Version 27 August 2026 · Spaces WiFi is a trading style of Webcraft Solutions Ltd ("Webcraft", "we", "us"). This Agreement is between Webcraft and the customer named in the Order Form ("Customer", "you"). It comprises these Terms, Schedule 1 (Order Form) and Schedule 2 (Data Processing). If they conflict, Schedule 1 prevails, then these Terms, then Schedule 2 (except on data-protection matters, where Schedule 2 prevails).
1.1 We provide a managed guest Wi-Fi sign-in service at the Venue(s) in the Order Form, comprising: a captive portal sign-in page for your guests; email verification of guest sign-ups; a management dashboard for your staff; collection and storage of guest contact details; and marketing-list exports ("the Service").
1.2 We may improve or modify the Service from time to time, provided its core functionality is not materially reduced.
1.3 The Service controls access to your guest network only. Internet connectivity itself is provided by your own broadband service, which remains your responsibility. Content filtering settings, if any, are as agreed in the Order Form.
2.1 We will supply, configure and maintain a network gateway device ("the Box") at each Venue. The Box remains our property unless the Order Form says otherwise.
2.2 You will: provide the Box with power, physical space and a working broadband connection; not move, open, reset or interfere with it; and allow us (with reasonable notice) access to it.
2.3 On termination you will allow us to collect the Box, or return it within 14 days in reasonable condition. We may invoice a replacement charge of £299 for a Box that is not returned or is returned damaged.
2.4 Sold hardware. Where the Order Form lists hardware as purchased (for example access points or switches), title to that hardware passes to you on payment in full, and risk passes on delivery. Purchased hardware benefits from the manufacturer's warranty; we will provide reasonable assistance with warranty claims but give no separate warranty of our own. Hardware configured to your order is not returnable except where defective or as required by law.
2.5 The Box remains loaned equipment under clauses 2.1–2.3 unless the Order Form states it is purchased, in which case clause 2.4 applies to it instead.
3.1 You will: use the Service only for lawful purposes; not resell it; keep dashboard login details confidential and tell us promptly if you believe an account is compromised; and remove dashboard access promptly for staff who leave.
3.2 You are responsible for the accuracy of the business information, branding, wording and images you place on your portal page, and you warrant that you have the rights to any content you upload. You grant us a licence to use that content solely to provide the Service.
3.3 You will display, or allow us to display, any notices to guests that are reasonably required by law (for example privacy information on the sign-in page).
3.4 Network prerequisites. Unless the Order Form includes installation work by us, you are responsible for providing, before the Service start date: (a) a managed network with a dedicated guest VLAN configured to our written specification; (b) a spare network port and power for the Box; (c) power (PoE or mains) for any access points serving the guest network; and (d) a working broadband connection with sufficient capacity for your expected guest numbers. We will supply the specification in writing during onboarding.
3.5 Abortive visits. If an engineer visit cannot proceed, or the Service cannot go live on an arranged date, because an item in clause 3.4 is missing or the site materially differs from your Site Readiness Questionnaire answers, we may charge for the visit at the engineer rates in the Order Form plus reasonable travel, and will re-book with you.
3.6 You confirm that your answers in the Site Readiness Questionnaire are accurate to the best of your knowledge. Quoted one-off charges are based on those answers.
4.1 You will pay the fees in the Order Form. Fees are exclusive of VAT (added where applicable) and payable monthly in advance, by the method stated in the Order Form.
4.2 We may change the fees by giving at least 60 days' written notice, effective no earlier than the end of your then-current minimum term. If you do not accept the change you may terminate under clause 5.2 without charge.
4.3 If any sum is more than 14 days overdue we may, after warning you, suspend the Service (guest Wi-Fi sign-in and dashboard access) until payment is made. Suspension does not affect your obligation to pay.
4.4 One-off charges. Installation, configuration, site surveys, engineer visits, purchased hardware and other one-off items are quoted in advance in the Order Form (or a later written variation) and are invoiced on completion of the work or dispatch of the hardware, unless the Order Form says otherwise. Quoted engineer charges assume the site conditions described in your Site Readiness Questionnaire (clause 3.6).
4.5 Additional work you request, or work required because site conditions materially differ from your Site Readiness Questionnaire answers, is chargeable at the rates in the Order Form and will be agreed with you in writing before it is carried out.
5.1 The Service starts on the date in the Order Form and continues for the minimum term stated there (or, if none, monthly), then rolls monthly.
5.2 After the minimum term, either party may terminate on 30 days' written notice.
5.3 Either party may terminate immediately if the other materially breaches this Agreement and (where the breach can be remedied) fails to remedy it within 14 days of written notice, or becomes insolvent.
5.4 On termination: your right to use the Service ends; we will make a final export of your guest marketing list available to you for 30 days; and we will then delete the guest data we hold for you in line with Schedule 2.
6.1 Both parties will comply with UK data protection law (UK GDPR and the Data Protection Act 2018).
6.2 For guest personal data collected through the Service, you are the controller and we are your processor. Schedule 2 sets out the required processing terms.
