Terms of Service

1. Agreement to Terms

By creating an account, accessing, or using the ClearSafe platform (“the Service”), you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, you must not use the Service.

These Terms constitute a legally binding agreement between you (“the User”, “you”, “your”) and ClearSafe Ltd (“ClearSafe”, “we”, “us”, “our”), a company registered in England and Wales (company number: 17093354, registered office: 66 Paul Street, London, England, EC2A 4NA).

If you are entering into these Terms on behalf of a business or other legal entity, you represent that you have the authority to bind that entity to these Terms. In such cases, “you” and “your” shall refer to that entity.

2. Definitions

“Competent Person” — As defined under Regulation 7 of the Management of Health and Safety at Work Regulations 1999 (MHSWR): a person with sufficient training, experience, knowledge, and other qualities to assist in undertaking the measures needed to comply with health and safety law. Under the Health and Safety at Work etc. Act 1974 (HSWA), employers have a legal duty to appoint one or more competent persons to assist them in meeting their health and safety obligations. ClearSafe Ltd is NOT a competent person. The User is solely responsible for ensuring that all assessments, policies, and records created using the platform are reviewed, verified, and approved by a competent person before being relied upon.

“Responsible Person” — As defined under the Regulatory Reform (Fire Safety) Order 2005 (FSO): the employer, or any person who has control of the premises. The Responsible Person has a legal duty to carry out and regularly review a fire risk assessment for their premises. ClearSafe's fire risk assessment tool assists in documenting this process but does not fulfil the legal duty on behalf of the User. The User is the Responsible Person and retains full legal responsibility.

“AI-Generated Content” — Any risk assessment, fire risk assessment, health and safety policy, method statement, RAMS document, compliance advice, or other content generated using ClearSafe's artificial intelligence features (powered by Anthropic Claude). AI-Generated Content is a draft starting point only and must be reviewed, amended, and approved by a Competent Person before use.

“Compliance Score” — An internal indicator displayed within the ClearSafe dashboard, calculated from data you provide. The Compliance Score is not a legally recognised standard, certification, or guarantee of regulatory compliance.

“Platform” or “Service” — The ClearSafe web application accessible at clearsafe.io, including all features, tools, APIs, and documentation.

“Subscription” — A paid plan (Starter, Professional, or Business) that grants access to the Service.

3. Description of Service

ClearSafe is a health and safety compliance management platform designed for UK businesses. The Service provides tools to help you create and manage:

• AI-generated risk assessments (general, COSHH, manual handling, working at height, DSE, lone working, machinery & equipment)
• Fire risk assessments (standard and HMO)
• Incident and near-miss reports with RIDDOR checks
• Safety asset registers with maintenance tracking
• AI-generated health and safety policies
• Method statements (RAMS)
• Compliance calendar and reporting
• Felix AI health and safety advisor
• Audit pack generation

4. Account Registration and Security

• You must provide accurate, current, and complete information when creating an account.
• You must be at least 18 years of age to create an account and use the Service.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• You must notify us immediately at support@clearsafe.io if you become aware of any unauthorised use of your account.
• One ClearSafe account is permitted per business entity, though multiple team members may access the account under the relevant Subscription plan.
• Authentication is provided by Clerk. By creating an account, you also agree to Clerk's terms of service.

5. Subscriptions, Billing, and Payment

5.1 Subscription Plans

ClearSafe offers three subscription tiers:

• Starter — £19 per month (or £15/month billed annually)
• Professional — £39 per month (or £31/month billed annually)
• Business — £79 per month (or £63/month billed annually)

Each plan includes specific usage limits, feature access, and team member allowances as described on the pricing page.

5.2 Billing and Auto-Renewal

• Payment is processed securely by Stripe. ClearSafe does not store your card details.
• Subscriptions renew automatically at the end of each billing period (monthly or annually) unless cancelled.
• You authorise Stripe to charge your selected payment method for the applicable subscription fee.

5.3 Price Changes

We reserve the right to change subscription pricing. We will give you at least 30 days' written notice (by email) before any price change takes effect. Continued use of the Service after the effective date constitutes acceptance of the new price. You may cancel before the new price takes effect.

6. Refunds and Cancellations

6.1 Monthly Subscriptions

Once a monthly payment has been processed, no refund will be issued for that billing period. You may cancel at any time; your access continues until the end of the current billing period, after which no further charges are made.

