Terms & Conditions

Last reviewed: 2 August 2026

These terms govern your use of SafeSite AI Technology, a workplace health and safety compliance platform for documents, incidents, intelligence, records and audit proof, provided by SafeSite AI Technology Ltd, Company No. 17111651. By creating an account or using the platform, you agree to these terms on behalf of yourself and, where applicable, your organisation.

1. Definitions

“Platform” means the SafeSite AI Technology software and services. “Customer Content” means any documents, data, records or other content you or your authorised users upload, generate or store on the platform. “Subscription” means a paid plan for access to the platform. “We”, “us” and “our” mean SafeSite AI Technology Ltd. “You” and “your” mean the customer organisation and its authorised users.

2. Use of the platform

You must use the platform lawfully and only for legitimate workplace safety, compliance and operational purposes.

3. Subscription, plans and payment

Subscriptions are billed in advance through Stripe on the billing cycle shown at checkout, and automatically renew each period unless cancelled before the renewal date in accordance with Section 4.

We may change our prices with at least 30 days’ notice before your next renewal. Continuing to use the platform after a price change takes effect means you accept the new price for future billing periods.

Free trials run for the period and include the features and allowances stated at signup. We may restrict or terminate a trial where we reasonably believe it is being abused, used unlawfully or created to bypass platform limits. Any automatic conversion to a paid subscription, including the applicable plan, price and billing date, will be clearly disclosed before you confirm the trial.

If a payment fails, we may retry the payment and, after a reasonable grace period, suspend your access in accordance with Section 13. A failed or missed payment does not by itself cancel your subscription, and you remain liable for unpaid fees.

We do not generally offer refunds for partial billing periods, except where required by law or expressly agreed by us in writing.

4. Cancellation and termination

You may cancel your subscription at any time through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period, and you retain access until then.

We may suspend or terminate your account immediately where you materially breach these terms, use the platform unlawfully, fail to pay fees after reasonable notice, or your use risks the security or stability of the platform for other customers. We may otherwise terminate for convenience on at least 30 days’ notice.

On termination, your right to access the platform ends. You are responsible for exporting records you require before your access ends. Where export functionality is available, we will provide a reasonable opportunity to export Customer Content before deletion. Personal data processed on your behalf will be returned or deleted in accordance with the Data Processing Agreement, subject to applicable law and ordinary backup-retention cycles.

5. Customer content

You retain ownership of all Customer Content. You grant us a licence to host, store, process, transmit, analyse and use Customer Content solely to provide, host, maintain, secure and support the platform for you, to troubleshoot technical issues, and to improve platform functionality and reliability, as otherwise described in our Privacy Policy and Data Processing Agreement.

We do not use Customer Content to train AI models for the benefit of other customers, and we do not sell Customer Content.

You are responsible for ensuring you have the right to upload Customer Content, and that it does not infringe any third party’s rights or applicable law.

6. Intellectual property

We and our licensors own all rights in the platform, including its software, design, branding and underlying technology. These terms do not transfer any of those rights to you.

Subject to your subscription and these terms, we grant you a limited, non-exclusive, non-transferable licence to access and use the platform for your internal business purposes.

You must not copy, modify, reverse-engineer, resell or create derivative works from the platform except as permitted by law or with our written consent.

7. Generated outputs

Subject to payment of applicable fees and compliance with these terms, you may use documents and other outputs generated specifically for you through the platform for your internal business, safety and compliance purposes.

Generated outputs may not be unique, and similar outputs may be provided to other customers where similar information or instructions are supplied. You remain responsible for determining whether generated outputs are appropriate for your own activities, workplace and legal obligations.

We retain ownership of the platform, scoring methods, compliance frameworks, templates, prompts, rules, software and underlying technology used to produce those outputs.

8. AI-generated content

The platform uses artificial intelligence and rule-based systems to assist with document generation, review, scoring, regulatory mapping and identification of potential evidence gaps.

Outputs may be incomplete, inaccurate or unsuitable for the specific activity, workplace or contractual requirement.

SafeSite AI Technology does not replace a competent person, legal advice, site inspection, consultation, supervision or task-specific risk assessment. It does not certify compliance or guarantee acceptance by a client, principal contractor, auditor or regulator.

All outputs, scores and recommendations must be reviewed by a suitably competent person before approval, issue or operational use. They must not be used as the sole basis for authorising or continuing safety-critical work.

9. User responsibilities

• Check all generated documents before issue.
• Ensure information entered into the system is accurate.
• Maintain appropriate workplace safety controls.
• Comply with all laws, regulations, standards and contractual requirements applicable to your activities and location.

