Terms and Conditions

1. Company Information & Definitions

SafeSentry is owned and operated by Apex Civil Engineering Consultants LTD, a company registered in England and Wales ("the Company"). All references to "SafeSentry", "we", "us", or "our" refer to the Company and its authorised representatives.

In these Terms:

• "Service" means the SafeSentry platform at safesentry.co.uk, including all features, tools, APIs, and mobile-accessible pages
• "User", "you", "your" means any person or entity accessing or using the Service
• "Content" means any documents, data, text, images, or other materials uploaded to or generated through the Service
• "AI Features" means RAMS analysis, document scoring, improvement suggestions, RAMS generation, the AI chatbot, and "Ask Your RAMS" document Q&A
• "Site Register" means the public-facing attendance sign-in/sign-out pages accessed via QR codes

2. Acceptance of Terms

By accessing or using SafeSentry, you agree to be legally bound by these Terms and Conditions, our Privacy Policy, and our Cookie Policy. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

If you do not agree with any part of these Terms, you must discontinue use of the Service immediately.

3. Critical Safety & Liability Disclaimers

3.1 Complete Exclusion of Liability for Safety Outcomes

To the fullest extent permitted by law, SafeSentry, Apex Civil Engineering Consultants LTD, its directors, officers, employees, contractors, agents, and affiliates expressly exclude ALL liability for:

• Any death, personal injury, illness, or harm occurring on any construction site or workplace
• Any property damage, financial loss, business interruption, or consequential loss
• The use of, or reliance upon, any assessments, scores, recommendations, or AI-generated content provided by the Service
• The implementation or non-implementation of safety measures referenced by the Service
• The adequacy, accuracy, or completeness of any RAMS document or safety documentation analysed, generated, or processed through the Service
• Any errors, omissions, or inaccuracies in automated or AI-generated evaluations
• Failure to identify safety hazards, risks, regulatory non-compliance, or method statement deficiencies
• Any construction activities, works, or operations conducted in connection with documents processed through the Service
• Any regulatory enforcement actions, HSE investigations, improvement or prohibition notices, or prosecutions
• Any decisions made by you or your employees, contractors, or operatives based on information provided by the Service

3.2 User's Sole Responsibility

By using the Service, you expressly acknowledge, agree, and warrant that:

• You are solely and entirely responsible for ensuring compliance with all applicable health and safety legislation, regulations, and approved codes of practice
• You will ensure all safety documentation is reviewed, approved, and signed off by a suitably qualified and competent person before implementation on site
• You will not treat AI-generated or AI-evaluated content as a substitute for professional health and safety expertise
• Construction safety is your legal duty as employer, principal contractor, contractor, or designer (as applicable under CDM 2015) and this responsibility cannot be delegated to any software tool
• You will comply with all CDM Regulations 2015, Management of Health and Safety at Work Regulations 1999, HSWA 1974, and all applicable industry-specific regulations
• Site induction records and attendance registers produced by SafeSentry are operational tools and you remain responsible for ensuring legal compliance of your own induction processes, site access controls, and record-keeping
• The RAMS Generator feature produces draft documents that must be reviewed, modified, and approved by a competent person before use on any project

3.3 AI Limitations Acknowledgement

4. Service Description

SafeSentry provides the following features as advisory tools:

• RAMS Evaluation: AI-powered analysis and scoring of uploaded RAMS documents
• RAMS Generator: AI-assisted creation of draft RAMS documents from user-provided details
• Project Management: Project tracking, milestones, daily reports, deliveries, equipment registers, and permit management
• Site Inductions: Digital induction forms accessible via QR codes for on-site operatives
• Site Register / Attendance: QR-based sign-in/sign-out system for tracking site attendance
• PoWRA: Point of Work Risk Assessments with hazard identification and control measures
• Safety Features: Near-miss reporting, snagging lists, toolbox briefings, site photography
• AI Chatbot & Document Q&A: AI safety assistant and document-specific question answering
• Certifications & Training: Workforce certification tracking and training module delivery
• Regulatory Intelligence: Compliance calculators, checklists, and document library (informational only)
• Company Management: Team management, role-based access, company branding, and reporting

All features are provided as operational and advisory tools only. They do not replace, and should not be treated as replacements for, professional safety consultancy, competent person review, or regulatory compliance verification.

