Terms and Conditions

(firesafetyindex.org – primary domain • firesafetyindex.co.uk)
Last updated: November 2025

These Terms and Conditions (“Terms”) govern your access to and use of the websites firesafetyindex.org (our primary domain) and firesafetyindex.co.uk, and any services, tools, surveys, certificates, 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.org and firesafetyindex.co.uk
Any online tools, dashboards, or “quick update” forms
Any certificates, surveys, on-site inspections, reports, or related services provided by us

0. Interpretation and Definitions

In these Terms, the following definitions apply:

“Website” means our websites at firesafetyindex.org and firesafetyindex.co.uk.
“Services” means all services we provide, including access to the Website, business tools, registration and certificates, surveys, inspections, assessments, support and related services.
“Certificate”, “Registration Certificate”, or “Fire Safety Index Registration Certificate” means a Certificate issued by us to an organisation, usually valid for a specified period (typically twelve months), confirming that the organisation has supplied required information to us and affirmed its commitment to fire-safety compliance.
“Certificate Renewal Notice” means a written notice (including by email) issued by us requiring an organisation to pay a Fire Safety Index Registration Certificate Renewal Fee.
“Fire Safety Index Registration Certificate Renewal Fee”, “Certificate Renewal Fee”, or “Renewal Fee” means the fee of £120, reduced to £60 if paid within 14 days, charged under Section 8 when a Certificate Renewal Notice is issued. The term “Renewal Fee” is used even where the Certificate is being issued for the first time.
“Registration Period” means the validity period of a Certificate as stated on the Certificate or otherwise notified by us.
“Business Tools” means any part of the Website or Services which allows an organisation to:
- claim or register premises,
- update or submit premises or responsible-person data,
- request or manage Certificates,
- access dashboards or quick update forms, or
- otherwise interact with the Fire Safety Index as a registered or registering organisation.

Any reference to a statute or regulation includes any amendments, re-enactments, or replacements of that statute or regulation from time to time.

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.org/privacy
Our Cookie Policy: https://firesafetyindex.org/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
Issue registration certificates evidencing an organisation’s commitment to fire safety compliance
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.

By using any of our Business Tools in relation to a premises, the organisation:

Requests the Certificate-related services we provide; and
Agrees to pay all applicable fees under these Terms, including Certificate Renewal Fees under Section 8.

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,
the Search the Index function, and
reading articles.

You may also send us an email to check more detailed 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.org 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, certificates, 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 various services and administrative activities, including but not limited to:

Account subscriptions or platform access arrangements
Certificate registration and renewal
The Fire Safety Index Registration Certificate Renewal Fee (“Certificate Renewal Fee”)
Per-premises access or services
One-off services, including surveys, on-site assessments, and inspections
Administrative work or support carried out by us
Additional charges described in Section 8
Other paid services as described on our Website or in communications relating to a particular service

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

Displayed on our Website; and/or
Set out in communications or documentation provided at the point the organisation requests or uses a relevant service

By accessing or using any Business Tools, the organisation agrees to pay all applicable fees as described in these Terms.

7.2 Payment Methods

We typically accept payment:

Online via Stripe, our third-party payment processor
In person, where expressly stated (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 any payment through Stripe, the organisation accepts Stripe’s applicable terms.

7.3 Non-Refundable Payments

Unless we explicitly state otherwise in writing:

All payments to Fire Safety Index are non-refundable, including:
- Subscription or access fees
- Certificate fees
- Certificate Renewal Fees
- Per-premises fees
- Survey or inspection fees
- Administrative charges

Cancelling a subscription, service, or feature stops future charges (where applicable) but does not entitle the organisation to any refund of amounts already paid or committed.

If the organisation believes a payment has been taken in error, it must contact us promptly.
Any refunds we provide are at our sole discretion.

7.4 Invoicing, Payment Due Dates and Contractual Debt

The organisation agrees that:

We may issue invoices or notices (including Certificate Renewal Notices) by email or post.
These notices are deemed received at the time they are sent.
Unless otherwise stated, all invoices and Certificate Renewal Notices must be paid within 14 days of their issue date.
All fees described in these Terms — including Certificate Renewal Fees, survey fees, time-based charges, and administrative fees — become contractual debts owed to Fire Safety Index once the relevant triggering event described in these Terms occurs.

If any amount remains unpaid after the due date, we may:

Apply reasonable administrative charges and/or interest, and/or
Refer the outstanding balance to debt recovery agents or solicitors

Where debt recovery action is taken, the organisation will be responsible for any reasonable costs incurred by us in recovering unpaid fees.

8. Certificates, Surveys, Certificate Renewal Notices and Compliance Requirements

8.1 Nature and Purpose of Certificates

We issue Fire Safety Index Registration Certificates (“Certificates”) to confirm that an organisation has supplied the information we require and has affirmed its ongoing commitment to maintaining appropriate fire-safety standards.

