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KLO Document Control

Terms of use

Effective date: 12 November 2026

These terms are between KLO Technical Services Limited, trading as KLO Development Services, company number 16105032, registered office 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU ("KLO", "we"), and the company that uses KLO Document Control ("your company"). They also apply to everyone who uses it for your company. KLO is registered with the Information Commissioner's Office as a data controller, registration number ZC299134.

If you got the app from the App Store or through TestFlight, Apple's own terms for those also apply. These terms add to them.

What KLO Document Control is

KLO Document Control keeps a project's document register: drawings and documents, their revisions and status, the firms on the project, transmittals, reviews and the drawing plan. It works on iPhone, iPad and Mac, with a web register for your company's people and a web page for consultants outside your company.

  • It runs on your company's own Microsoft 365. Your company needs Microsoft 365 with SharePoint and Outlook mail, and pays Microsoft for it.
  • KLO never receives your company's register. KLO's account server keeps each person's KLO account: their email address and whether they're subscribed. KLO's link server reads only the folders your people share with "Anyone with the link". The privacy statement explains.

The free edition with BR Info Schedule

  • KLO BR Info Schedule comes with a free edition of KLO Document Control. It keeps a building's Building Regulations evidence in the BR evidence catalogue's folders, in your company's own SharePoint.
  • It needs no subscription. It doesn't do what full Document Control does with folders of your own.
  • These terms apply to it, including "Liability" below.

Test versions

KLO may offer test versions through Apple's TestFlight. A test version may change, stop working or expire, and may have faults. Don't rely on one as the only record of a live project's documents: the documents themselves are always in your company's SharePoint.

The demo project in the app is made up, kept on the device, and sends nothing. It may be used freely.

Who sells

KLO Document Control and its subscription are sold by KLO Technical Services Limited, trading as KLO Development Services, registered in England and Wales, company number 16105032, 23 Brook Road, Bomere Heath, Shropshire, SY4 3PU. Email: [email protected].

What a subscription is for

  • Without a subscription you can open every project and read, open and export everything in it. Nothing is deleted.
  • A subscription lets you make changes: register, issue, review and set up. One subscription is for one person, under their own Microsoft 365 work address, and works in the app on Mac, iPhone and iPad and in the web register. It can't be shared: it unlocks only the address it's under.
  • Sharing a folder with anyone who has the link needs the sharer's own subscription, and your company's Microsoft 365 admin must have turned KLO links on.
  • People from outside your company (firms and guests) don't need one. The demo project and the free edition that comes with KLO BR Info Schedule are free.

Price, payment and renewal

  • £18 a month or £180 a year, per person. Prices include VAT.
  • The first 14 days are free when you first subscribe on the web register, once per email address. Your card is taken at the start but nothing is charged if you cancel before the 14 days end; otherwise the first payment is taken when they end.
  • Paid on the web register (KLO account › Subscribe), payment is taken by Stripe. KLO never sees your card details.
  • The subscription renews automatically at the end of each month or year, at the price then shown, until you cancel. KLO will email you at least 30 days before any price rise.

Cancelling

  • In the web register: KLO account › Manage subscription › Cancel.
  • Cancelling stops the next renewal. Changes stay open until the end of the period you've paid for; after that your projects are read-only for you again. Nothing is deleted.

Your right to cancel within 14 days

If you are a consumer and subscribe on the web, you may cancel within 14 days of your first payment (after any free trial) and get a full refund: email [email protected]. After that you can cancel future renewals at any time. For a fault, email us and we will put it right or refund you as the law requires.

If KLO's account server can't be reached

The app and the web register keep working on the server's last answer for 7 days. After that, changes wait until it can be asked again; nothing is deleted.

Your company's register

  • The register is your company's. Your company is responsible for:
    • what is put in it, and who it is issued and shared with;
    • who it gives access to, including guests from other firms;
    • keeping its Microsoft 365 secure and backed up.
  • The ISO 19650 folder structure and the naming standard in the app may be used and changed freely.

