Create & Update your Health & Safety Zone account

Last updated: 2 June 2026

1: Introduction

1.1 Purpose of Agreement
These Terms and Conditions (hereinafter referred to as the "Terms") govern the use of the Health & Safety Zone platform and are legally binding upon completion of purchase or signup. By proceeding, User(s) agree to these Terms and acknowledge their obligations under all referenced policies.

1.2 Scope of Terms
These Terms apply to all aspects of the platform, including subscriptions, purchases, account registration, and the use of compliance services.

1.3 About Us
The platform is operated by Health & Safety Zone Limited, a private limited company incorporated in England and Wales under company number 17232584, with its registered office at Suite 1a, 34 West Street, Retford, Nottinghamshire, England, DN22 6ES (the "Company", "we", "us", or "our").

1.4 Definitions
In these Terms: "Company" means Health & Safety Zone Limited; "Platform" means the Health & Safety Zone software, website, tools, templates, and document-generation features; "User(s)", "you", or "your" means any person or organisation that registers for, subscribes to, or uses the Platform; "Generated Document" means any document, template, or output created by a User using the Platform; "Competent Person" means a person with sufficient training, knowledge, experience, and authority to review and approve health and safety documentation; and "Policies" means the incorporated policies referred to in Section 2.

2: Acceptance of Policies

2.1 Reference to Incorporated Policies
By subscribing or signing up, User(s) confirm their agreement to the following policies, which are integral to these Terms:

• Subscription Agreement Policy: Details on subscription tiers, payment terms, and upgrades.
• Data Protection and Privacy Policy: Information on data usage and protection.
• Service Level Agreement (SLA) Policy: Performance guarantees and remedies.
• Liability and Indemnification Policy: Limitations of liability and indemnity obligations.

2.2 User Obligation to Review Policies
User(s) are required to read and understand the referenced policies before subscribing. Continued use of the platform indicates acceptance.

2.3 Order of Precedence
In the event of any conflict or inconsistency between these Terms and any referenced Policy, these Terms shall prevail unless the relevant Policy expressly states otherwise.

3: Purchasing and Subscription Terms

3.1 Subscription Tiers
User(s) may select from various subscription tiers, each offering specific features. Upgrades may be made at any time, with remaining credits applied toward the upgraded tier.

3.2 Pricing and Payment
All payments are processed in GBP (£). For transactions involving other currencies, exchange rates are determined by the payment processor. The Company is not currently VAT registered and prices are not subject to VAT; should the Company become VAT registered, applicable VAT will be added in accordance with law.

3.3 No Refunds
Save for the statutory rights of consumers set out in clause 3.6 and any rights that cannot be excluded by law, all payments are final, and refunds will not be provided for unused time, inability to use the service, or lack of understanding of platform functionality.

3.4 Automatic Renewal
Subscriptions automatically renew at the end of each term unless cancelled before the renewal date. Renewals are charged at the then-current price for the relevant tier. The Company will give reasonable advance notice of any increase in the renewal price.

3.5 Cancellation Policy
User(s) who cancel their subscriptions will retain access until the end of the current billing cycle. Cancellation must be completed prior to the renewal date to avoid charges for the next term.

3.6 Consumer Cancellation Rights
The Platform is intended for business and professional use. Where a User is a consumer, the User has a statutory right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 to cancel within 14 days of entering into the contract. By signing up and accessing the Platform, the User expressly requests that the service begins immediately and acknowledges that, once the service has been fully performed or any digital content has been accessed or used, the statutory right to cancel is lost. Where the right to cancel applies and is validly exercised before the service has been fully performed, the Company may deduct a proportionate charge for the service already provided.

3.7 Failed Payments and Suspension
The Company may suspend or restrict access to the Platform where a payment is declined, reversed, or otherwise not received. Access will normally be restored once outstanding sums are paid in full.

4: User Responsibilities

4.1 Accurate Account Information
User(s) must provide accurate details during signup and maintain updated account information.

4.2 Secure Use of Accounts
User(s) are responsible for the security of their account credentials and must immediately report any unauthorised access.

