These terms provide the baseline rules for the StatusHQ website, trials and subscriptions. A signed order, quotation, invoice or customer agreement may add commercial terms and will take priority where it expressly conflicts with this page.

1. The service

StatusHQ provides hosted tools for organising sites, buildings, areas, rooms, assets, operational states, updates, evidence, notifications, reports and related records. The service is a management aid and does not replace inspections, statutory duties, competent professional advice, emergency procedures or the customer’s own health and safety decisions.

2. Customer authority

The person accepting a trial, order or subscription confirms that they have authority to act for the customer organisation. The customer is responsible for information supplied during registration and for keeping administrative and billing contacts current.

3. Accounts and authorised users

Each login is personal to its authorised user and must not be shared. Customers control invitations, roles and access within their workspace and must remove users who no longer require access. Users must protect passwords and 2FA recovery codes and notify StatusHQ promptly of suspected compromise.

4. Acceptable use

You must not attempt unauthorised access, defeat security or usage limits, probe another customer’s workspace, disrupt availability, introduce malicious code, upload unlawful or infringing content, scrape the service, resell access without written permission, or use StatusHQ for illegal, abusive or emergency-response purposes.

5. Customer data

The customer retains its rights in information and files submitted to StatusHQ. The customer grants us the limited rights needed to host, copy, process, transmit, back up and display that data to provide, secure, maintain and support the service. The customer is responsible for accuracy, lawful collection, user notices and having authority to upload the data.

6. Trials

A free trial is for genuine evaluation, is limited to 14 days unless we confirm otherwise, and may have capacity restrictions. No payment card is required for the current trial. Unless the workspace is marked as paid, access is automatically suspended when the trial ends. We may refuse duplicate or abusive trial registrations.

7. Plans, limits and additional capacity

Site, building, asset and storage allowances are shown in the applicable plan or order. Customers must not circumvent those limits. Additional capacity can be agreed and applied by the StatusHQ administrator. Unlimited users does not mean unlimited sites, assets or storage.

8. Fees, VAT and payment

Subscription fees, billing period, due date and VAT are set out in the accepted quote, invoice or checkout. Unless agreed otherwise, fees are payable in advance and are non-refundable for a billing period already started. We may suspend access where an undisputed payment remains overdue after reasonable notice.

9. Availability, maintenance and support

We aim to keep StatusHQ available and useful but do not promise uninterrupted or error-free operation. Planned maintenance, urgent security work, supplier interruption and events outside reasonable control may affect availability. Support requests can be submitted through the published contact routes.

10. Changes to the service

We may improve, replace or remove features as the product develops. We will avoid materially reducing the core service purchased during a paid term without reasonable notice, except where a change is needed for security, law or third-party dependency.

11. Suspension and termination

We may suspend access for overdue payment, credible security risk, unlawful use, material breach or to protect customers and the service. Either party may terminate according to the agreed billing term or order. On termination, the customer should request or complete available exports before access ends. Retention and deletion follow the applicable agreement, legal requirements and backup cycles.

12. Intellectual property

StatusHQ and its software, design, documentation, branding and website content remain protected by intellectual-property rights. The customer receives a limited, non-exclusive and non-transferable right for authorised users to access the service during the subscription or trial.

13. Confidentiality and data protection

Each party must protect confidential information received from the other and use it only for the relationship. Each party remains responsible for its duties under applicable data protection law. Our Privacy Notice explains our general approach.

14. Liability

Nothing excludes liability that cannot lawfully be excluded, including liability for fraud or fraudulent misrepresentation. Subject to that, StatusHQ is not responsible for indirect or consequential loss, lost profit, lost opportunity, or decisions made without required inspection or professional judgement. Any contractual financial cap should be confirmed in the accepted order or customer agreement.

15. General

Neither party may assign the agreement without the other’s consent, except as part of a genuine business transfer. Failure to enforce a right is not a waiver. If one provision is unenforceable, the remainder continues. English law applies and the courts of England and Wales have jurisdiction unless mandatory law requires otherwise.

16. Contact

Questions about these terms can be submitted through the StatusHQ contact page. Commercial customers should retain their accepted quote, invoice and any written variations with these terms.