Terms of Service

Last updated: 29 September 2026

1. About these terms

1.1 These terms apply when you use Resident Fire Safety (the "Service"), including our website and web app. By creating an account or using the Service, you agree to these terms. If you don't agree, don't use the Service.

1.2 "We", "us" and "our" mean [Your full name], trading as Resident Fire Safety. "You" means the person or organisation using the Service. If you use the Service for a company or other organisation, "you" means that organisation, and you confirm you have authority to accept these terms for it.

1.3 Our Privacy policy explains how we handle personal information. The Data processing terms in Schedule 1 form part of these terms.

2. Who we are

We are [Your full name], a sole trader based in England, trading as Resident Fire Safety. Address: [Business address]. Email: [Contact email]. If we need to contact you, we'll use the email address on your account.

3. What the Service does and does not do

3.1 The Service helps people responsible for blocks of flats in England to prepare the fire safety instructions and fire door information that residents must be given under the Fire Safety (England) Regulations 2022, prepare a notice for the shared areas, and keep a record of who received them.

3.2 The Service uses standard wording and fills it in with the details you enter.

3.3 The Service does not:

(a) carry out or replace a fire risk assessment;
(b) inspect or certify fire doors or any other part of a building;
(c) decide or recommend an evacuation strategy for your building;
(d) give legal, fire safety or other professional advice about your building; or
(e) make you compliant with any law. You remain responsible for meeting your legal duties.

3.4 The Service is designed for buildings in England only. Different rules apply in Wales, Scotland and Northern Ireland.

3.5 We keep the standard wording under review, but the law and official guidance can change. We don't promise that the wording will suit every building or meet every legal requirement that applies to you.

4. Who can use the Service

4.1 The Service is for business use only, for example by directors or officers of residents' management companies and right to manage companies, freeholders, landlords and managing agents. It is not for consumers.

4.2 You must be at least 18 and able to enter into a binding contract.

5. Your account

5.1 You need an account to use most of the Service. Give us accurate information and keep it up to date.

5.2 Keep your log-in details secure and don't share them. You're responsible for everything done through your account. Tell us straight away if you think someone else has used it.

5.3 We may refuse to open an account, or close one, if we reasonably believe the information given is false or the account is being misused.

6. Free and paid plans

6.1 Some features are free. Others need a paid subscription. The features and price of each plan are shown on our website when you subscribe.

6.2 Prices are in pounds sterling and include any VAT that applies.

6.3 Payments are taken by our payment provider, Stripe. We don't see or store your full card details.

6.4 Subscriptions renew automatically at the end of each billing period (monthly or yearly, depending on your plan) until you cancel. We'll charge the payment method on your account at the start of each period. We'll email you a reminder before a yearly subscription renews.

6.5 You can cancel at any time from your account settings or by emailing us. Cancellation takes effect at the end of your current billing period, and you keep access to paid features until then. We don't give refunds for part-used periods, unless the law requires it or these terms say otherwise.

6.6 We may change our prices. We'll give you at least 30 days' notice by email before a new price applies to your subscription. If you don't want to pay the new price, you can cancel before it takes effect.

6.7 If a payment fails, we'll tell you and try again. If we still can't take payment after 14 days, we may move your account to the free plan or suspend paid features until you pay.

7. Your responsibilities

7.1 You are responsible for:

(a) making sure the details you enter are accurate and complete, including the building address and contact details;
(b) choosing the evacuation strategy set out in your building's current fire risk assessment, and updating it in the Service when your fire risk assessment changes;
(c) reading every leaflet and notice before you use it, and checking it's right for your building;
(d) getting professional advice where you need it;
(e) giving the information to residents, displaying it in the shared areas, and reissuing it when the law requires;
(f) keeping your own copies of the documents and records you need, including by downloading them from the Service; and
(g) meeting all other legal duties you have as a responsible person or otherwise.

7.2 Reminders and status labels in the Service (such as "Due soon" or "Overdue") are there to help you. They depend on the dates you enter, and you must not rely on them as your only way of keeping track.

