Terms and conditions.

Last updated 18 October 2026

These are the terms on which Castlane does work. They are short because the proposal you receive before any build starts carries the detail: the scope, the price, the timescale and the payment dates. Where the proposal and these terms differ, the proposal wins.

1. Who you are dealing with

Castlane is the trading name of Malacki Rhooms, based in Tooting, London, contactable at hello@castlane.co.uk or 0330 043 7410. “You” means the business that engages Castlane.

2. The call

The 30-minute call is free and carries no obligation on either side. Anything said on it is an opinion given on what you have described, not a specification, and nothing is contracted until a proposal is accepted in writing.

3. The Review

The Spreadsheet Review costs £450, is paid before it starts, and takes one week from the day Castlane receives the files and access it needs. You receive the written document described on the Packages page. The £450 is credited in full against an application or Excel build quoted in that document, provided the build starts within 60 days of the Review being delivered. If you decide not to go ahead, you keep the document and owe nothing more. The Review is not a guarantee that a build will be recommended.

4. Builds: scope, price and changes

Every build is quoted as a fixed price for a written scope. The price does not change because the work takes Castlane longer than estimated. Anything you ask for that is outside the written scope is quoted separately before it is built, and is scheduled after the agreed scope unless both sides agree otherwise, so that the original price and date are not affected. Prices exclude VAT where applicable.

Timescales in a proposal assume that you provide the information, access, decisions and test feedback the proposal asks for when it asks for them. Delays on your side move the end date by the same amount.

5. Payment

Payment stages are set out in the proposal, typically a deposit on acceptance and the balance on handover, with a mid-point stage on longer builds. Invoices are due within 14 days. Castlane may pause work on an overdue account and, if an invoice is more than 30 days late, charge statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998. Support is invoiced monthly in advance.

6. Your Microsoft 365 and licences

Systems are built in your own Microsoft 365 tenant. You are responsible for holding the Microsoft licences the system needs; the Review or proposal tells you which, and Castlane’s assessment is made in good faith against Microsoft’s published terms at the time, which Microsoft may change. Licence fees are paid by you to Microsoft and are not part of Castlane’s price. You give Castlane the access needed to build and test, and may remove it at handover; Castlane removes its own access when work ends unless you keep support.

7. Testing, handover and acceptance

Castlane tests the system on your data before handover and fixes what it finds. At handover you receive the solution files, the documentation and the training set out in the proposal. You have 14 days from handover to report anything that does not work as the written scope says it should, and Castlane fixes it at no charge. After that, fixes are covered by support or quoted. A difference of opinion about how something should work, where the scope is silent, is a change rather than a defect.

8. Support

Support is £250 a month for up to three hours of fixes, small changes and new reports, with a reply within two working days of a request. Time is logged and the log is sent to you each month. Unused hours do not carry over. A new module or a change of scope is quoted separately and is not taken from the three hours. There is no minimum term; either side can end support by email with effect from the end of the current month.

9. Ownership

Once the final invoice for a build is paid, you own the system: the solution files, the data model, the flows, the workbook and the documentation, and you may change it, have someone else change it, or move away from Castlane at any time with nothing further to pay. Castlane keeps the right to reuse its general methods, templates and know-how, and nothing in your data or confidential information is reused elsewhere. Castlane may describe the work in anonymised form (type of business, what was built, the result) unless you ask it not to, and names you only with your written permission.

10. Confidentiality and data

Each side keeps the other’s confidential information confidential and uses it only for the work. Personal data Castlane sees inside your systems is processed on your instructions as described in the privacy policy, and a written data processing agreement is signed where you need one.

11. Liability

Castlane’s total liability under an engagement, however arising, is limited to the fees paid for that engagement. Castlane is not liable for loss of profit, loss of business or indirect loss, or for the consequences of changes made to the system by anyone other than Castlane, of Microsoft service outages or changes, or of inaccurate data entered into the system. Nothing here limits liability for death, personal injury, fraud or anything else that cannot be limited by law.

12. Ending an engagement

Either side may end a build by giving 14 days’ written notice. You pay for work done to the date of ending, at the proportion of the fixed price that the completed work represents, and receive what has been built to that point. Either side may end immediately if the other is in serious breach and does not put it right within 14 days of being asked.

13. The law

These terms are governed by the law of England and Wales and the courts of England and Wales have jurisdiction. If a dispute arises, both sides agree to try to settle it by discussion first.