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Terms • Business use • UK workflows

Terms of Service (business use)

These Terms govern use of Fire Door App as a software service. The service supports compliance workflows and evidence retention, but does not provide legal advice and does not guarantee compliance.

  • No compliance guarantee — you remain responsible for competent decisions, actions, and legal duties.
  • No accreditation checks — we do not verify whether your users are “accredited” or competent.
  • Keep accounts secure — use strong passwords, enable 2FA where available, and only invite authorised users.
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  • Business use
  • No legal advice
  • No compliance guarantee
  • 2FA supported
  • UK workflows

Version: v1.0

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Section 1 of 3

1. Overview

These are the Terms of Service for Fire Door App. They are written for business customers (B2B) and set out responsibilities, acceptable use, and liability.

  • B2B: you confirm you are acting for a business and have authority to bind your organisation.
  • Platform, not advice: Fire Door App provides workflow and record-keeping tools; it is not legal advice.
  • No compliance guarantee: outputs depend on your inputs and your Users’ decisions; you remain responsible for compliance and competence.
  • Client Portal: you control who you invite and what information is shared.

Section 2 is a plain‑English summary for convenience. Section 3 is the legally operative schedule. If there is any inconsistency, Section 3 applies.

At a glance

What these Terms are (and aren’t)

Business-use (B2B) No compliance guarantee No accreditation checks You control data sharing

Fire Door App is a workflow and record-keeping platform. It supports audits and evidence retention, but does not replace competent decisions or legal duties.

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Section 2 of 3

2. Key clauses (summary)

These clauses summarise the key points in a scan-friendly way. The full legal schedule is in Section 3.

Clause 1

Parties, business use, and definitions

These Terms apply between you (the business customer) and the operator of Fire Door App (“we”, “us”).

  • Business use: these Terms apply where you use the service for business purposes (including as a sole trader or an individual acting in the course of business). The service is not intended for consumer use.
  • Authority: you confirm you have authority to bind your organisation.
  • Workspace: a tenant environment containing your users and records.
  • Customer Data: all data you upload, enter, generate, or export.

Clause 2

Acceptance and updates

  • By creating an account, accessing, or using the service, you agree to these Terms.
  • If we change these Terms, we may require click-to-accept again for material changes.

Clause 3

Scope and boundaries

  • Workflow tool: supports compliance workflows and evidence retention (not legal advice).
  • No compliance guarantee: we do not guarantee compliance with legislation, standards, client requirements, or audit outcomes.
  • No accreditation checks: we do not certify, accredit, or verify whether Users are competent or “accredited”.
  • Jurisdiction: designed for UK workflows; use outside the UK is at your discretion and risk.

Clause 4

Accounts and security

  • You are responsible for activity under your Workspace and User accounts.
  • You must keep credentials secure and only allow authorised Users to access your Workspace.
  • You must promptly notify us of suspected unauthorised access.

Clause 5

Acceptable use

  • You must not access other customers’ data, probe for vulnerabilities, or interfere with service availability.
  • You must not upload unlawful content, infringe third‑party rights, or process personal data without a lawful basis.
  • You must not reverse engineer the service or use it unlawfully.
  • We may restrict or suspend access where reasonably necessary for abuse, unlawful use, or security risk.

Clause 6

Customer Data and exports

  • Your data: you control Customer Data and are responsible for accuracy and lawful use.
  • Sharing: you control what you share with clients, auditors, regulators, and third parties (including via exports).
  • Restricted data: do not upload special category data (e.g. health) unless you have a clear lawful basis and appropriate controls.
  • Backups: you should keep backups of critical records where needed for your retention policies.

Clause 7

Client Portal

  • The Client Portal lets your invited client contacts view information you choose to share.
  • You are responsible for who you invite, what they can access, and ensuring sharing is lawful and appropriate.
  • Portal user terms: your invited portal users are subject to our Client Portal Terms. You must ensure portal users are presented with and accept those terms where required (including on registration).

Clause 8

Trial, plans, and payments

  • Trial length and plan details are described on Pricing (or in a written order form).
  • Renewal: paid subscriptions renew each billing period unless cancelled before renewal.
  • Invoices & VAT: fees are exclusive of VAT (where applicable) and must be paid when due.
  • Invoice payment fee: if you connect Stripe and your client pays an invoice using a Pay now link generated by the service, we charge a 1% platform fee on the amount paid. This fee is billed monthly to your workspace subscription payment method. Refunds/chargebacks are credited on the next monthly run (Stripe dispute fees, if any, are not credited). GBP only.
  • Third‑party fees: Stripe and your bank may charge their own fees (e.g. card processing). Those fees are separate from our subscription and platform fees.
  • Non‑payment: we may suspend access for overdue fees (after reasonable notice where appropriate).
  • Pricing changes: we may change prices or plan definitions; material changes apply from the next billing period unless stated otherwise.
  • Refunds: fees are non‑refundable except where required by law or expressly agreed in writing.

