Terms & Conditions

1. Who we are and what these terms cover

1.1 VenueReady ("the Service") is operated by Flexpublisher LTD ("we", "us", "our"), a company registered in England and Wales, company number 16448597, registered office 424 Margate Road, Westwood, Ramsgate, Kent, CT12 6SJ.

1.2 These terms govern your access to and use of the Service, including the compliance wizard, the documents the Service generates and the in-app assistant. By creating an account or using the Service you agree to them. If you do not agree to them, do not use the Service.

1.3 We recommend you save or print a copy of these terms. The version in force is the version published on this page at the time you place your order.

2. Definitions

2.1 In these terms:

• the Act means the Terrorism (Protection of Premises) Act 2025, commonly known as Martyn's Law, together with any regulations or statutory guidance made under it.
• Documents means the public protection procedure documents, special event addenda and training log materials generated by the Service from information you provide.
• Responsible Person has the meaning given to it in the Act.
• Standard Duty Premises means premises falling within the standard duty under the Act, being premises at which it is reasonable to expect that from 200 to 799 individuals may be present at the same time.
• Consumer means an individual acting wholly or mainly outside that individual's trade, business, craft or profession.

3. Nature of the Service

3.1 What the Service does. The Service is an automated document generation tool. It populates pre-drafted template procedures with the information you enter into the wizard and makes the resulting Documents available to you to review, edit, save and download. It is intended to help you prepare ahead of the Act's main provisions coming into force; those provisions were not in force at the date of these terms, and commencement dates are set by the Secretary of State.

3.2 What the Service does not do. The Service does not attend, inspect or assess your premises; does not evaluate your risk or vulnerability; does not verify the accuracy, completeness or suitability of the information you provide; and does not exercise professional judgement about your security arrangements. No security, legal or professional assessment of your premises is carried out at any stage, and none should be inferred from the Documents. The Service also does not address the duties to co-ordinate and co-operate under section 8 of the Act, which may apply where your premises sit within, or contain, other premises — see clause 5.8.

3.3 Not advice. Nothing produced by the Service, including any output of the in-app assistant, constitutes legal advice, security advice or expert consultancy under the Act or otherwise. We are not solicitors and we are not qualified security professionals. We are not affiliated with, endorsed by or acting for the Home Office, the Security Industry Authority (SIA), the National Protective Security Authority (NPSA), counter terrorism policing or any other government body or regulator.

3.4 Independent review. The Documents are a starting point for you to review, amend and validate. You must satisfy yourself that they are appropriate to your premises before adopting or relying on them, and we recommend that you obtain a review from a security professional with demonstrable counter-terrorism protective security experience. Free protective security advice is available from police Counter Terrorism Security Advisers (CTSAs) and at ProtectUK, although CTSAs provide advice and do not approve, certify or sign off individual venue documentation. An SIA licence is a licence to carry out specified frontline security activities and is not, by itself, evidence of competence to review counter-terrorism planning documentation. Check the latest official guidance at gov.uk.

3.5 No reliance. You acknowledge that you are not relying on any skill, judgement or assessment of ours in determining whether your premises comply with the Act, and that you have had the opportunity to obtain independent advice before purchasing.

4. Eligibility, capacity and change of tier

4.1 The Service is licensed for premises of 200 to 799 only. It may be used only where it is reasonable to expect that from time to time between 200 and 799 individuals may be present on the premises at the same time. This is a limitation on our Service and applies regardless of which duty under the Act applies to your premises — see clause 4.10. It is not designed for, and must not be used for, enhanced duty premises or qualifying events under the Act, which are subject to materially different and more demanding requirements — including assessing vulnerability to acts of terrorism, putting public protection measures in place in addition to procedures, producing a document setting those out and providing it to the SIA, and designating a senior individual.

4.2 Determining which part of the Act applies to your premises is your responsibility. Before payment you will be asked to confirm, by ticking a statement that is not pre-selected, that you have determined that your premises fall within the standard duty. Where the capacity you enter indicates that your premises may fall outside the standard duty, the Service will tell you so and will not generate Documents.

4.3 The Service is available only to persons aged 18 or over who are the Responsible Person for the premises concerned, or who are authorised by the Responsible Person to act on their behalf.

