Professional licensing

EXCHANGE is licensed annually for professional and organisational use.

Licensing is designed to be:

Predictable

Staff-based

Capped by active families

Free from per-case, per-export, or per-PDF fees

Licences are issued per organisation and support structured, time-stamped documentation for professional record-keeping.

Onboarding Model

EXCHANGE uses a two-phase onboarding model to ensure appropriate, compliant use of the platform.

Each phase serves a distinct purpose and applies at a different stage of engagement.

Pilot onboarding and professional onboarding are separate services.

Pilot onboarding supports evaluation only

Professional onboarding is mandatory for licensed, production use

Pilot Onboarding (Evaluation Phase)

Pilot onboarding supports time-limited evaluation of EXCHANGE prior to licensing.

Includes:

Pilot access setup

Staff walkthrough and evaluation guidance

Pilot documentation and reference materials

Support during the agreed pilot period

Important:

Pilot onboarding enables evaluation only

No production or licensed use is granted

Pilot access is time-limited

EXCHANGE should not be relied upon for compliance, audit, or formal record-keeping during a pilot

Pilot Options

Standard Pilot

£0 — Free

Duration: typically 6–8 weeks

Extended Pilot

£2,500–£3,500 (depending on organisation size)

Duration: up to 12–16 weeks

Includes extended evaluation support and structured feedback review.

Extended pilots are offered where organisations require additional time or operational complexity to assess suitability.

There is no obligation to convert following any pilot.

Professional Onboarding (Production Phase)

Professional onboarding is mandatory for all paid licences, including organisations that previously completed a pilot.

It enables licensed, operational use of EXCHANGE.

Includes:

Production environment setup

Activation of licence limits and access controls

Confirmation of permitted use and licensing scope

Operational guidance and documentation

Onboarding acknowledgement for audit purposes

Professional onboarding is required regardless of prior pilot participation.

Professional Onboarding Fee

£2,500–£5,000

Final cost depends on organisation size and operational complexity.

Safeguarding, multi-department, or regulated public-sector deployments typically fall at the upper end of the range.

Licence Options

All licences include:

Licensed staff access

Active family caps per tier

Unlimited records, receipts, and exports per active family

Archiving and reuse within the licensed cap

Support for:

Family documentation

Child safeguarding documentation

Adult safeguarding documentation

No per-case, per-export, or per-PDF charges

Licence Terms

1-year

2-year (discounted)

3-year (best value)

Licences are billed annually or monthly, depending on agreement.

Licence Tiers

Small Team

£120 / month (£1,440 / year)

Up to 5 staff users

Up to 25 active families

Exceeding cap:

+10 families → £300 / year

Medium Team

£240 / month (£2,880 / year)

Up to 15 staff users

Up to 75 active families

Exceeding cap:

+25 families → £600 / year

Large Team

£480 / month (£5,760 / year)

Up to 50 staff users

Up to 250 active families

Exceeding cap:

+50 families → £1,200 / year

Authority / Enterprise

From £750–£1,500 / month

(£9,000–£18,000 / year)

Typical engagements include:

50–150 staff

500–1,500 active families

Department-level caps

Annual true-up

Multi-year options available

What is an “Active Family”?

An active family is one with open records or ongoing tracking.

Completed families may be archived and replaced, allowing organisations to remain within their licensed cap without additional cost.

VAT & Taxes

• UK: VAT charged where applicable

• US: Pricing excludes sales tax unless required

Pilots are offered to assess operational fit and suitability only.

There is no obligation to convert following any pilot.