Terms & Conditions

Effective date: 16 August 2026
Last reviewed: 16 August 2026
Next review date: 16 August 2027

These Terms & Conditions (“Terms”) govern access to and use of The Compliance Register website, platform, applications, QR codes and associated services.

Please read these Terms carefully before using The Compliance Register.

By creating an account, purchasing a subscription, accessing the platform, scanning and using one of our QR codes, or otherwise using our services, you agree to comply with these Terms where they are applicable to you.

1. About Us

The Compliance Register provides a digital platform designed to help organisations manage, document and maintain records relating to activities including:

property maintenance;
repairs;
cleaning;
inspections;
servicing;
compliance activities;
fire safety records;
contractor visits;
staff visits;
property management;
facilities management;
scheduled tasks;
completed works;
asset records;
photographs and supporting evidence;
communications; and
other property, building, site or asset-related activities.

The platform may allow organisations to generate QR codes for individual properties, buildings, locations, assets or other purposes.

Our details are:

Trading name: The Compliance Register
Legal entity: IM Digital Systems LTD
Company number: 17097166
Registered office: Unit 3, Posterngate Farm, Harts Lane, South Godstone, Surrey. RH9 8LZ
Email: info@thecomplianceregister.com
Website: www.thecomplianceregister.com

2. Definitions

For the purposes of these Terms:

“Account” means an account created to access The Compliance Register.

“Authorised User” means an employee, contractor, agent or other individual authorised by a Customer to access the Platform.

“Customer” means the person, business, company, local authority, public body, organisation or other entity purchasing or subscribing to the Services.

“Customer Content” means information, photographs, documents, messages, records and other content entered into or uploaded to the Platform by or on behalf of a Customer or its Users.

“Platform” means The Compliance Register website, software, applications, QR-code system and associated technology.

“QR Code” means a QR code generated through The Compliance Register which provides access to specified functionality, records or information.

“Services” means the services provided by The Compliance Register through the Platform.

“Subscription” means a paid subscription giving a Customer access to specified Services.

“User” means anyone accessing or using the Platform, including Customers, Authorised Users and QR-code users.

“We”, “us” and “our” mean The Compliance Register and the legal entity operating it.

3. Business Use

The Compliance Register is primarily provided as a business-to-business service.

Customers purchasing Subscriptions confirm that they are entering into the agreement for purposes relating to their trade, business, craft, profession, organisation or public functions.

Where an individual uses the Platform on behalf of a company or other organisation, that individual confirms that they have authority to accept these Terms on behalf of that organisation.

If applicable consumer rights apply to a particular User notwithstanding this clause, nothing in these Terms is intended to remove rights that cannot lawfully be excluded or restricted.

4. Acceptance of these Terms

By creating an Account, purchasing a Subscription or using the Services, the Customer agrees to these Terms.

Authorised Users and other Users must also comply with all provisions of these Terms applicable to their use of the Platform.

The Customer is responsible for ensuring that its Authorised Users are aware of and comply with these Terms.

5. Our Services

The Compliance Register provides technology that enables Customers to create and maintain digital records.

Depending on the Subscription or functionality selected, Services may include:

property and site records;
location-specific QR codes;
maintenance reporting;
issue reporting;
contractor records;
cleaning records;
servicing records;
inspection records;
compliance records;
visit records;
photographs;
document uploads;
certificates;
communication records;
job allocation;
recurring tasks;
reminders;
notifications;
digital job sheets;
user management;
staff allocation;
searchable record histories;
reporting tools; and
other functionality made available by us.

Features may vary according to the Customer’s Subscription.

6. The Compliance Register is a Record-Keeping Platform

The Compliance Register provides digital tools to assist Customers with recording, organising and managing information.

We do not certify, warrant or guarantee that use of the Platform by itself makes a Customer, property, building, site, contractor or activity legally compliant.

Customers remain responsible for determining:

what legal requirements apply to them;
which inspections are required;
which maintenance is required;
how often servicing must take place;
which records must be maintained;
how long records must be retained;
whether work has been completed satisfactorily;
whether contractors are competent and appropriately qualified;
whether statutory certificates are valid;
whether risk assessments are adequate;
whether remedial action is necessary; and
whether their organisation complies with relevant legislation, regulations, standards and contractual requirements.

The existence of a record within The Compliance Register does not constitute certification by us that an activity has been correctly or legally completed.

7. No Professional Advice

Information displayed through The Compliance Register is provided for record-keeping and information-management purposes.

