Terms of Service

Last Updated: November 25, 2025

This Agreement is between SAFETY IN PROCESS LIMITED ("we", "us", "our"), company number 15841152 with registered office at Exchange Building, 66 Church Street, Hartlepool, United Kingdom, TS24 7DN, and you, the Customer ("you", "your"), for provision of the WeldLog software and associated services ("Services").

Both parties warrant that they have the legal right and authority to enter into this Agreement.

1. Definitions

Unless otherwise stated, the following definitions apply:

• Account – a licensed login enabling an individual User to access and use WeldLog.
• Agreement – this Agreement, incorporating these Terms, the Order (subscription), and any documents expressly referenced.
• Business Day – a weekday other than a public holiday in England.
• Business Hours – 09:00–17:30 GMT/BST on a Business Day.
• Charges – fees payable by you for WeldLog, as specified in your subscription plan.
• Confidential Information – information marked confidential or reasonably considered confidential, excluding information lawfully public.
• Customer Data – any data, information, files or materials uploaded, submitted, or stored in WeldLog by you or your Users.
• Data Protection Laws – UK GDPR, the Data Protection Act 2018, and any successor legislation.
• Force Majeure Event – events outside a party's reasonable control, e.g. internet outages, power failures, natural disasters, industrial disputes, war.
• Order – your subscription to WeldLog, whether via online purchase, signed order, or Stripe billing.
• Platform – WeldLog, including application, database, system and related software, hosted by us or our third-party providers.
• Service Term – the subscription period, consisting of an Initial Term (as per your subscription) and any Renewal Terms.
• User – a person authorised by you to access WeldLog under your subscription.
• Website – weldlog.uk and associated sub-domains.

2. Formation and Duration

2.1 Your subscription constitutes an offer to purchase Services. Acceptance occurs when we confirm your subscription or provide access.

2.2 The Agreement commences on the Effective Date and continues until the end of the Service Term, unless terminated earlier in accordance with these Terms.

2.3 Subscriptions renew automatically unless cancelled with at least 30 days' notice before the renewal date.

3. Communication and Notices

3.1 Notices must be sent by:

• personal delivery or courier (effective on delivery),
• signed-for post (effective 2 Business Days after posting), or
• email (effective when leaving sender's outbox during Business Hours).

3.2 Notices must be clearly marked "Notice" and sent to the addresses/email provided.

4. Licence and Customer Obligations

4.1 Subject to payment of Charges, we grant you a non-exclusive, non-transferable licence to use WeldLog for your internal business purposes.

4.2 You shall:

• ensure Users comply with these Terms,
• prevent unauthorised access,
• comply with all applicable laws,
• not upload unlawful, harmful, or infringing materials,
• not reverse-engineer, copy, or use WeldLog to create competing services.

4.3 Each User account must be assigned to a single named individual.

5. Our Obligations

5.1 We will:

• provide the Services with reasonable care and skill,
• provide login credentials within 7 Business Days of subscription confirmation,
• maintain industry-standard security, disaster recovery, and back-up procedures,
• target 99.5% uptime (excluding planned maintenance, Force Majeure, or your failures).

6. Charges and Payment

6.1 Charges are payable in advance by the method set out in your Order (Stripe card payment unless otherwise agreed).

6.2 All Charges are exclusive of VAT or equivalent taxes.

6.3 We may increase Charges by up to 5% annually by giving 30 days' written notice.

6.4 Failure to pay may result in suspension of Services and interest charges under the Late Payment of Commercial Debts (Interest) Act 1998.

7. Changes to the Services

7.1 You may request changes to Services; we will confirm acceptance and any additional charges in writing.

7.2 We may make changes to WeldLog (e.g. security updates, feature improvements) provided such changes do not materially reduce functionality.

8. Maintenance and Support

8.1 Planned maintenance will be outside 06:00–21:00 weekdays and 08:00–17:00 weekends/public holidays where possible.

8.2 Emergency maintenance may occur at any time to address critical issues.

8.3 Support is provided via email/helpdesk during Business Hours with response targets:

• Urgent issues: within 2 hours, recovery within 4 hours.
• High: response within 4 hours.
• Normal: response within 8 hours.
• Low: response within 16 hours.

9. Data and Data Protection

9.1 You own all Customer Data. You grant us a non-exclusive licence to process Customer Data for the purpose of providing the Services.

9.2 We may aggregate and anonymise Customer Data for analytics and service improvement.

9.3 We act as a Processor of Customer Personal Data, and you are the Controller. We will:

• process only on your instructions,
• maintain appropriate security measures,
• ensure staff confidentiality,
• only use approved sub-processors,
• notify you of any data breach,
• assist you with Data Subject requests.

9.4 On termination, Customer Data will be returned or deleted (except as required by law).

10. Intellectual Property

10.1 All intellectual property in WeldLog remains with us or our licensors.

10.2 Nothing in this Agreement transfers ownership of intellectual property between parties.

11. Confidentiality

11.1 Each party shall keep the other's Confidential Information secure and not disclose it except where necessary for performance or required by law.

11.2 This obligation survives termination.

12. Limitations of Liability

12.1 Nothing limits liability for death, personal injury caused by negligence, or fraud.

12.2 We are not liable for:

• indirect or consequential loss,
• loss of profits, revenue, or data.

12.3 Our total liability in any 12-month period is capped to the total Charges paid by you in that period.

13. Force Majeure

Neither party is liable for delays/failures caused by a Force Majeure Event. Obligations are suspended for the duration of the event.

14. Termination

14.1 Minimum Term
The Services are provided on a 12-month contractual term, whether paid monthly or annually.
The Customer is committed to the full 12-month term once the Order is accepted.
Monthly payment is a payment schedule only and does not shorten or remove the 12-month minimum term.

14.2 Termination by Notice
Either party may terminate at the end of the current 12-month term by giving no less than 30 days' written notice prior to the renewal date.
If no such notice is given, the Agreement automatically renews for successive 12-month periods.

14.3 Termination for Cause
Either party may terminate immediately by written notice if the other party:

• commits a material breach and fails to remedy it within 30 days of notice, or
• becomes insolvent, ceases trading, or enters bankruptcy/administration.

14.4 Consequences of Termination
Upon termination for any reason:

• access to WeldLog will cease immediately,
• the Customer must export any Customer Data prior to closure,
• all outstanding Charges for the full 12-month term remain payable where termination occurs before the end of the minimum term (unless termination was due to our material breach).

15. Publicity

With your permission, we may reference your company name and logo in marketing materials as a WeldLog customer.

16. General

16.1 This Agreement is the entire agreement between the parties and supersedes prior discussions.

16.2 We may update these Terms with 30 days' notice.

16.3 You may not assign rights without our written consent.

16.4 This Agreement is governed by English law. The courts of England and Wales have exclusive jurisdiction.