4.3 Adherence to Usage Guidelines
User(s) must comply with these Terms, including the acceptable use provisions in clause 4.7, and with the Subscription Agreement Policy.

4.4 Single Account Policy

User(s) may not register, operate, or otherwise make use of multiple accounts to circumvent subscription tier limits, restrictions, or other platform controls. The Company actively monitors account activity for compliance with this clause. Where activity is identified as being in breach, the accounts involved will be placed under administrative review and document generation and related services will be suspended pending the outcome. The Company reserves the right to suspend or terminate any account found to be in breach, without refund, in accordance with Section 3.2.

4.5 Permitted Use and Restrictions
User(s) must use the Platform only for lawful purposes and in accordance with these Terms. User(s) must not, and must not permit any third party to: copy, resell, sub-licence, rent, or commercially exploit the Platform or its templates other than to produce their own health and safety documentation; reverse engineer, decompile, or attempt to derive the source code of the Platform except to the extent permitted by law; introduce malicious code; scrape, harvest, or extract data by automated means; or use the Platform in any way that infringes the rights of others or brings the Company into disrepute.

4.6 User Inputs and AI-Assisted Features
Certain features may use automated or AI-assisted processing to help generate documents based on information supplied by the User. User(s) are solely responsible for the information they input and warrant that they have the right to provide it. User(s) must not input any personal, special category, confidential, or unlawful data unless they are entitled to do so and have any necessary consents. The accuracy and suitability of any output depends on the information provided by the User.

4.7 Acceptable Use
User(s) must use the Platform responsibly and lawfully. In particular, User(s) must not: (a) use the Platform for any unlawful, fraudulent, harmful, or deceptive purpose; (b) infringe the intellectual property, privacy, or other rights of any person; (c) upload, generate, or transmit any material that is unlawful, defamatory, obscene, malicious, or that contains viruses or other harmful code; (d) attempt to gain unauthorised access to, interfere with, disrupt, or place undue load on the Platform, its servers, or its security or access controls; (e) impersonate any person or misrepresent any affiliation; (f) use the Platform, its templates, or any output to build, train, or provide a competing product or service; or (g) knowingly produce, approve, or circulate any document that is false or misleading in a manner that may endanger health or safety. The Company may investigate suspected breaches and suspend or terminate access in accordance with Section 9. This clause is in addition to, and does not limit, the restrictions in clause 4.5.

4.8 Your Records and Document Retention
User(s) are responsible for retaining their own copies and records of any finalised, reviewed, and approved documents. The Platform is not a system of record or a backup service, and the Company does not guarantee the retention, availability, or recoverability of any document or data stored on the Platform. User(s) should download and securely store final documents outside the Platform.

5: Platform Usage and Service Limitations

5.1 Service Availability
The Company provides the platform "as-is" and "as-available" and does not guarantee uninterrupted access or error-free functionality.

5.2 Changes to Services
The Company reserves the right to modify subscription features, prices, or platform functionality with reasonable notice.

5.3 Nature of the Platform
Health & Safety Zone is a tool-based software platform that provides templates, frameworks, and document-generation features intended to assist User(s) in producing their own health and safety documentation. The platform is an aid to document creation only. It does not act as, replace, or assume the role of the User’s health and safety personnel, competent person, or HSEQ function, and nothing within the platform or any document it generates constitutes professional, legal, or health and safety advice.

5.4 Document Disclaimer and Review Obligation
All documents produced using the platform are provided as draft starting points only and are not suitable for use, commissioning, or circulation in their generated form. User(s) acknowledge and agree that every such document must be independently reviewed, verified, amended where necessary, and formally approved by the relevant stakeholders and a competent person prior to its commissioning, publication, distribution, or reliance upon it. The suitability, accuracy, completeness, and legal compliance of any document remain the sole responsibility of the User.

5.5 Statutory Responsibility
Use of the platform does not discharge, transfer, or diminish any statutory or regulatory duty owed by the User as an employer, duty-holder, or responsible person, including those arising under applicable health and safety legislation. Such duties remain at all times with the User. The Company accepts no liability for any loss, damage, injury, or non-compliance arising from documents that have not been reviewed and approved in accordance with clause 5.4, or from the User’s reliance on the platform in place of its own competent advice.

