Terms and Conditions

Fire Safety Index
firesafetyindex.co.uk • firesafetyindex.org

Last updated: November 2025

These Terms and Conditions (“Terms”) govern your access to and use of the websites firesafetyindex.co.uk and firesafetyindex.org, and any services, tools, surveys, and related features provided by Fire Safety Index (“Fire Safety Index”, “we”, “us”, “our”).

By accessing or using our websites or services, you confirm that you accept these Terms and agree to comply with them on behalf of the organisation or business you represent. If you do not agree to these Terms, you must not use our websites or services.

For the purposes of these Terms, the term “organisation” includes businesses of all kinds, including companies, partnerships, charities, public bodies, and sole traders acting in the course of business. Where the organisation is a sole trader, the individual sole trader will be personally responsible for all obligations, because they are accessing our services as a business, not as a consumer.

These Terms apply to all use of:

Our websites at firesafetyindex.co.uk and firesafetyindex.org
Any online tools, dashboards, or “quick update” forms
Any surveys, on-site inspections, reports, or related services provided by us

Our Privacy Policy and Cookie Policy form an integral part of these Terms.

By using our websites or services, you also agree to:

Our Privacy Policy: https://firesafetyindex.co.uk/privacy
Our Cookie Policy: https://firesafetyindex.co.uk/cookies

Together, these documents (Terms, Privacy Policy, Cookie Policy) make up the agreement between you and Fire Safety Index. If there is any direct conflict between these Terms and the Privacy Policy or Cookie Policy, these Terms will take priority to the extent of the conflict.

You are responsible for reviewing these documents regularly. We recommend that you check them at least once per month to stay informed of any changes.

2. About Fire Safety Index and Our Services

Fire Safety Index provides a platform and associated services intended primarily for UK organisations and businesses to help them:

Maintain a register of their premises and responsible persons for fire safety
Track fire-safety checks and related information
Receive reminders and updates relating to fire-safety responsibilities
Request and receive fire-safety surveys, inspections, and related recommendations

Our services are designed as tools to assist with fire-safety management and to help organisations avoid compliance issues. We do not provide legal advice, and we do not guarantee compliance with any legal or regulatory requirements. The organisation remains fully responsible for its own fire-safety obligations at all times.

3. Business Use Only

Our services are directed primarily at businesses and organisations, not at consumers acting in a personal capacity.

By using our services, you confirm that:

You are acting on behalf of a business or organisation; and
You have the authority to accept these Terms on its behalf.

If you are an individual consumer and not acting on behalf of a business, you may only use features such as the “Report a violation” form or read articles. You may also send us an email to check the compliance of specific premises.

4. Accounts, Access and Registration

4.1 Account Creation

Accounts on Fire Safety Index are generally created:

By an organisation directly via our website; or
By us using information obtained from publicly available sources, such as public registers, following which we may invite a representative of the organisation to complete or confirm the data.

We may contact an organisation using details we reasonably believe to be correct, based on public or previously supplied information, to invite them to claim or manage their premises.

Access to the dashboard, quick update forms, or other restricted areas of our platform may require:

Login credentials (e.g., email and password); and/or
Access codes sent via email, phone, or other agreed methods.

The organisation is responsible for:

Keeping all login credentials, access codes, and security details confidential
Ensuring that only authorised personnel use the account and codes
Informing us promptly if they believe access has been compromised

4.3 Our Right to Suspend or Terminate Access

We may suspend, restrict, or terminate access to our services or any account at any time, at our sole discretion, including (but not limited to) where:

We suspect misuse or unauthorised access
We identify security concerns
Fees or charges have not been paid when due
We reasonably believe you are in breach of these Terms, our Privacy Policy, or our Cookie Policy
We otherwise decide to discontinue providing services to you or in general

We may do so on a case-by-case basis, and we are not obliged to provide detailed reasons, though we may do so where appropriate.

5. Information You Provide (User Data)

5.1 Responsibility for Accuracy

The organisation and its representatives are responsible for ensuring that all information provided via our websites or services is:

Accurate
Complete
Up to date

This includes, but is not limited to:

Details of premises
Identity and contact details of responsible persons
Records of inspections and fire-safety measures
Any other data entered into our platform

5.2 Lawful Content Only

You must ensure that:

Any data, documents, or files you upload or provide to us are lawful
You have all rights, licences, and permissions required to provide such information
You do not upload or transmit any content that is defamatory, discriminatory, obscene, misleading, or otherwise unlawful

We may remove or restrict access to any content that, in our opinion, breaches these requirements.

