User Agreement

1. Who we are and how these terms apply

These Terms of Service ("Terms") are between DocRide Tech Ltd, company number 16944760, trading as DocRide ("DocRide", "we", "us" or "our") and the organisation, business, professional user or individual accessing or using DocRide ("Customer", "you" or "your").

By creating an account, subscribing, accessing the platform, using AI-assisted features, joining the marketplace, accepting an invitation, submitting content or otherwise using DocRide, you agree to these Terms.

If you use DocRide on behalf of an organisation, you confirm that you have authority to bind that organisation. If you do not have authority, you must not use the service on that organisation's behalf.

2. Related documents

These Terms incorporate the following documents:

• Privacy Policy
• Cookie Policy
• Data Processing Agreement
• AI Processing Notice
• Subprocessor Policy
• Data Retention Policy
• Data Breach Response Policy
• International Data Transfers
• Pricing Policy

3. The DocRide service

DocRide is a cloud-based Occupational Health & Safety ("OHS") management platform. Features may include risk assessments, safe systems of work, method statements, construction phase plans, competence management, training management, incident reporting, investigations, audits, inspections, corrective actions, legal compliance management, emergency preparedness, asset management, contractor management, client-contractor collaboration, supply chain compliance, performance reporting, benchmarking and learning reports.

We may add, change, suspend, withdraw or improve features from time to time. Some features may be beta, experimental, limited, paid, usage-capped or available only on certain plans.

4. User categories and access

DocRide may be used by businesses, directors, managers, administrators, employees, contractors, subcontractors, consultants, health and safety consultants, internal auditors, external auditors, assessors, trainers, competence assessors, clients, suppliers and visitors.

Customers are responsible for inviting users, assigning appropriate permissions, removing access when no longer required and ensuring that users comply with these Terms. Actions taken by invited users may be treated as actions of the Customer.

5. Customer responsibilities

You are responsible for:

• the accuracy, completeness and lawfulness of information uploaded to DocRide;
• providing accurate workplace, site, task, personnel, contractor and risk information;
• reviewing all generated documents, AI outputs, risk assessments, method statements, audits, inspections and recommendations before use;
• maintaining legal compliance with health and safety, employment, data protection, construction, fire safety, environmental and other applicable laws;
• selecting and implementing suitable risk controls;
• maintaining competent personnel and professional oversight;
• consulting workers and representatives where required;
• maintaining your own records, insurance and professional advice where required;
• ensuring that uploaded health, medical, sickness or occupational health data is lawful, necessary and proportionate.

6. No Safety Guarantee

DocRide is a software and workflow tool. Use of DocRide does not guarantee and must not be represented as guaranteeing:

• a safe workplace;
• elimination or reduction of risk;
• identification of every hazard;
• compliance with any Act, regulation, approved code of practice, guidance, standard, certification scheme or contractual requirement;
• acceptance by the Health and Safety Executive, local authority, fire authority, client, principal contractor, auditor, insurer, certification body or court;
• achievement or maintenance of ISO 45001 or any other certification;
• avoidance of accidents, incidents, injury, illness, enforcement action, notices, prosecutions, fines, penalties or civil claims.

You remain solely responsible for the safety of your undertaking, your risk assessments, your controls, your competent appointments, your legal compliance and your decisions.

7. AI-assisted functionality

DocRide includes AI-assisted functionality. AI outputs may include risk assessment drafts, safe system of work drafts, method statement drafts, compliance recommendations, audit observations, corrective action suggestions, learning recommendations, performance analysis and other health and safety related outputs.

AI outputs are generated automatically and may contain errors, omissions, inaccuracies, outdated information, irrelevant assumptions or unsuitable recommendations. AI outputs are for assistance only. You must not rely solely on AI outputs.

DocRide currently uses Google Gemini for AI-assisted features. Customer content submitted through DocRide is not used to train Gemini's general AI models. We may change AI providers in accordance with our Data Processing Agreement and Subprocessor Policy.

You must review, verify, adapt and approve AI outputs using competent human judgement before relying on them, sharing them, issuing them, implementing them, signing them off or using them for legal, safety, compliance, employment or commercial decisions.

8. No professional advice

DocRide does not provide legal advice, health and safety consultancy, engineering advice, medical advice, insurance advice or regulatory advice. Any platform content, AI output, template, checklist, report, benchmark, dashboard or recommendation is general workflow support only unless expressly agreed in a separate written professional services contract.

9. Marketplace and third-party professionals

DocRide may operate a marketplace or directory through which businesses can identify, communicate with or engage consultants, auditors, assessors, trainers or other professionals.

