Terms of service

1. The agreement

These terms are the contract between the entity named in the placeholder block at the end of this page ("Scout Lane", "we") and the company that opens a workspace ("you"). They apply from the moment you create an account, including during a free trial.

The privacy policy and the data processing agreement form part of this contract. Where a signed order form or a negotiated agreement says something different, that document wins.

Scout Lane is sold to businesses. It is not a consumer service, and consumer withdrawal rights do not apply.

2. Your account

You open a workspace and invite your team into it. Each person gets their own login; seats are per person and are not to be shared. You are responsible for what happens under your logins, for keeping them secure, and for telling us promptly if you think one has been compromised. Every active session is listed in the app and can be revoked from there.

The workspace owner controls billing, can add and remove administrators, and can delete the workspace. There must always be at least one owner; the product will not let you remove the last one.

You must be at least 18 and authorised to enter this contract on behalf of your company.

3. Trial

Every plan starts with a 14-day trial. No card is required to begin it. The trial workspace is limited — one active project, a small number of client logins and a modest storage allowance — and those limits are enforced by the product rather than by an invoice at the end.

When the trial ends without a subscription, the workspace becomes read-only. You can still sign in and export. We keep it for 30 days and then delete it. Nothing is charged and nothing is auto-converted into a paid plan.

4. Subscription and payment

Plans, prices, limits and the features included in each are published on the pricing page, which is generated from the same catalogue the product enforces. Prices are in euro and exclude VAT and any other applicable tax.

Monthly subscriptions are charged in advance each month. Annual subscriptions are charged once, in advance, at ten times the monthly price — two months free, in plain terms. Both renew automatically until cancelled.

You can upgrade at any time; the change takes effect immediately and the difference is charged pro rata. You can downgrade or cancel at any time; the change takes effect at the end of the period you have already paid for. We do not refund partial periods except where the law requires it or where we have failed to deliver the service.

Card payments are handled by our payment processor. Card details never reach our servers. Invoices are issued for every payment and are available in the app.

The Embedded tier carries a one-off integration fee, published on the pricing page, covering the setup work an embedded deployment genuinely requires. It is charged once, with the first subscription payment, and is not refundable once the integration work has started.

5. Limits and storage

Each plan includes a number of active projects, client logins, team seats and gigabytes of storage. The product enforces them: an action that would exceed a limit is refused with an explanation, not silently billed.

Storage is the exception, because a scout does not stop uploading at midnight to check a quota. If your stored data exceeds the plan allowance, the excess is charged monthly at €0.02 per gigabyte, calculated on the average overage across the month. Archiving or deleting material reduces it the following month.

We do not throttle bandwidth and we do not charge for it. If usage becomes so far out of proportion to your plan that it affects other customers, we will talk to you before we do anything else.

6. Late payment

If a payment fails we retry and email the billing contact. For the next ten days your workspace stays in a grace period, and this is deliberate: your client galleries keep working. Only writing stops — no new uploads, no new projects, no new logins. A billing hiccup on our side of the relationship must never embarrass you in front of your client.

After the grace period the workspace is suspended and galleries stop serving. If the account remains unpaid for 60 days from the first failed payment, we may terminate it under section 13.

7. Your material is yours

We will not use your material in our marketing, on our website, in a showreel, in a case study, or in a pitch, unless you tell us in writing that we may. We will not use it to train machine learning models, and we will not permit any sub-processor to do so. We will not sell it, licence it, or hand it to anyone except where a valid legal order compels us — and where we are lawfully able to, we will tell you first so you can challenge the order.

You are responsible for having the rights to what you upload: model releases, location permissions, music clearances, the usual. We do not check, and we could not.

8. The licence you give us

To run the service you ask us to run, you grant us a non-exclusive, royalty-free, worldwide licence to host, store, copy, transmit, resize, transcode and generate derivatives from your material, and to display it to the people you have authorised — your team and the client logins you create. That is the whole of it.

The licence exists only to operate the service. It ends when you delete the material or close the workspace, except for copies in backups, which expire on the rolling schedule described in the privacy policy.

9. Acceptable use

You may not use Scout Lane to:

• store or distribute material that is illegal where you or we operate — child sexual abuse material above all, which we report to the competent authorities without notice;
• infringe someone else's copyright, trade mark, image rights or confidentiality;
• host malware, phishing pages, or anything designed to damage a visitor's device;
• run it as a general-purpose file host, CDN or backup target for material unrelated to production work;
• resell, sublicense or white-label the service to third parties, unless your plan explicitly includes that;
• circumvent plan limits, share seats between people, or automate account creation;
• attempt to reach another workspace's data, probe for vulnerabilities without our written permission, or run load or penetration tests against production;
• scrape the product, or drive it through automation that is not the published API;
• upload personal data you have no lawful basis to process, or special-category data the service was never designed to hold — health records, biometric identifiers and the like.

