Terms of Service

1. Who you are contracting with

SponsorGuard is provided by CORTEXLABS AI LTD, a company registered in England and Wales (company no. 17385502). Registered office: Fenchurch House, 12 King Street, Nottingham, England, NG1 2AS. ICO registration number: 00015777033. Contact: support@sponsorguard.com.

These terms govern your access to and use of SponsorGuard. By creating an account or using the service you agree to them. If you are using SponsorGuard on behalf of an organisation, you confirm you are authorised to bind that organisation.

Three further documents form part of this agreement and are incorporated by reference: the Data Processing Agreement (which sets out the UK GDPR Article 28 terms for personal data you put into SponsorGuard), the Pilot Terms (which apply instead of clause 6 while you are on the 30-day pilot), and the AI Disclosure (which describes exactly what is sent to our AI provider). The Privacy Policy describes how we handle personal data for which we are the controller.

2. The service

SponsorGuard helps UK sponsor licence holders and their advisers track compliance duties, manage evidence, monitor deadlines, and prepare audit packs, with AI-assisted extraction that is routed for authorised human review.

On your instruction as employer, SponsorGuard can submit a worker's share code and date of birth to the GOV.UK "View a job applicant's right to work details" service and retrieve its result, photo and PDF for your compliance record. You authorise that processing under the Data Processing Agreement and must establish your lawful basis and retention requirements. You must still confirm the photo matches the person and review the official result before completing the check or acting on it; this automation makes no solely automated decision with legal or similarly significant effect. If the official service or evidence storage is unavailable, use the manual review workflow.

SponsorGuard is a compliance and record-keeping tool. It does not provide immigration legal advice, choose visa routes, make compliance decisions for you, or submit reports to the Home Office. You remain responsible for your sponsor-licence duties and for any decisions and submissions you make.

3. Accounts and security

You are responsible for keeping your credentials secure, enabling multi-factor authentication where offered, and for activity under your account. Notify us promptly of any suspected unauthorised access. Access is role-based; account owners and admins control who may view or change records in a workspace.

Report a suspected security issue to support@sponsorguard.com.

4. Your data and acceptable use

You retain ownership of the data you upload. You grant us the rights needed to host and process it to provide the service, on the terms of the Data Processing Agreement. For personal data about your sponsored workers you are the controller and we are your processor; we process that data only on your documented instructions.

You must have a lawful basis for the personal data you enter, and must not upload unlawful content or use the service to infringe others' rights or applicable law.

AI-assisted outputs are suggestions that require authorised human review before any submission or action. They may be inaccurate, incomplete or out of date. You should independently verify outputs against the current GOV.UK source and seek professional advice where appropriate.

5. Pilot, free trial, subscriptions and fees

If you were invited to the SponsorGuard pilot, the Pilot Terms apply: the pilot is free of charge, runs for 30 days, and either side can end it at any time. The invite-only pilot runs for 30 days from activation of your invitation. First invitations are available from 12 October 2026.

Outside the pilot, new accounts start with a 7-day free trial. No payment card is required to begin the trial, and you may stop using the service at any time during it without charge.

To continue after the trial you subscribe to a paid plan. Paid plans are billed monthly in advance through our payment processor (Stripe); we do not store your full card details. The plan, price, and any worker limits are shown before you confirm payment.

You can cancel at any time to stop future renewals; cancellation takes effect at the end of the current billing period and you retain access until then. Fees already paid are non-refundable except where required by law. We may change pricing on reasonable notice, effective from your next billing period.

6. Availability and changes

We work to keep the service available and secure but do not guarantee uninterrupted operation. We may update, add, or remove features, and will give reasonable notice of material changes that adversely affect your use.

During the pilot there is no service level agreement — see the Pilot Terms.

7. Disclaimers and liability

The service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we exclude implied warranties and are not liable for indirect or consequential loss. Nothing in these terms limits liability that cannot be limited by law — including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

SponsorGuard does not provide legal advice and is not a substitute for professional immigration or legal counsel.

Subject to the liabilities that cannot be limited by law described above, our total aggregate liability under these terms, including the Data Processing Agreement, is capped at the fees paid by you in the 12 months before the claim.

8. Confidentiality

Each party will keep the other's confidential information confidential and use it only for the purposes of this agreement. Our staff are bound by written confidentiality obligations covering everything you put into SponsorGuard.

We do not access the contents of your workspace except where you ask us to in support, or where it is necessary to investigate a security incident or to comply with law. Such access is logged. We never use one customer's data to serve another customer, and nothing in the service is intended to waive legal professional privilege over material you upload.

9. Termination and what happens to your data

You may stop using the service and close your account at any time. We may suspend or terminate access for breach of these terms or to protect the service.

On termination you can export your data for 30 days. We then delete it from our production systems within a further 30 days, and it ages out of our encrypted backups within 14 days of that deletion. We will confirm deletion in writing on request. Records we are required to keep by law (for example billing records) are retained for the required period and nothing else.

You remain responsible for retaining the records your sponsor-licence duties require. Export your data before the export window closes.

10. Governing law, notices and contact

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contractual notices to us should be sent to support@sponsorguard.com and to our registered office at Fenchurch House, 12 King Street, Nottingham, England, NG1 2AS. Data-protection queries go to privacy@sponsorguard.com.

We will give you reasonable notice by email of material changes to these terms. The version in force at any time is published on this page.