Terms and Conditions

These Terms and Conditions govern the use of the Legionella Logbook website, the Legionella Logbook platform and the Legionella Logbook mobile app. By using any of them you agree to these terms.

Introduction and Scope

Last updated: 19 September 2026 These Terms and Conditions ("Terms") are a legal agreement between you and Legionella Logbook Ltd ("Legionella Logbook", "we", "us"), a company registered in England and Wales under number 16206994, with its registered office at 128 City Road, London EC1V 2NX and VAT number 485 5219 64. They govern: • the website at legionellalogbook.com (the "Website"); • the Legionella Logbook web platform at app.legionellalogbook.com (the "Platform"); and • the Legionella Logbook mobile app for iOS and Android (the "App"). We refer to the Platform and the App together as the "Service". Who is bound by these Terms: • Everyone who uses the Website ("Using the Website" and the general sections apply). • Organisations that subscribe to the Service ("Customers"). A Customer's subscription is described in its Order Form, and together the Order Form and these Terms form the agreement between the Customer and us (the "Agreement"). If they conflict, the Order Form prevails. • The people a Customer authorises to use the Service ("Authorised Users"). By signing in you agree to comply with these Terms when using the Service, and the Customer remains responsible for your use. If you accept these Terms on behalf of an organisation, you confirm that you have authority to bind it. If you do not agree with these Terms, do not use the Services.

Definitions

• "Customer Data" means all data, records, photos, documents and other content that a Customer or its Authorised Users submit to the Service, including personal data about the Customer's personnel, contractors and site contacts. • "Order Form" means the contract, proposal, quote or order confirmation agreed between the Customer and us that sets out the Customer's subscription, including its scope (the sites, users or modules covered), the Fees, payment terms, start date and term. • "Subscription Term" means the term of the Customer's subscription as set out in the Order Form, including any renewal. • "Documentation" means the help content and guidance we publish for the Service. • "Fees" means the amounts payable for the Service as agreed in the Order Form. • "Business Day" means a day other than a Saturday, Sunday or public holiday in England.

Using the Website

The Website provides general information about Legionella control, our products and related topics. It is provided free of charge. • You may view, download and print Website content for your own internal business purposes, provided you keep all copyright notices and do not modify it. Any other reproduction, distribution or commercial use requires our written permission. • Website content is for general information only. It is not professional, legal or health and safety advice and does not replace the advice of a competent person as required under UK law. • The Website may link to third-party sites, such as the Health and Safety Executive. We do not control and are not responsible for their content or privacy practices. • Information you submit through our forms (demo requests, enquiries, support requests and newsletter subscriptions) is handled in accordance with our Privacy Policy. • The rules in "Acceptable Use" apply to the Website as well as to the Service.

Business Use Only

The Services are provided to businesses and organisations for use in the course of their trade, business or profession, and to their staff and contractors in that capacity. They are not offered to consumers, and the protections given to consumers under UK law, including the Consumer Rights Act 2015, do not apply. You must be at least 18 years old to use the Services. The Services are designed around UK legislation and guidance, including the Health and Safety at Work etc. Act 1974, COSHH 2002, the HSE's Approved Code of Practice L8 and HSG274. They may not be suitable for use in other jurisdictions, and if you use them from outside the UK you are responsible for compliance with local law.

Your Subscription

• Order Form. Each Customer's subscription, including its scope, term, renewal and pricing, is agreed individually and recorded in its Order Form. These Terms apply to every subscription, and the Order Form prevails where the two conflict. • Term and renewal. The Subscription Term, and whether and how it renews, are as set out in the Order Form. If the Order Form does not say otherwise, either party may end the subscription by giving at least 30 days' written notice. • Changes to scope. The Customer may ask to add sites, users or modules at any time. We will confirm any change to the Fees before it takes effect. • Trials and beta features. We may offer a free trial or make early-access features available. These are provided as is, may be changed or withdrawn at any time, and data created during a trial may be deleted if the trial does not lead to a subscription. • Right to use. Subject to the Agreement, we grant the Customer a non-exclusive, non-transferable right for its Authorised Users to access and use the Service during the Subscription Term for the Customer's internal business purposes.

Fees and Payment

• Fees, invoicing and payment terms are agreed with each Customer and set out in its Order Form. Unless the Order Form says otherwise, Fees exclude VAT, which is charged in addition at the applicable rate. • If an invoice is not paid when due, we may charge interest under the Late Payment of Commercial Debts (Interest) Act 1998 and may suspend access to the Service after giving written notice, without prejudice to our other rights. Fees remain payable during any suspension. • Except where the Order Form or these Terms expressly say otherwise, Fees are non-refundable. • Any change to the Fees will be agreed with the Customer or notified in writing before the start of the period to which it applies.

