Terms of Service
Last updated: 16 October 2026
1. Who we are and what this agreement covers
Warden is provided by Zelicra Technologies Private Limited, a company registered in India (CIN U62011KL2026PTC104927), registered office: Kalathiparambil, Chirakkakam, Varapuzha P.O., Paravur, Ernakulam, Kerala 683517, India ("Zelicra", "we", "us").
These Terms are an agreement between us and the organisation that registers for Warden, usually the provider that runs the care home ("you"). Warden is for businesses, not for personal use. The person who registers confirms that they are allowed to accept these Terms for the organisation.
The agreement is made up of these Terms, our Data Processing Agreement (which forms part of them) and the prices on our pricing page or on your invoice. If the Data Processing Agreement and these Terms disagree about personal data, the Data Processing Agreement wins.
2. The service
Warden is an online service that helps UK care homes keep and evidence their staff compliance records: policies and notices that staff read and sign (with optional comprehension checks), training records and the training matrix, safer recruitment checks (DBS, right to work and references), the Deprivation of Liberty Safeguards (DoLS) register, supervisions and appraisals, and evidence packs and reports for inspection.
Warden helps you keep records; it does not make compliance decisions for you. You stay responsible for your registration with your care regulator (for example, the Care Quality Commission in England), for meeting your legal duties and for the decisions you take using Warden. Warden is not a clinical record system: please do not use it for care plans, medication records or full health records.
3. Accounts and access
- A manager creates your account and invites staff. Staff sign in from a single-use link emailed to them.
- You decide who gets access, and you remove people who leave. Keep manager passwords secret; we recommend turning on two-step verification for every manager.
- Tell us straight away at privacy@zelicra.com if you think someone has used your account without permission.
4. Free trial
A new care home gets a 14-day free trial with every feature, and no card or payment details are needed. To continue after the trial, you choose a plan and we bill you monthly or yearly by invoice, as you choose. If you do not choose a plan, you will not be charged. If you have not chosen a plan by the end of the trial, we may close the account after telling you by email; your data is then deleted as described in section 8.
5. Prices
Every plan includes every feature of Warden. You pay per care home, per month, by the number of active staff in Warden. Prices are in pounds sterling and exclude VAT, which is added where it applies:
| Home size (active staff) | Price per home per month |
|---|
| Up to 25 staff | £49 |
| 26 to 60 staff | £79 |
| 61 staff or more | £99 |
- Your plan follows your number of active staff. If your home moves into the next size, we will tell you before your next invoice.
- The offers on our pricing page (founding homes, paying yearly, groups of homes) apply as described there. Offers do not stack: we apply whichever saves you the most.
- We may change our prices by giving you at least 30 days' notice by email. A new price applies from your next billing period after the notice ends.
6. Invoices and payment
- We invoice monthly or yearly in advance. Invoices are payable within 14 days.
- If an invoice is unpaid 14 days after it is due, we will remind you, and we may then suspend access until it is paid. Suspension does not delete your data.
- Fees already paid are not refunded for part of a billing period, except where these Terms say otherwise.
7. How long the agreement lasts, and ending it
- Monthly plans continue month by month. You can cancel at any time; the cancellation takes effect at the end of the month you have paid for.
- Yearly plans last 12 months from the start date. Before the year ends you can renew yearly, move to monthly or cancel; a cancellation takes effect at the end of the paid year.
- We can end the agreement by giving you at least 30 days' notice by email.
- Either of us can end the agreement straight away by notice if the other seriously breaks these Terms and does not put it right within 14 days of being asked, or becomes insolvent.
- If we end the agreement for our own convenience, we refund any fees you paid for the time after it ends.
8. Your data
- You own the records you put into Warden. For the personal data in them you are the controller and we are your processor: we use it only to provide Warden and on your instructions, as our Data Processing Agreement sets out.
- A manager can download everything Warden holds for your home at any time, on the Your Data page.
- When a manager closes the account there, or when the agreement ends, you have 30 days to download your data or reopen the account. After those 30 days we delete everything Warden holds for your home, and it leaves our backups within the following 30 days.
- How long each kind of record is kept while the account is open is set out in our Privacy Policy.
9. Your responsibilities
- Make sure you are allowed to put each record into Warden, and tell your staff, and residents where it applies, how you use their information, in your own privacy notices.
- Keep records accurate and limited to what you need for staff compliance.
- Do not share staff sign-in links, and do not try to reach another care home's data.
- Do not upload anything unlawful or harmful, try to break or overload the service, or copy or reverse-engineer it except where the law allows.
10. Our responsibilities
- We provide Warden with reasonable skill and care, and protect your data as described on our Security page.
- We aim for Warden to be available 99.5% of the time each month, not counting planned maintenance, which we announce in advance where we can. This is a target, not a guarantee.
- We answer support emails within one working day.
- If a personal data breach affects your data, we tell you without undue delay, and within 48 hours of becoming aware of it.
- We may improve Warden over time. If we plan a change that takes away something important you rely on, we will tell you at least 30 days before, and you may cancel before it applies.
11. Intellectual property and feedback
We own Warden: its software, design, name and documentation. You own your records. Nothing in this agreement transfers either. If you send us suggestions, we may use them to improve Warden without any obligation to you.
12. Confidentiality
Each of us keeps the other's confidential information private and uses it only for this agreement, except where the law requires disclosure.
13. Liability
- Neither of us is liable for indirect or consequential loss, or for loss of profit, revenue or goodwill.
- Each party's total liability to the other under or in connection with this agreement, including the Data Processing Agreement, is limited to the greater of (a) the fees you paid us in the 12 months before the event giving rise to the claim and (b) £1,000.
- Nothing in this agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
- These limits do not apply to either party's liability to data subjects or to the Information Commission under the International Data Transfer Agreement in Annex 4 of the Data Processing Agreement or under data protection law.
14. Changes to these Terms
We may update these Terms. We will email the managers of every home at least 30 days before a change that matters takes effect. If you do not accept it, you may cancel before it applies. The date at the top of this page shows the latest version.
15. General
- Neither of us is responsible for delays caused by events outside reasonable control.
- You may not transfer this agreement without our agreement. We may transfer it to a company that takes over Warden, and will tell you before we do.
- Notices to you go to the email address of a manager of your home; notices to us go to hello@zelicra.com.
- Apart from the rights that the International Data Transfer Agreement in Annex 4 of the Data Processing Agreement gives data subjects and the Information Commission, nobody else has rights under this agreement, and the Contracts (Rights of Third Parties) Act 1999 does not otherwise apply. If a court finds part of it unenforceable, the rest still applies.
- This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
16. Contact