DocRide is a technology platform only. We are not the employer, agent, partner, principal or representative of any consultant, auditor, assessor, trainer or professional. We are not a party to consultancy, audit, training, assessment or professional services contracts between customers and third-party providers unless we expressly sign a separate written contract stating otherwise.

Any contract for professional services is directly between the customer and the provider. DocRide is not responsible for professional advice, service quality, qualifications claimed, competence, insurance, availability, reports, recommendations, delays, disputes or fees of marketplace providers.

10. Professional provider responsibilities

Consultants, auditors, assessors, trainers and other providers are responsible for:

• their qualifications, competence, registrations, memberships and experience claims;
• maintaining appropriate professional indemnity, public liability and other insurance;
• their professional advice, reports, recommendations and deliverables;
• complying with all laws, regulations, professional standards and client requirements;
• not misrepresenting their status, experience, independence or authority;
• managing conflicts of interest;
• keeping customer information confidential.

11. Customer responsibility for marketplace selection

Customers are responsible for selecting suitable providers, verifying competence and qualifications, checking insurance, agreeing scope and fees, reviewing reports, deciding whether to implement recommendations and maintaining compliance.

12. Sign-off and approval records

Where a consultant, auditor, reviewer, assessor or competent professional signs off, approves, reviews or submits a document for a business, that sign-off forms part of the customer's safety, compliance and audit trail. Such records may not be deletable by the consultant or reviewer after submission and may be retained for legal, regulatory, contractual, professional accountability, audit, dispute resolution, safety management or evidential purposes.

13. Subscriptions, trials and payment

• Paid subscriptions are billed as stated at checkout, in the Pricing Policy or in an order form.
• Subscriptions may renew automatically unless cancelled before renewal.
• Free trials or free plans may be limited, withdrawn, changed or converted to paid plans with notice.
• Upgrades may take effect immediately; downgrades may take effect at the end of the billing period or as stated in the platform.
• Fees are non-refundable except where required by law or expressly stated.
• We may suspend or restrict access for late payment, failed payment, chargebacks, misuse, security risk or breach of these Terms.
• Stripe processes payments. Stripe terms and privacy notices apply to payment processing.

14. Acceptable use

You must not:

• use DocRide unlawfully, fraudulently or in a way that infringes rights;
• upload malware, unlawful content, defamatory content or content you have no right to use;
• attempt unauthorised access, probing, scanning, penetration testing or security testing without written permission;
• reverse engineer, copy, scrape, decompile or misuse the platform, except where lawfully permitted;
• misuse AI features to generate unlawful, unsafe, discriminatory, misleading or harmful content;
• submit excessive, irrelevant or unnecessary special category data;
• misrepresent professional qualifications, approvals, memberships, competence or insurance;
• use DocRide to harass, monitor or profile individuals unlawfully;
• interfere with platform availability, security or integrity.

15. Customer content

You retain ownership of data, files, documents, records, reports, prompts, outputs and other materials you upload to or generate through DocRide ("Customer Content"). You grant DocRide a licence to host, store, process, transmit, display, back up, analyse and otherwise use Customer Content as necessary to provide, secure, support, improve and operate the service.

You warrant that Customer Content is accurate, lawful, non-infringing, necessary for your use of the service and uploaded with all required notices, consents, lawful bases and permissions.

16. Intellectual property

DocRide and its licensors own all intellectual property rights in the platform, software, source code, object code, user interface, workflows, databases, AI systems, prompts, templates, designs, documentation, trade marks, branding, logos, know-how and content provided by DocRide.

Except for the limited right to use the service during your subscription, no rights are transferred to you. You must not copy, reproduce, adapt, sell, sublicence, reverse engineer or create derivative works from DocRide materials unless expressly permitted in writing.

Feedback, suggestions or improvement ideas may be used by DocRide without restriction or payment.

17. Data protection

Where DocRide processes personal data as controller, our Privacy Policy applies. Where DocRide processes personal data on behalf of a customer, the Data Processing Agreement applies.

Customers are responsible for their own UK GDPR, EU GDPR, Data Protection Act 2018 and PECR compliance in relation to Customer Content, including employee, contractor, visitor, incident, health, competence and training records.

18. Security

We use reasonable technical and organisational measures designed to protect the service. You are responsible for keeping credentials secure, using appropriate access controls, promptly removing users who no longer need access, reviewing permissions and notifying us immediately of suspected unauthorised access or security incidents.