4.4 Capacity is not fixed. The tier that applies to your premises depends on the number of individuals it is reasonable to expect may be present at the same time. That number can change — through building works, a change of layout or licence, a change of use, the inclusion of outdoor land, or a change in how your premises are hired out. You are responsible for reassessing it, and the Documents do not do so for you. The Service records the figures you entered on the date you entered them and does not monitor your premises thereafter.

4.5 Qualifying events. An event may fall within the Act separately from the premises at which it is held. In broad terms, an event is a qualifying event where it is reasonable to expect that 800 or more individuals may be present at the same time, members of the public have access, and measures are in place to control access — for example paid entry, invitation, passes or membership checks. A qualifying event carries enhanced-style duties, and the Responsible Person for it is the person who controls the premises in connection with the event, who is frequently the event organiser or hirer rather than the venue. The Service does not generate documentation for qualifying events, and its special event feature must not be used for them. Note also that Schedule 2 to the Act excludes certain events from being qualifying events, including events held at premises wholly or mainly used for worship, childcare, or primary, secondary or further education.

4.6 If your position changes. If at any time you become aware that your premises may be enhanced duty premises, or that an event at your premises may be a qualifying event, you must stop relying on the Documents for that premises or event and obtain appropriate professional advice. Please also tell us using clause 13.2 so that we can note your account. We do not refund the fee in these circumstances except where you have a statutory right to a refund, but clause 10.3 applies if you subsequently need to regenerate Documents for continuing standard duty use.

4.7 The capacity test. The figure you enter is the single most important input to the Service, because every Document is generated around it. The test is the one used in the Act: the number of individuals it is reasonable to expect may, from time to time, be present on the premises at the same time. It covers the whole of your premises, including any building, land, garden, field, yard or car park you control, and it counts everyone present — visitors, staff, volunteers, contractors and performers. It is based on your busiest foreseeable occasion, not your typical day.

4.8 Figures that are not the capacity test. Several other numbers may apply to your premises and none of them is the figure required here. In particular, and without limitation: the capacity stated on a premises licence or club premises certificate, which covers only the licensed area; the 499-person ceiling for a Temporary Event Notice in England and Wales, or the equivalent limit on an occasional licence in Scotland; a fire safety or building control occupancy figure; a seating capacity; an insurance limit; or your usual or average attendance. Entering any of these instead of the figure defined in clause 4.7 will produce Documents built on the wrong basis.

4.9 Your warranty as to capacity. You warrant that the capacity figure you enter is your own honest assessment, made in accordance with clause 4.7, of the premises for which the licence is purchased. We do not verify it, cannot verify it, and rely on it entirely. If it is inaccurate, the Documents generated from it are not suitable for your premises, you must not rely on them, and you must correct the figure and regenerate before doing so. Subject to clause 17.1, we have no liability arising from Documents generated on an inaccurate capacity figure.

4.10 Premises that are standard duty whatever their size. Schedule 1 to the Act provides that certain premises are standard duty premises regardless of how many people may be present. These include places of worship and premises used for communal religious practice (paragraph 9), registered childcare (paragraph 13), primary and secondary education institutions (paragraph 14), and further education institutions including sixth-form and 16-to-19 provision (paragraph 15). Higher education institutions are not in this group and are subject to the ordinary 800 threshold. If your premises fall within one of the four categories above, you remain standard duty however large you are, and nothing in these terms should be read as suggesting otherwise. However, the Service is still limited to premises of 200 to 799 under clause 4.1. That is our own service limitation and not a statement about your duty. If 800 or more individuals may be present at your place of worship, school, college or childcare setting, your standard duty is unchanged but the Service is not built for premises of that size and must not be used for them.

4.11 Uses the Service is built for. The Service is designed around the Schedule 1 uses typical of smaller community and hospitality premises — halls, venues for hire, exhibition halls and conference centres; food and drink premises such as pubs, bars and restaurants; entertainment, leisure and recreation venues such as theatres, cinemas, live music venues, nightclubs, gyms, leisure centres, bowling alleys, bingo halls, snooker halls and soft play centres; shops, supermarkets and department stores; libraries, museums and galleries; visitor attractions; hotels and banqueting suites; and places of worship within the limit at clause 4.1. Where your premises have more than one use, what matters is the use for which they are wholly or mainly used. If your use is not listed, or your premises are excluded under Schedule 2 to the Act, you are responsible for satisfying yourself that the Service is appropriate before purchasing.

