Named user policy

Effective [TO FILL: effective date]

This policy applies to every Enterprise seat, and to every Agency login (the owner and any extra people), on TidyStagingAI™. It explains what a named seat is, how we check seats are used properly, and what happens if they are not. It forms part of your Enterprise Agreement and works alongside our terms and fair use policy.

1. One seat, one person

Each seat belongs to one named person who works for your company and has an email address on your company's registered domain. The seat holder's name and email are the ones we have on file. A seat must never be shared, passed around, or used by anyone other than the person it is named for, including colleagues, contractors, clients and assistants. If someone else needs access, they need a seat of their own.

2. Changing who holds a seat

You cannot change the name or email on a seat yourself. When someone leaves or a seat needs to change hands, ask us at contact@tidyworkstudio.co.uk. We will end the old holder's sessions and two-step sign-in, put the new person's name and email on the seat, and give them a temporary password that they must replace the first time they sign in. We keep a record of every change. The work done under the previous holder stays recorded under their name.

3. Two-step sign-in is required

Every seat signs in with two steps: the password and a code from an authenticator app on the holder's own phone. The holder sets this up the first time they sign in. If a phone is lost, contact us and we will reset it. Do not give your code to anyone.

4. Everything is recorded under your name

What each person does is recorded against their name: who staged, changed, amended, approved and reported each image, and who downloaded it. Every download includes an activity record listing this, so a staged image can always be traced back to the person responsible. Your company's Admin can see this record for their team.

5. How we check

For Enterprise seats we record the place and device each sign-in comes from, and the times a seat is active. We use this only to check that each seat is used by one person. We look for patterns such as the same seat being used from several countries or many different devices, or from two places at the same time. A pattern is a reason for us to ask a question, not proof of anything. People travel, change phones and use more than one computer, and none of that is a problem in itself.

6. If we think a seat is being shared

We will tell your company's Admin what we have seen and give you 14 days to explain or put it right. Nothing is switched off or charged while we wait. If seats have been shared, we may charge for the extra seats that were needed from the date sharing began, and for serious or repeated sharing we may suspend the seats concerned or end the agreement, as your Enterprise Agreement sets out.

7. What the Admin is responsible for

Your company's Admin is the person we deal with. They add seats (on the billing page), invite colleagues into them, choose who can see which developments, and make sure the team follows this policy. There is one Admin per team. The Admin can hand the role to another member of the team.

8. Your data

The sign-in records described here are covered by our privacy policy. We keep them for security and to enforce the seat terms of your agreement, which is our legitimate interest, and we do not use them for anything else.

9. Agency accounts, and one place at a time

The same rules apply to Agency accounts. An Agency plan includes one login for one person. Further people can be added as a paid add-on, each as their own named login, up to the number shown on the Team page. Every login, on every plan, can only be signed in in one place at a time: signing in somewhere new signs that login out everywhere else. We look at where, on what device and from which IP address each login is used, and at how much work it does in a day, to spot logins that are being shared. If we think a login is being shared we will contact the account owner, and the account may need extra paid people or a move to an Enterprise plan.