Effective date: 1st January 2026     Last reviewed: 1st April 2026

‍Website, Online Shop & FIRE-DOCS Professional Subscription

These terms and conditions apply to the use of the FIRE-DOCS website and services.

By accessing this website or purchasing products or subscriptions, you agree to be bound by these terms.

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1. Introduction

1.1 These terms and conditions apply to the use of the FIRE-DOCS website and services, including the online shop and FIRE-DOCS Professional platform (app.fire-docs.com).

1.2 FIRE-DOCS is a trading name of Rely on Fire Check Ltd, a company registered in England & Wales (Company No. 07672208). VAT No: 119 9123 09.

Registered Address:
Unit 10 Halegrove Court
Cygnet Drive
Stockton-on-Tees
TS18 3DB

Email: info@fire-docs.com
Telephone: 0330 175 9550

1.3 By accessing this website, purchasing products, or subscribing to FIRE-DOCS Professional, you agree to be bound by these terms.

1.4 If you do not accept these terms, you must not use this website or services.

1.5 We may update these terms at any time. Where changes are material, we will notify you by email to the address associated with your account at least 14 days before the changes take effect. Continued use of the website or services after that date constitutes acceptance of the updated terms. If you do not accept the updated terms, you must cease use of the services and, in the case of an active subscription, contact us to discuss the options available to you.

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2. Website Access

2.1 Access to the website is provided on a temporary basis.

2.2 We reserve the right to withdraw or amend the service without notice.

2.3 We are not liable if the website is unavailable for any reason.

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3. Registration

3.1 Where registration is required, you must be at least 18 years old.

3.2 Each account is for use by a single organisation.

3.3 You are responsible for maintaining the confidentiality of your login credentials.

3.4 We may suspend or terminate accounts for breach of these terms.

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4. Online Shop - Orders & Payment

4.1 Orders are placed via our online checkout process.

4.2 A contract is formed when goods are dispatched.

4.3 We may refuse orders where:

• Goods are unavailable
• Payment authorisation fails
• Pricing or description errors occur
• Eligibility criteria are not met

4.4 Payment must be made in full before dispatch unless otherwise agreed.

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5. Pricing

5.1 All prices are in GBP and include VAT where applicable.

5.2 Delivery, VAT and additional charges are displayed at checkout.

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6. Delivery, Cancellation & Returns (Physical Goods)

6.1 We aim to dispatch orders within 3–5 working days of receipt of payment. Delivery timeframes are estimates only and are not guaranteed. Time of delivery is not of the essence.

6.2 Delivery charges are displayed at checkout prior to purchase.

6.3 Risk in goods passes to you upon delivery. Title to goods passes upon receipt of full payment.

6.4 We currently deliver within the United Kingdom only.

6.1.4 If delivery is attempted and fails, goods may be returned to us by the carrier. Re-delivery charges may apply.

6.5 You must notify us of any damaged, missing, or incorrect goods within 5 working days of the delivery date. We reserve the right to decline claims notified outside this period.

6.6 Orders may be cancelled prior to dispatch.

6.7 Goods may be returned within 14 days if unused and in original packaging.

6.8 Return shipping costs are the responsibility of the customer.

6.9 Refunds are not available for:

• Used goods
• Custom or bespoke items

6.10 Custom logbooks are bespoke products and are non-refundable.

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7. FIRE-DOCS Professional Subscription

7.1 Subscriptions are sold on a fixed 12-month term.

7.2 By purchasing, you commit to the full subscription period. No early termination refunds are provided.

7.3 FIRE-DOCS Professional is intended solely for business use. By purchasing a subscription, you confirm that you are doing so in the course of a business and not as a consumer.

7.4 Subscriptions do not auto-renew. We will contact you approximately 30 days prior to expiry.

7.5 You may cancel at any time; however:

• Access continues until the end of the subscription term
• No refunds (full or partial) will be issued

7.6 Failure to pay may result in suspension or termination of access.

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8. FIRE-DOCS Professional User Access & Account Use

8.1 Accounts are licensed to a single organisation.

8.2 The account owner may grant access to team members within the same organisation/domain.

8.3 You must not:

• Share access outside your organisation
• Resell or distribute account access

8.4 We reserve the right to suspend or terminate accounts without notice for:

• Misuse
• Breach of terms
• Unauthorised sharing or resale

No refunds will be issued in such cases.

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9. FIRE-DOCS Professional Document Functionality & Expiry

9.1 FIRE-DOCS documents may contain embedded functionality, including expiry mechanisms.

9.2 We will use reasonable endeavours to maintain the functionality of documents throughout your active subscription term. However, we do not guarantee continued usability of template documents or their embedded functionality beyond that term.

9.3 Where functionality is materially affected during an active subscription term by factors within our reasonable control, we will endeavour to provide an updated or replacement document within a reasonable timeframe.

9.4 We are not liable for loss of functionality due to: software updates; third-party platform changes; device incompatibility; or technical issues beyond our reasonable control.

9.5 No refunds will be issued where document functionality is affected by factors outside our reasonable control, as set out in clause 9.4.