5. User Accounts & Obligations

5.1 Account Security

• You must provide accurate, complete registration information
• You are responsible for maintaining the confidentiality of your login credentials
• You must notify us immediately of any unauthorised access to your account
• You are responsible for all activities that occur under your account

5.2 Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws
• Upload content that is fraudulent, misleading, defamatory, or infringes intellectual property rights
• Attempt to reverse engineer, decompile, or hack any part of the Service
• Use automated tools to scrape or extract data from the Service
• Share your account credentials with unauthorised individuals
• Use the Service in any way that could harm, disable, or impair its operation
• Upload malware, viruses, or other harmful code

6. Intellectual Property

6.1 Our IP

The SafeSentry platform, including its software, design, branding, logos, text, and all underlying technology, is the intellectual property of Apex Civil Engineering Consultants LTD. No rights are granted to you other than the limited right to use the Service in accordance with these Terms.

6.2 Your Content

You retain ownership of all documents and content you upload to SafeSentry. By uploading content, you grant us a limited, non-exclusive licence to process, store, analyse, and display your content solely for the purpose of providing the Service to you. We will not use your content for any other purpose without your explicit consent.

6.3 AI-Generated Content

Content generated by our AI features (including RAMS documents, evaluation reports, improvement suggestions, and chatbot responses) is provided to you under a licence for your business use. You are responsible for reviewing, validating, and adapting any AI-generated content before use.

7. Data Protection & Privacy

Your use of the Service is governed by our Privacy Policy, which forms part of these Terms. In addition:

• You must ensure you have the legal right to upload and process all documents and personal data through the Service
• If you upload documents containing third-party personal data, you must have a lawful basis for doing so and must comply with UK GDPR
• If you use the Site Register or Induction features, you are the data controller for the personal data collected from your workers and operatives; SafeSentry acts as a data processor on your behalf
• You must inform workers and operatives that their data will be processed through SafeSentry and ensure appropriate privacy notices are in place
• You must maintain your own backup copies of important documents

8. Site Register & Induction Specific Terms

9. Service Availability & Modifications

• We aim to provide reliable service but do not guarantee uninterrupted, error-free, or always-available access
• We may modify, suspend, or discontinue any feature of the Service at any time with reasonable notice
• We are not liable for any loss or damage arising from service interruptions, maintenance periods, or feature changes
• We do not guarantee compatibility with all document formats, devices, or browsers
• We may impose usage limits or restrictions to maintain service quality

10. Data Loss, Information & Backup Disclaimer

10.1 No Guarantee of Data Preservation

To the fullest extent permitted by law, we accept no liability whatsoever for:

• Any loss, corruption, deletion, or alteration of data, documents, records, files, or information stored on, uploaded to, or processed through the Service, whether caused by system failure, software error, cyberattack, maintenance, migration, or any other reason
• Any loss of data resulting from account termination, suspension, inactivity, or closure, whether initiated by you or by us
• Any loss of data during service updates, platform migrations, database maintenance, or infrastructure changes
• The failure of any backup, recovery, or disaster-recovery system, whether operated by us or our third-party infrastructure providers
• Any data loss caused by third-party service providers, hosting platforms, cloud infrastructure failures, or events beyond our reasonable control
• Partial or complete loss of project records, evaluation histories, induction records, site registers, certificates, training progress, document management files, or any other information held within your account

10.2 Your Backup Responsibility

You expressly acknowledge and agree that:

• You are solely and entirely responsible for maintaining your own independent copies, backups, and archives of all data, documents, and records uploaded to or created within the Service
• SafeSentry should not be treated as your sole or primary storage or record-keeping system for any data that is critical to your business, legal obligations, or regulatory compliance
• You should regularly export and back up all project data, RAMS evaluations, induction records, site attendance logs, certificates, training records, documents, and any other information of importance
• We provide data export functionality as a convenience, but we do not warrant that exports will always be available, complete, or in a format compatible with your requirements
• In the event of any data loss, we shall have no obligation to recover, restore, or reconstruct any lost data, and our sole obligation (if any) shall be to use reasonable efforts to restore data from our most recent available backup, which may not include your most recent data

