One System CRM

Terms of Service

Last updated: October 13, 2026

Thanks for using One System CRM (“One System”, “we”, “us”). These terms explain how our service works, what you can expect from us and what we expect from you. We’ve tried to keep them in plain language. Please read them before you sign up — by creating an account or using One System, you agree to them. If you’re signing up for a business, you confirm you’re allowed to agree on its behalf.

1. What One System is

One System is an online business system for small businesses. It includes a website assistant that changes your website when you ask (a WordPress website through our WordPress plugin, or a site built with code that loads its content from One System), a CRM for contacts and leads, conversations, calendars and bookings, payments and invoices, email marketing, a social media planner, reputation tools, website building, writing tools, Shield website monitoring and SEO tools. A few basics are free for every business; the rest is sold as separate monthly services: website changes, SEO, CRM and Shield.

2. Your account

  • You need to give us accurate details and keep your password safe. You’re responsible for what happens under your account, including what your team members do.
  • Each business has its own data, billing and services. One login can belong to more than one business (for example if you run two businesses, or a business adds you to its team). Admins can add team members; each person should have their own login.
  • You must be at least 18 and using One System for a business, not for personal or household purposes.
  • Tell us straight away at support@onesystemcrm.com if you think someone has accessed your account without permission.

3. Free plan, trials, services and payment

  • Signing up is free, and every business has the free plan: you can connect your website, ask for changes and see previews, keep up to 100 contacts with your website forms, use the free SEO tools and get a monthly Shield check.
  • Each paid service (website changes, SEO, CRM and Shield) can be tried once per business for 7 days, free and without a card, with a smaller amount of AI and messaging during the trial. When a trial ends, the service switches off unless you subscribe to it.
  • Businesses you add to an existing login are on the free plan but don’t get free trials. One login can have up to 3 businesses on the free plan only; to add more, subscribe to a paid service on one of them.
  • Services are billed monthly in advance through Stripe. Two services get 10% off and three or more get 20% off. Current prices are shown in Settings → Billing before you subscribe. Prices don’t include taxes unless we say so.
  • If we change a price, we’ll tell you at least 30 days before it applies to you.
  • If a payment fails, we’ll let you know and give you 7 days to fix it before your paid services are paused.
  • You can cancel anytime in Settings → Billing. Your services stay on until the end of the period you’ve paid for. We don’t refund partial months, except where the law requires it.

4. When services end or an account is paused

If a trial ends without a subscription, a payment stays unpaid after the grace period, or you cancel, the paid services switch off and your business is on the free plan: you keep your data and everything the free plan includes, and you can subscribe again at any time. If we pause an account (for example for misuse or an unpaid balance), it becomes read-only: you can still sign in, see your data, export it and manage billing, but you can’t make changes or send messages. We don’t delete your data automatically because of this. You can delete your account and data yourself at any time in Settings.

5. Changes to your website

The website assistant proposes changes and shows you a preview first. Nothing goes live until you (or someone on your team with permission) approve it, and every change can be undone from One System or from the One System page in WordPress. Because you approve each change, you’re responsible for what is published on your website.

  • The plugin only makes the kinds of changes it’s built for (text, images, links, SEO titles and descriptions, and — unless you switch it off — design settings like colors and fonts). It never runs code, edits theme or plugin files, or installs anything.
  • Some features (like Shield’s security fixes) stay off until a site administrator turns them on in WordPress.
  • For a site built with code, One System changes only the content items its developer put in the site’s content file, and serves that content to the site. If One System can’t be reached, the site shows the copy built into it. Design, layout and code stay with your developer.
  • Undo works for changes made through One System. It isn’t a full backup of your website. Please keep your own regular backups, for example with your hosting company.
  • Only connect websites you own or are authorised to manage.

6. AI features

Many features use artificial intelligence: the website assistant, writing tools, reply suggestions, summaries and more. AI can make mistakes, so please review what it suggests before you use or publish it. The free plan and each paid service include a monthly amount of AI use, measured in AI credits (trials include less), and you can buy more credits in Settings → Billing. If your business uses an unusual amount, we may pause AI features until the next month. If we allow your business to connect its own AI key, your AI provider bills you directly under its own terms.

