Terms of service

Last updated: 2 September 2026. Issued by ALUMA FZ-LLC, which operates aluma.

1. The short version

aluma is a staff records and compliance tool for children's activity businesses. You pay a monthly subscription, you own your data, and you are responsible for running your business properly. We keep the service running and keep your data safe. aluma holds no information about children or parents, apart from the accident book, where the law expects you to record anyone who is hurt. The rest of this page spells that out.

2. Who we are and what these terms cover

aluma is operated by ALUMA FZ-LLC, a company registered in the United Arab Emirates. These terms are a contract between ALUMA FZ-LLC ("we", "us") and the business that creates an aluma account ("you"). They cover the aluma website, the aluma app, and the staff portal.

By creating an account or using aluma you agree to these terms. If you are setting up an account for a business, you confirm you are allowed to agree on its behalf.

3. Your account

You must be at least 18 and running, or working for, a business.
Give us accurate details and keep them up to date.
Keep your password private. Anything done through your account is treated as done by you, so tell us straight away if you think someone else has access.
Staff members you invite get their own portal login. You decide who is invited and what they can see.

4. Free trial and payment

Every account starts with a 14-day free trial. No card is needed to start. If you do not choose a plan by the end of the trial, your account is paused, not deleted, and you can pick up where you left off by subscribing.
Plans are billed monthly in pounds sterling through Stripe, our payment provider. Current prices are shown on the plans page inside aluma. Prices exclude VAT where it applies.
You can cancel at any time from Settings. Your plan stays active until the end of the month you have paid for. We do not refund part months.
If we change prices, we will tell you at least 30 days before the change affects you.
If a payment fails, we will let you know and try again. If it keeps failing, we may pause your account until it is sorted.

5. What aluma is, and what it is not

aluma helps you keep track of staff records, certificates, venues, policies, payroll paperwork and the day-to-day admin of running an activity business. It sends reminders and keeps an audit trail so you can show what you did and when.

aluma is a tool, not an adviser. It does not give legal, HR, safeguarding or tax advice. Reminders and status colours are there to help you, but you remain responsible for meeting your own legal and regulatory duties, including checking that certificates are genuine and in date.

aluma is built for staff and business records. It is not designed to hold, and must not be used to hold, information about the children who attend your sessions or their parents, with one exception: the accident and incident book. You may record an accident involving a child there, keeping to the fields provided. You are the controller of those records, you are responsible for telling the parent or carer, and for reporting anything that must go to the HSE under RIDDOR.

6. Your data

Everything you put into aluma stays yours. We only use it to run the service for you, as described in our privacy policy.
You are responsible for having the right to add information about your staff, and for telling them how you use aluma. For their personal data, you are the controller and we act on your instructions.
Each business's data is kept separate from every other business's. Your staff can only see what you choose to share with them through the portal.
We take a daily backup of uploaded files. This is a safety net, not a replacement for keeping your own copies of important documents.

7. Fair use

Please do not:

use aluma for anything unlawful;
upload information you do not have the right to hold;
upload anything harmful, such as malware;
try to get into other accounts or parts of the service you are not meant to reach;
resell aluma or share one account across separate businesses;
copy or reverse-engineer the service.

If we believe an account is being misused, we may suspend it while we look into it. We will tell you why unless the law stops us.

8. Keeping aluma running

We work hard to keep aluma available and will tell you in advance about planned maintenance where we can. Like every online service, it will occasionally be unavailable, and we cannot promise it will never go down. We keep improving aluma, which means features may change. If we ever remove something you rely on, we will give you reasonable notice.

9. Ending things

You can close your account whenever you like. Download anything you need first: 30 days after closure we delete your data, as set out in the privacy policy.
We can end this agreement if you break these terms, if your subscription stays unpaid, or if we stop offering aluma. Unless the reason is misuse or non-payment, we will give you at least 30 days' notice and time to export your data.
Our audit log is append-only and kept indefinitely for safeguarding accountability, as described in the privacy policy. It is not deleted when an account closes.

10. Our responsibility to you

We provide aluma with reasonable skill and care. Beyond that, aluma is provided as it is, and we do not promise it will meet every need or be error-free.

We are not responsible for losses that are not a foreseeable result of us breaking these terms, or for business losses such as lost profits, lost contracts or fines from a regulator. Our total responsibility to you for anything arising from aluma in any 12-month period is limited to the subscription fees you paid us in that period.

Nothing in these terms limits any responsibility that the law does not allow us to limit, including for death or personal injury caused by our negligence, or for fraud.

11. Changes to these terms

We may update these terms as aluma grows. When we do, we will change the date at the top. For anything that matters, we will email account holders at least 30 days before it takes effect. If you keep using aluma after that date, the new terms apply. If you do not agree with a change, you can close your account before it takes effect.

12. Which law applies

These terms are governed by the laws of England and Wales, and any dispute will be dealt with by the courts of England and Wales. If you are a consumer living elsewhere in the United Kingdom, you keep the protections of the law where you live.