Unless expressly agreed otherwise in writing, we do not provide:

legal advice;
health and safety advice;
fire safety advice;
building surveying;
engineering advice;
electrical certification;
gas safety certification;
regulatory advice;
environmental health advice; or
other professional advice.

Customers should obtain appropriately qualified professional advice where required.

8. Customer Accounts

Customers may be required to create an Account to use the Services.

Customers must ensure that information provided when registering is accurate and kept up to date.

Customers are responsible for:

maintaining the security of their Account;
maintaining appropriate User permissions;
ensuring login credentials are kept confidential;
preventing unauthorised access;
removing Users who no longer require access;
keeping contact and billing information accurate; and
notifying us promptly of suspected unauthorised access.

Accounts must not be transferred or shared with unauthorised individuals.

9. Authorised Users

A Customer may be permitted to create or authorise access for employees, contractors or other Users.

The Customer is responsible for determining who should have access and the level of access those individuals require.

Customers should promptly remove or amend access when:

an employee leaves;
a contractor is no longer engaged;
a person’s responsibilities change; or
access is otherwise no longer required.

We are not responsible for access granted by a Customer to an inappropriate or unauthorised person unless the access results directly from our breach of these Terms or applicable law.

10. QR Codes

Customers may create QR codes through The Compliance Register.

QR codes may be attached to or displayed at:

properties;
buildings;
communal areas;
workplaces;
equipment;
assets;
facilities;
toilets and washrooms;
plant rooms;
maintenance areas; or
other appropriate locations.

Customers are responsible for determining where QR codes are displayed and ensuring that their use is lawful and appropriate.

Scanning a QR code may enable a User to:

report an issue;
view permitted information;
record a visit;
record completed work;
upload photographs;
provide comments;
submit documentation; or
perform other available actions.

Access to information through a QR code may depend on permissions established by the Customer.

11. Customer Responsibilities

Customers are responsible for their use of The Compliance Register.

Customers must ensure that:

information they enter is accurate so far as reasonably possible;
records are updated appropriately;
only relevant information is collected;
Users are appropriately authorised;
personal information is processed lawfully;
uploaded information does not infringe third-party rights;
contractors and employees understand their responsibilities;
relevant records are reviewed;
required remedial work is acted upon; and
their use of the Platform complies with applicable law.

The Compliance Register is not responsible for a Customer failing to act upon information recorded within the Platform.

12. Accuracy of Records

The Platform relies substantially upon information entered by Customers and Users.

We do not independently verify all:

job records;
photographs;
attendance records;
certificates;
comments;
maintenance reports;
contractor information;
servicing records;
cleaning records;
inspection records; or
other Customer Content.

Customers are responsible for assessing the accuracy, authenticity and relevance of information submitted to their Account.

13. Photographs, Documents and Evidence

Users may upload photographs, documents and other evidence.

Users must ensure they have the right and lawful basis to upload such content.

Users must not knowingly upload:

unlawful material;
defamatory material;
misleading or fraudulent information;
material infringing intellectual property rights;
unnecessary sensitive personal information;
malicious files;
obscene or offensive material;
confidential information they are not authorised to disclose; or
content unrelated to the legitimate use of the Platform.

Photographs should, where reasonably practicable, avoid unnecessarily capturing identifiable individuals or unrelated private information.

14. Customer Content

Customers retain ownership of Customer Content uploaded to the Platform, subject to any rights belonging to third parties.

The Customer grants us a non-exclusive licence to host, store, copy, process, transmit and otherwise use Customer Content solely to the extent necessary to:

provide the Services;
maintain the Platform;
provide technical support;
protect the security and integrity of the Platform;
comply with legal obligations; and
exercise our rights under these Terms.

We do not acquire ownership of Customer Content merely because it is uploaded to The Compliance Register.

15. Intellectual Property

The Platform and all intellectual property rights relating to The Compliance Register belong to us or our licensors.

This includes, where applicable:

software;
source code;
databases;
design;
layout;
graphics;
logos;
branding;
trademarks;
written materials;
workflows;
platform functionality; and
proprietary technology.

Customers receive a limited, non-exclusive, non-transferable and revocable right to use the Platform during their Subscription in accordance with these Terms.

Nothing in these Terms transfers ownership of our intellectual property to the Customer.

