Terms of use

1. Who operates the logbook

Fire Safety Services Digital Logbook is operated by R A DIGITAL LTD LIMITED, registered in England and Wales, company number 12047820. Registered office: 12 Farwig Lane, Bromley, BR1 3RB. In these terms, “we”, “us” and “our” mean that company.

For support, complaints, cancellation or privacy requests, email enquiries@firesafetyservices.org.uk. Please identify the relevant account or premises, but do not email your password or payment-card details.

These terms cover the digital logbook app, not a separately commissioned fire risk assessment or other professional service.

2. Current preview and who can use it

The app is currently a product preview. Live public payments are not enabled. Stripe sandbox transactions are tests, not purchases. The paid-plan information below explains the planned launch offer; it does not start a subscription or authorise a charge.

The service is intended for premises in England and can be used by organisations, people acting for a business, and personal consumers. If you act for an organisation, you must have authority to do so. An account or subscription does not make you the building’s legally responsible person.

Before public paid checkout opens, we will provide the final purchase information, an opportunity to review the applicable terms, and confirmation you can retain. Creating a preview account does not commit you to buy.

3. Record keeping, not a safety certification

The app helps you record checks, retain evidence, manage schedules and follow corrective actions. It does not inspect your building, provide emergency monitoring, certify compliance or replace a suitable fire risk assessment, competent inspection, maintenance or professional advice.

You remain responsible for suitable arrangements, accurate records, appropriate check frequencies and acting on faults. Suggested topics, due dates and reminder messages must be reviewed for your own premises. A green status or resolved action only reflects what has been entered into the logbook.

Do not wait for an app notification to deal with an urgent risk. In an emergency, follow your emergency procedures and contact the emergency services where necessary.

4. Accounts, teams and acceptable use

Use a verified email address, keep your sign-in details secure and give each person their own account. The organisation Owner controls invitations and permissions. Owners manage settings and billing; Staff can record and follow up work within their permissions; Viewers have read access and permitted exports.

Only add information you are entitled to use. Tell people how their information will be used and share records only with authorised people. Avoid unnecessary personal information; do not upload health records, identity documents, payment-card details or passwords.

Do not attempt to access another customer’s workspace, bypass safeguards, upload malicious material, harass others or misrepresent invented checks as genuine inspections. We may restrict access where reasonably necessary to protect security or address unlawful use. Where appropriate, we will explain the issue and provide a route to discuss it; an immediate security restriction may be necessary.

5. Free taster, plans and included allowances

The interactive demo remains free and separate from real accounts. Its fictional changes reset on reload and never count as genuine logbook entries.

The launch taster is one successfully saved genuine activity without a payment card. Drafts, failed saves and demo activity do not use it. A saved incomplete check is still a genuine entry. The taster is not reset by opening another premises or replacing a subscription.

• Annual: £49 for the first annual period, then £59 per premises per year, automatically renewing unless cancelled.
• Monthly: £5.99 per premises per month, automatically renewing unless cancelled.
• Included: one premises per subscription, up to 10 named organisation members including the Owner, 100 MB of stored evidence per premises and a 4 MB limit per file after supported photo compression.

We are not VAT registered and do not currently charge VAT. The displayed subscription prices are the total subscription charges. Any future price or tax change must be explained before it applies; these terms do not authorise an undisclosed extra charge.

There is no promised unlimited storage or portfolio plan. Large export packs may need support-assisted batching because of download-processing limits. Availability of uploads, team email and recording restrictions remains subject to the preview launch controls.

6. Renewal, cancellation and one-time savings

When paid subscriptions launch, the organisation Owner will be able to manage billing and cancel renewal through the app’s Stripe-hosted billing route. You can also email support if that route is unavailable. Cancellation of renewal normally takes effect at the end of the confirmed paid period; the confirmation shows the date.

Where eligible, we may offer a one-time saving when you review cancellation: £47.20 for one annual renewal, then £59/year, or £3.99 for one monthly payment, then £5.99/month. It is available once per premises, cannot be combined with another discount and must be confirmed in Stripe. You do not have to accept it, provide a reason or speak to anyone to cancel.

Returning from Stripe is not itself confirmation of payment, a discount or cancellation. Check the confirmed billing status and contact support if it does not match your instruction. Outside applicable statutory rights, cancelling renewal does not itself create a refund for the period already purchased.

If payment fails or paid access ends, ongoing paid recording may stop. Authorised members retain reading, corrections, existing-action follow-through, retained evidence downloads and basic exports. A payment failure does not itself delete the logbook. We have not promised a paid-recording grace period.

7. Consumer cancellation and refund rights

If you purchase mainly for purposes outside your trade, business, craft or profession, you are a consumer. Your statutory rights apply in addition to these terms. There is no additional voluntary money-back guarantee.

For an online service purchase, the usual statutory cooling-off period is 14 days after the day the contract is made. To exercise an applicable right, send a clear cancellation statement to our support email or registered office before the period ends. You do not have to use a particular form or give a reason.

If you expressly request service to start during that period, any lawful proportionate charge for service already supplied must have been explained before purchase. Merely signing in, recording a check or downloading an export does not, by itself, waive your cancellation rights. An ongoing subscription is not treated as fully performed just because access has been provided.

Where a statutory cancellation refund is due, we will reimburse it without undue delay and within the applicable legal deadline, normally within 14 days of being told you are cancelling, using the original payment method unless you expressly agree otherwise, without a refund fee.

The service must also meet applicable legal standards, including reasonable care and skill. If it does not, you may have rights to a remedy, price reduction or refund. Nothing here removes those rights or any other right the law gives you.

8. Records, exports and account closure

You retain your rights in the records and evidence you provide. We use them to operate, protect, support and recover the service, not as public marketing material. The privacy notice explains the different responsibilities for account information and customer-controlled records.

Original history is retained; corrections are appended. Archiving an action hides it from the active list but does not erase its evidence. You should regularly export copies you need for your own retention obligations and store downloads securely. Report and Excel exports reference evidence; the full supported recovery pack includes the available evidence files.

Cancelling renewal, removing a team member and deleting an organisation are different actions. An authorised deletion request is reviewed for ownership, shared records, legal holds and financial obligations. Approved permanent deletion has a seven-day cancellation safeguard, except where law requires a different response. That is not a subscription cooling-off period and does not override data-protection rights.

Encrypted recovery copies normally expire after 31 days. Minimal deletion identifiers are retained separately to stop older recovery copies reviving removed data. Some financial, security or legal records may need to be retained separately; we explain relevant restrictions when handling a request.

9. Availability, responsibility and complaints

We aim to provide a usable, secure service, but cannot promise uninterrupted access or that every device, network or email provider will work without interruption. Plan for outages and keep accessible copies of important safety information. Tell support promptly if a record, permission or download appears incorrect.

We will use reasonable care and skill. Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability or consumer remedy that cannot lawfully be excluded. There is no blanket “no refunds” or exclusion of all responsibility for the service.

Send complaints to our support email with the account or premises reference and a description of the issue. We will investigate and respond. England and Wales law applies, but consumers retain mandatory protections and court rights applicable where they live. We do not require a consumer to give up those rights or use a paid dispute process.

We may update these documents to reflect service or legal changes, with a dated version. A website edit does not retrospectively change a paid contract or remove accrued rights. Material changes to a paid plan need appropriate advance information and any agreement required by law.