Clause 9

Privacy, cookies, and data protection

  • Privacy & cookies notice: Privacy & cookies.
  • Where we process Workspace personal data on your instructions, you are the controller and we are the processor.
  • DPA: we provide a standard data processing addendum (DPA) on request, including security and subprocessor terms.
  • Incidents: we will notify you without undue delay if we become aware of a personal data breach affecting Workspace personal data.

Clause 10

Liability and key limits

  • Non‑excludable liability: nothing excludes or limits liability for death or personal injury caused by negligence, fraud/fraudulent misrepresentation, or any other liability that cannot be limited by law.
  • Excluded losses: subject to non‑excludable liability, we are not liable for indirect or consequential loss, loss of profit, loss of revenue, or loss of business.
  • Cap: subject to non‑excludable liability and any statutory reasonableness requirements, our total liability (in contract, tort, negligence, breach of statutory duty, or otherwise) is capped at fees paid in the prior 12 months or £1,000 (whichever is greater).

Section 3 of 3

3. Full legal schedule

This schedule is the legally operative part of the agreement. It expands on Section 2 and adds standard contractual terms (billing, data handling, IP, confidentiality, termination, indemnity, and governing law).

Interpretation and order

  • Agreement: these Terms consist of Section 2 (summary) and this Section 3 (schedule), plus any written order form agreed between us.
  • Order of application: if there is any inconsistency, this schedule applies. A written order form (if any) applies over these Terms for the relevant commercial terms only (for example pricing, plan/usage definitions, term, renewal, seat counts, allowances, and any agreed support/SLA).
  • Headings: headings are for convenience and do not affect interpretation.

Definitions

  • Services: the Fire Door App platform and related hosted services we make available to you.
  • Workspace: the tenant environment created for your organisation (including its Users and records).
  • Users: individuals you authorise to access your Workspace (including your employees, contractors, and invited Client Portal users where applicable).
  • Customer Data: all data you or your Users upload, enter, generate, store, or export via the Services.
  • DPA: a data processing addendum agreed between the parties that applies where we act as a processor for Workspace personal data.

Fees, billing, and taxes

  • Plans: plan definitions, trial allowances, and pricing are set out on Pricing and/or a written order form.
  • Renewal: unless cancelled, subscriptions renew automatically each billing period. Cancellation takes effect at the end of the current period unless stated otherwise.
  • No proration: unless required by law, we do not provide refunds or credits for partial periods, unused time, or unused allowances.
  • Usage charges: where a plan includes usage-based billing, usage may be calculated and billed in arrears.
  • Invoices & VAT: fees are exclusive of VAT (where applicable). You must pay invoices when due and keep payment details up to date.
  • Non‑payment: we may suspend access for overdue amounts (after reasonable notice where appropriate) and may charge statutory interest and reasonable recovery costs where applicable.
  • Refunds: fees are non‑refundable except where required by law or expressly agreed in writing.
  • Changes: we may change prices, plan definitions, or usage rules. Material changes will be communicated and (unless otherwise stated) apply from the next billing period.

Service availability and support

  • The service is provided on an “as available” basis; planned maintenance and updates may occur.
  • We may change the service to improve security, reliability, or usability.
  • Support is provided via the in‑app Support area (sign in) and the Contact page.

Data protection, security, and subprocessors

  • Roles: for Workspace Customer Data, you are typically the controller and we act as processor. For our own account administration, billing, and service logs, we act as controller.
  • Security: we maintain appropriate technical and organisational measures designed to protect Workspace Customer Data against unauthorised access, loss, or alteration.
  • Personal data breaches: if we become aware of a personal data breach affecting Workspace personal data, we will notify you without undue delay and provide information reasonably required to support your compliance obligations.
  • Subprocessors: we may use third‑party subprocessors (e.g. hosting, email delivery, analytics). We publish a high‑level subprocessor overview in Privacy & cookies, and we provide a current named subprocessor list (including locations) on request.
  • DPA: we will provide a standard data processing addendum (DPA) on request (for example for procurement). If a DPA is executed, it applies to the extent it covers processor obligations for Workspace Customer Data.

