Legal
Terms of Service
Last updated September 2026. This policy should be reviewed by qualified legal counsel before being relied on commercially.
1. Introduction and acceptance
These Terms of Service ("Terms") govern access to and use of the FireOptix platform, available at fireoptix.co.uk and its associated subdomains (together, the "Platform"), provided by Optix Group Limited, trading as FireOptix ("FireOptix", "we", "us" or "our"), a company registered in England and Wales under company number [company number to be inserted], with its registered office at [registered office address to be inserted]. By creating an account, signing an order form, or otherwise accessing or using the Platform, the organisation on whose behalf you act ("Customer", "you" or "your") agrees to be bound by these Terms. If you do not have authority to bind that organisation, you must not accept these Terms on its behalf.
2. Definitions
In these Terms: "Authorised User" means an individual authorised by Customer to access the Platform under Customer's account; "Customer Data" means all data, records and content submitted to the Platform by or on behalf of Customer; "Licence Fee" means the annual fee payable for access to the Platform as set out in an order form, invoice or the pricing published on the Platform's marketing site; "Order Form" means any ordering document or invoice confirming Customer's subscription; and "Subscription Term" means the period for which a Licence Fee has been paid, as set out in the applicable Order Form.
3. Eligibility and accounts
The Platform is provided for use by businesses and other organisations, not by individual consumers acting outside the course of a trade, business or profession. Customer must ensure that account registration details are accurate and kept up to date, that login credentials are kept confidential, and that only Authorised Users are given access. Customer is responsible for all activity that occurs under its account, whether or not authorised.
4. Licence grant
Subject to Customer's compliance with these Terms and payment of the applicable Licence Fee, we grant Customer a non-exclusive, non-transferable, revocable licence to access and use the Platform during the Subscription Term, solely for Customer's internal business operations and solely by its Authorised Users. No rights are granted other than those expressly set out in these Terms.
5. Acceptable use
Customer must not, and must ensure that Authorised Users do not: (a) use the Platform for any unlawful purpose or in breach of any applicable law or regulation; (b) attempt to gain unauthorised access to the Platform, other accounts, or any systems or networks connected to the Platform; (c) reverse engineer, decompile or attempt to extract the source code of the Platform, except to the extent such restriction is prohibited by applicable law; (d) resell, sublicense, rent or otherwise make the Platform available to any third party outside Customer's own organisation; (e) upload any material that is unlawful, defamatory, or that infringes the rights of any third party; or (f) use the Platform in a manner that could disable, overburden, or impair its operation.
6. Customer Data
As between the parties, Customer owns all right, title and interest in and to Customer Data. Customer grants us a limited licence to host, process, transmit and display Customer Data solely to the extent necessary to provide the Platform and support services. Customer is solely responsible for the accuracy, quality and legality of Customer Data and for ensuring it has all necessary rights and consents to submit Customer Data to the Platform, including any personal data about staff and contractors.
7. Fees and payment
The Licence Fee is invoiced annually in advance and is payable within 30 days of the invoice date, or as otherwise agreed in an Order Form. All fees are exclusive of VAT and any other applicable taxes, which will be added at the prevailing rate. Late payments may incur interest at the rate of 4% per annum above the Bank of England base rate, accruing daily, in addition to our right to suspend access under clause 10.
8. Refunds and cancellation
Refunds are governed by our Refund Policy, available at fireoptix.co.uk/refund, which forms part of these Terms. In summary, and subject to the exceptions set out in that policy, Licence Fees are non-refundable once paid.
9. Term, renewal and termination
These Terms take effect on the date Customer first accepts them and continue for the Subscription Term. Subscriptions do not renew automatically; before the end of a Subscription Term, we will contact Customer to arrange renewal, and if no renewal is agreed, access to the Platform will end at the expiry of the Subscription Term. Either party may terminate these Terms immediately on written notice if the other party commits a material breach that is not remedied within 14 days of being notified, or if the other party becomes insolvent.
