Terms & conditions

1. About these terms

These terms apply to orders placed with Keep Compliant Ltd, registered in England and Wales under company number 17222385. “Customer” means the business named in the quotation, order or invoice. “Materials” includes policies, policy packs, handbooks, guides, toolbox talks, knowledge checks, forms and related digital documents.

A quotation or order may contain product-specific terms. If there is a direct conflict, the signed or expressly accepted order takes priority.

2. What we supply

We supply the materials and services described in the accepted order. The live catalogue shows the products and services currently available to purchase. An illustration or general service description is not part of an order unless the relevant feature is included in the confirmed product description.

The Complete Policy Bundle includes the policies and supporting items listed in the live catalogue and confirmed order description at the time of purchase. The confirmed order description defines what is included in that order. Company branding, structured sign-off fields and generation validation are included where described on the product page. Bespoke work, major amendments and later renewals require separate agreement unless stated otherwise.

Where an accepted order includes the optional PolicyProof subscription, the service may record issue, open and completion times, reading duration, acknowledgement details, policy versions and related evidence in the customer's Evidence Vault. The precise timing controls, retention, exports and user limits will be those confirmed in that order.

Buying a policy or pack does not automatically start PolicyProof. The current monthly price, worker allowance and any Founding Operator offer are shown before subscription. Ending PolicyProof does not remove policy documents already purchased by the customer.

3. Ordering and payment

• Website product descriptions are invitations to enquire or order and may be corrected before acceptance if an obvious error has occurred.
• An order becomes binding when we confirm acceptance or begin work following the customer's instruction, whichever happens first.
• At online checkout, the person ordering must confirm that the purchase is wholly for business purposes, that they have authority to bind the named business, and that they accept the displayed terms version. We record that version and the acceptance time against the order.
• Payment is due at the point and by the method stated in the order or invoice. We may pause work or delivery while payment is overdue.
• Any applicable tax, third-party cost or additional work will be shown before it is charged.

4. Customer information and approval

The customer must:

• provide complete, current and accurate information;
• have authority to supply logos, names and other content;
• check draft or generated materials against its actual operation before issue;
• tell us promptly about errors, omissions or operational differences; and
• decide how the materials are implemented, communicated, monitored and enforced.

We are not responsible for an error caused by incomplete, inaccurate or late customer information.

5. Delivery and acceptance

We provide digital materials by the method and within the indicative timescale stated in the order. A delivery date may change if required information, approval or payment is late. The customer should inspect the files promptly and tell us about any technical defect or material mismatch with the accepted order.

We will use reasonable efforts to correct a verified generation or file defect that is reported within 14 days after delivery. This does not cover new requirements, changes to customer information or preferences that were not part of the accepted order.

6. Cancellations and refunds

The products are business-to-business digital materials and many are generated or customised for the customer.

• Before personalised production starts, the customer may cancel for a full refund.
• Once personalised production starts, change-of-mind cancellations and refunds are not normally available because work is being carried out specifically for the customer.
• After customised files are delivered, the order is normally non-refundable for change of mind. This does not affect a right to a correction, replacement, price reduction or refund where Keep Compliant cannot provide the purchased service, the finished work is materially defective or it does not match the accepted order.
• Duplicate payments and amounts charged in error will be refunded to the original payment method.

Errors resulting from inaccurate or incomplete information supplied by the customer are not faults by Keep Compliant and may require a paid amendment. Nothing in these terms limits a right or remedy that the law does not allow the parties to exclude.

7. Use of the materials

Once paid for, the customer receives a non-exclusive, non-transferable licence to use and adapt the delivered materials internally for the named business and its workforce. The customer may provide copies to its professional advisers, auditors, clients or regulators where reasonably required for its business.

The customer must not resell, sublicense, publish as a competing product, remove our ownership notices from unbranded source material, or make the materials available as a template library for another organisation. Customer logos and customer-supplied content remain the customer's property.

8. Compliance and professional disclaimer

Operators, directors, Transport Managers, employers and drivers remain responsible for understanding and meeting their legal and licence obligations, operating the procedures in practice and obtaining professional advice where needed.

9. Updates and renewals

Unless the accepted order says otherwise, an initial purchase does not include automatic monitoring, future legal updates, an annual renewal or unlimited amendments.

A renewal may review customer and operational changes, update the materials, create a new version and generation ID, record the change history and support fresh issue or sign-off. We will confirm the scope and current information required before starting. A new topic or substantially new document may be charged separately.

10. Confidentiality and data protection

Each party must protect confidential information received from the other and use it only to perform or receive the service, except where disclosure is required by law or to a professional adviser under an appropriate duty of confidence.

Each party must comply with applicable data-protection law. Our website privacy notice explains our general use of personal information. Where we process worker data on the customer's instructions, any required processor terms will form part of the applicable service agreement.

11. Liability

Nothing limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited.

Subject to that, neither party is liable for indirect or consequential loss, or loss of profit, revenue, anticipated savings, goodwill or business opportunity. Our total aggregate liability arising from an order is limited to the amount paid or payable for that order. This allocation reflects the nature of the document product and the customer's continuing operational responsibility.

12. Events outside reasonable control

Neither party is liable for delay caused by an event outside its reasonable control, provided it takes reasonable steps to reduce the impact and resumes performance when practical. Payment obligations for completed work are not excused.

13. Ending an order

Either party may end an order immediately if the other commits a material breach and, where it can be corrected, fails to do so within 14 days after written notice. We may also suspend or end access for non-payment, unlawful use or a serious security risk.

Ending an order does not affect rights already accrued. Clauses on payment, permitted use, confidentiality, liability and governing law continue where their nature requires it.

14. General

The customer may not transfer an order without our written consent. A delay in enforcing a right is not a waiver. If one provision is unenforceable, the remaining provisions continue. No person other than the parties has a right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

15. Governing law and contact

These terms and any non-contractual dispute are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

Questions or notices should be sent to hello@keepcompliant.co.uk.