Terms of service

1. Who we are

The service is provided by Box 4 Digital Group Ltd ("Box 4", "we", "us"), company number 17253991, registered address Suite 114b Business First, Davyfield Road, Blackburn, Lancashire BB1 2QY. Phone 0208 088 8371. Email info@labchemicaldisposal.co.uk. VAT number [TO CONFIRM].

2. Who these terms are for

The Chemical Register is for organisations, such as schools, colleges, trusts, universities, NHS bodies, private healthcare providers, practices and laboratories. You ("the customer") are the organisation that creates an account. The person accepting these terms confirms that they have authority to bind that organisation. The service is not offered to consumers.

3. The service

The Chemical Register is a web application for recording chemical stock and related information. We may add, change or remove features, and our software pages describe what is available.

Hazard data, storage classes, alerts, waste codes and reports are provided as guidance. They do not replace your own risk assessment, your supplier's safety data sheet or advice from a competent person. You remain responsible for your COSHH assessments, your storage decisions and your legal duties as a producer or holder of waste.

The public chemical database is provided on the same basis. It is guidance only, and it does not state that a person has reviewed any entry unless that entry says so.

4. AI assistant

Output from the AI assistant is a suggestion. It can be wrong. Outputs are labelled as suggestions and logged, and they are not written to your register unless one of your users confirms them. A competent person in your organisation must review and sign off any COSHH or risk note before relying on it. The assistant may not be available at all times. If its provider route fails, it stops working until the route returns, and we will not move your data to a different provider as a fallback.

5. Accounts and users

You must give accurate account details and keep your login details secure. You are responsible for what your users do in your account. You decide who has which role, including owner, admin, technician, viewer, approver and finance.

You must not try to access another organisation's data, disrupt the service, test its security without our written agreement, scrape it beyond normal use of a published API, or use it to break the law.

6. Plans and limits

Plans, limits and prices are set out on our pricing page at the time you choose a plan. Starter is free and has the limits shown there. We enforce plan limits with a clear message, and if you reach a limit you can reduce your use or change plan.

7. Invoices and payment

We do not take card payments. Every paid plan is invoiced. When you choose a paid plan we issue an invoice as a PDF, showing your purchase order number if you give us one, VAT and our bank details. You pay by BACS.

A paid plan becomes active when we mark the invoice as paid. Payment terms are [TO CONFIRM] days from the invoice date. Monthly plans are invoiced monthly and annual plans annually, in advance. Whether listed prices include VAT is [TO CONFIRM]. VAT is shown separately on each invoice.

If an invoice stays unpaid after its due date, we may move your account to Starter or suspend paid features after giving you notice. We may also charge interest and recover costs as the law allows. Details of the notice period are [TO CONFIRM].

8. Renewal, changes and cancellation

Notice periods for cancellation, renewal terms and any refund on cancellation are [TO CONFIRM].

We may change our prices for future billing periods by giving you notice. A change will not affect a period you have already paid for. Notice period [TO CONFIRM].

9. Your data

The data you enter stays yours. You give us permission to host, process and back it up in order to provide the service and to support you. We will not sell it.

We use organisation-level controls intended to prevent one customer from seeing another's data. Our security page sets out what is in place, what is not, and what we do not hold.

10. Records that cannot be deleted

Consignment notes and disposal records are retained for a minimum of three years. Users in your organisation can archive them but cannot delete them. Register changes write an audit entry that cannot be edited. You agree that this is a feature of the service, and that we may keep those records for that period even if you end your subscription, subject to our data processing terms.

11. Export and leaving

Paid plans can export registers and views as the plan allows. On request, we will provide a data export of your whole organisation. Please ask for this before you close your account. What happens to other data after your account closes is set out in the data processing terms. You are responsible for keeping any records that the law requires you to keep once you have left.

12. Availability and support

We aim to keep the service available, but we do not promise that it will be uninterrupted or free of errors. It may be unavailable during maintenance or because of events outside our control. No service level applies unless you have an Enterprise contract which sets one out.

Keep a current export of your register as a paper or offline copy for emergencies. The service is not an emergency system, and you should not rely on it as your only source of information in an incident.

13. Intellectual property

We own the software, the database compilation and our own written content, or we license them. Hazard data from public sources stays subject to the terms of those sources. CLEAPSS and SSERC names and reference numbers belong to those bodies, and we are not connected to them.

You may use the service and any reports it produces for your organisation's own purposes. You may not copy the software, or resell it, without our written agreement.

14. Our liability to you

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot legally be limited.

Subject to that, we are not liable for loss of profit, loss of business, loss of goodwill, or for indirect or consequential loss. We are not liable for decisions you make on the basis of guidance, alerts or suggestions in the service without appropriate checks.

Our total liability to you in any 12-month period is limited to [TO CONFIRM]. Our insurance details are [TO CONFIRM].

15. Ending the service

You can stop using the service at any time, subject to clause 8. We may suspend or end your access if you seriously breach these terms and do not put the breach right within a reasonable time after being asked, or at once if your use is putting the service or other customers at risk.

We may withdraw the service altogether by giving you reasonable notice, in which case we will give you an opportunity to export your data and refund any amount paid for a period you will not receive.

16. Changes to these terms

We may update these terms. We will tell account owners about changes that matter, and the new version will show its date. If you do not accept a change that materially affects you, you can stop using the service before it takes effect.

17. General

These terms and any order form make up the whole agreement for the software. If part of them is found to be unenforceable, the rest continues. Neither party is liable for delay caused by events outside its reasonable control. You may not transfer this agreement without our agreement. Nobody other than you and Box 4 has rights under it.

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction, except where mandatory rules for a public body or a customer in Scotland or Northern Ireland say otherwise. [TO CONFIRM with solicitor.]

Questions about these terms can go to info@labchemicaldisposal.co.uk.