6.2 Annual Subscriptions

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have a 14-day cooling-off period from the date of purchase during which you may cancel your annual subscription and receive a full refund. After the 14-day cooling-off period, no refund will be issued. You may cancel at any time, and your access continues until the end of the annual period.

6.3 Plan Upgrades and Downgrades

• Upgrades take effect immediately. You are charged a pro-rata amount for the remainder of the current billing period.
• Downgrades take effect at the start of the next billing cycle. You retain your current plan features until then.

For full details, see our Refund & Cancellation Policy.

7. User Responsibilities

• You are solely responsible for all risk assessments, fire risk assessments, health and safety policies, method statements, and any other documents created using ClearSafe. ClearSafe assists in the creation of these documents but does not assume any responsibility for their accuracy, completeness, or legal sufficiency.
• You must ensure that a competent person (as defined in Section 2) reviews, verifies, and approves all AI-Generated Content before it is relied upon, acted upon, or used to satisfy any legal obligation.
• You must not use ClearSafe as a substitute for professional health and safety advice, legal advice, or the appointment of a competent person under the MHSWR 1999.
• You are responsible for keeping all assessments, policies, and records current and relevant to your specific workplace. UK health and safety legislation requires regular review of risk assessments — the frequency and triggers for review are your responsibility to determine.
• You acknowledge that health and safety legislation, including but not limited to the HSWA 1974, MHSWR 1999, RRFSO 2005, RIDDOR 2013, COSHH 2002, PUWER 1998, LOLER 1998, and DSE Regulations 1992, imposes duties on employers and self-employed persons that cannot be delegated to a software tool.
• You are responsible for ensuring that all information you input into ClearSafe is accurate and complete. AI-generated outputs are only as reliable as the information you provide.
• Where ClearSafe's fire risk assessment tool is used, you remain the Responsible Person under the Regulatory Reform (Fire Safety) Order 2005 and retain full legal responsibility for fire safety at your premises.
• Where ClearSafe's incident reporting and RIDDOR checking tools are used, you remain responsible for making any required RIDDOR report to the HSE. ClearSafe's RIDDOR guidance is indicative only and does not replace your duty to report.

8. AI-Generated Content Disclaimer

ClearSafe uses artificial intelligence (Anthropic Claude) to generate risk assessments, fire risk assessments, health and safety policies, method statements, RIDDOR guidance, and compliance advice. You acknowledge and agree that:

• AI-Generated Content is a draft starting point only. It is not a finished, legally compliant document.
• All AI-Generated Content must be reviewed, amended, and approved by a competent person before being relied upon or used to satisfy any legal obligation.
• ClearSafe makes no warranty as to the accuracy, completeness, correctness, or legal compliance of any AI-Generated Content.
• AI models can produce errors, omissions, hallucinations, and outdated information. You must independently verify all legislative references, hazard descriptions, control measures, and recommendations.
• You must adapt all AI-Generated Content to your specific workplace, specific activities, and specific workforce. Generic output is not sufficient for compliance.
• AI-Generated Content does not account for site-specific conditions, recently introduced hazards, or changes to your workplace that have occurred since the content was generated.
• Reliance on unreviewed AI-Generated Content is entirely at your own risk.
• The Felix AI advisor provides general health and safety guidance. Its responses do not constitute professional advice and should not be treated as such.

9. Acceptable Use Policy

You agree not to:

• Use ClearSafe for any unlawful purpose or in violation of any applicable law or regulation.
• Attempt to gain unauthorised access to our systems, infrastructure, or other users' accounts.
• Upload or transmit malicious code, viruses, or harmful content.
• Resell, sublicense, or redistribute ClearSafe or access to the Service without our written permission.
• Scrape, crawl, or systematically extract data from the platform using automated means.
• Use the Service to generate content that is defamatory, discriminatory, or harmful.
• Circumvent or attempt to circumvent any usage limits, access controls, or security measures.
• Use ClearSafe in a manner that could damage, disable, overburden, or impair the Service.
• Misrepresent AI-Generated Content as having been independently prepared by a qualified health and safety professional when it has not been reviewed by one.

We reserve the right to suspend or terminate your account if you breach this Acceptable Use Policy.

10. Intellectual Property

• The ClearSafe platform, its name, logo, design, code, and all platform content (excluding User-generated content) are the intellectual property of ClearSafe Ltd and are protected by UK and international copyright and trademark law.
• You may not copy, modify, distribute, reverse-engineer, or create derivative works of the platform or its content.
• You retain full ownership of all data and content you create using ClearSafe, including risk assessments, fire risk assessments, incident reports, and asset records.
• You grant ClearSafe a limited, non-exclusive, worldwide licence to process, store, and display your content solely for the purpose of providing the Service to you.
• AI-Generated Content created on your account is yours to use, modify, and distribute as you see fit, subject to the disclaimers in Section 8.