19. Availability, maintenance and defects

We will use reasonable efforts to keep DocRide available, but we do not guarantee uninterrupted, error-free or defect-free operation. The service may be unavailable due to maintenance, updates, internet failures, hosting failures, third-party provider outages, cyber incidents, force majeure or other causes.

We may fix defects, apply patches, change infrastructure or suspend features where reasonably necessary for security, performance, legal compliance or service improvement.

20. Suspension and termination

We may suspend or terminate access immediately if we reasonably believe there is non-payment, misuse, breach of these Terms, security risk, unlawful activity, infringement, regulatory risk, excessive usage, threat to platform integrity or a requirement to comply with law.

On termination, your access may end. Customer data may be deleted, archived or retained in accordance with the Data Retention Policy, DPA and applicable law. You should export required records before termination.

21. Warranties and disclaimers

The service is provided "as is" and "as available". To the fullest extent permitted by law, we exclude all implied warranties, conditions and representations, including fitness for purpose, satisfactory quality, non-infringement, accuracy, completeness, availability, legal compliance, OHS compliance, certification suitability and professional suitability.

You are responsible for ensuring that DocRide is suitable for your organisation, sector, jurisdiction, sites, work activities, risk profile and compliance requirements.

22. Indemnities

You will indemnify and hold harmless DocRide Tech Ltd, its directors, officers, employees, contractors and suppliers from and against claims, losses, liabilities, damages, fines, penalties, costs and expenses, including reasonable legal fees, arising from:

• your use or misuse of DocRide;
• Customer Content or user-generated content;
• your breach of these Terms;
• your breach of law, regulation, data protection law or OHS duties;
• professional services, advice, reports or marketplace transactions;
• claims by employees, contractors, clients, visitors, regulators, consultants, auditors or third parties;
• workplace incidents, injuries, investigations, enforcement action or compliance failures connected with your undertaking;
• your reliance on AI outputs, templates, dashboards, reports or recommendations.

23. Limitation of liability

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot be limited or excluded by law.

Subject to the above, DocRide will not be liable for indirect, special, incidental, punitive or consequential loss, or for loss of profits, revenue, business, contracts, anticipated savings, goodwill, reputation, opportunity, data, certification, regulatory approval, insurance cover or management time.

Subject to the first paragraph of this section, DocRide will not be liable for regulatory action, fines, penalties, enforcement action, workplace incidents, injuries, failure to achieve compliance, failure to obtain certification, professional advice supplied by third parties, marketplace disputes, AI-generated content, user-generated content or decisions made using the service.

Subject to the first paragraph of this section, our total aggregate liability arising out of or in connection with the service, whether in contract, tort (including negligence), breach of statutory duty, misrepresentation, restitution or otherwise, is limited to the greater of £100 or the fees paid by you to DocRide for the service in the three months before the event giving rise to the claim.

24. Consumer and individual users

DocRide is primarily a business and professional platform. If you are legally treated as a consumer, nothing in these Terms limits statutory rights that cannot lawfully be excluded. Any consumer-facing features, including individual memberships, are subject to these Terms only to the extent lawful and fair.

25. Confidentiality

Each party must keep the other's confidential information confidential and use it only for the purposes of these Terms, except where disclosure is required by law, regulation, court order or professional advisers under confidentiality obligations.

26. Changes to these Terms

We may update these Terms and related policies from time to time. If changes are material, we will take reasonable steps to notify customers. Continued use after the effective date of updated terms means you accept them.

27. Force majeure

We are not liable for delay or failure caused by events beyond our reasonable control, including internet failures, hosting failures, cyberattacks, war, terrorism, industrial disputes, natural disasters, utility failures, supplier failures, epidemics, government action or changes in law.

28. Assignment and subcontracting

You may not assign or transfer your rights or obligations without our prior written consent. We may assign, transfer or subcontract our rights and obligations, including to affiliates, successors, suppliers and subprocessors, provided this does not materially reduce your contractual rights.

29. Governing law and jurisdiction

These Terms and any dispute or claim arising out of or in connection with them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that DocRide may seek injunctive or protective relief in any competent court.

30. General

• No person other than the parties has rights under the Contracts (Rights of Third Parties) Act 1999.
• If a term is invalid or unenforceable, the remaining terms continue to apply.
• Failure to enforce a right is not a waiver.
• These Terms, referenced policies and any order form form the entire agreement for the service.
• If there is a conflict, the order of priority is: signed order form, Data Processing Agreement, these Terms, referenced policies, platform notices.

31. Contact

DocRide Tech Ltd, company number 16944760. Email: info@docride.co.uk. Website: www.docride.co.uk.