10. Account security

You are responsible for keeping your login details secure and notifying us if you suspect unauthorised access.

11. Confidentiality

Each party may receive confidential information from the other in connection with these terms. Each party will use the other’s confidential information only to perform its obligations, and will protect it with reasonable care, not disclosing it to third parties except as needed to provide the service (including to subprocessors) or as required by law.

This does not apply to information that is publicly available, already known to the receiving party, or independently developed without reference to the disclosing party’s confidential information.

12. Service availability and maintenance

We aim to keep the platform available and operating reliably, but do not guarantee uninterrupted or error-free access.

We may carry out planned maintenance and will use reasonable efforts to give advance notice where this is likely to affect availability, except for urgent or emergency maintenance.

We are not liable for downtime caused by circumstances outside our reasonable control, including issues with third-party infrastructure providers.

13. Suspension

We may suspend your access, in whole or in part, without prior notice where reasonably necessary to protect the security or integrity of the platform, investigate suspected misuse or breach of these terms, comply with a legal or regulatory requirement, or address non-payment as described in Section 3.

We will restore access as soon as reasonably practicable once the issue giving rise to the suspension has been resolved.

14. Acceptable use

You must not:

• upload malware, malicious code or deliberately corrupted files;
• attempt to access another customer’s organisation, records or account;
• bypass authentication, security, billing, usage or rate-limit controls;
• probe, scan or test production systems without our prior written permission;
• use automated tools in a way that materially disrupts the platform;
• resell or sublicense access without our written consent;
• use the platform to develop or train a competing product through systematic extraction of our confidential materials, rules or outputs;
• upload personal data unless you have an appropriate lawful basis and authority to do so.

15. Third-party services

The platform relies on third-party infrastructure and service providers, described in our Privacy Policy and Data Processing Agreement. We select these providers carefully but are not responsible for their acts or omissions beyond our reasonable control, subject to Section 16 (Limitation of liability).

16. Limitation of liability

The platform supports safety management but does not guarantee legal compliance. Final responsibility for workplace safety remains with the employer, duty holder or competent person.

To the maximum extent permitted by law, our total liability to you arising out of or in connection with your use of the platform, whether in contract, tort (including negligence) or otherwise, is limited to the total fees you paid us in the 12 months immediately before the event giving rise to the claim.

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

Subject to the exclusions above, we are not liable for indirect or consequential loss, including loss of profit, loss of revenue, loss of business opportunity, loss of goodwill, or loss of data, except where such liability cannot lawfully be excluded.

17. Indemnities

You will indemnify us against reasonable losses, liabilities and costs arising from a third-party claim caused by:

• Customer Content that infringes another person’s intellectual-property, privacy or other legal rights;
• your unlawful or unauthorised use of the platform; or
• your material breach of Section 5, 6, 9 or 14.

This indemnity does not apply to the extent that the claim was caused by our breach of these terms, negligence or wilful misconduct.

18. Fair use and service limits

Each subscription plan includes stated allowances for document generation, document review, RAMS checks and authorised user accounts. Incident logging, audits, corrective actions, records and management reviews are not deducted from those document allowances unless expressly stated on the pricing page. Current allowances are published on our pricing page and apply from the date you subscribe.

Checks carried out beyond your plan’s daily allowance may be charged at the overage rate shown to you before the check runs. You will always be told the rate and asked to confirm before any additional charge is incurred.

Allowances are intended for use by your own organisation. Reselling access, sharing account credentials outside your organisation, or automated or bulk use that materially exceeds normal working patterns falls outside fair use. Where this happens we will contact you to agree suitable terms before restricting access, except where continued use risks the stability of the service for others.

We may adjust plan allowances on reasonable notice. Where an allowance is reduced, the change will not take effect until your current billing period ends.

19. General provisions

These terms, together with our Privacy Policy, Cookie Policy and, where applicable, Data Processing Agreement, form the entire agreement between us regarding your use of the platform, and supersede any prior agreements on that subject.

If any provision of these terms is found unenforceable, the remaining provisions continue in effect.

We may update these terms from time to time. Where a change is material, we will give reasonable notice before it takes effect, for example by email or an in-platform notice.

You may not assign or transfer your rights under these terms without our written consent. We may assign these terms in connection with a merger, acquisition or sale of assets.

We are not liable for any failure to perform our obligations where this is due to circumstances beyond our reasonable control.

20. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. Any dispute arising from these terms or your use of the platform is subject to the exclusive jurisdiction of the courts of England and Wales.

21. Contact

Contractual and subscription enquiries: support@safesiteaitechnology.com

Privacy and data-protection enquiries: privacy@safesiteaitechnology.com