5.3 Data Protection

Our handling of personal data is governed by our Privacy Policy. By using our services, you acknowledge and agree to that policy.

In summary:

We process personal data predominantly on the basis of legitimate interests, such as maintaining fire-safety registers and sending reminders to organisations
We may use publicly available data and contact details for these legitimate purposes
Users may manage much of their personal and premises data via the dashboard and can contact us at privacy@firesafetyindex.co.uk for support or to exercise their rights

6. Reminders, Updates, and Communications

6.1 Operational Reminders (Business Communications)

We may send reminders and operational communications to the contact details associated with an organisation, for example:

Upcoming or overdue fire-safety checks or deadlines
Requests to update premises information
Notices relating to surveys, inspections, or required actions

These communications are directed at the organisation, not at any individual in a purely personal capacity. We send them under our legitimate interests in helping organisations manage their fire-safety responsibilities and in maintaining accurate registers.

Organisations may request that we stop certain types of operational reminders, but doing so may affect the usefulness of the services.

6.2 News and Optional Updates (Marketing)

We may also offer:

Newsletters
Updates about new features
Other non-essential communications

These are generally sent only where you have opted in. You can withdraw consent or opt out at any time, as described in our Privacy Policy.

7. Payment, Fees and Refunds

7.1 Types of Fees

We may charge fees for:

Account subscriptions
Per-premises access or services
One-off services such as surveys and inspections
Other paid services as described on our websites or in specific service descriptions

All fees, pricing models, and payment schedules will be described:

On our websites; and/or
In communication or documentation provided when you agree to a particular service

7.2 Payment Methods

We typically accept payment:

Online via Stripe, our third-party payment processor
In person, for example, at the time of a survey or inspection

Use of Stripe is subject to Stripe’s own terms and conditions and privacy policies. By making a payment via Stripe, you also agree to Stripe’s applicable terms.

7.3 Non-Refundable Payments

Unless we expressly state otherwise in writing:

All payments are non-refundable, including subscription fees, per-premises fees, and survey/inspection fees
Cancellation of a subscription or service will stop future charges where applicable, but will not entitle you to a refund of past or committed payments

If you believe that a payment has been taken in error, you should contact us promptly. Any refunds we provide are entirely at our discretion.

8. Surveys, Inspections and Compliance Deadlines

8.1 Nature of Surveys and Inspections

We may offer fire-safety surveys and inspections which:

Assess aspects of the premises related to fire safety
Provide recommendations, observations, or suggested actions

These surveys and inspections may be carried out by either:

Our own representatives, or
A qualified subcontractor acting on our behalf

We will choose the appropriate party at our discretion.

These services are intended to help your organisation manage fire-safety risks. They are not a guarantee that your premises are compliant with any applicable laws, regulations, or guidance, nor do they replace your organisation’s legal responsibilities or those of any statutory authorities.

8.2 Notice of Scheduled Survey or Inspection

If a survey or inspection is required under these Terms, we will provide the organisation with written notice of the scheduled date and time:

By post, or
By email,

with the notice sent at least 3 days before the intended visit.

It is the organisation’s responsibility to ensure that appropriate personnel are present and that our representative or subcontractor can gain access to the premises at the scheduled time.

8.3 Missed Deadlines and Required Surveys

If:

An organisation fails to demonstrate that it is meeting its fire-safety obligations or relevant guidance (for example, by missing a date when an inspection would normally be required, or by failing to provide records that evidence compliance on request), and
We reasonably determine that a survey or inspection is necessary to assess the situation,

then, by using our services and agreeing to these Terms, the organisation acknowledges and agrees that:

It may be required, as a contractual condition of access or use of our services (and not as a statutory or government-imposed requirement), to undergo a survey or inspection carried out by us (via our representative or subcontractor); and
It will pay a call-out fee of £50, in addition to any applicable survey or inspection charges.

This requirement arises solely from the agreement between the organisation and Fire Safety Index and is not a legal or regulatory enforcement action.