5.6 No Warranties
To the fullest extent permitted by law, the Platform and all templates, frameworks, and outputs are provided without warranties or representations of any kind, whether express or implied, including any implied warranties of satisfactory quality, fitness for a particular purpose, accuracy, completeness, or non-infringement. The Company does not warrant that the Platform or any document it helps generate will meet the User’s requirements, comply with any particular law or standard, or be free from errors or omissions. Nothing in this clause affects the statutory rights of a User who is a consumer.

6: Intellectual Property

6.1 Ownership of the Platform
The Platform, including its software, design, branding, templates, frameworks, and all related intellectual property rights, is and remains the exclusive property of the Company or its licensors. No rights are granted to the User other than the limited right to use the Platform in accordance with these Terms.

6.2 Generated Documents
Subject to payment of all applicable fees, the Company grants the User a non-exclusive licence to use, adapt, and reproduce the documents the User generates using the Platform for the User’s own internal business and compliance purposes. The User is responsible for the final content of any Generated Document following review and approval under clause 5.4. The Company retains all rights in the underlying templates and frameworks.

6.3 Feedback
Where a User provides feedback or suggestions regarding the Platform, the Company may use them without restriction or obligation.

7: Limitation of Liability

7.1 Liabilities Not Excluded
Nothing in these Terms excludes or limits the Company’s liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; any breach of the statutory rights of consumers that cannot be excluded by law; or any other liability that cannot lawfully be excluded or limited.

7.2 Exclusion of Certain Losses
Subject to clause 7.1, the Company shall not be liable, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any: loss of profit, revenue, business, contracts, or anticipated savings; loss of goodwill or reputation; loss or corruption of data; regulatory fines, penalties, or enforcement action; or any indirect, special, or consequential loss, in each case howsoever arising and even if foreseeable.

7.3 Cap on Liability
Subject to clause 7.1, the Company’s total aggregate liability to the User arising out of or in connection with these Terms and the use of the Platform shall not exceed the total fees paid by the User to the Company in the twelve (12) months immediately preceding the event giving rise to the claim.

7.4 Basis of Provision
The User acknowledges that the limitations and exclusions in this Section and elsewhere in these Terms are reasonable having regard to the nature of the Platform as a document-creation tool, the requirement for independent review under clause 5.4, and the fees charged.

7.5 Consumer Rights
Nothing in these Terms affects the statutory rights of any User who is a consumer, including rights under the Consumer Rights Act 2015 that services be provided with reasonable care and skill.

8: Indemnity

8.1 The User shall indemnify and hold the Company harmless against all claims, liabilities, losses, damages, costs, and expenses (including reasonable legal fees) arising out of or in connection with: the User’s breach of these Terms; the User’s use, publication, or circulation of any Generated Document, including any reliance placed on it by a third party; the User’s failure to review and approve documents in accordance with clause 5.4; or the User’s breach of any applicable law or third-party right. This clause does not apply to liability the Company is not permitted to pass on under clause 7.1.

9: Termination and Suspension

9.1 Termination by the User
The User may terminate by cancelling their subscription in accordance with clause 3.5.

9.2 Termination or Suspension by the Company
The Company may suspend, restrict, or terminate a User’s access immediately on notice where the User commits a material or repeated breach of these Terms, fails to pay sums due, or uses the Platform unlawfully or in a manner that risks harm to the Company or others.

9.3 Effect of Termination
On termination, the User’s right to access the Platform ceases. Any licence granted under clause 6.2 in respect of documents already generated and paid for shall survive. The Company may delete account data following termination in accordance with the Data Protection and Privacy Policy. Clauses that by their nature should survive termination (including Sections 5, 6, 7, 8, and 10) shall continue in force.

10: Data Protection

10.1 The Company processes personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018, and the Data Protection and Privacy Policy, which forms part of these Terms. By using the Platform, the User acknowledges that policy and is responsible for ensuring it has a lawful basis for any personal data it inputs into the Platform.