16. Restrictions on Use

Users must not:

copy or reproduce the Platform except where expressly permitted;
reverse engineer the Platform except to the extent such restriction is prohibited by law;
attempt to obtain source code;
circumvent security controls;
interfere with Platform operation;
introduce viruses or malicious software;
undertake unauthorised security testing;
scrape or systematically extract data without permission;
access another Customer’s Account without authority;
use the Platform for unlawful purposes;
impersonate another person;
deliberately submit false records;
attempt to gain unauthorised administrative access;
use the Platform to harass another person; or
use the Services in a way that could damage our systems, reputation or other Users.

16. Subscriptions

Access to certain Services requires a paid Subscription.

The features, usage limits and charges applicable to a Subscription will be those displayed when the Customer signs up, contained in an order form or otherwise agreed in writing.

Subscription options may vary according to factors including:

number of properties;
number of locations;
number of Users;
functionality;
storage;
usage;
additional services; or
other applicable factors.

We may offer different packages from time to time.

18. Fees and Payment

Customers must pay all fees associated with their Subscription.

Fees will be shown:

on our website;
during registration;
on an order form;
in a quotation; or
in another written agreement.

Unless otherwise stated, prices exclude VAT where VAT is applicable.

Customers must provide valid billing information and pay invoices or recurring charges when due.

If payment becomes overdue, we may, after providing appropriate notice where practicable:

restrict functionality;
suspend access;
prevent additional records from being created;
downgrade the Account; or
terminate the Subscription.

Any statutory rights relating to disputed invoices remain unaffected.

19. Subscription Renewal

The renewal arrangements applicable to a Subscription will be explained when the Subscription is purchased or agreed.

Where a Subscription renews automatically, the Customer authorises us or our payment provider to collect the applicable renewal charge using the agreed payment method unless the Subscription is cancelled in accordance with the applicable cancellation arrangements.

Customers are responsible for keeping their billing details current.

Where required by applicable law, we will provide any notices or cancellation rights that must legally be provided.

20. Changes to Fees

We may change Subscription prices from time to time.

Changes will not normally affect fees already paid for a current fixed Subscription period.

Where the price of a renewing Subscription is changing, we will provide reasonable notice before the new price takes effect.

If a Customer does not wish to continue at the revised price, it may cancel its Subscription in accordance with the cancellation provisions applicable to its plan.

21. Free Trials and Promotional Access

We may offer:

free trials;
demonstration Accounts;
promotional pricing;
discounted access; or
limited free functionality.

Additional terms may apply to promotional offers.

Unless otherwise agreed, we may modify or withdraw a free or trial service at any time.

We will make clear where a trial will convert into a paid Subscription and any action required to avoid future charges.

22. Cancellation

Customers may cancel their Subscription in accordance with the cancellation arrangements applicable to the Subscription purchased.

Unless otherwise stated in the relevant order or Subscription information, cancellation will normally take effect at the end of the period already paid for.

Cancellation does not automatically entitle a Customer to a refund for a period already purchased, except:

where required by law;
where expressly included within the Subscription terms; or
where we agree otherwise.

23. Suspension and Termination

We may suspend or terminate access where we reasonably believe:

these Terms have been materially breached;
fees remain unpaid;
the Platform is being misused;
security has been compromised;
the Customer or User is acting unlawfully;
continued access creates a material security or legal risk;
fraudulent activity is taking place; or
suspension is required by law or a competent authority.

Where reasonably practicable, we will give the Customer an opportunity to remedy a breach before terminating an Account, unless immediate action is reasonably necessary.

24. What Happens When an Account Ends

Following termination or expiry of a Subscription, access to some or all of the Platform may cease.

Customers are responsible for exporting information they reasonably require before their Account closes where export functionality is available.

We may retain Customer Content following termination where:

required by law;
necessary for data backup processes;
required to resolve a dispute;
necessary to establish or defend legal claims;
required under our data retention policy; or
otherwise permitted under applicable data protection law.

Where we process personal data solely as a Data Processor, deletion or return will be handled in accordance with applicable data processing arrangements and law.

25. Data Protection

Each party must comply with applicable data protection legislation.

Our handling of personal information is explained further in our:

Data Protection & GDPR Policy.

Where the Customer is a Data Controller and The Compliance Register processes personal data on its behalf as a Data Processor, the parties will comply with applicable controller-to-processor requirements.

Where required, a Data Processing Agreement will form part of the contractual relationship between The Compliance Register and the Customer.

Customers are responsible for ensuring they have an appropriate lawful basis for personal information they collect and process through the Platform.

