Terms of Service

1. About Us

SwiftRMS is operated by SwiftRMS Ltd, a company registered in England and Wales.

• Company Number: 16716937
• Registered Office: Crawley Business Quarter, Fleming Way, Crawley, England, RH10 9QL
• ICO Registration: C1878685
• Contact Email: info@swiftrms.co.uk

2. Acceptance of Terms

By accessing or using SwiftRMS (“the Service”), you agree to be bound by these Terms of Service (“Terms”). If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms. If you do not agree to these Terms, you must not use the Service.

We may update these Terms from time to time. We will notify you of material changes by email or by posting a notice within the Service. Your continued use of the Service after such changes constitutes acceptance of the updated Terms.

3. Description of Service

SwiftRMS provides AI-powered tools for generating and managing Risk Assessments and Method Statements (RAMS). The Service includes automated hazard detection from media files, document generation and versioning, team collaboration, and related features as described on our website.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will not be liable to you or any third party for any modification, suspension, or discontinuance of the Service.

4. Your Account

To use the Service, you must create an account. You agree to:

• Provide accurate and complete registration information.
• Maintain the security and confidentiality of your login credentials.
• Notify us immediately at info@swiftrms.co.uk if you suspect unauthorised access to your account.
• Accept responsibility for all activity that occurs under your account.

We may suspend or terminate your account if we reasonably believe it has been compromised or is being used in violation of these Terms.

5. User Responsibilities

You are responsible for:

• The accuracy and completeness of the data you provide to the AI.
• Reviewing and approving all AI-generated content before implementation on-site.
• Ensuring your use of the Service complies with all applicable health and safety legislation, including the Health and Safety at Work etc. Act 1974, the Construction (Design and Management) Regulations 2015 (CDM 2015), and any other relevant UK or local regulations.
• Obtaining any licences, permits, or professional sign-offs required for your work activities.

7. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation.
• Attempt to reverse-engineer, decompile, disassemble, or otherwise derive the source code or underlying algorithms of the Service or its AI models.
• Resell, sublicence, or redistribute the Service or access to it without our prior written consent.
• Use automated scripts, bots, or scrapers to access the Service, or attempt to overload or disrupt its infrastructure.
• Upload content that is malicious, defamatory, obscene, or infringes the intellectual property rights of any third party.
• Circumvent or attempt to circumvent any security measures, access controls, or usage limits.
• Impersonate any person or entity, or misrepresent your affiliation with any person or entity.

We reserve the right to suspend or terminate your access immediately if you breach this section.

8. Fair Use Policy

Plans described as offering “unlimited” document generation are subject to this fair use policy. These plans are designed for normal business use by individuals and teams producing risk assessments, method statements, and related health and safety documentation for genuine operational purposes.

To protect the quality and availability of the Service for all users, we apply reasonable daily generation limits. These limits are set well above what any normal business user would require and vary by plan tier. We reserve the right to adjust these limits at any time.

The following activities are considered outside fair use and may result in throttling, suspension, or termination of your account:

• Generating documents in bulk for resale, redistribution, or white-labelling without our prior written consent.
• Using automated scripts, bots, or API abuse to generate documents at scale beyond normal business use.
• Creating documents with no genuine operational purpose (e.g. to test system limits or extract training data).
• Sharing account credentials to circumvent per-user or per-organisation limits.

If your usage exceeds our fair use thresholds, we will contact you before taking any action. In most cases, we will work with you to find a suitable arrangement, such as an Enterprise plan with higher limits.

9. Intellectual Property

Our IP

The Service, including its software, AI models, algorithms, design, branding, documentation, and all related intellectual property rights, is and remains the exclusive property of SwiftRMS Ltd (or our licensors). Nothing in these Terms grants you any right, title, or interest in the Service except for the limited right to use it in accordance with these Terms.

Your Content

You retain ownership of the data and content you upload to the Service (“Your Content”). You grant us a limited, non-exclusive licence to process Your Content solely to provide and improve the Service.

Generated Documents

Documents generated by the Service using your inputs (“Generated Documents”) are provided for your use. You may use, modify, and distribute your Generated Documents freely for your business purposes. However, the underlying AI models, templates, and systems used to create them remain our intellectual property.

10. Subscriptions & Payments

Plans and Billing

The Service is offered under various subscription plans as described on our pricing page. Subscription fees are billed in advance on a monthly or annual basis depending on your chosen plan. All prices are in GBP and inclusive of VAT where applicable.

Free Trial

We may offer a free trial period. At the end of the trial, your subscription will begin and you will be charged unless you cancel before the trial expires.

We reserve the right to suspend or terminate trial accounts if we reasonably believe they have been created to circumvent our trial limitations, including but not limited to creating multiple accounts, using disposable email addresses, or re-registering after a previous trial. Suspended accounts may lose access to any documents generated during the trial period.

Renewals and Cancellation

Subscriptions renew automatically at the end of each billing period. You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period — you will retain access until then.

Cooling-Off Period

If you are a consumer within the meaning of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have the right to cancel your subscription within 14 days of purchase without giving a reason. To exercise this right, contact us at info@swiftrms.co.uk. If you have used the Service during the cooling-off period, we may deduct a proportionate amount for the service provided.

Refunds

Outside of the statutory cooling-off period, fees are non-refundable except where required by law. If you believe you are entitled to a refund, please contact us and we will review your request on a case-by-case basis.

Price Changes

We may change our pricing with at least 30 days’ notice. Price changes will apply from your next billing period after the notice period. If you do not agree to the new pricing, you may cancel your subscription before the change takes effect.

11. Data Protection & Privacy

We process personal data in accordance with our Privacy Policy, the UK General Data Protection Regulation (UK GDPR), and the Data Protection Act 2018. By using the Service, you acknowledge that you have read and understood our Privacy Policy.

Where you upload personal data of third parties (for example, worker names in RAMS documents), you are the data controller for that data and are responsible for ensuring you have a lawful basis for processing it. We act as a data processor in respect of such data and will process it only in accordance with your instructions and our Privacy Policy.

12. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• We do not warrant that the Service will be uninterrupted, error-free, or secure, or that any defects will be corrected.
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunity, or goodwill, arising out of or in connection with your use of the Service.
• Our total aggregate liability to you for any claims arising out of or relating to these Terms or the Service shall not exceed the total fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited under English law.

13. Indemnification

You agree to indemnify and hold harmless SwiftRMS Ltd, its directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service or any Generated Documents.
• Your breach of these Terms.
• Your violation of any applicable law or regulation.
• Any claim by a third party arising from your use of Generated Documents on-site.

14. Termination

You may terminate your account at any time through your account settings or by contacting us at info@swiftrms.co.uk.

We may suspend or terminate your account immediately if you materially breach these Terms, engage in fraudulent activity, or use the Service in a way that could harm other users or our infrastructure. Where practicable, we will give you notice and an opportunity to remedy the breach before termination.

Upon termination, your right to use the Service ceases immediately. You may export your data before termination using the self-service export tool in your account settings. We will retain your data in accordance with our Privacy Policy and delete it upon request, subject to any legal retention obligations.

15. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: natural disasters, pandemics, acts of government, power failures, internet or telecommunications failures, cyberattacks, or failures of third-party service providers.

16. Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you are a consumer, you may also be entitled to use the EU/UK Online Dispute Resolution platform. Nothing in these Terms affects your statutory rights as a consumer.

17. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and SwiftRMS Ltd in relation to the Service.
• Severability: If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
• Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.
• Third-Party Rights: These Terms do not confer any rights on any person or party other than you and SwiftRMS Ltd under the Contracts (Rights of Third Parties) Act 1999.