7. Messages you send

When you send emails or text messages through One System (to leads, customers or campaign lists), you send them through your own providers (for example your Twilio, Mailgun, Postmark or SMTP account) and as the sender. You are responsible for having permission to contact people and for following the rules that apply to you — including consent, opt-out and anti-spam laws. One System honours unsubscribes and STOP replies automatically; please don’t try to work around them.

Shield text alerts. If you ask One System Shield to text you about your website, we send service alerts (down, back up, certificate or domain expiring) from One System’s own number to the mobile number you enter — at most 30 a month per business, message and data rates may apply. Only enter your own number, or one whose owner agreed. Reply STOP to stop or HELP for help; details on Shield text alerts.

8. Payments you take

If you take card payments from your customers, they go through your own Stripe or Square account, under that provider’s terms. One System never holds your money. You’re responsible for your prices, refunds, taxes and the products or services you sell.

9. Acceptable use

Please don’t use One System to:

  • send spam, or contact people who haven’t agreed to hear from you;
  • break any law, or infringe anyone’s rights (including copyright, trademarks and privacy);
  • collect sensitive information like health records, card numbers or government IDs through forms or chat — One System isn’t built or certified for that;
  • upload malware, attack or overload our systems or other people’s websites, or try to get around limits and security;
  • impersonate others, or publish misleading, hateful or harmful content;
  • resell or white-label One System without a written agreement with us.

If we see something that puts others or our service at risk, we may pause the affected feature or account. Where we can, we’ll explain why first and give you a chance to fix it.

10. Your content and data

Your content stays yours — your website content, contacts, messages, files and everything else you put into One System. You give us permission to store and process it only to run the service for you, keep it secure and support you. How we handle personal information is explained in our Privacy Policy. You can export your data, and you can delete your account at any time.

11. Other services

One System connects with services you choose, like WordPress, Google, Microsoft, Facebook, Instagram, LinkedIn, Stripe, Square and Twilio. Those services have their own terms, and they can change or stop features in ways we don’t control. We’ll do our best to keep connections working, but we can’t promise that every third-party feature will always be available.

12. Shield and the free website check

Shield and our free website health check look at your website from the outside, like a visitor would. They help you spot common problems, but they aren’t a full security audit, they can’t catch everything, and they don’t confirm compliance with any law or regulation. Shield’s File check (when a site administrator allows it in WordPress) and its hack alert look for common warning signs of a hacked website; they can’t prove a website is hacked or clean, and One System doesn’t clean websites — they never change or delete your files.

13. Our service

We work hard to keep One System fast, secure and available, and to keep improving it. Sometimes we’ll need short maintenance breaks, and occasionally something will go wrong. We may add, change or retire features; if we remove something important that you pay for, we’ll give you reasonable notice.

14. Disclaimers

Apart from what we expressly promise in these terms, One System is provided “as is”. To the extent the law allows, we don’t make other promises — for example that the service will be uninterrupted or error-free, or that AI suggestions, scan results or reports will always be accurate or bring particular business results.

15. Limitation of liability

To the extent the law allows, One System won’t be liable for indirect or consequential losses, such as lost profits, lost revenue, lost data or damage to reputation. Our total liability for any claim related to One System is limited to the amount you paid us in the 12 months before the claim. Nothing in these terms limits liability that can’t be limited by law.

16. If you break these terms

You agree to cover reasonable costs we face because of claims from others that result from your content, the messages you send or your breach of these terms.

17. Ending the service

You can stop using One System and delete your account at any time. We may suspend or close an account that seriously or repeatedly breaks these terms, or if we’re required to by law. If we close your account for a reason that isn’t your fault, we’ll give you notice and time to export your data.

18. Changes to these terms

We may update these terms as One System grows. If a change is significant, we’ll tell you by email or in the app at least 30 days before it takes effect. If you keep using One System after that, the new terms apply; if you don’t agree, you can cancel before then.

19. Contact

Questions about these terms? Email us at support@onesystemcrm.com — a real person will reply.