Frequently Asked Questions

Legionella Logbook is a digital logbook for the ongoing prevention and control of Legionella in water systems. It replaces paper logbooks with a secure online platform and a companion mobile app, so you can schedule and record control tasks, track remedial actions and keep audit-ready records in line with ACOP L8 and HSG274.

It was built in the UK by Legionella control specialists with more than 35 years' combined experience in the industry.

Yes. There's no legal requirement for Legionella records to be kept on paper, and Legionella Logbook is designed to replace the paper logbook entirely.

Every record is automatically authenticated, dated and attributed to the person who completed it. Photos and documents can be attached as evidence, and everything is stored securely in one place. Records can't be lost, damaged or left half-finished on site, and they're available straight away for audits and inspections.

No. Legionella Logbook manages your ongoing control programme. It doesn't replace your Legionella risk assessment. You can upload your existing risk assessment from any provider and import its recommended actions, so they're tracked to completion alongside your routine tasks.

Yes. Legionella Logbook is cloud-based and built for portfolios of any size. You can manage all your sites from one dashboard and give each user access only to the sites they need, for example a contractor who looks after one building.

Consultants and contractors who work for more than one client can be members of several organisations, and each organisation only ever sees its own records.

Yes. Legionella Logbook is cloud-based, so you can use it anywhere with an internet connection, and the mobile app works offline once site data has been downloaded.

Legionella Logbook is built around UK legislation and guidance, and its task templates and control limits follow ACOP L8 and HSG274 as standard making it best suited to organisations in the UK and to anyone who follows UK guidance, such as UK organisations with sites overseas or international organisations that use HSG274 as their benchmark.

If you work to other standards, you can add your own tasks for specific sites or assets. You remain responsible for making sure your control regime meets local regulations. Get in touch if you'd like to discuss your requirements.

Setting up takes three steps:

1. Upload your key documents: your risk assessment, schematic drawings and other supporting records. 2. Add your water system assets, such as calorifiers, tanks, outlets and cooling towers. 3. Review your task schedule. Legionella Logbook automatically generates the tasks HSG274 requires from each asset's type, usage and properties, and you can add your own site- or asset-specific tasks.

You can also upload the actions from your risk assessment, so remedial work is tracked from day one. Then invite your team and give each person a role and define their responsibilities and access permissions.

Tasks can be completed on any device. The web platform works on desktop, tablet and phone, and our mobile app for iOS and Android is designed for on-site work. You can complete several planned maintenance tasks at once with minimal taps, record readings and attach photos as evidence.

Each task is automatically authenticated and dated, and your team can open procedures, risk assessments and schematic drawings in the app while they're on site.

Yes. Plant rooms, basements and roof spaces often have little or no signal, so the app is designed to work offline. Download the sites you need before your visit and complete your tasks as normal. Your changes sync when you're back online, and the app shows when changes are still waiting to sync.

All the routine monitoring and maintenance tasks set out in HSG274 are generated automatically from your assets. Examples include monthly sentinel outlet temperatures, weekly flushing of little-used outlets, calorifier and cold water storage tank inspections.

You can add bespoke tasks for specific assets or sites, and the schedule can be adapted to other standards including HTM 04-01 for healthcare premises.

When a reading falls outside its control limits (for example, cold water above 20°C or hot water below 50°C at an outlet), Legionella Logbook automatically flags it as a non-compliance so a remedial action can be raised. Actions can also be raised manually or uploaded from your risk assessment or other related documentation.

Each action can be updated and tracked through to closure, with photos, quotes, reports and certificates attached as evidence. This gives you a complete audit trail from detection to resolution.

Yes. Overdue tasks are highlighted automatically, so they can be investigated and any additional controls put in place quickly. The compliance dashboard shows each system's status at a glance, across all your sites.

You can record how each asset is used and schedule low-use periods or decommissioning at asset, location or building level. Your task schedule then reflects the change. This helps you manage the extra risk from stagnant water, for example during school holidays, refurbishments or when areas are temporarily closed.

Yes. The compliance dashboard gives you a visual overview of each system, and trend analysis shows whether conditions such as temperatures are improving or getting worse over time. An automatically populated diary of works shows everything carried out on site, and all records are available from anywhere for internal and external audits.

We're developing Legionella Logbook all the time and are happy to explore integrations with other systems, such as CAFM or asset management software, and with remote monitoring devices like IoT temperature sensors. Contact us to discuss your requirements.

No. Legionella Logbook was designed by Legionella control specialists with ease of use at its core, so there's a low learning curve and staff pick it up quickly. Procedures, schematics and contact details are available in the app, so technicians have what they need on site.

Legionella Logbook is designed around the record-keeping requirements of the HSE's Approved Code of Practice L8 and its technical guidance HSG274: Part 1 for evaporative cooling systems, Part 2 for hot and cold water systems and Part 3 for other risk systems plus HSG282 for Spa pool systems. All routine checks (temperatures, inspections, flushing, cleaning and more) are scheduled, recorded and evidenced digitally. That gives you a complete, auditable record to show inspectors, insurers and auditors.

