PIIQ Pricing Rules V2.3

Introduction

The PIIQ pricing model has been designed to provide maximum flexibility and pricing transparency for compliance professionals and organizations of all sizes, from individual practitioners to large enterprises processing PII identification, DSARs, and FOIAs.

This document defines the operational rules governing subscriptions, credit management, upgrades, Size Cap protection, On-Premises options, and cancellation procedures.

1. Subscription Choice and Upgrading

1.1 Plan Selection

1.1.1 Available Plans

Users may select from four subscription tiers:

1.1.2 Initial Subscription Requirements

• Payment in Advance: All subscription fees must be paid before service access is granted.
• Account Registration: Users must provide accurate account information and accept all Terms & Conditions, Privacy Policy, and Data Processing Agreement.
• Credit Pack Selection: Users with Advanced or Pro plans must select a credit tier (Tier 1 or Tier 2) at subscription.
• Essentials Exception: Essentials plan subscribers are not required to purchase a credit pack upfront and may use ad hoc credit purchases.

1.2 Plan Upgrades

1.2.1 Upgrade Eligibility

Users may upgrade from Essentials → Advanced → Pro → Enterprise at any time during their subscription period.

1.2.2 Upgrade Process and Fees

• Immediate Upgrade: Upgrades take effect immediately upon payment.
• Prorated Subscription Fee: User pays the difference between current and new plan subscription fee, prorated for remaining subscription period.
• Credit Pack Purchase Required: User must purchase a credit pack at the new plan's pricing tier upon upgrade.
• Existing Credits Retained: All previously purchased credits remain valid and carry over to the new plan.

1.2.3 Tier Changes Within Same Plan

Users on Advanced or Pro plans may switch between Tier 1 and Tier 2:

• Upgrade to higher tier: Purchase larger credit pack at time of switch.
• Downgrade to lower tier: Not permitted mid-subscription. Users may select the lower tier at renewal.

1.3 Subscription Renewal

• Automatic Renewal: Unless cancelled, subscriptions automatically renew at the end of the billing period.
• Renewal Pricing: Renewals occur at current rates. Nearfield.ai will provide 30 days' written notice of any price changes.
• Unused Credits Carry Over: Annual plan credits remain valid for 12 months from purchase. Credits purchased but unused at renewal carry over and do not expire.

2. Ad Hoc Credit Purchases Within Each Plan

2.1 Purpose and Availability

Ad hoc credit purchases provide Users with flexibility to meet demand without purchasing a full credit pack. This option is available to all PIIQ users across all plans.

2.2 Pricing Structure

2.3 Purchase Rules

• Ad Hoc Purchase: May only be purchased after a full credit pack has been purchased.
• No Minimum Purchase: Ad hoc credits may be purchased in any quantity as required.
• No Maximum Limit: There is no maximum limit on ad hoc purchases.
• Payment Required Before Use: Ad hoc credits must be paid in advance before processing can commence.
• Real-Time Balance Tracking: Users can view their credit balance in the account dashboard in real-time.
• No Expiration: Ad hoc credits purchased on annual plans remain valid for 12 months from purchase date.

2.4 When to Use Ad Hoc Credits

• Demand Spikes: Handling unexpected increases in DSAR volume without committing to a larger plan.
• Credit Depletion: Topping up when credit pack runs low before renewal.
• Infrequent Users: Essentials users only who process occasional DSARs and prefer pay-as-you-go pricing.
• Cash Flow Management: Supporting cost management by purchasing only what's needed immediately.

3. Size Cap Protection

3.1 Purpose

Size Cap Protection provides Users with predictable, capped pricing for processing exceptionally large files. This protects Users from unexpectedly high costs when handling large DSARs or FOIAs while maintaining cost transparency.

3.2 Availability

Size Cap Protection is available to all PIIQ users across all plans (Essentials, Advanced, Pro, Enterprise). No additional subscription is required.