4.12 Use outside these limits is a breach of these terms. Using the Service for premises that fall outside clause 4.1, or for a qualifying event, or after your premises have ceased to meet clause 4.1, is a material breach. In those circumstances: any Documents generated are not suitable for the premises or event and must not be relied on or presented to any person as compliance documentation; we may suspend or terminate your access under clause 20; no refund is due except where you have a statutory right to one; and clause 18 applies if you are not a Consumer. Subject to clause 17.1, we have no liability of any kind arising from use of the Service outside clause 4.1.

4.13 Eligibility questions. Before any Documents can be generated you must answer the eligibility questions in the wizard. They ask which Schedule 1 use your premises are wholly or mainly used for; whether your premises consist only of open-air land with no checks on entry; whether an aviation, railway, Channel Tunnel or port security plan is in force; whether you host events at which 800 or more people may be present with controlled access; whether your premises sit within, or contain, other premises under a different operator; and how you arrived at your capacity figure. Generation is blocked until they are answered.

4.14 Your answers are your declarations, not our assessment. The questions exist so that you can determine your own position under the Act. We do not verify your answers, and answering them does not mean we have assessed your premises, formed a view about them, or confirmed that you are within any particular duty — clause 3.2 continues to apply in full. Where your answers indicate that your premises or events fall outside clause 4.1, the Service will not generate Documents; that is us declining to act on what you have told us, not a determination about your legal position. We record your answers together with the date and time as evidence of what was declared, and you must update them if your position changes. Clauses 4.9, 5.2 and 17.5 apply to these answers as they do to the capacity figure.

5. Your responsibilities

5.1 The statutory duty is yours. Under the Act the Responsible Person for each premises holds a non-delegable statutory duty for that premises' compliance. That duty cannot be transferred to us, and it remains with you in full whether or not you use the Service. Two points of detail. The duty to have public protection procedures in place applies so far as is reasonably practicable, which the statutory guidance describes as proportionate — weighing what can be done against the cost, time and difficulty of doing it — and does not require you or your staff to take actions that would compromise your own safety. And for some premises the Act designates who the Responsible Person is: Schedule 1 does so for hospitals, schools, further and higher education institutions, and premises where a public authority provides facilities or services to the public, where the authority itself is the Responsible Person. You are responsible for satisfying yourself that you are the Responsible Person, or are authorised by them.

5.2 Accuracy of information. The Documents are generated from the information you enter. You are responsible for ensuring that information is accurate, complete and current, including capacity figures, premises boundaries, and the names and contact details of your Responsible Person, senior individual and on-site contacts. We do not check it and we are not responsible for errors or omissions in it.

5.3 Notification to the SIA. Under section 9 of the Act, a person who becomes responsible for qualifying premises must notify the SIA. The Terrorism (Protection of Premises) (Notification Requirements) Regulations 2026 set the time for doing so as within three months of commencement day, or within 28 days of becoming responsible, whichever is later, and require notification through the SIA's online portal. The notification must include the capacity figure for your premises and their Schedule 1 use, among other information. That notification is your responsibility and is not made by us or by the Service.

5.3.1 False information is a criminal offence. Section 25 of the Act makes it an offence to knowingly or recklessly provide false or misleading information, and the notification regulations require you to confirm you are aware of this. The capacity figure you enter into the Service is your own assessment under clause 4.9, and we do not verify it. If you intend to use it for your SIA notification, satisfy yourself that it is accurate first.

5.4 Keeping procedures current. Public protection procedures must remain appropriate to your premises. You are responsible for reviewing and updating them when your premises, layout, capacity, personnel or activities change, and for keeping your staff briefed.

5.5 How you present the Documents. You must not represent the Documents to any third party, including any regulator, insurer or enforcement body, as having been prepared, reviewed, certified or approved by a qualified security professional, or as evidence that any professional assessment of your premises has been carried out.