Accounts and Authorised Users

• Access is invite-only. Customer administrators create accounts for their Authorised Users and assign each a role and site access. There is no public sign-up. • Authorised Users must be the Customer's employees, contractors or other people acting on its behalf. Each account is for one named individual and must not be shared. • Authorised Users must keep their credentials confidential, use a strong password, and tell the Customer and us promptly if they suspect unauthorised access. • The Customer is responsible for everything done through its accounts, for choosing appropriate roles, and for promptly removing the access of people who leave or change duties. Removing a user's access does not delete the records that user created. • We may refuse, suspend or remove an account that we reasonably believe is being misused or poses a security risk.

The Mobile App

• Licence. We grant Authorised Users a personal, non-transferable, revocable licence to install and use the App on mobile devices they own or control, solely to use the Service under the Customer's subscription. The App is licensed, not sold, and remains our property. • Offline data. To work offline, the App stores downloaded Customer Data on the device. The Customer is responsible for the devices its Authorised Users use, including device passcodes, encryption, remote wipe and prompt revocation of access when a device is lost or a user leaves. A user whose access is revoked keeps read access to already-downloaded data until they next sign out. • Syncing. Changes made offline are queued and sent when the device is online. The Customer accepts that unsynced changes are held only on the device until then and may be lost if the device is lost or reset or the App is uninstalled. The App shows whether changes are pending; users should sync regularly. • Updates. We may release updates and may require a minimum App version to connect to the Service. The App may stop working with the Service until it is updated. • Restrictions. You must not copy, modify, reverse engineer, decompile or create derivative works from the App, remove any proprietary notices, use it on a jailbroken or rooted device, or use it in any way that breaches the app store terms. • App stores. Your use of the App is also subject to the terms of the Apple App Store or Google Play. Apple and Google are not responsible for the App, its content, maintenance or support, and have no obligation to provide any warranty or handle any claim relating to it. • Apple-specific terms. If you obtained the App from the Apple App Store: this Agreement is between you and us only, not Apple; the licence is limited to use on Apple-branded devices you own or control, as permitted by the Usage Rules in the Apple Media Services Terms and Conditions; to the maximum extent permitted by law Apple gives no warranty in respect of the App, and if the App fails to conform to any applicable warranty you may notify Apple, which will refund any purchase price you paid, and Apple has no other warranty obligation; we, not Apple, are responsible for addressing any claim relating to the App, including product liability, legal or regulatory compliance and consumer protection, and any claim that the App infringes a third party's intellectual property; you represent that you are not located in a country subject to a US Government embargo or designated a "terrorist supporting" country and are not on any US Government list of prohibited or restricted parties; and Apple and its subsidiaries are third-party beneficiaries of this section and may enforce it against you.

Customer Data

• Ownership. The Customer owns its Customer Data. We claim no rights in it other than the licence below. • Licence to us. The Customer grants us a non-exclusive, worldwide licence to host, copy, process, transmit, display and back up Customer Data solely to provide, secure, support and improve the Service and as otherwise permitted by the Agreement. • Customer responsibilities. The Customer is responsible for the accuracy, quality and legality of its Customer Data, for having the right to submit it, and for ensuring that its personnel, contractors and site contacts have been given the information required by data protection law. The Customer must not upload data that is unlawful, infringes third-party rights, or contains special category data (such as health data) unless strictly necessary. • Attribution. Records are attributed to the Authorised User who created them and are timestamped. This attribution forms part of the Customer's compliance record and is retained with it. • Export and deletion. The Customer may export its data from the Service at any time during the Subscription Term and for 30 days afterwards. We delete Customer Data within 90 days after the end of the Agreement, except for encrypted backups, which are rotated within 7 days, and any data we must retain by law. Compliance records are the Customer's statutory records; the Customer is responsible for retaining them for the periods required by law (typically at least five years under ACOP L8) and for exporting them before deletion. • Usage data. We may collect and use technical and usage data about how the Service is used, and derive aggregated, de-identified data from Customer Data, to operate, secure and improve the Service and for benchmarking. We will never disclose such data in a form that identifies the Customer or any individual.

