Terms of service
Plain English on purpose. If anything here is unclear, email hello@venuerecord.co.uk before you rely on it.
Who the agreement is between
These terms are between [legal entity name] (company number [number], registered office [address]), which we call "we", and the organisation that opens an account, which we call "you". The person who opens the account confirms they are allowed to agree to these terms for that organisation.
What the service is
The Venue Record is a system for keeping a building's safety records: documents and their versions, who confirmed and read them, routine checks and drills with their approvals, reminders, notices of changes in guidance, and a dated evidence pack. It drafts text from answers you give and reads facts from documents you upload, and shows both to you to check.
What the service is not
- It is not an inspection, an assessment or a certificate. It keeps the records; it does not look at your building.
- It does not say, and must not be taken to say, that any premises complies with the Terrorism (Protection of Premises) Act 2025, the Regulatory Reform (Fire Safety) Order 2005 or any other law. Whether it does is a matter for the responsible person and the relevant authority.
- It is not legal advice. Guidance in the service is general and written for a kind of building, not yours.
- It does not replace the responsible person. Nothing is a record until a named person at your organisation confirms it, and that person is responsible for what they confirm.
We will never claim otherwise, in the service, in an email or in anything we produce for you.
Your account and your people
- You decide who at your organisation has an account and what each can do. You are responsible for what they do with it.
- When you add a person (a trustee, volunteer, member of staff, hirer or contractor) you confirm you may give us their name and email address for the purpose of sending them links to read or record things. We send nothing else to them.
- Sign-in is by a link we email you. Keep your email account secure; anyone who can read it can sign in as you.
- You will not upload anything you do not have the right to upload, or anything unlawful.
The record is yours, and it is permanent
- Everything you put in, and every record the service makes from it, belongs to you. We hold it for you.
- Confirmed records, sign-offs, check logs and approvals cannot be edited or deleted, by you or by us. New versions can be added; old ones stay. This is how the record keeps its value to an inspector, and it is the reason to use the service rather than a shared drive.
- You can export everything at any time from within the service, in formats you can open without us. If you close your account, the export remains yours.
Fees
- The service is charged per site (building), monthly or yearly, at the price shown when you subscribe. Adding a site changes the next charge in proportion; removing one reduces it from the next period.
- New accounts get a trial of [14] days with no card needed. When it ends, the account reads only until you subscribe. Nothing is deleted.
- Prices may change with [30] days' notice by email. A price change never applies to a period you have already paid for.
- Payments are taken by Stripe. Invoices are available in the service. Fees are in pounds sterling and exclude VAT where it applies.
Cancelling
You can cancel at any time from the billing page. The subscription runs to the end of the period you have paid for and does not renew. After that the account reads only for [12] months so you can export, then it is closed and the data deleted in line with our privacy policy. We can close an account that breaks these terms, after telling you why and giving you a reasonable chance to export, unless the breach is serious.
Availability and changes
We aim to keep the service available at all times and will tell you about planned downtime. We may change or improve the service; we will not remove something you rely on without notice and a way to export. Reminders and summaries are sent by email and depend on your email provider delivering them; we are not responsible for a reminder that your systems block, and a reminder is a help, not a substitute for your own diary.
Responsibility and liability
- You are responsible for the accuracy of what you enter and confirm, for what your people do, and for your organisation's compliance with the law. The service helps you keep the record; it does not take on the duty.
- We are responsible for providing the service with reasonable skill and care and for keeping your data as the privacy policy says.
- Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
- Otherwise, our total liability to you in any twelve months is limited to the fees you paid us in those twelve months, and we are not liable for loss of profit, business or goodwill, or for indirect loss, however it arises. This is a record-keeping service priced for village halls, and the limit reflects that.
Data protection
For the personal information you enter about your people, you are the controller and we are your processor. We process it only to provide the service and on your instructions, keep it secure, help you answer requests from your people, tell you without undue delay of any breach affecting it, use only the sub-processors listed in the privacy policy (telling you before adding one), and delete or return it when the account closes. This paragraph is our data processing agreement; if you need a signed copy, ask.
Law
These terms are governed by the law of England and Wales, and the courts of England and Wales decide any dispute. We will always try to sort out a problem by email first.
The website, guides and free tools
The guides, templates and tools on venuerecord.co.uk are free to use and free to copy for your own organisation. They are general information, not legal advice, and we do not guarantee they are complete or current for your building. The tools run in your browser and send us nothing you type. Please do not republish the guides as your own.