5.6 Reassessing your tier. You must reassess whether your premises remain Standard Duty Premises whenever your capacity, layout, boundaries, licence or pattern of use changes, and in any event as part of each annual review. Where you hire your premises out to third parties, you are responsible for satisfying yourself whether any hire creates a qualifying event under clause 4.5, and for agreeing with the hirer who holds the duties for it.

5.7 Third party hirers. The Documents are generated for your own operation of the premises. They are not a security plan for a third party's event and must not be supplied to a hirer as though they discharge that hirer's own obligations under the Act.

5.8 Premises within other premises, and shared responsibility. Where qualifying premises form part of other qualifying premises, section 8(4) of the Act requires the persons responsible foreach of those premises to co-ordinate with one another, so far as is reasonably practicable, in complying with the Act. In a shopping centre, a leisure complex or any multi-tenanted site there may beseveral such persons rather than one — the operator of the wider site, and the operator of every unit within it that independently meets the criteria. Section 8(2) separately requires co-ordination where more than one person is responsible for the same premises. Where the same person is responsible for two or more sets of premises that form part of one another, section 2(5) treats them as a single set of qualifying premises instead.

5.8.1 A person who has some degree of control over premises without being the Responsible Person must co-operate with the Responsible Person under section 8(6) — but that duty applies only to enhanced duty premises and qualifying events, not to standard duty premises.

5.8.2 The Service does not address any of these co-ordination or co-operation duties, and the Documents do not discharge them. Identifying who else is responsible and agreeing arrangements with them is a matter for you, and you should take advice where the position is unclear.

6. Your account

6.1 You must provide accurate registration details and keep them up to date. You are responsible for keeping your login credentials confidential and for all activity under your account.

6.2 Tell us promptly if you believe your account has been accessed without your authority.

6.3 Each licence is granted for one named premises. A separate purchase is required for each additional premises.

7. Pricing and payment

7.1 Free to try. Use of the compliance wizard, including entering your venue details and calculating capacity, is free of charge.

7.2 The fee. Access to the generated Documents — including the ability to view, edit, save and download your evacuation, invacuation, lockdown and communication procedures — requires a one-off payment of £50 (GBP) per premises. This is a single, non-recurring payment. There are no subscriptions and no renewal charges. Fair usage allowances apply as set out in clause 10.

7.3 Price changes. Prices may change from time to time. The price that applies to your order is the price displayed at the point you place it, and a change in price does not affect an order already placed. Where an introductory price is advertised as time-limited or as rising on a stated event, that statement will be accurate and will be honoured.

7.4 VAT. Prices are stated inclusive of any VAT chargeable. Where VAT becomes chargeable and was not included, we will tell you before you pay.

7.5 How payment is taken. Payment is processed by our payment provider. By proceeding to payment you also agree to that provider's terms of service and privacy policy. We do not receive or store your full payment card details. We retain your transaction status and checkout session identifier in order to verify your licence.

7.6 When the contract is formed. Your order is an offer to buy. The contract is formed when we confirm your payment and make the Documents available to you, at which point we will send you an order confirmation by email.

7.7 Failed or reversed payments. If a payment is reversed, charged back or otherwise fails after the Documents have been made available, we may suspend access under clause 20 until the position is resolved.

8. Digital content and your right to cancel

8.1 This clause applies where you are a Consumer. The Service delivers digital content that is personalised to your premises and made available to you immediately on payment. It is not a physical product and cannot be returned.

8.2 Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 you would normally have 14 days to cancel a distance contract. That right does not apply to the supply of digital content where you have given express consent for supply to begin before the end of the cancellation period and have acknowledged that you will lose the right to cancel.

8.3 Before you are taken to payment you will be asked to confirm three separate statements. None is pre-selected, you must tick each individually, and payment cannot proceed until all three are given:

1. that you have determined that your premises fall within the standard duty (200–799 capacity) and that you understand the Service is not suitable for enhanced duty premises or qualifying events;
2. that you request that we supply your Documents immediately, before the end of the 14-day cancellation period; and
3. that you acknowledge that once the Documents are made available to you, you will lose your right to cancel under those Regulations.

8.4 By confirming those statements and completing payment you expressly consent to immediate supply and acknowledge the loss of the 14-day right to cancel. We retain a record of your confirmation, including the wording you agreed to, the date and time, and your IP address and device information, as evidence of that consent. The statements are repeated in your order confirmation email.