Data processing

KLO Document Control keeps your company's register, documents, emails and audit log in your company's Microsoft 365 and on its people's devices. KLO never receives or stores them. So KLO is not a processor of your company's personal data for the register.

Links to shared folders are the exception. When your people share a folder with "Anyone with the link", KLO reads that folder from your SharePoint and keeps a record of the link and when it was used, as the privacy statement says. For that, KLO is your company's processor, and these terms are the processing agreement:

  • KLO acts only on your company's instructions, which are your people making, changing and withdrawing links. KLO uses the data for nothing else.
  • KLO reads only the folders shared by link, read-only, and stores no files.
  • The people at KLO who can reach the link records are bound to keep them confidential.
  • Cloudflare hosts the link server and its records for KLO (Western Europe). KLO will tell you before adding or changing anyone else who does.
  • KLO keeps the records secure (see the security page), helps your company answer people's rights requests and any data protection questions about it, and tells you within 72 hours of finding a breach that affects them.
  • Each link's records are deleted 90 days after it expires, or sooner if your company asks. KLO will answer reasonable questions to show it keeps to this.
  • Your IT can stop it all at any time by removing "KLO Document Control links" in Microsoft Entra.

Your KLO account is KLO's own. For it, KLO keeps your email address, a sign-in token and whether you're subscribed, as the privacy statement says. KLO is the controller of that data. Cloudflare hosts it for KLO, and Stripe takes web payments.

  • Microsoft processes that data under your company's own agreement with Microsoft.
  • Anthropic, if your company's people turn the AI on, processes what is sent to it under their own agreement with Anthropic.
  • Cloudflare delivers KLO's copies of the web register and the consultants' page, as any web host does.
  • Cloudflare also hosts KLO's account server and its database, in Western Europe.
  • Stripe takes payments made on the web register.

If your company sends KLO personal data to get support, KLO handles it as the privacy statement says, and deletes it when the problem is dealt with.

The AI

  • It is off until a person turns it on in Settings › AI (Claude) and enters their own Anthropic key.
  • It uses that key, so the cost of using it, and the terms it is used under, are between that person or your company and Anthropic.
  • The AI can be wrong. A title block read or a change check is a suggestion for your people to check. They decide what is registered and issued.

Your company's judgement

KLO Document Control helps your company control its documents. Its statuses, checks, reminders and AI suggestions support your people's judgement; they don't replace it. Your company stays responsible for what it issues, for building from the right revision, and for its legal duties, including the Building Safety Act's golden thread and the CDM Regulations.

Availability and changes

  • It depends on other services. KLO Document Control needs Microsoft 365. The consultants' page and KLO's account server are hosted by Cloudflare, and the AI is run by Anthropic. KLO doesn't control those services and can't promise they will always be available.
  • We may improve the app and the page. A change won't remove your company's access to its own register: it stays in your company's SharePoint.

Liability

  • Nothing in these terms limits liability for:
    • death or personal injury caused by negligence;
    • fraud;
    • anything else that can't be limited by law.
  • KLO isn't liable for:
    • loss of profit, revenue, business or goodwill;
    • indirect or consequential loss;
    • loss or corruption of data held in your company's Microsoft 365.
  • Otherwise, KLO's total liability for all claims in any 12 months is limited to the greater of £100 and the fees your company paid for KLO Document Control in those 12 months.

Ending

  • Your company can stop using KLO Document Control at any time. Its register and documents stay in its own Microsoft 365.
  • KLO may end your company's right to use it if these terms are seriously broken and the problem isn't put right within 30 days of being told.

Changes to these terms

If these terms change, the new version is put on this page with its date. Anything already paid for continues on the terms it was bought under until it ends.

Law

These terms are governed by the law of England and Wales, and its courts deal with any dispute.

Contact

KLO Development Services, 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU. Email: [email protected].