DocRide User Agreement (B2B)

1. Acceptance of Terms

This User Agreement (the "Terms") is a binding contract between the entity you represent ("Customer", "you", "your") and Paradigm Qualifications Ltd. By registering for, accessing, or using the Service, you agree to these Terms and any referenced policies (including our Privacy Policy, Pricing Policy, and Data Processing Addendum (DPA)).

2. Eligibility (B2B Only)

The Service is available only to businesses, public sector bodies, NGOs, and professional consultants, auditors and/or safety professionals. You represent that you have authority to bind the Customer to these Terms and that users are 18+.

3. Account Registration & Ownership

• Accurate info. You'll keep account and billing details accurate and current.
• Admin representative. The Customer's authorized representative (e.g., CEO/MD or delegate) administers the primary account with highest access.
• Account owner. Accounts belong to the Customer, not the individual who created them. If ownership is disputed, control follows corporate ownership documentation.
• Users. You may provision user seats/roles; you're responsible for their actions and permissions.

4. Orders, Fees & Payment

• Subscription fees. You agree to pay the fees shown at sign-up and in our Pricing Policy (which we may update with notice). Fees are non-refundable unless required by law or stated otherwise.
• Auto-renewal. Subscriptions renew monthly (or as stated on order). Cancel at least 24 hours before renewal to avoid the next cycle.
• Taxes. Fees exclude taxes; you're responsible for applicable taxes.
• Non-payment. If fees are overdue, we may suspend access after notice. Your Customer Data will be retained for 15 days from suspension; we may delete Customer Data per our retention schedule, except where law requires longer retention.

5. Acceptable Use

You will not:

• (a) use the Service unlawfully;
• (b) upload malware or interfere with the Service;
• (c) infringe third-party rights;
• (d) attempt to bypass technical controls; or
• (e) process special-category data beyond legitimate OHS purposes or without a lawful basis.

6. The Service; Changes; Support

• Scope. The Service is a workflow and record-keeping toolset to help you manage OHS processes, capture evidence, and analyze performance.
• Changes. We may improve or modify the Service. If a change materially reduces core functionality, we'll give 30 days' notice; you may terminate before it takes effect.
• Support. Standard support during UK business hours; planned maintenance may occur (we try to provide notice for disruptive work).
• Beta features. Pre-release features are provided "as is", may be withdrawn, and may have bugs or gaps.

7. AI & Professional Judgement (Critical Customer Responsibilities)

1. AI outputs may contain errors or omissions. You must not rely on AI-generated content without independent review and revision by a qualified professional to ensure it is accurate, complete, and fit for your purpose. You remain solely responsible for any outcomes, decisions, or liabilities arising from the use of AI-assisted content, and we disclaim all liability for such outcomes.
2. Not a substitute. DocRide is a tool to increase efficiency but is not a substitute for competent Health & Safety expertise, legal advice, or professional judgment. You are responsible for ensuring compliance with all applicable laws, regulations, guidance, and standards, and for obtaining independent professional advice where necessary. We are not liable for any non-compliance or related claims.
3. Certification disclaimer (ISO 45001:2018). DocRide provides tools to retain evidence of conformity with ISO 45001:2018 requirements. However, neither DocRide, Paradigm Qualifications Ltd., nor any of its directors, employees, or affiliates shall be responsible or liable for any failure to achieve or maintain ISO 45001:2018 certification, or for any related losses or claims.

8. Intellectual Property; Customer Content; Feedback; Third-Party Software

• Our IP. As between the parties, the Service (and all IP rights in it) is owned by the Company. Subject to payment and these Terms, we grant you a non-exclusive, non- transferable licence to use the Service for your internal business purposes during your subscription.
• Your content. As between the parties, you own all data, files, and materials you upload or generate ("Customer Content"). You grant us a worldwide, royalty-free licence to host, process, transmit, and display Customer Content solely to provide, secure, and improve the Service.
• Feedback. You grant us a perpetual, irrevocable, royalty-free licence to use feedback/suggestions with no obligation to you.
• Open source/third-party. Some components may be provided under separate third-party or open-source licences; those terms govern those components.

9. Data Protection & Privacy

• Roles. For Personal Data you submit to the Service, you are the Controller and the Company is Processor. For Personal Data we determine the purposes/means of (e.g., account, billing, product analytics), we act as Controller. You are solely responsible for establishing a lawful basis for processing any Personal Data you submit.
• DPA. Where we act as Processor, our Data Processing Addendum (DPA) (incorporated by reference) governs processing, security measures, sub-processors, international transfers (UK IDTA/UK Addendum), breach notifications, assistance, and return/deletion on termination.
• Special category data (health). OHS data may include health information. You will ensure a valid UK GDPR Article 9 condition and provide lawful instructions. We will process such data only on documented instructions and apply appropriate safeguards. We are not liable for any claims arising from your failure to comply with data protection laws.
• Security. We implement appropriate technical and organisational measures, including encryption in transit and at rest, access controls, audit logging, backups/DR, vulnerability management, and staff confidentiality commitments.
• Breach notification. We will notify you without undue delay after becoming aware of a Personal Data Breach affecting your Personal Data and will provide information reasonably required to support your compliance duties.
• Analytics & anonymisation. We may process pseudonymised/aggregated usage data to maintain, secure, and improve the Service. If data is truly anonymised, it's no longer Personal Data; otherwise we treat it as Personal Data.
• Privacy Policy. See our Privacy Policy for additional details on our controller-level processing.

