Terms & Conditions

1. Introduction

These Terms & Conditions govern your use of the FireVault fire safety compliance platform ("the Service"), operated by FireVault Ltd ("FireVault", "we", "us", "our"). By creating an account or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms.

2. Platform Role

FireVault is a software platform that assists with:

• Fire safety management
• Record keeping
• Document storage
• Task management
• Evidence management
• Communication

FireVault is not:

• The Responsible Person as defined under the Regulatory Reform (Fire Safety) Order 2005
• The Duty Holder
• The premises owner
• The employer
• The competent person carrying out a Fire Risk Assessment

FireVault provides digital tools to support fire safety management. FireVault does not assume any statutory or legal duties that belong to the Responsible Person, Duty Holder, or premises owner.

3. Definitions

• "Customer" — the organisation that has subscribed to the Service
• "User" — any individual granted access to the Service by a Customer
• "Compliance Data" — all inspection records, documents, assessments, and related data entered into the Platform
• "Platform" — the FireVault web application and associated services

4. User Responsibilities

Every User agrees they are responsible for:

• The accuracy of information entered into the Platform
• Updating records when circumstances change
• Completing actions and tasks assigned to them
• Maintaining premises safety independently of the Platform
• Ensuring competent persons are engaged for fire safety activities
• Reviewing changing circumstances that may affect fire safety

5. Business User Acknowledgement

Business Users acknowledge that they remain responsible for:

• Fire safety arrangements at their premises
• Appointing competent persons to carry out fire risk assessments
• Implementing recommendations arising from assessments
• Maintaining compliance records
• Ensuring compliance with applicable fire safety legislation

6. No Guarantee of Compliance

FireVault does not guarantee that any premises is compliant with fire safety legislation.

FireVault helps you monitor and manage fire safety information. Compliance remains dependent on:

• Individual circumstances
• Actions taken by the Responsible Person
• Professional judgement of competent persons
• Legal duties under applicable legislation

FireVault must never be interpreted as a statement that a premises is compliant.

7. Data Accuracy

Users are responsible for ensuring that:

• Information entered into the Platform is accurate
• Documents stored are current and valid
• Records are complete and up to date

FireVault is not responsible for:

• Incorrect information uploaded by users
• Missing information
• Outdated documents
• Errors resulting from inaccurate data entry

8. Digital Evidence

Photographs, documents, and records uploaded by users are user-generated information. FireVault does not independently verify the accuracy, authenticity, or completeness of uploaded evidence unless specifically stated in writing.

9. Account and Access

• Customers must provide accurate information when registering
• Customers are responsible for managing user access and assigning appropriate roles
• Each User must maintain the confidentiality of their login credentials
• Customers must notify FireVault immediately of any unauthorised access

10. Account Security

Users agree to:

• Protect their login details and not share them with unauthorised individuals
• Not share accounts between users
• Report suspected security breaches to FireVault immediately
• Use the Service in accordance with all applicable laws

11. Intellectual Property

The FireVault Platform, including its design, software, branding, and documentation, is the intellectual property of FireVault Ltd. Customers retain ownership of all Compliance Data they upload.

12. Limitation of Liability

FireVault provides the Service on a "best efforts" basis. To the maximum extent permitted by law:

• FireVault's liability is limited to the subscription fees paid in the preceding three months
• FireVault is not liable for indirect, consequential, or loss of profit damages
• FireVault is not liable for any failure to achieve compliance, as compliance depends on factors outside FireVault's control

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

13. Termination

• Customers may cancel their subscription at any time
• Access continues until the end of the current billing period
• Customers may export their data before account closure
• FireVault may suspend or terminate accounts that breach these Terms
• Data is permanently deleted 30 days after account closure, subject to legal retention requirements

14. Changes to Terms

We may update these Terms from time to time. Material changes will be notified by email at least 30 days before taking effect. Users may be required to re-accept updated Terms upon next login.

15. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact

For questions about these Terms, contact us at info@fire-vault.co.uk.