Terms and Conditions

HerpDesk Manager is a reptile and amphibian husbandry and collection-management platform provided by The Reptile Academy Ltd, registered in the United Kingdom (Company No. 11421088), 71 Shelton Street, London WC2H 9JQ ("we", "us", "The Reptile Academy").

These Terms and Conditions form the basis of the contract between you and The Reptile Academy Ltd and come into effect when you create an account. By registering for, or continuing to use, HerpDesk Manager you enter into a legal contract with us and agree to be bound by these terms, and by subsequent amendments as they periodically come into effect.

These terms sit alongside The Reptile Academy's wider General Terms & Conditions and organisational policies, which continue to apply to our education, residential, REACH Centre, outreach and alternative-provision services.

• "You" or "User" — the individual or organisation holding a HerpDesk Manager account, including any team member, seat holder or representative acting on their behalf.
• "We", "Us" or "The Reptile Academy" — The Reptile Academy Ltd, Company No. 11421088.
• "The Platform" — the HerpDesk Manager web application, its species library, records, reporting tools, integrations and supporting services.
• "Subscription" — a paid or complimentary plan giving access to specified features of the Platform.
• "Content" — any data, records, photographs, documents or other material you upload to or generate within the Platform.

• Accounts must be registered with accurate, current information, and you must keep your login credentials confidential.
• You are responsible for all activity carried out under your account and under any team seats you invite.
• Standard accounts are for users aged 16 or over. HerpDesk Youth accounts are available to keepers aged 8–19 and require parental or guardian consent where the applicant is 17 or under.
• Organisational accounts (Professional and Oversight) must be registered by a person authorised to bind that organisation.
• We may refuse, suspend or terminate an account where these terms are breached, where use is unlawful, or where animal welfare or safeguarding concerns arise.

You agree not to:

• Use the Platform for any unlawful purpose, including any activity contrary to the Animal Welfare Act 2006, the Dangerous Wild Animals Act 1976, CITES controls or the Licensing of Activities Involving Animals (England) Regulations 2018.
• Upload content that is unlawful, defamatory, abusive, or which infringes another person's rights.
• Share, resell or sublicense your account or seats outside your own organisation.
• Attempt to access another user's data, circumvent access controls, scrape the Platform, or interfere with its operation or security.
• Misrepresent licensing, verification or compliance status, including in the centre directory, member pages or verification requests.

You retain ownership of your Content. You grant us a limited, non-exclusive licence to host, store, process, back up and display that Content solely to provide and support the Platform, and to produce anonymised, aggregated statistics where you have opted in to community and citizen-science features.

You confirm that you have the rights to upload the Content, including photographs and veterinary or licensing documents, and that doing so does not breach any duty of confidence or third-party right.

The Platform, its software, branding, species library curation, guidance text, templates and scoring methodology remain the property of The Reptile Academy Ltd or its licensors. Nothing in these terms transfers ownership to you. You may not copy, reproduce or redistribute Platform materials for commercial purposes without our written permission. Third-party data and imagery are used under their respective licences and attributed on our references page.

Prices are shown in pounds sterling (GBP) and include VAT where applicable. Subscriptions renew automatically until cancelled. Payment is taken by our payment processor; we do not store your card details. Full details of billing, cancellation and our no-refund position are set out in our Subscription Terms.

HerpDesk Manager is functional but under active development. Features may be added, altered or withdrawn, and we may carry out maintenance that temporarily interrupts access. We do not guarantee uninterrupted or error-free service, and we recommend that you export and retain your own copies of critical records.

HerpDesk Manager is a record-management tool. It does not provide veterinary diagnosis or treatment advice. Always contact a suitably qualified veterinary surgeon about the health of an animal.

To the fullest extent permitted by law, The Reptile Academy Ltd accepts no liability for loss of animals, illness, injury, death, loss of profit, loss of data, regulatory action or any indirect or consequential loss arising from your use of, or reliance on, the Platform. Our total liability in any twelve-month period is limited to the subscription fees you paid in that period. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot lawfully be excluded.

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018, as described in our Privacy Policy and The Reptile Academy's Data Protection Policy.

We are not liable for failure or delay caused by events beyond our reasonable control, including power or network failure, outage of a hosting or payment provider, fire, flood, epidemic, industrial action, or acts of government.

If something goes wrong, contact us so we can put it right. Complaints are acknowledged within five working days and normally resolved within twenty working days. Email herpdesk@reptileacademy.co.uk or telephone 02380 394174.

We may amend these terms to remain compliant with the law, improve safety, or reflect changes to the Platform. Significant changes will be notified in-app or by email. Continued use after the effective date constitutes acceptance.

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

The Reptile Academy Ltd, 71 Shelton Street, London WC2H 9JQ. Managing Director: Dr Jake Weeks. Email herpdesk@reptileacademy.co.uk or telephone 02380 394174.

Legal and licensing guidance is general information only and does not guarantee compliance with the law in your jurisdiction.