Terms & Conditions

These Terms & Conditions form the agreement between FireVault Ltd ("FireVault", "we", "us") and any organisation or individual ("Customer", "you") subscribing to or using our fire safety compliance platform. Please read these terms carefully before using the Service.

1. Agreement Formation

By subscribing to the FireVault platform, either through a 90-day free trial or a direct paid subscription, you agree to be bound by these Terms & Conditions, our Privacy Policy, and our GDPR Policy. If you do not agree, you must not use the Service. These terms are emailed to every new customer upon account creation and are permanently stored within the customer's account.

If you are accepting these terms on behalf of an organisation, you confirm that you have the authority to bind that organisation.

2. Subscription Plans

FireVault offers two subscription packages, both with unlimited features and no artificial usage limits. Plan pricing may change from time to time; the current pricing is always displayed on our pricing pages at the time of subscription.

2.1 Business Management — £39.99/month

• Unlimited premises, fire risk assessments, users and documents
• Full compliance dashboard, digital fire management system, action tracking and evidence
• Multi-site management, advanced reporting, custom branding and marketplace access

2.2 Assessor — £79.99/month

• Unlimited assessments, premises, clients and team members
• PAS-79 FRA builder, AI-powered report writing, white-label reports and QA controls
• Client management, compliance document generation and marketplace access

2.3 90-Day Free Trial

• Every new account receives a 90-day free trial with full access to all features — no credit card required
• The trial begins on the date the account is created
• At the end of the 90-day trial, if no paid subscription has been activated, access to the platform is restricted
• Customer data, assessments, documents and configuration are retained during and after the trial — they are not deleted
• Access is restored at any time by activating a paid subscription (Business Management or Assessor)
• FireVault reserves the right to modify or discontinue the trial offer at any time, with at least 30 days' notice to existing trial users

2.4 Direct Subscription ("Join Now")

• Customers may choose to subscribe directly without using the 90-day free trial by selecting "Join Now" at checkout
• Direct subscriptions begin billing immediately upon successful checkout via Stripe
• Direct subscribers are not subject to trial-related communications or trial conversion prompts
• All other terms (cancellation, data retention, usage, refunds) apply equally to trial and direct subscribers

3. Billing

• Subscription fees are billed in GBP (£) and are inclusive of VAT where applicable
• Subscriptions are billed monthly on the same date each month, or annually in advance if the annual billing option is selected
• Annual billing includes a 10% discount versus the equivalent monthly subscription (Business Management: £431.89/year; Assessor: £863.89/year)
• Customers may switch between monthly and annual billing at any time from the Billing section — Stripe prorates the difference on the next invoice
• Payment is processed via our payment provider (Stripe)
• Failed payments result in a grace period before service suspension, as managed by Stripe's dunning settings
• Trial accounts are not billed and do not require payment details
• VAT receipts are available for download (PDF or Word) or can be emailed directly from the Billing section, showing the net amount, 20% VAT and total paid

4. One-Time Compliance Document Purchases

In addition to subscription plans, FireVault offers one-time purchases of compliance documents including fire safety policies, emergency plans, fire procedures, and compliance document packs. These are purchased individually and are not part of a recurring subscription.

• One-time purchases are billed immediately upon checkout via Stripe
• One-time purchases are non-refundable once the document has been generated and downloaded
• One-time purchases do not include platform access beyond the document purchased; a subscription (or free tier account) is required to store and manage documents within the platform
• Compliance document packs (Starter Pack, Complete Pack) include a bundle of documents at a discounted rate compared to individual purchases
• Prices for one-time purchases are displayed on the compliance store at the time of purchase and may change without notice

4.1 Template Management and Versioning

FireVault provides a template management system that allows customers to create, customise, and version-control their own compliance document and inspection templates. The following terms apply to template usage:

• FireVault Master Templates: FireVault provides built-in master templates for inspections, fire policies, emergency plans, and fire procedures. These master templates are protected and cannot be deleted or directly modified by customers
• Custom Templates: Customers may duplicate a FireVault master template to create a custom template tailored to their business. Custom templates are owned by the customer's company and can be fully edited, published, archived, or deleted
• Immutable Historical Records: When a template is edited and a new version is saved, only future documents created from that template use the new version. Any inspection, policy, or procedure already completed with a previous version of the template remains unchanged and immutable, preserving the integrity of historical records and audit trails
• Version History: Every saved version of a custom template is automatically snapshotted into the template's version history, including who made the change, when, and an optional change note. Customers can view and roll back to earlier versions
• Template Ownership: Custom templates are scoped to the company that created them. Templates created by a company are visible to authorised users within that company in accordance with their role-based permissions
• Assessor Templates: Assessor subscribers may create and manage their own custom templates for fire policies, procedures, and emergency plans. Assessor templates are scoped to the assessor's company and are shareable within the same organisation
• Save as Template: Customers may save a completed inspection or generated compliance document as a reusable custom template for future use. The saved template inherits the configuration of the source document and can be further edited

5. Cancellation and Refunds

• Customers may cancel a paid subscription at any time from the Billing section within the platform — no need to contact FireVault manually
• Upon cancellation, the subscription remains active until the end of the current billing period, after which access is restricted
• Customers may reinstate a cancelled subscription at any time by reactivating their subscription from the Billing section
• Monthly subscriptions are non-refundable once charged
• No data is deleted when a subscription ends or a trial expires — the account and all data are retained and access can be restored by reactivating
• One-time compliance document purchases are non-refundable once generated and downloaded (see Section 4)

