Dynamic4 has three kinds of user. Owners (Dynamic Management Services and anyone it appoints) run the platform. Clients view and comment on their programmes. Assignees (contractors, consultants and other delivery partners) hold tasks and update them. The Client Terms and the Assignee Terms below share a common core (Part A) and then differ (Parts B and C). Everyone accepts these terms at first sign-in by ticking a box, and the Platform records the version accepted and the date.
PART A — Terms common to all users
1. Who we are and what these terms cover
1.1 Dynamic4 ("the Platform") is operated by Dynamic Management Services (UK) Ltd, company number 10887719, registered office Unit 2A, Swordfish Business Park, Swordfish Close, Higgins Lane, Burscough L40 8JW ("we", "us"). Contact: admin@dynamic4.co.uk.
1.2 These terms govern your access to and use of the Platform, including the website at dynamic4.co.uk, the installable web app and any emails or notifications the Platform sends. By creating an account, signing in or using the Platform you agree to them. If you are using the Platform on behalf of a company or organisation, you confirm you have authority to bind it, and "you" includes that organisation.
1.3 The Platform is provided to you because you are working with us, or with one of our clients, on a construction, fit-out or property programme ("Programme"). Your access is tied to that Programme and to your role in it.
2. Accounts
2.1 You will be invited by email. You must give accurate details when completing your profile and keep them current. Assignees must provide a working phone number (see Part C).
2.2 You are responsible for everything done under your account. Assignees sign in with a one-time code sent to their email address; owners and clients may use a password or a code. Keep your password (if any) and sign-in codes private, do not forward sign-in emails, and tell us straight away at admin@dynamic4.co.uk if you think your account has been used without permission.
2.3 Accounts are personal. One person, one account. You may not transfer your account or let someone else use it.
2.4 We may suspend or close an account that is inactive, shared, used in breach of these terms, or where the Programme it relates to has ended.
3. What you may and may not do
3.1 You may use the Platform only for the Programme(s) you have been given access to, and only for their legitimate purposes.
3.2 You must not: (a) access or try to access data, projects or portfolios you have not been granted; (b) upload anything unlawful, defamatory, infringing, malicious (including viruses) or that contains personal data you have no right to share; (c) use the Platform to send unsolicited messages, or scrape, copy, resell or redistribute its content or data; (d) reverse engineer, probe or interfere with the Platform's security or operation; (e) impersonate another user or misrepresent your role.
3.3 We may remove content that breaches these terms and may suspend access while we investigate.
4. Your content and Programme data
4.1 "Programme data" means the plans, tasks, dates, comments, attachments and other material held in the Platform for a Programme. Programme data belongs to the client whose Programme it is (or to us, where we are the client), not to the Platform. You get no rights in it beyond what your role allows.
4.2 Anything you upload or write (comments, attachments, checklist items, progress updates) remains yours or your organisation's, but you grant us and the relevant client a non-exclusive, royalty-free licence to store, display and use it within the Platform for the purposes of the Programme, and to keep it as part of the Programme record afterwards.
4.3 You are responsible for having the right to upload what you upload, including any personal data in it.
5. Confidentiality
5.1 Programme data, and the fact and content of any Programme, is confidential. You must not disclose it to anyone outside the Programme except as needed to perform your role, and you must make sure anyone in your organisation who sees it is bound by equivalent obligations.
5.2 This does not apply to information that is public through no fault of yours, that you already lawfully held, or that you are required by law to disclose (in which case, tell us first where lawful).
5.3 This obligation continues after your access ends.
6. Personal data and privacy
6.1 We process personal data as described in our Privacy Notice at dynamic4.co.uk/privacy, which forms part of these terms. In summary: we hold your name, email, organisation, phone number (assignees), role, sign-in records, and your activity within the Platform, in order to run the Platform, send you notifications about your tasks, and keep an audit trail of the Programme.
6.2 Our lawful basis is performance of a contract (these terms) and our and our clients' legitimate interests in running Programmes effectively.
6.3 Data is stored in the EU with our hosting provider and processed by the providers listed in the Privacy Notice; AI-generated text (clause 10.3) is produced by a model processed in the United States using programme data that contains no names or contact details.
6.4 You can ask to see, correct or delete your personal data at admin@dynamic4.co.uk. Programme records may be retained after your access ends where needed for the Programme record, contractual or legal reasons, with your personal details minimised.
6.5 Where you upload personal data about other people (a site contact's number, say), you are the controller of that data and must have a lawful basis for sharing it.
7. Notifications
7.1 The Platform sends emails and in-app notifications about tasks, deadlines and changes to Programmes you are on. These are service messages, not marketing. You can adjust frequency or mute reminders per task in the app; some messages (account, security, access changes) cannot be turned off.