26. Confidentiality

Each party may receive confidential information belonging to the other.

Neither party will disclose the other’s confidential information except:

where necessary to perform the agreement;
to employees, contractors or professional advisers who need to know it and are subject to appropriate confidentiality obligations;
with the other party’s permission; or
where disclosure is required by law.

Information will not be treated as confidential where it:

is already lawfully public;
was independently obtained without confidentiality obligations;
was independently developed; or
must legally be disclosed.

27. Platform Availability

We aim to provide a reliable and accessible service.

However, uninterrupted availability cannot be guaranteed.

The Platform may occasionally be unavailable because of:

planned maintenance;
emergency maintenance;
software updates;
security incidents;
internet or telecommunications failures;
hosting provider failures;
third-party service failures;
circumstances outside our reasonable control; or
other technical issues.

Where reasonably possible, we will seek to minimise disruption.

Unless expressly included within a separate Service Level Agreement, we do not guarantee a specific level of uptime.

28. Maintenance and Updates

We may update or modify the Platform to:

improve functionality;
improve security;
fix defects;
comply with law;
introduce new functionality;
remove outdated functionality; or
improve performance.

We may make reasonable changes to the Services provided that they do not materially deprive a Customer of the core functionality of a paid Subscription during its current Subscription period without reasonable justification.

29. Third-Party Services

The Platform may integrate with or rely upon third-party products or services.

These may include:

cloud hosting;
payment systems;
email services;
mapping services;
communications providers;
analytics;
authentication services; and
other technology providers.

We are not responsible for failures caused solely by third-party services outside our reasonable control.

Use of certain third-party services may be subject to the third party’s own terms and privacy policies.

30. Backups and Data Loss

We will take reasonable measures to protect information held within the Platform and maintain appropriate backup and recovery processes where applicable.

However, Customers should retain copies of particularly important documents or records where independent retention is necessary for legal, regulatory or business continuity purposes.

We cannot guarantee that every item of data can always be recovered following an event outside our reasonable control.

31. Cybersecurity

We maintain reasonable technical and organisational security measures appropriate to the Services.

Customers and Users are responsible for maintaining the security of:

their devices;
internet connections;
passwords;
login credentials; and
personnel with access to their Account.

Users must promptly notify us if they reasonably believe:

their Account has been compromised;
their login credentials have been disclosed;
unauthorised access has occurred; or
there may be a security vulnerability affecting the Platform.

32. Contractors and Other Third Parties

The Compliance Register may facilitate interaction between Customers and contractors or other service providers.

Unless specifically agreed otherwise in writing, The Compliance Register does not appoint, employ, supervise, approve or guarantee third-party contractors merely because their details or work appear on the Platform.

The Customer remains responsible for determining whether a contractor:

is competent;
is qualified;
has appropriate insurance;
holds appropriate licences or certifications;
is suitable for the work; and
has completed work to an acceptable standard.

The appearance of a contractor, company or certificate within the Platform does not constitute endorsement by The Compliance Register.

33. Notifications and Reminders

The Platform may send:

reminders;
task notifications;
expiry notifications;
job notifications;
scheduled emails;
alerts; or
other automated communications.

These tools are intended to assist Customers.

Customers remain responsible for maintaining their own appropriate systems and processes for legally or operationally critical deadlines.

We do not guarantee that every electronic notification will always be received because delivery may be affected by circumstances including:

incorrect contact information;
spam filters;
email provider issues;
telephone or network issues;
device settings;
third-party systems; or
technical failures.

34. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

In particular, nothing excludes or limits liability for:

death or personal injury caused by negligence;
fraud or fraudulent misrepresentation; or
any other liability that cannot lawfully be excluded or limited.

Subject to the above, and to the fullest extent permitted by law, we will not be liable for indirect or consequential losses including loss of:

profits;
revenue;
business;
anticipated savings;
contracts;
opportunities;
goodwill; or
reputation,

where such losses arise from use of or inability to use the Platform.

We are not responsible for loss arising from:

incorrect information entered by a Customer or User;
a Customer’s failure to maintain legally required records;
a Customer’s failure to act upon information within the Platform;
unauthorised access resulting from the Customer’s failure to secure its credentials;
work performed by independent contractors;
inaccurate certificates or documents uploaded by Users;
decisions made by Customers based upon information provided by other Users; or
circumstances outside our reasonable control.