8. Acceptable use

You must not:

(a) use the Service in a way that breaks any law, or to mislead anyone;
(b) enter information you don't have the right to use;
(c) enter special category personal data, such as information about anyone's health, disability or mobility, or information about criminal offences. The Service is not designed for personal emergency evacuation plans;
(d) try to get unauthorised access to the Service, other accounts or our systems, or interfere with how the Service works, including with viruses or automated scraping;
(e) resell the Service or make it available to anyone outside your organisation, except that you may share the documents it produces with your residents and advisers; or
(f) copy or reverse engineer the Service, or use it to build a competing product.

9. Your content

9.1 "Your content" means the information you enter into the Service and the details it adds to your documents. You own your content. The standard wording remains ours (see section 11).

9.2 You give us permission to store, copy and process your content only as needed to provide, secure and improve the Service, and to meet our legal obligations.

9.3 You can download your leaflets, notices and records at any time while your account is open.

9.4 You confirm you have the right to enter your content, including any personal information about other people, and that doing so won't break any law.

10. Personal information

10.1 Our Privacy policy explains how we use personal information about you as our customer.

10.2 When you enter personal information about other people, such as residents' names in the issue record or contact details for your building, you decide why and how that information is used. You are the controller of that information and we process it for you as your processor. Schedule 1 sets out the terms that apply.

11. Our intellectual property

11.1 We, or our licensors, own the Service, its software, design and standard wording, and all intellectual property rights in them.

11.2 While you have an account, we give you a non-exclusive, non-transferable licence to use the Service for your business, and to copy, print and share the documents it produces (including the standard wording) for the buildings in your account.

11.3 If you send us suggestions or feedback, we may use them freely without paying you.

12. Availability, changes and support

12.1 We aim to keep the Service available and working, but we don't promise it will be uninterrupted or free of errors. We may need to suspend it for maintenance, updates or reasons beyond our control. We'll try to give notice of planned downtime.

12.2 We may change the Service, including adding, changing or removing features. If a change significantly reduces what your paid plan offers, we'll tell you in advance, and you can cancel and get a refund for any unused period you've paid for.

12.3 Support is by email at [Contact email]. We aim to reply within 2 working days.

13. Our liability to you

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

13.2 Subject to 13.1, we are not liable for:

(a) any loss of profit, revenue, business, contracts, goodwill or anticipated savings;
(b) any indirect or consequential loss;
(c) any loss caused by inaccurate or incomplete information you entered, by your choice of evacuation strategy, or by your not checking a document before using it;
(d) any fine, penalty or enforcement action taken against you, including by a fire and rescue authority, except to the extent it is directly caused by our breach of these terms;
(e) any loss or corruption of data that you could have avoided by downloading or keeping copies; or
(f) any loss caused by events beyond our reasonable control.

13.3 Subject to 13.1, our total liability to you under or in connection with these terms, whether in contract, tort (including negligence) or otherwise, is limited to the greater of: (a) the total fees you paid us in the 12 months before the event giving rise to the claim; and (b) £100.

13.4 Except as set out in these terms, all warranties, conditions and other terms implied by law are excluded to the extent the law allows.

14. Your liability to us

You are responsible for, and will cover us against, any losses, costs (including reasonable legal costs) and claims we suffer because you break these terms, use the Service unlawfully, or enter information you had no right to enter.

15. Suspension and closing your account

15.1 You can stop using the Service and close your account at any time from your account settings or by emailing us.

15.2 We may suspend or close your account straight away if you seriously or repeatedly break these terms, if you don't pay what you owe, or if the law requires us to. We may also close your account or stop providing the Service for any other reason by giving you at least 30 days' notice by email. If we do, we'll refund any fees you've paid for the period after closure.

15.3 When your account closes:

(a) your right to use the Service ends;
(b) you should download anything you want to keep before closure; and
(c) we'll delete your content within 90 days, except where the law requires us to keep some information (for example, billing records). Copies in our backups are deleted in the normal backup cycle.