7.2 We will not send you marketing without separate consent.
7.3 You may create a personal calendar link so your tasks appear in your own calendar. The link is private to you; anyone holding it can see the names and dates of your tasks. You can regenerate or remove it in your profile.
8. Intellectual property in the Platform
8.1 The Platform, its software, design, templates (including the "standard store" programme templates), documentation and the Dynamic4 name and logo are owned by us or our licensors. Nothing in these terms transfers any of that to you.
8.2 You may not copy the Platform or its templates, or use them outside the Platform, without our written permission.
8.3 Client branding shown in the Platform (logos, colours) belongs to the client concerned and is displayed under licence from them.
9. Availability, changes and support
9.1 We aim to keep the Platform available but do not guarantee uninterrupted access. We may take it offline for maintenance, usually with notice in the app.
9.2 We may change or withdraw features. If a change materially reduces what you can do in your role, we will tell you.
9.3 Support is by email to admin@dynamic4.co.uk during UK business hours. There is no guaranteed response time unless agreed in a separate contract.
10. What the Platform is not
10.1 The Platform is a planning and communication tool. Dates, dependencies and progress shown in it are entered by users and calculated by the Platform's scheduling engine from that input. They are not a guarantee, a contractual instruction, a certificate or an approval, and they do not replace the contract governing the works, any statutory approval or any professional's advice.
10.2 We do not verify the accuracy of Programme data entered by users.
10.3 Some text in the Platform — client progress summaries and "what-if" impact assessments — is written by an AI model from Programme data (see the Privacy Notice, section 6). The figures in such text are taken from the Platform's own calculations and the text is marked as generated. It is for information and convenience only, is not advice, and is subject to clauses 10.1 and 11. Where the project owner has chosen to review summaries before release, a summary may be delayed or amended.
10.4 The Close Out register records defects and snagging items raised, appointed, completed and approved through the Platform, with photographs and timestamps. It is a working record. It does not of itself constitute a defects notice, a certificate of making good, or acceptance of works under the works contract.
10.5 Project Files holds drawings, documents and other files shared through the Platform. A file marked as superseded remains available for the record but must not be worked to. You are responsible for checking you are using the current issue, as identified by the project owner or the issuing designer, before relying on any file.
11. Liability
11.1 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.
11.2 Subject to 11.1, we are not liable for: loss of profit, business, contracts or goodwill; loss or corruption of data (beyond restoring from our last backup); delay or disruption to any works; or any indirect or consequential loss, however arising.
11.3 Subject to 11.1, and to the fullest extent permitted by law, we accept no liability to you or your organisation, and will not pay damages or any other sum, arising out of or in connection with the Platform, these terms, or any Programme data, information, date, calculation or AI-generated text shown in or sent by the Platform, however arising and whether in contract, tort (including negligence), breach of statutory duty or otherwise.
11.4 The Platform is provided free of charge as a working tool to support our engagement with you or your organisation. Any remedy you may have in respect of the services we provide lies under the separate contract for those services, not under these terms.
11.5 The Platform is provided "as is" and, except as stated here, all warranties implied by law are excluded as far as the law allows.
12. Ending access
12.1 Your access ends when the Programme ends, when the client or we remove you from it, when your organisation's engagement ends, or if you breach these terms.
12.2 On ending, you must stop using the Platform and delete any Programme data you have downloaded unless you need to keep it for a contractual or legal reason. Confidentiality (clause 5) continues.
12.3 You may close your account at any time by emailing admin@dynamic4.co.uk. Your name may remain on historic Programme records as the person who did or said something; this is part of the audit trail.
13. General
13.1 We may update these terms. Material changes will be shown in the app and you will be asked to accept them at next sign-in. Continuing to use the Platform after that is acceptance.
13.2 These terms are the whole agreement between you and us about the Platform, but do not replace any separate contract you or your organisation has with us or a client for the works or services themselves. If there is a conflict, the separate contract governs the works and these terms govern the Platform.
13.3 If any clause is unenforceable, the rest still applies. Delay in enforcing a right is not a waiver.
13.4 These terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction.
These apply to client organisations and the individuals they nominate to use the client portal.
B1. Scope of the client portal
B1.1 The client portal shows the Programme(s) your organisation has engaged us on. It shows true overall progress for each project, and the tasks, dates and documents the project owner has marked as visible to clients. It is a curated view; it is not the complete working plan.
B1.2 You may add users from your organisation by asking us; each must accept these terms. You are responsible for who in your organisation has access and for removing people who leave.
B1.3 Each project has a Project Contacts list showing the people delivering it (owners and contractors), with their organisation and role and, where they have chosen to share them, their email address and phone number. Your own users can see this list but are not shown on it. You may use contact details from the list only to coordinate the Programme, not for any other purpose.
B2. Comments and requests
B2.1 Comments you post on visible tasks are seen by the project owner. Comments are not instructions or variations to the works; any instruction must be given through the contractual route in the works contract.