Reporting a security flaw in good faith is not a breach of this section. The rules for that are on the security page.

10. Your clients

The client logins you create are yours to manage: you set the password, the scope, the download permission and the expiry, and you can revoke any of them instantly. Your clients are not our customers and have no contract with us. As between you and us, you are responsible for who you give access to and for what they do with what you show them.

We will not contact your clients for any purpose of our own. The only email they receive from this platform is the transactional message you cause the product to send.

11. Availability and support

We aim for the service to be available at all times and we plan maintenance for hours when European productions are least likely to be showing work to a client. Where downtime is planned and material, we give notice in the app and by email.

Support is by email, in English, on working days. Plans that include priority support are answered first; an agreed service level applies only where your plan or order form says so in writing.

12. Suspension

We may suspend a workspace, or specific content in it, without notice where there is a credible threat to the platform or to other customers, where we are required to by law, or where section 9 has been breached in a way that cannot wait. Otherwise we give notice and a reasonable opportunity to fix the problem first.

Suspension is a pause, not a deletion. Where the cause is remedied, access is restored.

13. Termination and your files

You may cancel at any time from the billing screen, effective at the end of the period you have paid for. You may delete your workspace outright whenever you choose. We may terminate for a material breach that is not fixed within 30 days of written notice, for non-payment as described in section 6, or on 90 days' notice if we discontinue the service — in which case we refund the unused part of any prepaid term.

What happens to your files, plainly:

• You keep access for 30 days after a subscription ends. The workspace is read-only: you can sign in, browse and export everything, but not upload.
• After 30 days the workspace is deleted. The storage subtree holding your material is removed from disk and the database rows are deleted.
• Copies in encrypted backups expire on the rolling 30-day backup cycle. After that, no copy of your material remains on our systems.
• If you delete the workspace yourself, the same purge runs immediately rather than after 30 days. That is the point of the button, so it does not ask twice for nothing.
• Invoices and the accounting records behind them are kept for as long as tax law requires, regardless of everything above.

Export your material before the 30 days run out. We will help if an export of that size needs help — ask before the window closes, not after.

14. Data protection

For everything in your workspace you are the controller and we are the processor. The data processing agreement governs that relationship and is incorporated into this contract; it can be signed separately if your own client or broadcaster requires a countersigned copy. How we handle personal data for which we are the controller is set out in the privacy policy.

15. Confidentiality

Each side keeps the other's confidential information confidential, uses it only to perform this contract, and protects it at least as carefully as its own. Your material — unreleased campaigns, casting, scripts, scouting — is confidential information by default and we treat it as such. The obligation survives termination by three years, and indefinitely for anything that is a trade secret.

16. Warranties

We warrant that we will provide the service with reasonable skill and care, in accordance with what is described on this website. We do not warrant that the service will be uninterrupted or error-free, or that it will meet a requirement you have not told us about. Beyond what is stated here and what cannot be excluded by law, all other warranties, conditions and terms implied by statute or common law are excluded.

Keep your own copies. Scout Lane is a delivery and review platform, not an archive of record. We take backups and we take them seriously, but the master of your production material should live somewhere you control.

17. Liability

Neither side excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that, neither side is liable for loss of profit, loss of business, loss of anticipated savings, loss of goodwill, or any indirect or consequential loss, however arising.

Subject to the two paragraphs above, each side's total liability arising out of this contract in any twelve-month period is limited to the fees you paid in the twelve months immediately before the event giving rise to the claim. Where the claim arises during a free trial, the limit is one hundred euro.

Nothing in this section limits your obligation to pay the fees you owe.

18. Indemnity

You indemnify us against claims brought by a third party arising from the material you upload or the access you grant — copyright, image rights, confidentiality, data protection — provided we notify you promptly, let you control the defence, and do not settle without your consent.

19. General

Changes to these terms. We may update them. Material changes are notified to account holders by email at least 30 days before they take effect; if you do not accept a material change, cancel before it does and we refund the unused part of any prepaid term.

Changes to the service. The product will change — that is what a product does. We will not remove a feature your plan is sold on without 60 days' notice and the option to cancel with a pro-rata refund.

Assignment. You may not assign this contract without our consent, not to be unreasonably withheld. We may assign it to a successor in a merger or sale of the business, on notice to you.

Force majeure. Neither side is liable for a failure caused by something genuinely outside its control, for as long as that lasts.

Severability. If a provision is held unenforceable, the rest stands.

Entire agreement. This contract, the privacy policy, the data processing agreement and any signed order form are the whole of what is agreed between us, and replace anything said beforehand.

Notices. Notices to us go to hello@scoutlane.com and to the registered address below. Notices to you go to the email address on the workspace, so keep it current.

20. Governing law

This contract is governed by the law of the jurisdiction named below, and the courts there have exclusive jurisdiction over any dispute arising from it.

Last updated 12 September 2026. See also the privacy policy and the data processing agreement.