15.4 Sections 9.4, 11, 13, 14, 17 and 18 continue to apply after your account closes.

16. Changes to these terms

We may update these terms, for example to reflect changes in the law or in the Service. We'll give you at least 30 days' notice by email of any change that materially affects you. If you keep using the Service after the change takes effect, the new terms apply. If you don't agree, you can close your account before the change takes effect and we'll refund any unused prepaid fees.

17. General

17.1 These terms, our Privacy policy and the prices shown when you subscribe are the whole agreement between you and us about the Service.

17.2 We may transfer our rights and obligations under these terms to another organisation, for example if we sell our business. We'll tell you if this happens. You may not transfer your rights without our written consent.

17.3 No one else has any rights under these terms, and the Contracts (Rights of Third Parties) Act 1999 does not apply.

17.4 If a court decides that part of these terms can't be enforced, the rest still applies.

17.5 If we don't enforce our rights straight away, we can still enforce them later.

17.6 We aren't responsible for delays or failures caused by events outside our reasonable control.

17.7 We'll send notices to the email address on your account. You can send notices to us at [Contact email].

18. Law and disputes

These terms are governed by the law of England and Wales. If you have a complaint, please contact us first and we'll try to sort it out. The courts of England and Wales have exclusive jurisdiction over any dispute.

Schedule 1: Data processing terms

1. Scope

This schedule applies when we process personal data for you as your processor ("customer personal data"), such as residents' names in issue records and the names and contact details you enter for your buildings. "Data protection law" means the UK GDPR and the Data Protection Act 2018. "Controller", "processor", "personal data breach" and similar terms have the meanings given in data protection law.

2. Details of the processing

(a) Subject matter and purpose: providing the Service, including storing building details, producing documents and keeping issue records.

(b) Duration: while your account is open, and until deletion under section 15 of these terms.

(c) Types of personal data: names, roles, phone numbers, email addresses and postal addresses, and the dates, methods and notes recorded when information is given to residents.

(d) People the data is about: residents of your buildings, and your directors, officers, staff, contractors and other contacts you enter.

(e) Special category data: none. You must not enter it (see section 8(c)).

3. Your obligations

You are responsible for having a lawful basis to process customer personal data, for only entering what you need, and for telling the people concerned about it, for example in your own privacy notice.

4. Our obligations

We will:

(a) process customer personal data only on your documented instructions, which are these terms and your use of the Service, unless the law requires otherwise (in which case we'll tell you first, unless the law prevents it);
(b) make sure anyone we authorise to process it is bound by confidentiality;
(c) take appropriate technical and organisational measures to protect it, including encryption in transit, access controls, and limiting access to those who need it;
(d) only use the sub-processors allowed under paragraph 5;
(e) help you respond to requests from people exercising their data protection rights, taking into account the nature of the processing, including by letting you view, correct, download and delete data in the Service;
(f) help you meet your obligations on security, personal data breaches, data protection impact assessments and consulting the Information Commissioner, taking into account the information available to us;
(g) tell you without undue delay, and in any case within 48 hours of becoming aware, of a personal data breach affecting customer personal data, and give you the information you reasonably need;
(h) delete customer personal data when your account closes, as set out in section 15 of these terms, unless the law requires us to keep it; and
(i) make available the information reasonably needed to show we meet this schedule, and allow reasonable audits no more than once a year, at your cost and with at least 30 days' notice. We may meet an audit request by providing written answers and documents.

5. Sub-processors

5.1 You give us general permission to use sub-processors. Our current sub-processor for customer personal data is Lovable, which provides app hosting, the database and account emails (its platform is built on Supabase).

5.2 We'll tell you by email at least 14 days before we add or replace a sub-processor. If you object on reasonable data protection grounds, you may close your account and we'll refund any unused prepaid fees.

5.3 We make sure each sub-processor is bound by written terms that protect personal data to at least the standard in this schedule.

6. International transfers

We won't transfer customer personal data outside the UK unless it is protected by appropriate safeguards under data protection law, such as UK adequacy regulations or the Information Commissioner's International Data Transfer Agreement or Addendum.