Acceptable Use

You must not, and must not allow anyone else to: • use the Services for any unlawful purpose or in breach of any applicable law or regulation; • upload or transmit material that is unlawful, defamatory, infringing or malicious, or that contains viruses or harmful code; • attempt to gain unauthorised access to the Services, other customers' data, or any related systems or networks, or probe, scan or test their vulnerability without our written permission; • copy, resell, sublicense, rent, lease or otherwise make the Service available to any third party, or use it to build a competing product; • reverse engineer, decompile or attempt to extract the source code of the Services except as permitted by law; • use automated tools to scrape, crawl or extract data from the Services, or use the Service in a way that imposes an unreasonable load on our infrastructure; • remove or obscure any proprietary notices; • impersonate any person or misrepresent your affiliation with any organisation; or • use the Services to send unsolicited communications or to store or transmit personal data you have no right to process. Security research. If you discover a vulnerability in the Services, tell us at contact@legionellalogbook.com before disclosing it publicly, do not access or modify other customers' data, and do not disrupt the Service. We will not take legal action against good-faith research that follows these rules. We may investigate suspected breaches and may remove content, suspend access or terminate the Agreement in response, as described in "Suspension and Termination".

Intellectual Property

• The Services, including all software, designs, text, graphics, logos, task templates, Documentation and underlying technology, are owned by Legionella Logbook Ltd or its licensors and are protected by copyright, database right, trade mark and other intellectual property laws. Except for the rights expressly granted in these Terms, we reserve all rights. • "Legionella Logbook" and our logos are our trade marks. You may not use them without our written permission. • Feedback. If you give us suggestions or feedback about the Services, we may use them without restriction or payment. • Nothing in these Terms transfers any intellectual property from one party to the other.

Confidentiality

Each party will keep confidential any non-public information it receives from the other in connection with the Agreement, including Customer Data on our side and pricing, product roadmaps and security details on the Customer's side. Confidential information may be used only to perform the Agreement, may be shared only with staff, advisers and sub-processors who need to know it and are bound by equivalent obligations, and must be protected with reasonable care. These obligations do not apply to information that is or becomes public through no fault of the recipient, was already lawfully known to it, is independently developed, or must be disclosed by law or a regulator, provided the recipient gives notice where legally permitted. They survive for five years after the Agreement ends, and indefinitely for Customer Data and trade secrets.

Data Protection

This section is the parties' data processing agreement for the purposes of Article 28 of the UK GDPR. Our standard Data Processing Agreement, which includes the current list of sub-processors, is available on request; once signed, it prevails over this section. • Roles. The Customer is the controller of the personal data in Customer Data, and we are its processor. We are the controller of account, security and support data as described in our Privacy Policy. • Details of processing. Subject matter: providing the Service. Duration: the Subscription Term plus the deletion period. Nature and purpose: hosting, storing, syncing, displaying and backing up Customer Data so the Customer can keep water-hygiene compliance records. Data subjects: the Customer's employees, contractors, site contacts and other people its users record. Types of data: names, contact details, job titles, training records, photos and the content of compliance records. • Our obligations. We will process personal data only on the Customer's documented instructions (the Agreement and the Customer's use of the Service), unless required by law; ensure the people we authorise to process it are bound by confidentiality; implement appropriate technical and organisational security measures, as summarised on our Data Security page; assist the Customer, taking into account the nature of the processing, with data subject requests, security, breach notification and impact assessments; notify the Customer without undue delay after becoming aware of a personal data breach affecting Customer Data; delete or return personal data at the end of the Agreement as described in "Customer Data"; and make available the information reasonably necessary to demonstrate compliance, including by answering reasonable audit questions and, where required, allowing an audit no more than once a year on reasonable notice and at the Customer's cost. • Sub-processors. The Customer gives general authorisation for the sub-processors listed in our Data Processing Agreement, which fall within the categories described in our Privacy Policy. We will give at least 30 days' notice of any new sub-processor; if the Customer objects on reasonable data protection grounds and we cannot resolve the objection, the Customer may terminate the affected Service on written notice. We remain responsible for our sub-processors. • International transfers. Customer Data is stored in the United Kingdom. Where a sub-processor processes personal data outside the UK, we ensure a lawful transfer mechanism is in place, as described in our Privacy Policy. • Customer obligations. The Customer warrants that it has a lawful basis for the personal data it submits, has provided the necessary privacy information to the individuals concerned, and will not give us instructions that breach data protection law.