8.4 Call-Out Fee When Access Cannot Be Gained

If our representative or subcontractor attends the premises at the scheduled time and:

Cannot gain access,
Is denied access, or
Is otherwise unable to carry out the survey or inspection for reasons attributable to the organisation,

the call-out fee of £50 will still be charged in full.

This fee reflects the cost of travel, scheduling, and allocation of resources involved in attending the premises.

8.5 Survey Fees and Time-Based Charges

In addition to the £50 call-out fee, organisations agree to pay:

£50 per hour for survey or inspection work,
Charged in 30-minute increments,
With time measured from arrival at the premises until completion of the on-site assessment.

Because the total survey time required may depend on factors such as the size of the premises, layout, and what needs to be inspected, we may not be able to provide a full price estimate at the time the notice is given. However, we will always outline the nature of the visit and any known elements of the work.

8.6 Confirmation of Charges

Where possible, we will confirm anticipated charges in advance. However, final fees will depend on:

The length of time required to complete the survey
The number of areas or items requiring inspection
Any additional work reasonably required during the visit

The organisation agrees to pay all applicable fees as set out in this Section 8.

9. Use Restrictions

You must not (and must not allow anyone else to):

Copy, modify, adapt, translate, or create derivative works from our websites or services, except as expressly permitted
Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of any part of our services, except where this cannot be prohibited by law
Use any automated system, robot, spider, scraper, or similar technology to access, extract, or index any part of our websites or data
Resell, lease, lend, sublicense, or otherwise provide access to our services to any third party, except as agreed in writing
Use our services for unlawful, harmful, or abusive purposes, or in a way that could damage our reputation or interfere with others’ use of our services
Attempt to bypass or circumvent any security features or access controls we use

Our services are not intended to be a publicly browsable directory of organisations. Any external references or lookups are subject to our control and may be restricted for privacy and security reasons.

10. Intellectual Property

All intellectual property rights in:

Our websites
The Fire Safety Index branding and logos
Our software, tools, dashboards, and forms
Our written content, reports, and documentation

are owned by or licensed to Fire Safety Index.

You are granted a limited, non-exclusive, non-transferable, revocable licence to use our services solely for your organisation’s internal business purposes and in accordance with these Terms.

You must not:

Copy large sections of our content or design
Reproduce, distribute, or publicly display our materials beyond what is necessary for internal use or as permitted by law

You may reference your Fire Safety Index status or score publicly (for example, “we have a Fire Safety Index score of X”), provided that:

You do not misrepresent what the score or information means; and
You clearly attribute the score or status to Fire Safety Index.

We reserve the right to withdraw or modify this permission at any time.

11. Third-Party Services and Links

Our websites and services may incorporate or link to third-party services, including but not limited to:

Stripe
Google Analytics
Facebook Analytics
Hosting and security providers

We do not control, and are not responsible for, any third-party websites, services, or content. Your use of third-party services is at your own risk and may be subject to additional terms and policies imposed by those third parties.

12. Availability and Changes to the Service

We may:

Change, update, or remove features of our websites or services at any time
Suspend or discontinue any part of our services temporarily or permanently
Modify our pricing and payment structures, with reasonable notice where applicable

We do not guarantee that our services will always be available, uninterrupted, or error-free. You acknowledge that occasional downtime or technical issues may occur.

13. Limitation of Liability

To the fullest extent permitted by law:

No Guarantee of Compliance
We are not responsible for your organisation’s failure to comply with any fire-safety laws, regulations, or guidance. Our services are tools to assist you, and do not replace your own legal obligations or professional advice.
No Liability for Indirect Loss
We shall not be liable for any:
- Loss of profit, revenue, or business
- Loss of data
- Loss of goodwill or reputation
- Indirect, incidental, special, or consequential damages
  arising out of or in connection with your use of our services.
Cap on Liability
Our total aggregate liability to you (and your organisation) arising out of or in connection with these Terms and your use of our services, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be limited to the total fees paid by your organisation to us in the 12 months immediately prior to the event giving rise to the claim.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law (such as liability for death or personal injury caused by negligence, or for fraud).