Software alone can't make a site compliant. Legionella Logbook provides the tools to carry out the scheme properly and prove it has been done.

Your records are kept for as long as you have a Legionella Logbook subscription, so your full history is available for audits, inspections, insurance reviews and due diligence. ACOP L8 requires records to be kept for at least five years.

You own your data and can export it at any time. If your subscription ends, you'll have 30 days to export your records, so you can keep meeting your retention obligations. After that, we delete your records within 90 days.

Yes. The core platform follows ACOP L8 and HSG274, and the maintenance regime can be adapted to other standards including HTM 04-01 for healthcare premises. The Written Scheme of Control is fully customisable, and you can add extra controls at site or asset level. That makes it suitable for hospitals, care homes, dental practices and other settings where people are more vulnerable to Legionella infection.

Your logbook (the database, files, photos and backups) is stored and processed in London, United Kingdom, in ISO 27001 and SOC 2 Type II certified data centres.

A small number of supporting services that don't hold your logbook, such as email delivery and error monitoring, run in the EU under UK-approved data transfer safeguards. Details are in our Privacy Policy.

Each organisation's data is kept completely separate. Every request is checked against the user's organisation and role before any data is returned, and database-level security blocks all other access by default. No organisation can see another's sites, people or records.

Our own staff access customer data only through named accounts, and only for support and operations. We never sell your data or use it for advertising or our own commercial purposes.

You do. Your organisation owns all the records, photos and documents in its logbook. We only store and process them to provide the service. You can export your records at any time during your subscription and for 30 days afterwards.

Yes. Access is by invitation only, and your organisation's administrators decide who can see what. There are five roles (owner, admin, manager, technician and auditor), and each user can be limited to specific sites.

For example, you might give a contractor's technician access to complete tasks at one building, and give your auditor access to review records. When someone leaves, you can remove their access, and the records they created stay in your logbook, still attributed to them.

Your database is backed up automatically every day, and backups are encrypted and stored in the UK. The platform runs across multiple data centres with automatic failover and is monitored around the clock.

In the unlikely event of a major incident, we aim to restore service within 24 hours, with no more than 24 hours of data lost. You can also export your compliance records at any time, and we recommend keeping your own copies.

Pricing is tailored to each organisation, based on the number of sites and users and any additional modules you need. Book a demo or contact us for a quote. Prices exclude VAT.

Yes. Book a demo and we'll walk you through Legionella Logbook using examples that match your type of site. Ask us about trial access when you get in touch.

Your subscription term is agreed with you when you sign up and set out in your order form. Unless agreed otherwise, either side can end the subscription with 30 days' written notice. After your subscription ends, you'll have 30 days to export your records.

Our team provides support by email at support@legionellalogbook.com and through the support form in the app, Monday to Friday during UK business hours. We aim to respond within two business days.

Yes. We can help you get started, from setting up your sites and assets to showing your team how to use the app. If you have existing asset registers or records in another system, contact us to discuss how we can bring them across.

Legionella are bacteria found naturally in water. They can multiply in man-made water systems, particularly where water sits between 20°C and 45°C, is stagnant, or contains scale, sludge or biofilm. If people breathe in contaminated water droplets, they can develop Legionnaires' disease, a potentially fatal form of pneumonia. Because the risk depends on how a system is designed, used and maintained, UK law requires it to be assessed and controlled.

Yes. Employers and those in control of premises must assess the risk from Legionella in their water systems. The law doesn't set a format, but the assessment must be suitable and sufficient and carried out by a competent person. This applies across Great Britain, including Scotland, and Northern Ireland has equivalent legislation.

It must be carried out by a competent person: someone with the right skills, knowledge and experience of the water systems involved. For simple systems, a suitably trained member of your own staff may be competent. For larger or more complex sites, most duty holders use a specialist consultant, and membership of a scheme such as the Legionella Control Association (LCA) can help you choose one. Whoever does the assessment, the duty holder remains responsible.

ACOP L8 doesn't set a fixed interval. The assessment should be reviewed regularly and whenever there's reason to think it's no longer valid. Examples include changes to the water system or how it's used, a change of occupants or key personnel, monitoring showing the controls aren't working, or a case of Legionnaires' disease linked to the system. Many organisations also set a routine review period, often every one to two years, depending on the level of risk.

Yes. Landlords of residential properties have a legal duty to assess and control the risk of exposure to Legionella for their tenants. For most homes the risk is low and simple control measures are enough, but the assessment still needs to be done and recorded. Legionella Logbook helps landlords and managing agents keep those records across a whole portfolio.

Yes. Under the Notification of Cooling Towers and Evaporative Condensers Regulations 1992, you must notify your local authority of any cooling towers or evaporative condensers on your premises, and tell them when they're no longer in use.