Data access, retention, and deletion

  • Timelines: the timeframes below are targets for operational clarity and may vary depending on plan, account status, support needs, security, or legal requirements.
  • During the term: you can access and export Customer Data using the service features available to your plan. You are responsible for maintaining your own backups where needed.
  • Export window: you should export Customer Data before termination. Following termination we will typically keep Customer Data available for export for around 30 days, after which we may begin deletion.
  • Deletion timeline: we will typically delete remaining Customer Data within around 90 days after the end of the export window, unless we must retain it for legal or legitimate business purposes.
  • Backups: residual copies may persist in encrypted backups for up to around 180 days (depending on operational backup cycles) before being overwritten.
  • Legal obligations: we may retain information as required by law, to resolve disputes, or to enforce these Terms.

Third‑party services

  • The service may integrate with third‑party services (including payment processors such as Stripe) and may rely on third‑party infrastructure (such as hosting and email delivery).
  • Third‑party services may be subject to their own terms and privacy policies. We are not responsible for third‑party services that are not under our control.

Intellectual property

  • We own the service and all related IP rights, excluding Customer Data.
  • Licence to you: you receive a limited, non-exclusive right for your business and authorised Users to use the service during your subscription/trial.
  • Licence to us: you grant us a worldwide licence to host, process, transmit, and display Customer Data to provide the service and as otherwise instructed by you through the service.
  • Feedback: if you provide suggestions or feedback, you grant us a right to use it without restriction or obligation (without affecting confidentiality).

Limitation of liability

  • Non‑excludable liability: nothing excludes or limits liability for death or personal injury caused by negligence, fraud/fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.
  • Excluded losses: subject to non‑excludable liability, we are not liable for indirect or consequential losses, or loss of profit, revenue, or business.
  • Cap: subject to non‑excludable liability and any applicable statutory reasonableness requirements, our total aggregate liability (in contract, tort, negligence, breach of statutory duty, or otherwise) arising out of or in connection with the service is capped at fees paid by you in the 12 months preceding the event giving rise to the claim, or £1,000 (whichever is greater).
  • Risk allocation: you acknowledge this limitation is a fundamental part of the pricing and risk allocation for the service.

Confidentiality

  • Each party may receive the other’s confidential information in connection with the service.
  • Each party will protect the other’s confidential information and use it only to perform obligations and exercise rights under these Terms.
  • Exclusions: confidentiality obligations do not apply to information that is public (other than through breach), already known without restriction, independently developed without reference to the confidential information, or rightfully received from a third party without restriction.
  • Required disclosure: a party may disclose confidential information where required by law or a competent authority, provided it gives notice (where legally permitted) and cooperates to seek protective treatment.
  • Survival: confidentiality obligations continue for 3 years after termination, except for trade secrets which remain protected while they remain trade secrets.

Suspension and termination

  • You can stop using the service at any time.
  • We may suspend or terminate access where reasonably necessary for misuse, unlawful activity, non-payment (where applicable), or a security risk.
  • On termination you must stop using the service and ensure your Users do the same.

Disclaimers

  • The service provides workflow tools and record-keeping features. Outputs depend on your inputs and your Users’ decisions and actions.
  • Except as required by law, we provide the service without warranties (including fitness for a particular purpose) and do not warrant error‑free or uninterrupted operation.

Indemnity

  • Scope: you will indemnify us against claims arising from Customer Data, your sharing decisions (including Client Portal access), or your breach of these Terms.
  • Process: we will notify you of a claim as soon as reasonably practicable. You may control the defence and settlement provided you do not admit liability or settle without our prior written consent (not to be unreasonably withheld).
  • Step‑in: we may take over the defence (at your cost) if you do not diligently defend, if there is a conflict of interest, or if the claim could materially harm our reputation or the service.
  • Cooperation: each party will provide reasonable cooperation at the other’s expense for defending the claim.

Force majeure

  • Neither party is liable for delays or failures caused by events outside reasonable control.

General

  • Entire agreement: these Terms (and any written order form) are the entire agreement for the service.
  • No reliance: each party acknowledges it has not relied on any statement or representation not set out in these Terms, except in the case of fraud or fraudulent misrepresentation.
  • No third‑party rights: these Terms do not confer any rights on any person under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms.
  • Severability: if any clause is unenforceable, the rest remains in effect.
  • Assignment: you may not assign without our consent; we may assign as part of a restructure or sale of the business.
  • Notices: notices must be sent in writing. We may contact you via email to the workspace owner email address for your account. You may contact us via privacy@firedoorapp.co.uk .
  • Notice delivery: email is “in writing”. A notice is deemed received: (a) if sent by email, when it is delivered to the recipient’s email address (provided the sender does not receive a delivery failure), or if outside normal business hours, at 9:00am UK time on the next business day; or (b) if sent by post and we have a registered address on file, 2 business days after posting.

Governing law

  • These Terms are governed by the laws of England and Wales.
  • The courts of England and Wales have exclusive jurisdiction.