14. Indemnity

You agree, on behalf of your organisation, to indemnify and hold us harmless from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

Your organisation’s use of our services in breach of these Terms
Any content or data you provide that infringes the rights of third parties or violates applicable law
Any failure by your organisation to comply with fire-safety or other legal obligations

We may, at our own expense, assume the exclusive defence and control of any matter otherwise subject to indemnification by you. In such cases, you agree to cooperate with our defence.

15. Assignment and Transfer of Rights

15.1 Our Right to Assign

We may assign, transfer, subcontract, or otherwise delegate our rights and obligations under these Terms at any time, including (without limitation) in connection with:

A sale of the Fire Safety Index business
A sale of assets
Outsourcing arrangements
Corporate restructuring

Your continued use of our services following such assignment or transfer will constitute your acceptance of the new provider or assignee.

15.2 Your Restrictions on Transfer

You (and your organisation) may not assign, transfer, or delegate any of your rights or obligations under these Terms without our express prior written consent.

If responsibility for premises or an organisation’s legal identity changes (for example, a business sale or change of the responsible organisation), you must:

Provide us with reasonable evidence of the change; and
Obtain our written approval before transferring or reassigning the relevant account or responsibilities.

We may agree or refuse such requests at our discretion.

16. Termination

16.1 Our Right to Terminate

We may suspend or terminate your access to our services or close your account at any time, for any reason, including (but not limited to):

Breach of these Terms, the Privacy Policy, or the Cookie Policy
Misuse of our services or security concerns
Non-payment of any fees due
Our decision to cease providing some or all of our services

Where reasonable, we will attempt to notify you of termination or suspension.

16.2 Your Right to Terminate

You may stop using our services and request account closure at any time, subject to:

Payment of any outstanding fees or committed amounts
Acknowledgement that past or committed payments are non-refundable, unless we expressly agree otherwise in writing

You may also cancel or not renew subscriptions or ongoing services in line with any cancellation terms that apply to those specific services.

16.3 Data After Termination

After termination:

You may contact us at privacy@firesafetyindex.co.uk with requests regarding your data
We will retain or delete personal data in accordance with our Privacy Policy and applicable law
Where an individual is no longer the responsible person for any premises, their personal data will generally be removed or anonymised, subject to legal and regulatory requirements

17. Changes to These Terms

We may update or amend these Terms from time to time. Changes will take effect when posted on our website at:

https://firesafetyindex.co.uk/terms (or an equivalent terms page)

We may also provide additional notice (for example, by email or via the dashboard) where changes are significant, but are not obliged to do so in every case.

By continuing to use our websites or services after updated Terms have been posted, you agree to be bound by the revised Terms. You are responsible for checking the Terms regularly and, in particular, we recommend reviewing them at least monthly.

18. Governing Law and Dispute Resolution

18.1 Governing Law

These Terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of England.

18.2 Mediation and Jurisdiction

If a dispute arises between us, we will both first attempt to resolve it through good-faith discussion. If we cannot resolve it informally, we both agree to consider mediation as a first step before litigation, where this is proportionate and practical.

Subject to any mandatory mediation requirement under these Terms or applicable law, the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms, our services, or their subject matter.

19. Severability

If any provision of these Terms is found by a court or competent authority to be invalid, illegal, or unenforceable, that provision shall be:

Deemed modified to the minimum extent necessary to make it valid, legal, and enforceable; or
If modification is not possible, deemed deleted

In either case, the validity and enforceability of the remaining provisions shall not be affected.

The parties agree that any invalid or unenforceable provision will be replaced by a valid and enforceable provision that, to the greatest extent possible, achieves the original commercial intent.

20. Entire Agreement

These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you (and your organisation) and Fire Safety Index in relation to your use of our websites and services.

They supersede any prior agreements, understandings, or arrangements, whether written or oral, relating to the same subject matter.

21. Contact Details

If you have any questions about these Terms, or need to contact us about any matter relating to our services, please use:

Email (general/terms):
info@firesafetyindex.co.uk (or such other general email as shown on our website)

Email (privacy and cookie queries, data requests):
privacy@firesafetyindex.co.uk

Website:
https://firesafetyindex.co.uk
https://firesafetyindex.org

By using our websites or services, you confirm that you have read, understood, and agree to be bound by these Terms and the other documents referred to in them.