11: General

11.1 Variation of Terms
The Company may amend these Terms from time to time to reflect changes in law, regulation, or the Platform. Material changes will be notified to User(s) by email or via the Platform with reasonable notice. Continued use of the Platform after the effective date of any change constitutes acceptance of the amended Terms.

11.2 Force Majeure
The Company shall not be liable for any failure or delay in performance caused by events beyond its reasonable control, including but not limited to outages, failures of third-party providers, cyber-attacks, acts of God, or governmental action.

11.3 Severability
If any provision of these Terms is found to be invalid or unenforceable, that provision shall be severed and the remaining provisions shall continue in full force and effect.

11.4 Entire Agreement
These Terms, together with the referenced Policies, constitute the entire agreement between the User and the Company and supersede any prior arrangements, save that nothing limits liability for fraudulent misrepresentation.

11.5 Assignment
The User may not assign or transfer its rights under these Terms without the Company’s prior written consent. The Company may assign or transfer its rights and obligations to a successor or group company.

11.6 Waiver
No failure or delay by the Company in exercising any right shall operate as a waiver of that or any other right.

11.7 Third-Party Rights
A person who is not a party to these Terms shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its provisions.

11.8 Notices
Notices to the Company should be sent to the contact address in Section 14. Notices to the User may be sent to the email address associated with their account.

12: Governing Law and Jurisdiction

12.1 Legal Framework
These Terms are governed by the laws of England and Wales.

12.2 Dispute Resolution
All disputes will be resolved exclusively in the courts of England and Wales.

13: Acknowledgment and Agreement

By proceeding with the purchase or signup, User(s) confirm they have read, understood, and agreed to these Terms and all referenced policies.

14: Contact Information

For questions, contact info@healthsafetyzone.com.
Health & Safety Zone Limited, Suite 1a, 34 West Street, Retford, Nottinghamshire, England, DN22 6ES. Company number 17232584.

Last updated: 2 June 2026

1: Introduction

1.1 Who We Are
This Privacy Policy explains how Health & Safety Zone Limited, a private limited company incorporated in England and Wales under company number 17232584, with its registered office at Suite 1a, 34 West Street, Retford, Nottinghamshire, England, DN22 6ES (the "Company", "we", "us", or "our"), collects, uses, stores, and protects personal data when you use the Health & Safety Zone platform (the "Platform").

1.2 Scope of this Policy
This Policy applies to all User(s) of the Platform and forms part of, and should be read alongside, our Terms and Conditions. It is provided in accordance with the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.

1.3 Controller and Processor Roles
For personal data relating to your account, billing, and your use of the Platform, the Company acts as a data controller. For any personal data that you input, upload, or include within the documents you create using the Platform (including, for example, the names, roles, or health information of your employees or third parties contained within risk assessments, COSHH assessments, policies, or signatures), you are the data controller and the Company acts as a data processor acting on your instructions. As the controller of that content, you are solely responsible for ensuring you have a lawful basis to provide it to us and for the accuracy and lawfulness of that data.

2: Personal Data We Collect

2.1 We may collect and process the following categories of personal data:

• Account and registration data: name, email address, username, password (stored in encrypted form), job title, and contact details.
• Organisation data: company or organisation name, business address, company logos, branding, and other business identifiers you provide for use within your documents.
• Document content data: the information you enter into, upload to, or generate within the Platform, which may include the personal data of your employees, contractors, or third parties where you choose to include it.
• Digital signature data: electronic signatures, including reviewer and approver e-signatures applied within risk assessments, COSHH assessments, and other documents, together with associated metadata such as the signatory name, date, and time.
• Usage, log, and technical data: records of documents generated and saved, actions taken on the Platform, IP address, browser type, device information, and access logs.
• Communications data: any correspondence you send to us, including support requests.
• Payment-related data: limited transaction information such as subscription tier, amount, currency, and payment status. We do not collect or store your card or bank details — see Section 8.