10.3 Accuracy of Information

• We do not warrant or guarantee the accuracy, completeness, reliability, timeliness, or fitness for purpose of any information displayed, generated, calculated, or stored by the Service
• Data displayed in dashboards, reports, analytics, compliance calculators, weather alerts, regulatory information, and any other feature may contain errors, omissions, or outdated information
• You must independently verify all critical information before relying upon it for business decisions, safety assessments, regulatory compliance, or any other purpose
• We are not responsible for any decisions made, or actions taken or not taken, based on information provided by the Service

10.4 Third-Party Data Processing

• The Service relies on third-party providers for cloud hosting, data storage, AI processing, email delivery, and other essential functions
• We are not liable for any acts, omissions, failures, breaches, or outages of these third-party providers, including but not limited to data loss, service interruptions, security breaches, or processing errors
• Your data may be processed or stored in jurisdictions outside the United Kingdom, subject to the data protection laws of those jurisdictions and appropriate safeguards as described in our Privacy Policy

11. Security & Breach Disclaimer

• While we implement reasonable security measures to protect your data, we cannot and do not guarantee that the Service is immune from hacking, data breaches, unauthorised access, malware, ransomware, or other cybersecurity threats
• We are not liable for any damage, loss, or harm resulting from any security breach, cyberattack, or unauthorised access to the Service or your account, except to the extent directly caused by our gross negligence
• You are responsible for maintaining the security of your own devices, networks, login credentials, and access controls
• You must notify us immediately at [email protected] if you suspect any security breach or unauthorised access to your account
• We reserve the right to suspend access to the Service at any time if we reasonably believe a security incident has occurred, without liability for any resulting downtime or data unavailability

12. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to:

• Natural disasters, pandemics, epidemics, acts of God
• War, terrorism, civil unrest, government actions, sanctions, or embargoes
• Power outages, internet or telecommunications failures, infrastructure failures
• Cyberattacks, denial-of-service attacks, ransomware, or other malicious interference
• Third-party service provider failures, including cloud hosting and data centre outages
• Strikes, labour disputes, or supply chain disruptions
• Changes in law or regulation that affect our ability to provide the Service

During any force majeure event, our obligations shall be suspended for the duration of the event, and we shall have no liability for any loss, damage, or inconvenience caused during such period, including any data loss or service unavailability.

13. Limitation of Liability

14. Indemnification

You agree to indemnify, defend, and hold harmless Apex Civil Engineering Consultants LTD, its directors, officers, employees, contractors, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your use of or reliance on the Service or its outputs
• Your violation of these Terms, any applicable law, or any third-party rights
• Any construction activities, works, or safety incidents related to documents or data processed through the Service
• Your failure to comply with applicable health and safety legislation
• Claims by your employees, contractors, operatives, or any third party relating to your use of the Service
• Your use of the Site Register, Induction, or PoWRA features, including any data protection claims by workers or operatives
• Any loss of, corruption of, or inability to access data, documents, or information stored within or processed through the Service
• Claims arising from your failure to maintain independent backups of data submitted to or generated by the Service

15. Account Termination

• You may close your account at any time by contacting us
• We may suspend or terminate your access if you breach these Terms, engage in prohibited activities, or for any other reason with reasonable notice
• Upon termination, you may request export of your data within 30 days, after which it may be permanently and irreversibly deleted subject to our data retention policy. We accept no liability for data not exported within this period
• Sections 3 (Disclaimers), 10 (Data Loss & Backup), 11 (Security & Breach), 12 (Force Majeure), 13 (Limitation of Liability), 14 (Indemnification), and 16 (Governing Law) survive termination

16. Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or in connection with these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before commencing legal proceedings, you agree to attempt to resolve any dispute through good-faith negotiation. Either party may contact the other in writing to initiate such discussions.

17. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or in-platform notification at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

18. Severability & Entire Agreement

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

These Terms, together with the Privacy Policy and Cookie Policy, constitute the entire agreement between you and Apex Civil Engineering Consultants LTD regarding your use of SafeSentry.

19. Contact Information