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10. FIRE-DOCS Professional Software Compatibility

10.1 FIRE-DOCS Professional templates are designed for use with:

• Adobe Acrobat Reader
• Microsoft Word
• Microsoft Excel

We do not guarantee compatibility with:

• Mobile devices
• Third-party applications
• Unsupported software environments

Use on devices smaller than a tablet is not recommended.

10.2 The FIRE-DOCS Professional platform is a web-based application accessed via internet browser.

While we test the platform on commonly used browsers, we do not guarantee full functionality, compatibility, or performance across:

• All browsers
• All device types
• All operating systems

Functionality may vary depending on:

• Browser version
• Device capabilities
• Screen size
• User settings and configurations

10.3 The platform and documents rely on third-party software and technologies.

We shall not be liable for any issues, loss of functionality, or incompatibility arising from:

• Updates or changes to third-party software
• Browser updates
• Operating system updates
• External technical factors beyond our control

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11. FIRE-DOCS Professional Service Availability

11.1 We aim to provide uninterrupted access but do not guarantee it.

11.2. Access may be suspended without notice due to maintenance, system failure, or other external factors beyond our reasonable control. Where planned maintenance is likely to cause significant disruption, we will endeavour to provide advance notice where practicable.

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12. FIRE-DOCS Professional Compliance & Professional Responsibility

12.1 All documents are provided as templates and guidance only.

12.2 FIRE-DOCS does not provide engineering, legal, or compliance advice.

12.3 Use of any document does not guarantee compliance with any legislation or standards.

12.4 You are responsible for:

• Ensuring documents are completed correctly
• Verifying compliance with applicable regulations
• Ensuring suitability for specific use

12.5 We accept no liability for:

• Incorrect use of templates
• Site-specific application
• Compliance failures

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13. Licence & Intellectual Property

13.1 All intellectual property rights in all materials supplied by us, including but not limited to templates, documents, logbooks, labels, designs, text, graphics and layout, remain the property of Rely on Fire Check Ltd or its licensors.

13.2 All documents, templates and digital materials provided through FIRE-DOCS Professional are licensed, not sold.

You are granted a non-exclusive, non-transferable, revocable licence to use such materials solely for your internal business purposes.

You may:

• Edit and complete templates for use within your business
• Issue completed documents (such as certificates, reports, and records) to your clients, customers, or relevant third parties in the ordinary course of your business

You must not:

• Share, distribute, or make available blank templates to any third party
• Resell, sublicense, or commercially exploit the templates
• Provide access to the templates outside your organisation
• Use the templates to create competing products or services

For the avoidance of doubt:

• A document is considered “completed” when it has been materially populated with project-specific or client-specific information.
• The licence permits distribution of completed documents only, not the underlying template format.

13.3 Physical products purchased from us (including logbooks and labels) are sold to you as goods.

However, all intellectual property contained within those products remains our property.

You must not:

• Reproduce, copy, scan, digitise or replicate the content
• Create derivative works based on the content
• Use the content for commercial resale or redistribution

13.4 Any breach of this clause may result in:

• Immediate suspension or termination of access to services
• Legal action where appropriate

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14. Use of Physical Products (Logbooks & Labels)

14.1 All physical products supplied by us, including logbooks and labels, are provided as tools to assist with record-keeping and compliance.

14.2 You are responsible for:

• Ensuring products are used correctly and appropriately
• Completing logbooks accurately and in accordance with applicable standards
• Applying labels securely and in suitable environments

14.3 Use of our products does not guarantee compliance with any legislation, regulation, or standard.

14.4 We do not guarantee the performance, durability, or suitability of labels or physical products where issues arise due to:

• Incorrect application
• Surface condition or preparation
• Environmental conditions (including heat, moisture, dust, or wear)
• Misuse or improper handling

14.5 We accept no liability for:

• Incorrect use or completion of logbooks
• Failure of labels due to application or environmental factors
• Any compliance or regulatory issues arising from the use of our products

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15. Links to Third Parties

15.1 We are not responsible for third-party websites linked from our site.

15.2 Accessing such websites is at your own risk.

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16. Disclaimer

16.1 Content is provided “as is” without warranties of any kind.

16.2 We do not guarantee accuracy, completeness, or suitability of content.

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17. Liability

17.1 To the fullest extent permitted by law, we exclude liability for:

• Loss of business, profits, or data
• Indirect or consequential losses

17.2 Nothing excludes liability for:

• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation

17.3 You agree to indemnify us and hold us harmless against any claims, losses, damages, costs or expenses (including reasonable legal fees) arising from:

(a) your negligent or wrongful use of the service or any documents or products supplied by us; or

(b) your material breach of these terms. This indemnity shall not apply to the extent that any claim arises from our own negligence, breach of contract, or wilful default.

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18. Governing Law

18.1 These terms are governed by the laws of England & Wales.Disputes are subject to the exclusive jurisdiction of the English courts.

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19. Miscellaneous

19.1 You may not assign your rights under these terms.

19.2 If any provision is found invalid, the remaining provisions remain in force.

19.3 Only the parties to these terms may enforce them under the Contracts (Rights of Third Parties) Act 1999.