3: How We Collect Your Data

3.1 We collect personal data: directly from you when you register, subscribe, configure your account, or create documents; automatically as you use the Platform (through logs and similar technologies); and from our payment processors in the form of limited transaction confirmations.

4: Legal Bases for Processing

4.1 We process personal data only where we have a lawful basis to do so under Article 6 of the UK GDPR, namely:

• Performance of a contract: to provide the Platform, manage your account, and deliver the services you have subscribed to.
• Legitimate interests: to operate, secure, maintain, and improve the Platform, prevent fraud and misuse, log activity, and communicate with you, provided such interests are not overridden by your rights.
• Legal obligation: to comply with our legal, regulatory, accounting, and tax obligations.
• Consent: where required, for example for certain marketing communications. You may withdraw consent at any time.

4.2 Where you include special category data (such as health information) within your documents, you, as the controller of that content, are responsible for identifying and satisfying the additional conditions for processing under Articles 9 of the UK GDPR.

5: How We Use Your Data

5.1 We use personal data to: create and administer your account; provide, operate, and maintain the Platform and its document-generation features; store and make available the documents you save; process subscriptions and payments; provide customer support; ensure security and prevent fraud or misuse; comply with legal obligations; and maintain, develop, and improve our services.

6: Digital Signatures and Document Security

6.1 Encryption of Signatures
All electronic signatures captured on the Platform are secured using AES-256-GCM encryption. Risk assessments and COSHH assessments additionally support reviewer and approver e-signatures applied within the document itself, which are protected by the same encryption standard.

6.2 Integrity
Encryption is applied to protect signature data against unauthorised access and tampering. While we apply robust technical measures, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

7: Document Storage, Logging, and Service Improvement

7.1 Storage
Documents you save, together with associated assets such as company names and logos, are stored on our systems so that they remain available to you within your account.

7.2 Logging
For security, auditing, troubleshooting, and service-improvement purposes, the Platform logs documents generated and key actions taken by User(s).

7.3 Service Improvement
We may use data relating to the use of the Platform and the documents generated, including in aggregated, de-identified, or anonymised form, to maintain, secure, analyse, develop, and improve our products, templates, and services. Where data is fully anonymised so that it no longer identifies any individual, it is no longer personal data and may be used without restriction. You should not include personal or special category data within documents beyond what is necessary for your purposes.

8: Payment Processing

8.1 Third-Party Processors
Payments are processed securely by our third-party payment providers, Stripe and PayPal. When you make a payment, your card and payment details are entered into and processed directly by Stripe or PayPal.

8.2 No Local Storage of Card Details
We do not collect, see, or store your full card numbers, bank details, or other sensitive payment credentials on our own systems. Such data is handled entirely by Stripe and PayPal under their own terms and privacy policies, which we encourage you to review. We receive only limited transaction information necessary to manage your subscription (such as confirmation of payment, amount, and status).

8.3 Stripe and PayPal act as independent controllers in respect of the payment data they process. Their handling of your data is governed by their respective privacy policies.

9: Special Category Data

9.1 Health and safety documents may, by their nature, contain special category data such as information about an individual’s health. Where you choose to include such data within your documents, you do so as the data controller and warrant that you have a valid lawful basis and an applicable Article 9 condition for doing so. We process such data only as a processor, on your instructions, for the purpose of providing the Platform to you. We recommend you minimise the inclusion of special category data wherever possible.

10: Sharing and Disclosure of Your Data

10.1 We do not sell your personal data. We may share personal data with:

• Sub-processors and service providers who help us operate the Platform, including cloud hosting and infrastructure providers, email and communication providers, and analytics providers, all of whom are bound by appropriate contractual obligations.
• Payment processors (Stripe and PayPal) to process transactions.
• Professional advisers such as lawyers, accountants, and auditors where necessary.
• Authorities or third parties where required to comply with a legal obligation, enforce our Terms, or protect our rights, property, or safety, or those of others.
• A successor in the event of a merger, acquisition, or sale of the business or its assets.

11: International Transfers

11.1 Some of our service providers, including payment processors, may process personal data outside the United Kingdom. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as an adequacy decision, the International Data Transfer Agreement, or Standard Contractual Clauses, as required by law.