8.5 Nothing in this clause affects your statutory rights in respect of digital content that is not of satisfactory quality, not fit for purpose or not as described.

9. Business customers and consumers

9.1 The Service is intended and offered for business use. Most customers will be acting for the purposes of a trade, business, charity or profession and will not be Consumers.

9.2 Where you are a Consumer, clause 8 applies to you, and nothing in these terms limits or excludes any right you have under the Consumer Rights Act 2015 that cannot lawfully be limited or excluded — including the right to have services performed with reasonable care and skill and the rights relating to the quality of digital content. Any provision of these terms that would do so does not apply to you.

9.3 Where you are not a Consumer, you confirm that you have authority to bind the business, charity or other body on whose behalf you are contracting, and that you are entering into this contract in the course of that business. Clause 8 does not apply to you.

10. Fair usage

10.1 Your licence is subject to the following fair usage allowances, which apply per premises and are displayed in the application at the point of use:

1. venue detail edits: 10 saved changes to your venue information;
2. document generations and regenerations: 12 in total across all four procedure types. Editing and saving the text of a Document you already have is not a generation, is not counted against this allowance, and is not limited; and
3. special events: 4 special event scenarios, generated within the allowance at (b) and subject to clause 4.5.

10.2 These allowances exist to keep the platform sustainable at a one-off price and to prevent misuse. They are not a limit on how long you may use your Documents.

10.3 If you reach the allowance at 10.1(a), saving further changes to your venue details pauses. If you reach the allowance at 10.1(b), generating further Documents pauses. Editing and saving the text of Documents you already have is never paused. You may ask us to reset an allowance using the contact route in clause 13, and we will do so free of charge where the request relates to the genuine ongoing compliance needs of your premises — for example a change of Responsible Person, a change of layout or capacity, or an annual review. We will not unreasonably refuse a reset.

10.4 Reaching an allowance never removes your access to Documents already generated. You may continue to view, edit, save and download them, and we will provide a final copy on request.

10.5 Where we reasonably believe an account is being used to generate documents for premises other than the premises licensed, or otherwise in breach of clause 11, clause 20 applies instead of this clause.

11. Acceptable use

11.1 You agree not to:

1. share your login credentials or permit unauthorised access to your account;
2. use the Service to generate Documents for any premises other than the premises for which the licence was purchased;
3. attempt to circumvent fair usage allowances, paywalls or security controls;
4. use scripts, scrapers, automated tools or bulk-processing methods to access or interact with the Service;
5. attempt to extract system prompts, jailbreak, or otherwise interfere with the intended operation of the in-app assistant;
6. resell, sublicense or distribute access to the Service to third parties; or
7. use the Service for premises or events outside the limits in clause 4.1; or
8. use the Service unlawfully or in a way that damages the Service or other users.

11.2 We may monitor account activity for security and fraud-prevention purposes, as described in our Privacy Policy.

11.3 Nothing in this clause limits any other right or remedy available to us.

12. The in-app assistant

12.1 The in-app assistant is an artificial intelligence tool provided for general guidance only. It does not provide legal, security or professional advice.

12.2 Output generated by the assistant is AI-generated and may be inaccurate, incomplete or out of date. You are responsible for verifying anything you intend to rely on against official sources, including GOV.UK, ProtectUK and SIA guidance, or against professional advice, before acting on it.

12.3 Subject always to clause 17, we are not liable for any reliance on, or decision made on the basis of, assistant-generated content.

12.4 Your use of the assistant is subject to clause 11. Any attempt to misuse the assistant, including prompt extraction or jailbreaking, is a material breach of these terms.

12.5 We may record assistant conversations for quality, safety and security purposes as described in our Privacy Policy.

13. Support, complaints and contact

13.1 Day-to-day support is provided through the in-app assistant, which is available once you have unlocked your compliance pack. It can answer questions about the Service, about standard duty requirements under the Act, and about using your Documents.

13.2 You may also contact us in writing at venueready@proton.me or by post at Flexpublisher LTD, 424 Margate Road, Westwood, Ramsgate, Kent, CT12 6SJ.