Subject to liabilities that cannot lawfully be restricted, our total aggregate liability arising under or in connection with a Customer’s Subscription during any twelve-month period will not exceed the total fees paid or payable by that Customer to The Compliance Register for the Services during the twelve months immediately preceding the event giving rise to the claim.

If the Customer has used the Services for less than twelve months, the applicable period will be the period from the start of the Subscription to the event giving rise to the claim.

35. Customer Indemnity

To the extent permitted by law, a business Customer will be responsible for losses, liabilities and reasonable costs suffered by us as a direct result of:

unlawful Customer Content;
infringement of third-party intellectual property rights by Customer Content;
unlawful use of the Platform by the Customer;
a material breach of these Terms by the Customer; or
the Customer instructing us to process information unlawfully,

except to the extent that the loss was caused or contributed to by our own breach, negligence or unlawful conduct.

36. Events Outside Our Control

Neither party will be responsible for a failure or delay in performing an obligation where that failure or delay results from circumstances beyond its reasonable control.

Such circumstances may include:

natural disasters;
fire;
flood;
war;
terrorism;
civil disorder;
government action;
widespread internet failure;
widespread telecommunications failure;
major cyber incidents;
industrial disputes;
power failures; or
failure of critical third-party infrastructure.

This does not excuse a Customer’s obligation to pay amounts that became due before such an event.

37. Changes to These Terms

We may update these Terms from time to time to reflect:

changes to the Platform;
new functionality;
changes to our business;
changes to applicable law;
security requirements; or
regulatory guidance.

The latest version will be made available through our website or Platform.

Where a change materially affects an existing paid Customer’s rights or obligations, we will take reasonable steps to give advance notice where appropriate.

Continued use following the effective date of updated Terms will constitute acceptance where legally permitted.

38. Communications and Notices

We may contact Customers using:

the email address associated with the Account;
notifications within the Platform;
telephone where appropriate; or
other contact details provided by the Customer.

Customers are responsible for ensuring that their contact information remains current.

Formal notices to The Compliance Register should be sent to:

Email: info@thecomplianceregister.com
Address: Unit 3, Posterngate Farm, Harts Lane, South Godstone, Surrey. RH9 8LZ

39. Assignment

Customers may not transfer or assign their rights under these Terms without our prior written consent, which will not be unreasonably withheld where appropriate.

We may transfer our rights and obligations as part of:

a corporate restructuring;
merger;
acquisition;
sale of the business;
sale of relevant assets; or
transfer to another company within our corporate group,

provided this does not materially reduce the Customer’s rights under the agreement.

40. Entire Agreement

These Terms, together with any applicable:

order form;
Subscription agreement;
Data Processing Agreement;
Service Level Agreement;
Privacy Policy; and
other document expressly incorporated into the agreement,

constitute the agreement between us relating to the Services.

A party does not rely upon a representation that is not expressly included within the agreement, except that nothing in this clause limits liability for fraud or fraudulent misrepresentation.

41. Severability

If any provision of these Terms is found to be unlawful, invalid or unenforceable, that provision will be treated as modified to the minimum extent necessary to make it enforceable where legally possible.

If modification is not possible, the relevant provision will be treated as deleted.

The remaining provisions will continue in effect.

42. Waiver

If either party delays or fails to enforce a right under these Terms, that does not automatically constitute a waiver of that right.

A waiver relating to one breach does not automatically waive rights relating to another breach.

43. Third-Party Rights

Unless expressly stated otherwise, a person who is not a party to the agreement between The Compliance Register and the Customer has no right to enforce the agreement under the Contracts (Rights of Third Parties) Act 1999.

This does not affect rights that exist independently of that Act.

44. Governing Law

These Terms and any dispute or claim arising from them will be governed by the laws of England and Wales.

45. Jurisdiction

Where the Customer is acting in the course of a business, profession or organisation, the courts of England and Wales will have exclusive jurisdiction over disputes arising from or relating to these Terms, unless otherwise agreed in writing.

Where mandatory consumer law gives an individual the right to bring proceedings elsewhere, those statutory rights will not be affected.

46. Contact Us

Questions regarding these Terms should be directed to:

The Compliance Register (IM Digital System LTD)

Registered office: Unit 3, Posterngate Farm, Harts Lane, South Godstone, Surrey. RH9 8LZ
Email: info@thecomplianceregister.com
Website: www.thecomplianceregister.com

Terms & Conditions version: 1.0
Effective date: 16 August 2026
Last reviewed: 16 August 2026
Next review date: 16 August 2027

The Compliance Register

Terms & Conditions