A Certificate:

Is an administrative certification relating solely to Fire Safety Index
Is based on the information supplied to us by the organisation
Is not a legal or statutory document, nor does it confirm compliance with fire-safety law or any regulatory requirement

To maintain a valid Certificate, an organisation must:

Keep all premises information accurate and up to date
Respond promptly to our requests for information, clarification, or evidence of fire-safety measures
Renew its Certificate when required under these Terms
Make its premises available, when reasonably required, for a survey, review, or assurance check carried out by us or by a qualified subcontractor appointed by us

Maintaining a valid Certificate and complying with these obligations is a contractual requirement for any organisation that:

Uses our Business Tools, or
Appears on, or interacts with, the Fire Safety Index

The Certificate forms part of the wider framework of administrative oversight and verification that we provide through the Fire Safety Index in order to help organisations maintain accurate records and avoid compliance issues.

8.2 Notice of Scheduled Survey or Assessment

If a survey, on-site assessment, or certificate renewal review is required, we will issue written notice to the organisation stating the scheduled date and time of the visit. Notice will be provided:

By email, or
By post

and will normally be sent at least 3 days before the intended visit.

Surveys and assessments may be carried out by:

Our own representatives, or
Qualified subcontractors acting on our behalf

The organisation must ensure that:

Appropriate personnel are available on-site, and
Our representative or subcontractor can gain full access to all relevant areas of the premises at the scheduled time

Failure to provide access may affect the organisation’s Certificate status and may give rise to fees as described in these Terms.

8.3 When a Certificate Renewal Notice May Be Issued

A Certificate Renewal Notice may be issued where any of the following apply:

The organisation does not currently hold a valid Certificate for premises that appear on, or have been managed using, our Business Tools
A Certificate has expired
The organisation has failed to renew its Certificate within the timeframe we specify
The organisation has not responded to requests for information, updates, or evidence of compliance
The organisation is unable or unwilling to demonstrate that it is meeting expected fire-safety standards or guidance
We reasonably determine that a survey, assessment, or review is required to verify the organisation’s commitments under these Terms
The organisation has used any Business Tools (including claiming premises, updating or submitting data, or requesting a Certificate) in relation to a premises without holding a valid Certificate for that premises

By using our services (including any Business Tools) and accepting these Terms, the organisation acknowledges and agrees that:

Maintaining a valid Certificate, or promptly renewing or regularising its status when requested, is a contractual requirement
Failure to maintain a valid Certificate or to regularise its status when requested constitutes a contractual non-compliance event
A Certificate Renewal Notice may be issued immediately, including as early as the next calendar day after the organisation has used Business Tools without holding a valid Certificate
The obligation to pay any Certificate Renewal Fee:
- Arises once the conditions in this Section 8.3 are met, and
- Survives any cessation of use of the Website or Services — i.e., an organisation cannot avoid the obligation by ceasing to use the service

8.4 The Fire Safety Index Registration Certificate Renewal Fee

Where a Certificate Renewal Notice is issued, the organisation must pay the Fire Safety Index Registration Certificate Renewal Fee (“Certificate Renewal Fee”). The Certificate Renewal Fee is:

£120, payable within 28 days of the date of the Notice
£60 if paid within 14 days, representing a reduced rate for prompt regularisation

The Certificate Renewal Fee:

Covers the administrative cost of issuing or renewing a 12-month Certificate
Supports ongoing maintenance and access to our Business Tools
Covers our internal handling, processing, assessment, and verification of updated information
Contributes to the administrative framework that supports surveys, inspections, and assurance checks, whether required or not
Applies whether the Certificate is being issued for the first time or renewed, and the term “renewal” is used consistently for administrative clarity
Is payable whether or not an on-site survey is required

Once payment is received (and any other requirements are met), we will issue a new Fire Safety Index Registration Certificate for a 12-month period (or such other period as we specify).

8.5 Certificate Renewal Fee When Access Cannot Be Gained

If an on-site survey, assessment, or inspection has been scheduled and our representative or subcontractor:

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

then the Certificate Renewal Fee (normally £120) remains fully payable.

This is because:

Administrative, scheduling, and resource allocation costs have already been incurred
Failure to provide access constitutes a failure to meet Certificate maintenance obligations under these Terms

Upon payment, the Certificate will remain valid, provided all other requirements are also met.

8.6 Survey Fees and Time-Based Charges

If a survey or assessment is required in addition to the Certificate Renewal Fee, the organisation agrees to pay:

£50 per hour,
Charged in 30-minute increments,
Time measured from arrival at the premises until completion of the on-site assessment

The total time required may depend on:

The size and layout of the premises
The number and type of areas requiring review
The availability of responsible personnel, records, and documentation

We may not be able to provide a fixed estimate in advance, but we will describe the purpose and expected scope of any visit in the notice we provide.

8.7 Confirmation of Charges

Where reasonably possible, we will confirm anticipated charges in advance.
Final charges will depend on:

The actual time required to complete the assessment
The number of areas requiring review
Any additional work reasonably required during the visit

The organisation agrees to pay all charges described 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:

13.1 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.

13.2 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.

13.3 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; and
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.org 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.org/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.org (or such other general email as shown on our website)

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

Website:
https://www.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.