13.2.1 We aim to acknowledge written enquiries within 10 working days of receipt. Time runs from when your message reaches us rather than from when you send it, and we are not responsible for delays in postal delivery. Where an enquiry is unusually complex, or where we are dealing with an unusually high volume of enquiries, acknowledgement may take longer and we will tell you if that is the case. This clause is an aim rather than a guarantee, and it does not affect the statutory time limits that apply to data protection requests under clause 19.6.

13.3 Complaints. If you are unhappy with the Service, please contact us using the details in 13.2 setting out what has gone wrong and what you would like us to do. We will investigate and respond in writing.

13.4 Payment queries. Your receipt email contains a link to manage or query your payment directly with our payment provider. This does not affect any right you have against us.

13.5 If you are a Consumer and we cannot resolve your complaint, you may be entitled to refer it to an alternative dispute resolution provider. You may also use the process at 13.3 before taking any other step.

14. Intellectual property and your licence

14.1 The VenueReady name and branding, the underlying software, and the template documents and their structure and wording are our intellectual property or that of our licensors.

14.2 On payment we grant you a non-exclusive, perpetual, non-transferable licence to use, edit, reproduce and store the Documents for the compliance purposes of the premises for which they were generated, including providing them to your staff, your insurer, the SIA and any professional adviser you engage.

14.3 The licence at 14.2 survives any suspension of your account, any pause under clause 10 and any termination under clause 20, in respect of Documents already generated.

14.4 You may not resell, redistribute, publish or sublicense the Documents or templates to third parties, or use them as the basis of a competing product or service.

15. Availability and changes to the Service

15.1 We aim to keep the Service available but we do not guarantee that it will be uninterrupted or error-free. We may suspend it for maintenance, security or technical reasons, and will give notice where we reasonably can.

15.2 We may change or improve the Service, including the templates, as guidance under the Act develops. Where we have advertised free updates as guidance evolves, we will provide them for the premises you have licensed.

15.3 Statutory guidance and SIA regulatory guidance under the Act continue to develop. We will make reasonable efforts to keep the templates aligned with published guidance, but we do not warrant that the Documents reflect the most recent guidance at any given moment, and clause 5.4 continues to apply.

16. Warranties

16.1 We warrant that we will provide the Service with reasonable care and skill.

16.2 Subject to 16.1 and to clause 9, and to the fullest extent permitted by law, we give no other warranties, conditions or representations, express or implied, in relation to the Service or the Documents. In particular we do not warrant that use of the Service or of the Documents will result in, or is sufficient for, compliance with the Act or with any other legal obligation.

17. Limitation of liability

17.1 Nothing is excluded that cannot be. Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited. This clause is subject to clause 9.2.

17.2 Allocation of risk. You acknowledge that the Service is supplied at a one-off price of £50 per premises; that the Documents are generated automatically from information you supply and are not the product of any assessment of your premises; that clause 3 sets out what the Service does and does not do; that independent professional review is available to you and is recommended; and that you are able to insure against the risks arising from your own compliance obligations. The price reflects this allocation of risk. If you require a different allocation of risk, the Service is not suitable for you and you should obtain professional advice instead.

17.3 Excluded losses. Subject to 17.1, we are not liable for: loss of profit, revenue, business, contracts or anticipated savings; loss of or damage to goodwill or reputation; business interruption; loss or corruption of data; any fine, penalty or other sanction imposed on you by a regulator or enforcement body; the cost of procuring substitute services; or any indirect or consequential loss.

17.4 Cap. Subject to 17.1, our total aggregate liability to you arising out of or in connection with these terms or your use of the Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the total amount you have paid us in respect of the premises to which the claim relates.

17.5 Your own duty. We are not liable for any failure by you to comply with the Act, including any failure arising from information you provided that was inaccurate or incomplete, from your failure to review or update the Documents, from your failure to notify the SIA, from any inaccuracy in the capacity figure you entered or any breach of the warranty at clause 4.9, from your failure to reassess your tier under clause 5.6, from your use of the Service or the Documents outside the limits in clause 4.1, from your use of the Documents at premises that are or have become enhanced duty premises, or from your use of the Documents or any special event addendum in connection with a qualifying event.

17.6 Time limit. Any claim must be brought within 12 months of the date on which you first became aware, or ought reasonably to have become aware, of the circumstances giving rise to it. This clause does not apply where you are a Consumer.