5.1 Promotional Offers

• From time to time, FireVault may offer promotional discounts to trial users, including a 50% discount on the first 3 months of a paid subscription
• Promotional offers are applied automatically at checkout when the customer clicks the offer and completes checkout through Stripe
• Promotional offers cannot be combined with other discounts or coupons
• Promotional offers have eligibility conditions and expiry dates as displayed at the time of the offer
• FireVault reserves the right to withdraw or modify promotional offers at any time

6. Usage

• Both subscription packages (Business Management and Assessor) include unlimited premises, fire risk assessments, users and features — there are no artificial usage caps
• During the 90-day free trial, customers have full access to all features of the applicable product line
• Document storage is subject to fair usage and reasonable platform limits
• FireVault reserves the right to restrict or suspend accounts that exhibit usage patterns inconsistent with normal platform use or that indicate abuse

7. FireVault Connect Marketplace

FireVault Connect is a marketplace that connects businesses with verified fire safety professionals. The following terms apply to marketplace transactions:

• Professional Verification: FireVault verifies the identity, company details, qualifications, and insurance of professionals before publishing their profiles. However, FireVault does not guarantee the competence, availability, or quality of any professional, and the final hiring decision remains the responsibility of the business
• Marketplace Jobs: When a business engages a professional through the marketplace, a Marketplace Job record is created to track the engagement from enquiry through to completion
• Quotes and Offers: Professionals may send structured quotes with line-item breakdowns. Businesses are not obligated to accept any quote, and professionals are not obligated to provide a quote
• Payments: Marketplace payments are processed through Stripe Connect. Funds are held securely and released to the professional upon job completion, subject to the platform's dispute resolution process
• Commission: FireVault charges a commission on marketplace transactions. The commission rate is displayed to professionals before they accept a job and to businesses before they make a payment
• Disputes: If a dispute arises between a business and a professional, FireVault may act as an intermediary but is not a party to the dispute. FireVault's role is limited to facilitating communication and, where appropriate, holding or releasing funds in accordance with these Terms
• Reviews: Both businesses and professionals may leave reviews after job completion. Reviews must be honest and based on genuine experience. FireVault reserves the right to remove reviews that are defamatory, fraudulent, or otherwise in breach of these Terms
• Professional Obligations: Professionals using the marketplace warrant that they hold the necessary qualifications, insurance, and competence to carry out the services they offer, and that they will comply with all applicable fire safety legislation and professional standards

8. Customer Responsibilities

• Maintain accurate and up-to-date compliance data
• Ensure all Users have appropriate training and authorisation
• Notify FireVault of changes to billing information
• Comply with all applicable fire safety legislation for the jurisdiction in which each premises is located (see Section 17 below)
• Not use the Service as a substitute for professional fire safety assessment where one is legally required
• Not create multiple accounts to circumvent the trial period or subscription requirements

9. Data Ownership and Export

Customers retain full ownership of all Compliance Data entered into the platform. At any time during an active subscription or trial, Customers may export their data. Upon cancellation of a paid subscription or expiry of the trial, access is restricted but data is retained — Customers may reactivate their subscription at any time to restore full access and export their data. Upon account deletion, data is permanently deleted subject to legal retention requirements.

10. Confidentiality

Both parties agree to keep confidential any non-public information shared during the course of the subscription. This obligation survives termination of the Service.

11. Warranties and Disclaimers

• FireVault warrants that the Service will be provided with reasonable skill and care
• The Service is a compliance management tool and does not constitute professional fire safety advice
• FireVault does not guarantee that use of the Service will result in regulatory compliance
• Customers remain solely responsible for their fire safety obligations under the legislation applicable to their jurisdiction
• FireVault Connect professionals are independent contractors, not employees or agents of FireVault
• FireVault does not warrant the accuracy of compliance content generated by AI-assisted features; all AI-generated content must be reviewed by a competent person before reliance

12. Indemnity

The Customer agrees to indemnify FireVault against any claims arising from the Customer's misuse of the Service, breach of these Terms, or infringement of third-party rights through data uploaded to the platform.

13. Force Majeure

Neither party shall be liable for delays or failures caused by circumstances beyond their reasonable control, including but not limited to natural disasters, government actions, internet outages, or labour disputes.

14. Variation

We may update these Terms & Conditions at any time. Customers will be notified of material changes at least 30 days before they take effect. Continued use after the effective date constitutes acceptance. The version of Terms issued at account creation is permanently stored within the customer's account.

15. Entire Agreement

These Terms & Conditions, together with the Privacy Policy, GDPR Policy, and Data Processing Information, constitute the entire agreement between the parties and supersede all prior agreements relating to the Service.

16. Governing Law and Jurisdiction

These Terms & Conditions are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales. Notwithstanding this, the fire safety legislation applicable to each premises is determined by the jurisdiction selected for that premises within the platform (see Section 17), and the platform will only ever reference legislation appropriate to that jurisdiction.

17. Fire Safety Legislation by Jurisdiction

The FireVault platform is a multi-jurisdiction compliance system. Each premises created within the platform has a mandatory jurisdiction selection that determines all applicable legislation, terminology, guidance, and compliance content. The platform will never display legislation or terminology belonging to a different jurisdiction. The applicable legislation for each supported jurisdiction is set out below:

Where legislation differs between jurisdictions, jurisdiction-specific clauses automatically apply according to the premises selected. Legislative references applicable to the selected jurisdiction govern the compliance content generated by the platform, including Fire Risk Assessments, reports, policies, training content, and AI-generated recommendations.

18. Contact

For any questions about these Terms & Conditions, please contact us at info@fire-vault.co.uk.

FireVault Ltd is registered in England and Wales.