6.3 Marketing lists. Exports from the dashboard contain only guests who verified their email and opted in to marketing at the time of export. Once you download an export, you are solely responsible for how it is used: storing it securely, honouring unsubscribes (each export row includes the guest's personal unsubscribe link — include it, or your own compliant mechanism, in every campaign), and downloading a fresh export before each campaign rather than reusing old files.
6.4 Each party will maintain its own privacy notices. We provide standard guest-facing privacy wording on the portal page; if you change it, you are responsible for the changed wording.
6.5 Guest access modes. The Service can operate in either mode, as selected in the Order Form or later in the dashboard: (a) Details before connect — guests provide name, email and mobile number and verify their email to remain online; verified, opted-in guests join your marketing list; or (b) Connect only — guests connect without providing personal details; only device identifiers and connection events are processed (for security and service operation), and guests may optionally submit their details to join your marketing list, confirmed by a double opt-in email. Changing mode changes what personal data is collected from the moment of change; it does not affect data already collected.
7.1 The Service, its software, dashboard and templates are and remain the property of Webcraft (or its licensors). We grant you a non-exclusive, non-transferable licence to use them for the duration of this Agreement, for your own business at the Venue(s).
7.2 Unless you purchase the white-label option in the Order Form, the portal page may carry a discreet "powered by" attribution.
8.1 We will provide the Service with reasonable skill and care and use reasonable endeavours to keep it available, but we do not guarantee uninterrupted availability. Scheduled maintenance will be carried out at reasonable times where practicable.
8.2 Support is provided by email at hello@spaceswifi.com during business hours (Mon–Fri 9:00–17:30, excluding English bank holidays). We aim to respond within one business day.
8.3 We are not responsible for failures caused by your broadband service, power supply at the Venue, your own equipment, or events outside our reasonable control.
9.1 Nothing in this Agreement limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot lawfully be limited.
9.2 Subject to 9.1, neither party is liable for loss of profits, revenue, anticipated savings, goodwill or any indirect or consequential loss.
9.3 Subject to 9.1, each party's total aggregate liability under this Agreement in any 12-month period is limited to the fees paid or payable by you in that period.
10.1 Entire agreement. This Agreement is the entire agreement between the parties regarding the Service and supersedes prior discussions.
10.2 Variation. Changes must be agreed in writing (email suffices).
10.3 Assignment. Neither party may assign this Agreement without the other's consent, not to be unreasonably withheld; we may assign to a group company or on a sale of our business.
10.4 Notices. Written notice may be given by email to the addresses in the Order Form and is deemed received the next business day.
10.5 Third parties. No one other than the parties may enforce this Agreement.
10.6 Law and jurisdiction. This Agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Completed per customer, covering: the parties and venue(s); service start date and minimum term (monthly rolling or 12 months); guest access mode; access points covered; monthly charges (service fee, optional white label, optional managed network, and — on 12-month terms — the provisioning spread for the first 12 months); one-off charges (provisioning & activation, any engineer installation or survey, any purchased hardware); additional/abortive work rates; and the payment method. Where you pay through our online checkout, completing that checkout confirms your acceptance of this Agreement and of the charges presented at checkout, which together stand as the Order Form.
Subject matter & duration: processing of guest personal data collected via the captive portal, for the duration of the Agreement plus the wind-down period in clause 5.4.
Nature & purpose: collection of guest sign-up details; email verification; controlling network access; storage; making search, suppression, blocking, deletion and export functions available to the Customer; sending verification and service emails to guests.
Data subjects: guests using the Venue's Wi-Fi.
Personal data: name, email address, mobile number, company (optional), device identifiers (MAC address), IP address, sign-up and verification timestamps, marketing consent status.
Processor obligations. Webcraft will: (a) process guest personal data only to provide the Service and on the Customer's documented instructions, unless required by law; (b) ensure persons authorised to process the data are under confidentiality obligations; (c) implement appropriate technical and organisational measures, including encrypted transport (TLS) throughout, guest data stored on UK/EEA servers, logical separation of each venue's data, masked display of guest emails in the dashboard, role-based dashboard access with two-factor authentication, and signed per-guest unsubscribe links; (d) not engage another processor without the Customer's general written authorisation — current sub-processors: IONOS SE (server hosting); Microsoft (email delivery); Stripe Payments Europe (billing) — with notice of changes and a right to reasonably object; (e) assist the Customer in responding to data-subject requests, the dashboard's search, delete, block and unsubscribe functions being the primary means; (f) assist with security, breach-notification and impact-assessment obligations, and notify the Customer without undue delay of a personal data breach affecting their guest data; (g) at the end of the Agreement, delete the guest personal data it processes for the Customer (after the 30-day final-export window), unless law requires retention; and (h) make available information reasonably necessary to demonstrate compliance and allow audits by the Customer, no more than once per year on reasonable notice.
Retention during the Service: verified guest records are retained to operate returning-guest access and the Customer's marketing list until deleted by the Customer via the dashboard or on termination. Unverified sign-ups may be pruned automatically.