18. Your indemnity

18.1 This clause applies only where you are not a Consumer.

18.2 You will indemnify us against any claim brought against us by a third party to the extent it arises from: information you provided that was inaccurate or incomplete, including any inaccuracy in the capacity figure or breach of the warranty at clause 4.9; your breach of clause 5.5 or clause 11; or your use of the Service or the Documents outside the limits in clause 4.1, including at premises falling outside the standard duty or in connection with a qualifying event.

19. Data protection

19.1 Flexpublisher LTD is the data controller for personal data collected through the Service. We process personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

19.2 Our Privacy Policy explains in full what we collect, why, on what lawful basis, how long we keep it and who we share it with. In summary we collect account data, the venue data you enter (including names and contact details for your Responsible Person, senior individual and on-site contact), transaction records from our payment provider, and security and monitoring data including IP addresses, device information and access logs.

19.3 We use that data to operate the Service and generate your Documents, to send service emails such as annual review reminders and material guidance updates, to send our monthly newsletter where you have opted in, to monitor for security threats and fraud, and to meet our legal obligations.

19.4 Service emails are sent as a necessary part of the contract. Our newsletter is sent only if you have opted in, and you may unsubscribe at any time using the link in every newsletter email. Unsubscribing does not stop service emails relating to your account and Documents. We are not currently publishing a newsletter; if we resume, it will only go to those who have opted in and are still subscribed.

19.5 We do not sell personal data and we do not use it for advertising.

19.6 You have rights of access, rectification, erasure, portability, objection and restriction under UK GDPR. To exercise them contact us using clause 13.2. We respond to valid requests within one month of receipt. Where a request is particularly complex, or where you have made a number of requests, we may extend that period by up to two further months as permitted by UK GDPR; if we do, we will tell you within one month of receiving your request and explain why. If you are unhappy with our response you may complain to the Information Commissioner's Office at ico.org.uk.

20. Suspension and termination

20.1 We may suspend or terminate your access to the Service if you materially breach these terms, in particular clause 11, or if a payment is reversed or charged back.

20.2 Where we reasonably can, we will tell you what the problem is and give you an opportunity to put it right before suspending or terminating.

20.3 On termination, clause 14.3 continues to apply to Documents already generated, and we will provide a final copy on request unless the termination arises from fraud.

20.4 You may close your account at any time using clause 13.2. Because the Documents are supplied immediately and clause 8 applies, closing your account does not entitle you to a refund except where you have a statutory right to one.

21. Changes to these terms

21.1 We may update these terms from time to time, for example to reflect changes in law, in guidance under the Act, or in the Service.

21.2 Changes are published on this page with an updated effective date. Where a change is material we will notify you by email at the address held for your account, giving reasonable notice before it takes effect.

21.3 Changes do not apply retrospectively to an order already placed. Continuing to use the Service after a change takes effect means you accept the revised terms.

22. General

22.1 Entire agreement. These terms, together with the Privacy Policy and your order confirmation, are the entire agreement between us in relation to the Service and replace any earlier statement or understanding.

22.2 No reliance. You confirm that in entering into this contract you have not relied on any statement, representation or assurance that is not set out in these terms. Nothing in this clause limits liability for fraudulent misrepresentation, and this clause does not apply where you are a Consumer.

22.3 Third party rights. Except as set out in these terms, a person who is not a party to this contract has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.

22.4 Events outside our control. We are not liable for any failure or delay in performing our obligations caused by an event outside our reasonable control, including failures of hosting, connectivity or third party payment services.

22.5 Severance. If any provision is found to be unlawful or unenforceable, it is severed to the minimum extent necessary and the remaining provisions continue in force.

22.6 Waiver. A delay in enforcing a right is not a waiver of it.

22.7 Assignment. You may not transfer your rights under these terms without our written consent. We may transfer ours to a successor of our business, and will tell you if we do.

23. Governing law and jurisdiction

23.1 These terms and any dispute arising out of them are governed by the law of England and Wales.

23.2 The courts of England and Wales have exclusive jurisdiction. If you are a Consumer resident in Scotland or Northern Ireland, you may also bring proceedings in your own jurisdiction.