12: Data Retention

12.1 We retain personal data only for as long as necessary for the purposes for which it was collected, including to provide the Platform, comply with our legal, accounting, and reporting obligations, and resolve disputes. Account and document data is generally retained for the duration of your account and for a reasonable period thereafter, after which it may be deleted or anonymised, subject to any legal retention requirements. You are responsible for retaining your own copies of finalised documents as set out in our Terms and Conditions.

13: Data Security

13.1 We implement appropriate technical and organisational measures to protect personal data, including encryption of signatures using AES-256-GCM, encrypted storage of passwords, access controls, and secure infrastructure. However, no system is completely secure, and we cannot guarantee the absolute security of data transmitted to or stored on the Platform. You are responsible for keeping your account credentials confidential.

14: Your Rights

14.1 Subject to the conditions and exemptions in the UK GDPR, you have the right to: be informed about how your data is used; access your personal data; have inaccurate data rectified; have your data erased in certain circumstances; restrict or object to processing; data portability; and withdraw consent where processing is based on consent.

14.2 Where the Company acts as a processor in respect of personal data contained within your documents, requests from individuals relating to that data should be directed to you as the controller, and we will assist you in responding as required by law.

14.3 To exercise your rights, contact us using the details in Section 21. We may need to verify your identity before responding.

15: Cookies and Similar Technologies

15.1 Strictly Necessary Cookies
The Platform uses cookies and similar technologies that are strictly necessary for the provision of the service. These are an integral part of how the Platform operates and are used to maintain your session, secure your account and access, protect the integrity of your documents, and record the activity and tracking data required to operate the service (such as logging document generation, signatures, and approvals). These cookies are essential and are not used for third-party advertising.

15.2 Your Agreement
Because these cookies and tracking technologies are necessary to deliver the service you have subscribed to, they cannot be disabled while using the Platform. When you first access the Platform, a notification informs you of their use, and by continuing to use the site you acknowledge and agree to our use of cookies and tracking data as described in this Policy. If you do not wish to accept them, you should stop using the Platform, as it cannot function without them.

15.3 No Non-Essential Cookies
We do not use non-essential cookies. In particular, we do not use cookies or tracking for advertising, advert suggestions, behavioural profiling, or third-party marketing. All analytics and tracking we carry out are essential to the use, operation, security, and running of the site and services, and are used solely for those purposes.

15.4 Managing Cookies
You may block or delete cookies through your browser settings; however, doing so will prevent the Platform from working correctly, as the cookies we use are required for the service to operate.

16: Automated Processing and AI-Assisted Features

16.1 Certain features use automated or AI-assisted processing to help generate documents based on the information you provide. These features assist with document creation only and do not make decisions that produce legal or similarly significant effects on individuals without human involvement. All generated documents must be reviewed and approved by you in accordance with our Terms and Conditions.

17: Data Breaches

17.1 We maintain procedures to detect, report, and investigate personal data breaches. Where required by law, we will notify the Information Commissioner’s Office and affected individuals of a breach within the applicable timeframes. Where we act as a processor, we will notify you, as controller, without undue delay on becoming aware of a relevant breach.

18: Children’s Data

18.1 The Platform is intended for business and professional use and is not directed at children. We do not knowingly collect personal data relating to children.

19: Third-Party Links and Services

19.1 The Platform may contain links to or integrate with third-party websites and services, including Stripe and PayPal. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.

20: Changes to this Policy

20.1 We may update this Privacy Policy from time to time to reflect changes in law or our practices. Material changes will be notified to you by email or via the Platform. The "Last updated" date at the top indicates when this Policy was last revised. Continued use of the Platform after the effective date constitutes acceptance of the updated Policy.

21: How to Contact Us and Complaints

21.1 For any questions about this Policy or to exercise your rights, contact us at info@healthsafetyzone.com or by writing to Health & Safety Zone Limited, Suite 1a, 34 West Street, Retford, Nottinghamshire, England, DN22 6ES.

21.2 If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk. We would, however, appreciate the opportunity to address your concerns before you approach the ICO.