Availability, Support and Changes

• Availability. We aim to make the Service available 24 hours a day, except for planned maintenance (which we will try to schedule outside UK business hours and give notice of where practical) and circumstances beyond our reasonable control. We do not guarantee uninterrupted or error-free operation. • Support. We provide support by email at support@legionellalogbook.com and through the in-app support form, on Business Days during UK business hours. We aim to respond within two Business Days. Support does not include training, data entry or consultancy unless agreed in the Order Form. • Backups. We back up the Service daily and retain backups for at least 7 days. Backups are for disaster recovery of the Service as a whole; they are not a substitute for the Customer's own exports of its compliance records. • Changes to the Service. We continually improve the Service and may add, change or remove features. We will not materially reduce the core functionality of the Service during a paid Subscription Term without giving at least 30 days' notice; if such a change is materially detrimental to the Customer, it may terminate the Agreement on written notice and receive a pro rata refund of prepaid Fees for the remainder of the term. • Third-party services. The Service relies on third-party hosting, email and app store services. We are not responsible for failures of those services beyond our reasonable control, but will use reasonable efforts to restore the Service promptly.

Suspension and Termination

• End of the subscription. The Agreement ends in accordance with the Order Form, as described in "Your Subscription". • Termination for cause. Either party may terminate the Agreement immediately on written notice if the other party commits a material breach that is not remedied within 30 days of notice, becomes insolvent, or ceases trading. • Suspension. We may suspend access to the Service, in whole or in part, where reasonably necessary to address a security threat, a breach of "Acceptable Use", non-payment after written notice as described in "Fees and Payment", or a legal requirement. We will limit suspension to what is necessary and restore access once the issue is resolved. • Effect of termination. On termination, the Customer's and its Authorised Users' right to use the Service ends, the Customer must pay any outstanding Fees, and Customer Data is handled as set out in "Customer Data". Sections that by their nature should survive, including confidentiality, intellectual property, liability, indemnity and governing law, survive termination.

Compliance Disclaimer

Please read this section carefully. It explains what the Service does and does not do. • A record-keeping tool. The Service helps organisations schedule, record and evidence their water-hygiene control programme. It does not perform Legionella risk assessments, test water, detect bacteria or assess whether a water system is safe or compliant. • Your competent person. UK law requires duty holders to appoint a competent person and to have a written scheme of control based on a suitable and sufficient risk assessment. The Service does not replace that person, that assessment or that scheme. Task templates, frequencies, control limits and guidance in the Service are starting points based on published guidance and must be adapted by a competent person to each site. • Your decisions. The Customer is solely responsible for the tasks it schedules, the values it records, how it interprets them, whether and how quickly it acts on defects and remedial actions, and for compliance with all applicable health and safety and other laws. • No guarantee of compliance. Use of the Service does not guarantee compliance with the Health and Safety at Work etc. Act 1974, COSHH 2002, ACOP L8, HSG274 or any other law, standard or guidance, and does not guarantee that any inspection, audit or enforcement action will be satisfied. • Records. The Customer is responsible for retaining its compliance records for the periods required by law, for reviewing them, and for exporting or backing them up where required. • Alerts and reminders. Reminders, overdue indicators and notifications are aids only. They may be delayed or fail to arrive, for example because of email delivery, device settings or connectivity, and must not be relied on as the sole means of ensuring that work is done.

Warranties and Disclaimers

• Our warranty. We warrant that the Service will perform materially in accordance with its Documentation and that we will provide it with reasonable skill and care. If the Service does not meet this warranty, the Customer's exclusive remedy is for us to correct the non-conformity or, if we cannot do so within a reasonable time, for the Customer to terminate the affected subscription and receive a pro rata refund of prepaid Fees for the remainder of the term. • Exclusions. The warranty does not apply to problems caused by misuse, unauthorised modification, third-party services, devices or networks, or use contrary to the Documentation or these Terms. • Everything else is as is. Except as expressly stated in these Terms, the Services are provided "as is" and "as available", and all other warranties, conditions and terms, whether express or implied by statute, common law or otherwise, including any implied terms of satisfactory quality, fitness for a particular purpose and non-infringement, are excluded to the fullest extent permitted by law. We do not warrant that the Services will be uninterrupted, error-free or secure, or that the Website or Documentation are complete, accurate or up to date.