B2.2 All communication about the Programme through the Platform runs through the project owner. You will not be contacted directly by contractors or consultants through the Platform, and you should raise any query, concern or request with the project owner rather than with an assignee. Only the project owner can mark a comment or task as visible to you.
B2.3 Where a Close Out register exists for your project, you can see the items the project owner has closed. You may be given a "Reporter" role on a register so your own staff can raise items with photographs; a Reporter sees the register only, not the working programme.
B2.4 Where the project owner shares folders in Project Files with you, you may view and download their contents for the purposes of the Programme only. Clause 10.5 applies.
B2.5 You may request an on-demand progress summary and a copy by email. Clause 10.3 applies to its content.
B3. Your data and branding
B3.1 Programme data for your Programme belongs to you. We hold and process it on your behalf to deliver the services in our engagement with you. Our Data Processing terms, which form part of our engagement with you, apply.
B3.2 By providing your logo and brand colours, you license us to display them in the Platform to everyone working on your Programme, including contractors and consultants. You confirm you have the right to grant this.
B3.3 On request at the end of a Programme we will provide an export of your Programme data (Excel and attachments) and, after a retention period of 6 years (12 years where the engagement is under a deed), delete it, keeping only what we need for our own records and legal obligations.
B4. Reliance
B4.1 The portal is a reporting convenience. Formal progress reports, certificates, payment applications and statutory notices are issued under the works contract, not through the Platform, unless we expressly agree otherwise in writing.
These apply to contractors, sub-contractors, consultants and any other person given tasks in a Programme, and to the organisations they work for.
C1. Your role in the Platform
C1.1 You will be assigned tasks. You can see the whole plan of any project you hold tasks on, so you can understand how your work fits, but you may only update your own tasks: progress, status, notes, checklists, attachments and comments.
C1.2 Keeping your tasks current is part of your engagement. You must update progress promptly and honestly and mark tasks complete only when they are complete. The project owner and client rely on this.
C1.3 Task dates in the Platform are planning dates. They inform, but do not replace, the programme and instructions under your contract for the works. If you believe a date is wrong or unachievable, say so in the task comments and through your contractual channel.
C2. Contact sharing within the project
C2.1 Each project has a Project Contacts list so that the delivery team can reach each other. It lists owners and assignees; client users do not appear on it and see owners' details only — your details are not shown to the client. It shows your name, organisation and role to other owners and assignees on the project, and, unless you switch sharing off, your email address and phone number.
C2.2 You can switch sharing off in your profile ("Share my phone and email with the project team"). If you do, other assignees will see your name, organisation and role only. Project owners can always see your contact details, because they need to reach you. You accept that switching sharing off may slow coordination.
C2.3 You may use contact details you see through the Platform only to coordinate the Programme. You must not add them to marketing lists, share them outside the Programme, or use them for any other purpose.
C2A. Communication with the client
C2A.1 All communication with the client about the Programme goes through the project owner. You must not contact client users through the Platform, and the Platform does not allow you to mention them or make your comments visible to them. If the client needs to know something, tell the project owner, who will decide what is shared and how.
C2A.2 Queries you receive from the client directly (outside the Platform) about the Programme should be referred to the project owner.
C3. Notifications and reminders
C3.1 You will receive reminder emails and in-app alerts for your tasks at the frequency set by the project owner. You can override the frequency or mute reminders per task. Muting a reminder does not change the task's date or your obligation to complete it.
C4. Your organisation
C4.1 If you are a member of a contracting organisation, that organisation is also bound by these terms in respect of your use, and should ensure everyone it puts on the Platform accepts them. We may deal with your organisation about your account.
C4.2 If you leave your organisation, tell us or the project owner so your tasks can be reassigned and your access removed.
C5. Uploads
C5.1 Attachments you upload (drawings, photos, certificates, method statements) must be ones you are entitled to share. They become part of the Programme record and may be seen by the project owner, other assignees on that task, and — if the owner marks the task client-visible — the client.
C5.2 Do not upload photographs of identifiable people without their agreement, and do not upload anything you are obliged to keep confidential under another contract.
C6. Close Out register
C6.1 Where you are appointed to a close-out item, personally or through your organisation, you must rectify it, upload a completion photograph and a note, and mark it complete. The Platform records the date and time you do so; you cannot backdate a completion. The project owner then reviews and either approves the item or returns it with a reason.
C6.2 Marking an item complete is a statement by you that the work described has been done. The owner's approval in the Platform is a record for the Programme; it is not a certificate or acceptance under the works contract unless the contract says otherwise.
C7. Project Files
C7.1 You may view and download files in folders shared with you, and upload to folders that accept uploads, for the purposes of the Programme only. Files you upload must be the current issue and named as issued by the designer. Clause 10.5 applies: check you are working to the current file before relying on it, and tell the project owner if you believe a file is out of date.