11. Data and Privacy

Your use of ClearSafe is also governed by our Privacy Policy, which explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• You retain ownership of all data you input into the platform.
• You grant ClearSafe a licence to process your data solely for the purpose of providing and improving the Service.
• We will not sell your data to third parties.
• Data processing by third-party sub-processors (Clerk, Supabase, Stripe, Anthropic, Resend, Vercel) is described in the Privacy Policy.
• Incident records may contain health-related personal data about injured persons. You are the data controller for this data and are responsible for ensuring appropriate lawful basis and safeguards.

12. Limitation of Liability

To the maximum extent permitted by the laws of England and Wales:

• The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.
• ClearSafe's total aggregate liability to you for any and all claims arising out of or in connection with these Terms or the Service shall not exceed the total amount of subscription fees actually paid by you to ClearSafe during the 12-month period immediately preceding the event giving rise to the claim.
• ClearSafe shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to loss of profits, loss of revenue, loss of data, loss of business, loss of goodwill, or business interruption, however caused and under any theory of liability.
• Without limiting the generality of the foregoing, ClearSafe shall not be liable for:
  • Any injury, illness, or death arising from or connected to the use or non-use of any assessment, policy, or document created using the platform.
  • Any enforcement action, prosecution, improvement notice, prohibition notice, or fine imposed by the HSE, local authority, fire authority, or any other regulatory body.
  • The accuracy, completeness, or legal compliance of any AI-Generated Content.
  • Any service outage, interruption, or failure caused by third-party providers including but not limited to Clerk, Supabase, Stripe, Anthropic, Vercel, or Resend.
  • Any failure or delay in performance caused by events beyond our reasonable control (force majeure).

13. Indemnification

You agree to indemnify, defend, and hold harmless ClearSafe Ltd, its directors, officers, employees, agents, and contractors from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service, including but not limited to any risk assessments, fire risk assessments, policies, or documents created using the platform.
• Your breach of these Terms.
• Your violation of any applicable law, regulation, or third-party right.
• Any claim by a third party (including employees, contractors, members of the public, or regulatory bodies) arising from your health and safety practices or lack thereof.
• Any claim that you misrepresented AI-Generated Content as the work product of a qualified professional.

14. Termination

• You may cancel your account at any time through the dashboard (Settings → Billing) or by emailing support@clearsafe.io.
• We may suspend or terminate your account immediately if you breach these Terms, including the Acceptable Use Policy.
• We may terminate your account with 30 days' notice for any reason.
• On termination:
  • Your right to access the Service ceases immediately (or at the end of your paid period, whichever is later).
  • You may export your data before termination. After termination, your data is handled in accordance with our Privacy Policy.
  • Compliance records are retained for 7 years in accordance with UK legal requirements, unless you request earlier deletion.
• Sections 7, 8, 10, 12, 13, 15, and 16 survive termination of these Terms.

15. Dispute Resolution

If you have a complaint or dispute, we encourage you to contact us first at complaints@clearsafe.io so we can try to resolve the matter informally.

• Complaints are acknowledged within 1 working day and responded to within 5 working days.
• If the complaint cannot be resolved informally, you may escalate the matter to the courts.
• For data protection complaints, you may also contact the Information Commissioner's Office (ICO) at ico.org.uk.

See our full Complaints Policy for details.

16. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales.

If you are based in Scotland or Northern Ireland, nothing in these Terms affects any additional rights you may have under the laws of your jurisdiction, including any rights under Scots law or Northern Irish law.

You agree to submit to the non-exclusive jurisdiction of the courts of England and Wales, which means you may also bring proceedings in your local courts if you prefer.

17. Changes to These Terms

We may update these Terms from time to time. We will notify you by email at least 30 days before material changes take effect. The “Last updated” date at the top of this page will be revised accordingly.

Continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service and cancel your Subscription.

18. Contact

ClearSafe Ltd

Company number: 17093354

66 Paul Street, London, England, EC2A 4NA

General enquiries: hello@clearsafe.io

Support: support@clearsafe.io

Complaints: complaints@clearsafe.io

Website: clearsafe.io

See also: Privacy Policy · Refund & Cancellation Policy · Cookie Policy · Complaints Policy