Limitation of Liability

• Nothing excluded that cannot be. Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law. • No indirect loss. Subject to the point above, neither party is liable to the other, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any indirect, consequential or special loss, or for any loss of profit, revenue, business, contracts, anticipated savings, goodwill or reputation, or loss or corruption of data, even if foreseeable. • Compliance outcomes. Without limiting the above, we are not liable for any fines, penalties, enforcement action, prosecution, remediation costs, claims by third parties or other losses arising from the Customer's failure to comply with health and safety or other laws, from the Customer's reliance on the Service as a substitute for a competent person, or from the accuracy or completeness of Customer Data. • Cap. Subject to the points above, our total aggregate liability to the Customer arising out of or in connection with the Agreement in any 12-month period is limited to the Fees paid by the Customer for the Service in the 12 months immediately before the event giving rise to the claim. Our total aggregate liability arising from use of the Website, free trials and any free service is limited to £100. • Time limit. A claim under the Agreement must be brought within 12 months of the date the claimant became aware, or ought reasonably to have become aware, of the facts giving rise to it. • Reasonableness. The Customer acknowledges that the Fees reflect this allocation of risk, that it is responsible for its own insurance, and that these limitations are reasonable in a business-to-business agreement.

Indemnity

• By the Customer. The Customer will indemnify and hold us harmless from all claims, losses, damages, costs and expenses (including reasonable legal fees) arising from Customer Data, from the Customer's or its Authorised Users' breach of these Terms or of applicable law, or from any claim by a third party (including an employee, contractor or regulator) relating to the Customer's water-hygiene compliance. • By us. We will defend the Customer against any third-party claim that the Service, used in accordance with the Agreement, infringes a UK intellectual property right, and pay any damages finally awarded or agreed in settlement. If such a claim is made or likely, we may modify or replace the Service, obtain a licence, or, if neither is reasonably possible, terminate the affected subscription and refund prepaid Fees for the remainder of the term. This indemnity does not cover claims arising from Customer Data, modifications not made by us, or combinations with products not supplied by us. • Conditions. The indemnified party must notify the other promptly, give it sole control of the defence and settlement (provided no settlement admits fault on behalf of the indemnified party without its consent), and provide reasonable assistance at the indemnifying party's cost.

Changes to These Terms

We may update these Terms from time to time, for example to reflect changes in the law, our Services or our business. The current version is always available on the Website with its "Last updated" date. • For Website visitors and Authorised Users, changes take effect when posted, and continued use of the Services after that is acceptance of the updated Terms. • For Customers, material changes take effect at the start of the next Subscription Term, or 30 days after we notify the Customer by email or through the Platform, whichever is later, unless the change is required by law. If a material change is detrimental to the Customer and it objects in writing before the change takes effect, the current Terms continue to apply until the end of the then-current Subscription Term.

General

• Force majeure. Neither party is liable for any failure or delay in performing its obligations (other than payment) caused by events beyond its reasonable control, including natural disasters, epidemics, war, terrorism, industrial action, failure of telecommunications or third-party services, cyber-attacks, or acts of government. If such an event lasts more than 60 days, either party may terminate the affected Order Form on written notice. • Assignment. We may assign, transfer or subcontract our rights and obligations, including to a successor in a merger, acquisition or sale of assets, provided the Service is not materially reduced. The Customer may not assign the Agreement without our prior written consent, not to be unreasonably withheld. • Entire agreement. These Terms, the Order Form, our Privacy Policy and any documents expressly incorporated form the entire agreement between the parties on their subject matter and supersede any prior agreements or representations, unless made fraudulently. • Severability. If any provision is found invalid or unenforceable, it will be modified to the minimum extent necessary and the remainder will continue in full force. • Waiver. A failure or delay in exercising any right is not a waiver of it. • Notices. Notices to us must be sent by email to contact@legionellalogbook.com or by post to our registered office. Notices to the Customer will be sent to the email address on the Order Form or shown to its administrators in the Platform. Email notices are deemed received on the next Business Day. • Third-party rights. Except as stated in "The Mobile App" for Apple, no one other than the parties has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce these Terms. • Relationship. The parties are independent contractors. Nothing in these Terms creates a partnership, agency or employment relationship. • Publicity. We will not use the Customer's name or logo in marketing without its prior written consent.

Governing Law and Jurisdiction

These Terms, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter, are governed by the law of England and Wales. Before starting proceedings, the parties will try in good faith to resolve any dispute through discussion between senior representatives for at least 30 days. The courts of England and Wales have exclusive jurisdiction to settle any dispute, except that we may seek injunctive or other urgent relief in any court of competent jurisdiction to protect our intellectual property or confidential information.

Contact

Legionella Logbook Ltd 128 City Road, London EC1V 2NX, United Kingdom Company number: 16206994 (England and Wales) VAT number: 485 5219 64 General and legal enquiries: contact@legionellalogbook.com Support: support@legionellalogbook.com We aim to respond to enquiries within two Business Days. Please do not send confidential information by unencrypted email.