3.3 Pricing Structure

*Based on Essentials plan rate (£0.60/credit, 2 credits per MB)

3.4 How Size Cap Works

• User-Selected Option: Size Cap Protection is a self-selection option. Users must opt to use Size Cap instead of their credit bank.
• File Size Warning: For any file size over 3,000 MB (3 GB), the system displays a warning message enabling the User to opt for Size Cap.
• Cost Comparison Display: Before processing begins, the system displays cost using regular credits vs Size Cap and amount saved.
• User Approval Required: User must select Size Cap and approve the charge before processing commences.

3.5 Credit Usage with Size Cap

Option 1: Use Credits from Credit Bank

Users may choose to process the large file using credits from their existing credit balance. Credits are calculated at the standard rate (2 credits per MB × file size in MB).

Option 2: Pay Separately at Size Cap Price

Users may elect to pay separately for the large file at the discounted Size Cap price instead of using credits. No credits are consumed, and the credit balance is preserved for future processing.

4. On-Premises Hosting Options

4.1 Purpose and Eligibility

On-Premises hosting is designed for organizations with internal GDPR protocols requiring data processing within their own infrastructure, or businesses with exceptional processing demand requiring dedicated infrastructure.

4.2 On-Premises Own (License Purchase)

• One-Time Purchase: £29,999.99 (perpetual license)
• Monthly License Fee: £2,499.99 per calendar month (PCM), payable in advance
• Credit Model: Unlimited processing — no credit purchases required
• Processing Capacity: 25,000 MB (25 GB) per processing cycle
• License Term: Perpetual (one-time purchase) with ongoing monthly license fee

4.3 Deployment and Implementation

• Infrastructure Requirements: Users must provide suitable server infrastructure (specifications provided upon request).
• Installation Services: Nearfield.ai provides installation, configuration, and initial training. Installation fees range from £2,000-£5,000 depending on complexity.
• Implementation Timeline: Typical deployment: 2-4 weeks from order confirmation.
• Data Sovereignty: All processing occurs within User's infrastructure — no data leaves User's environment.

5. Plan Cancellation

5.1 Cancellation Rights

Users may cancel their subscription at any time during the subscription period. Cancellation does not require cause or justification.

5.2 How to Cancel

• Via Account Dashboard: Navigate to Settings → Subscription → Cancel Subscription
• Via Email: Send cancellation request to compliance@nearfield.ai with account details
• Confirmation: User will receive written confirmation of cancellation within 48 hours (2 business days)

5.3 Effective Date of Cancellation

• End of Billing Period: Cancellation takes effect at the end of the current billing period.
• Continued Access: Users retain full access to the service until the end of the current subscription period.
• No Pro-Rata Refunds: Subscription fees are not prorated. Users receive full access for the entire period already paid.
• Auto-Renewal Disabled: Cancellation prevents automatic renewal.

5.4 Unused Credits

5.4.1 Voluntary Cancellation

• Non-Refundable: Credits purchased but unused at the time of cancellation are non-refundable, unless required by consumer protection law.
• 180-Day Grace Period: Unused credits remain available for 180 days post-cancellation should the User wish to reinstate service.
• Reinstatement: Users may reactivate their subscription within 180 days. All unused credits will be restored to their account.
• After 180 Days: Credits expire permanently. No refund or credit restoration available.

5.5 Data Access Post-Cancellation

• 30-Day Access to Outputs: All processed outputs and reports remain accessible for 30 days post-cancellation.
• Download Capability: Users may download all completed work during the 30-day period.
• Source Data Deletion: All uploaded Source Data is securely deleted 30 days after cancellation.
• Data Export Request: Users may request full data export within 30 days of cancellation. Export provided in PDF format within 10 business days.

Appendix: Quick Reference Tables

A.1 Plan Comparison Matrix

For questions regarding pricing, please contact:

Email: sales@nearfield.ai
Web: www.nearfield.ai
Phone: +66 (0) 640807911

Nearfield.ai Ltd | 44 Queens Avenue, Heaton Mersey, Stockport, SK4 3JW