10. Suspension
We may suspend Customer's access to the Platform, in whole or in part, if: (a) Licence Fees remain unpaid more than 14 days after becoming overdue; (b) Customer is in breach of clause 5 (Acceptable use); (c) suspension is necessary to prevent harm to the Platform, other customers, or third parties; or (d) we are required to do so by law. We will use reasonable efforts to give advance notice of suspension where practicable.
11. Service availability and support
We aim to keep the Platform available at all times but do not guarantee uninterrupted or error-free operation. Planned maintenance will be communicated in advance where reasonably possible. Support is provided by email as described on the Platform's marketing site; response times are targets and not guaranteed service levels unless separately agreed in writing.
12. Intellectual property
All intellectual property rights in the Platform, including its software, design, trademarks and documentation, belong to us or our licensors. Nothing in these Terms transfers any such rights to Customer, other than the limited licence in clause 4. Customer grants us no rights in its trademarks or branding, other than the right to identify Customer as a user of the Platform in our marketing materials, unless Customer objects in writing.
13. Confidentiality
Each party will keep confidential all non-public information disclosed by the other party in connection with these Terms, and will use it only to perform its obligations or exercise its rights under these Terms, except where disclosure is required by law or by a regulator of competent jurisdiction.
14. Data protection
Each party will comply with its obligations under applicable data protection law, including the UK GDPR and the Data Protection Act 2018. Where we process personal data on Customer's behalf as a processor (including personal data within Customer Data), the terms of our Privacy Policy and, where applicable, a separate data processing agreement, apply and are incorporated into these Terms by reference.
15. Warranties and disclaimers
Each party warrants that it has full authority to enter into these Terms. Except as expressly stated in these Terms, the Platform is provided "as is" and, to the maximum extent permitted by law, we exclude all warranties, conditions and representations, whether express or implied, including implied warranties of satisfactory quality, fitness for a particular purpose, and non-infringement. The Platform is a record-keeping and workflow tool; it does not replace professional judgement, statutory processes, or Customer's own regulatory obligations, including duties under the Regulatory Reform (Fire Safety) Order 2005 and related fire safety regulations.
16. Limitation of liability
Nothing in these Terms limits or excludes either party's liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded. Subject to the foregoing, our total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence) or otherwise, will not exceed the total Licence Fees paid by Customer in the 12 months preceding the event giving rise to the claim. We will not be liable for any indirect, special or consequential loss, or for loss of profits, revenue, business opportunity, or data, even if advised of the possibility of such loss.
17. Indemnification
Customer will indemnify and hold us harmless against any claims, liabilities, damages and costs (including reasonable legal fees) arising from: (a) Customer Data, including any claim that Customer Data infringes the rights of a third party or breaches applicable law; (b) Customer's or an Authorised User's breach of these Terms; or (c) Customer's non-compliance with applicable regulatory obligations relating to its use of the Platform.
18. Force majeure
Neither party will be liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including acts of God, war, civil unrest, industrial action, utility or internet failures, or failures of third-party hosting or payment providers.
19. General
(a) Assignment: Customer may not assign or transfer these Terms without our prior written consent; we may assign these Terms in connection with a merger, acquisition or sale of assets. (b) Notices: notices under these Terms must be given in writing by email to the address in clause 21. (c) Entire agreement: these Terms, together with any Order Form and our Privacy Policy and Refund Policy, constitute the entire agreement between the parties and supersede all prior discussions relating to their subject matter. (d) Variation: we may update these Terms from time to time; we will give reasonable notice of material changes by email or via the Platform, and continued use of the Platform after changes take effect constitutes acceptance. (e) Severability: if any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect. (f) Waiver: no failure or delay in exercising any right under these Terms operates as a waiver of that right. (g) Third-party rights: a person who is not a party to these Terms has no right to enforce any term of these Terms under the Contracts (Rights of Third Parties) Act 1999.
20. Governing law and jurisdiction
These Terms, and any dispute arising out of or in connection with them, are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms.
21. Contact
Questions about these Terms can be sent to hello@fireoptix.co.uk.