used with anyone else. If your company is deleted, or you close your account, any Top-up balance ends with it and is not refunded.

To protect the service from abuse, a company’s library can hold up to 5,000 documents. If you need more, tell us.

8. Plans and payment

  • There are two plans, Kenstow Drawer and Kenstow Cabinet. They have the same features and differ in the size of the monthly allowance. You can pay monthly or yearly. Prices are in pounds sterling and are shown before you buy. There is no price per user.
  • Kenstow is not currently VAT-registered, so the price you see is the price you pay and invoices carry no VAT. If we register for VAT, we tell you at least 30 days before, and from then VAT is added to the prices for the periods that start after our notice, at the rate in force, and shown on your invoices.
  • A new plan starts with a 14-day trial. You enter a card to start it and we do not charge you until the trial ends. If you cancel before it ends you are not charged.
  • After the trial a plan renews automatically each month or year at the price shown when you bought it, until you cancel. An owner can cancel at any time in Settings, Plan. Cancelling takes effect at the end of the period you have paid for, and you can keep using Kenstow until then. We do not refund the rest of a period that has started, whether it is a month or a year.
  • If an introductory price applies, the date it ends and the price afterwards are shown beside it, and we email you 30 days before the price changes. We may change a price only for a billing period that has not started, and only after telling you at least 30 days in advance. A price change never applies to a period you have already paid for, and you can cancel before it applies.
  • Apart from the cases in this list, payments for plans and Top-up are not refunded. We will refund (a) a payment that was taken twice or in error; (b) the unused part of what you have paid, for the time after the date we end the service or close your account, unless that was your fault; and (c) anything else the law requires us to refund. We pay refunds to the card or payment method you used, within 14 days of agreeing them.
  • Payments are taken by Stripe, which sends you an invoice and receipt. We do not see or store your card details. If a payment fails we will ask you to update your card; if it is not paid the plan may be paused.

9. Availability

We work to keep Kenstow available and to protect your content, but we cannot promise that it will always be uninterrupted or error free. We may update or maintain it from time to time. Please keep copies of anything you cannot afford to lose. Approvers and owners can download every document in Settings, Export; you can ask us for the revision history.

10. Our responsibility

  • Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that the law does not allow to be limited or excluded.
  • Subject to that, we are not liable to you for loss of profit, loss of business, loss of goodwill, or indirect or consequential loss, however it arises.
  • Subject to that, our total liability to you for all claims arising out of or in connection with the service in any contract year is limited to the fees you paid us for that contract year, or £100 if you paid us nothing in it. A contract year is each period of 12 months starting on the day your plan started, or on an anniversary of that day.
  • You are responsible for checking a proposal or an answer against your own documents before you rely on it (see section 5). We are not responsible for loss caused by your relying on a proposal or answer that you did not check.

11. Data protection

For the content your company puts into Kenstow, your company is the controller and we are the processor. This section is the data processing agreement between us under UK GDPR Article 28.

  • Your responsibilities. You confirm that you have a lawful basis for putting personal data into Kenstow and that you have given the people concerned the information the law requires.
  • Subject and duration. We process your company’s content to provide the service, for as long as your account is open and for the period in section 12.
  • Nature and purpose. Storing, reading, filing, searching and analysing your documents, answering your questions and producing proposed changes.
  • Information and people. Document content, which may include names and work contact details of your staff, customers and suppliers and any other personal data in your documents; account details of your users.
  • Instructions. We process that information only on your documented instructions, which are your use of the service and these terms (including the transfers described in the privacy notice), unless the law requires us to process it differently. If the law does, we tell you before we do so, unless the law forbids us to. We tell you at once if we think an instruction breaches data protection law.
  • Confidentiality. Anyone who can access your content on our side is bound by a duty of confidentiality.
  • Security. We take appropriate technical and organisational measures under Article 32 of the UK GDPR, including those described on the security page.
  • Sub-processors. You authorise those on the sub-processors page. We tell account owners by email at least 15 days before adding or replacing one. If you object in that time and we cannot resolve it, you may close your account. We bind each sub-processor to data protection obligations no less protective than these, and we remain responsible to you for what it does with your information.
  • Help. We help you respond to requests from individuals, and we help you meet your obligations on security, personal data breaches, data protection impact assessments and prior consultation with the regulator, taking into account the nature of the processing and the information we have.
  • Breaches. We tell you without undue delay after we become aware of a personal data breach affecting your content.
  • At the end. An owner can delete the company and all its content at once in Settings, Account. When the agreement ends we delete your content, or return it to you first if you ask, within 30 days. We keep a copy only where the law requires it, and copies in backups are deleted when the backups are next overwritten.
  • Evidence. We give you the information needed to show that we meet these obligations, and allow reasonable audits on notice, no more than once a year unless there has been a breach.
  • Transfers. We transfer personal data outside the UK only where UK law allows it, as described in the privacy notice. You authorise those transfers as part of your instructions.

12. Ending the agreement

An owner can close the company at any time by deleting it in Settings, Account, or by writing to support@kenstow.com. We may suspend or close an account if these terms are broken or if the law requires, and will tell you why where we can. What happens to your content is described in section 11 and the privacy notice.

If your plan ends, because you cancel it or because a payment fails and is not put right, and you do not delete your company, your content stays readable for 30 days from the end of the period you paid for. You can download everything in that time (Settings, Export is open to approvers and owners). After that we delete it.

13. Changes

We may change these terms. For a change that matters we tell account owners by email at least 30 days before it applies. If you do not agree, you can close your account before then. If we change these terms in a way that reduces what you have paid for, the change applies only from your next renewal.

14. Law

These terms are governed by the law of England and Wales, and its courts have jurisdiction, unless the law gives you the right to go elsewhere.