10. Confidentiality

Each party will protect the other's non-public information with at least reasonable care and use it only to perform under these Terms. This doesn't apply to information that is public, already known without breach, independently developed, or rightfully disclosed by a third party.

11. Warranties & Disclaimers

• Mutual. Each party warrants it has the right and authority to enter these Terms.
• Service "as is." The Service, including all software, is provided "as is" and "as available" with no warranties, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant error-free or uninterrupted operation, nor that the Service will meet your requirements or expectations.
• Your reliance & compliance. You remain solely responsible for (i) verifying outputs (including AI outputs), (ii) meeting your legal, regulatory, and OHS obligations, and (iii) the accuracy and legality of Customer Content and your configurations. We disclaim all liability for your reliance on the Service or its outputs.

12. Indemnities

• By you. You will indemnify, defend, and hold us harmless from claims, fines, losses, and costs (including reasonable legal fees) arising out of (a) your Customer Content; (b) your unlawful or unauthorized use of the Service; (c) your breach of these Terms or applicable law; or (d) your failure to comply with data protection, OHS, or other regulatory requirements.
• By us. We will defend and indemnify you against third-party claims alleging that the Service (as provided by us) infringes a UK patent, copyright, or trade mark, and pay damages finally awarded or approved in settlement, provided you promptly notify us, give us control of defence/settlement, and provide cooperation. We may (at our option) modify the Service, procure a licence, or terminate affected features with a pro-rata refund. This does not apply to claims arising from Customer Content, your combinations or uses not contemplated by documentation, or changes you make.

13. Limitation of Liability

Nothing in these Terms limits or excludes liability for: (a) death or personal injury caused by a party's negligence; (b) fraud or fraudulent misrepresentation; or (c) any liability that cannot be limited or excluded by law.

Subject to the foregoing:

• Cap. Our aggregate liability arising out of or in connection with the Service (contract, tort (including negligence), breach of statutory duty or otherwise) is limited to the greater of £100 or the fees you paid in the 3 months before the event giving rise to the claim.
• Excluded heads. We will not be liable for indirect or consequential loss, or loss of profits, revenue, goodwill, business opportunity, or data, whether arising from use of the Service, AI outputs, or otherwise.
• Your responsibilities. You bear sole responsibility for how you use the Service (including AI outputs) and for ensuring your own legal, regulatory, and OHS compliance. The Service is a tool, not a substitute for competent professional judgement, and we disclaim all liability for your reliance on it.

14. Term, Suspension & Termination

• Term. These Terms apply while you use the Service.
• Suspension. We may suspend accounts immediately for non-payment, security risks, suspected misuse, legal or regulatory violations, or to comply with applicable law.
• Termination. Either party may terminate for material breach not cured within 30 days of notice. You may cancel auto-renewal at any time (effective at the end of the current term).
• Effect & data return. Upon termination, your access stops. We will keep Customer Data for 15 days for export upon request, then delete it per our retention schedule, unless law requires longer retention. Sections that by nature should survive, do survive (including 7– 13, 18–23).

15. Compliance

Each party will comply with applicable sanctions/export laws and anti-bribery/anti- corruption laws (including the UK Bribery Act 2010). We maintain a Modern Slavery policy and expect the same standards of our customers and suppliers.

16. Third-Party Terms & Integrations

If you enable third-party services or integrations, their terms govern your use of them. We are not responsible for third-party services and do not control their security, availability, or data handling.

17. Service Levels & Changes to Policies

We may publish support targets or SLAs on our site. We may update policies (e.g., Privacy, Pricing, DPA, AUP) from time to time. Material changes will be notified; continued use after the effective date constitutes acceptance.

18. Governing Law & Dispute Resolution

These Terms and any dispute are governed by the laws of England and Wales. Disputes shall be finally resolved by arbitration under the LCIA Rules; seat London, language English. Either party may seek interim injunctive relief in the courts of England and Wales.

19. Force Majeure

Neither party is liable for delays or failures caused by events beyond reasonable control (e.g., natural disasters, war, terrorism, labour disputes, internet or utility failures, supplier outages), provided it uses reasonable efforts to mitigate.

20. Assignment; Subcontractors

You may not assign these Terms without our prior written consent (not to be unreasonably withheld). We may assign or subcontract (including to sub-processors under the DPA) provided this does not materially reduce protections for Customer Data.

21. Notices

Legal notices must be in writing and sent to the contacts in your order/account details (and to our registered contact listed on our website). Email is sufficient.

22. Miscellaneous

• No third-party rights. No person other than the parties has rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.
• Order of precedence. If there's a conflict: Order Form → DPA → these Terms → referenced policies.
• Entire agreement. These Terms (with referenced policies and any Order Form) are the entire agreement and supersede prior proposals.
• Severability. If a term is invalid, the rest remains effective; a valid modification closest to the parties' intent will apply.
• No waiver. Failure to enforce isn't a waiver.
• Interpretation. "Including" means "including without limitation."

23. Company Information & Contact

Paradigm Qualifications Ltd.
Office 333, Davidson House, RG1 3EU, Reading, England
Company number 14078939
Email: info@docride.co.uk
Website: www.docride.co.uk