Workplace Reporting Ltd, Terms and Conditions

These Terms and Conditions apply to all quotes issued by, and all services provided by, Workplace Reporting Ltd. By accepting a quote, signing a proposal, or instructing us to commence work, the Client agrees to be bound by these Terms.

1. Definitions

"We", "Us", "Our", "the Company" — Workplace Reporting Ltd, registered in England and Wales (Company No. 17267362), registered office: Carpenter Court, 1 Maple Road, Bramhall, Stockport, Cheshire, SK7 2DH.

"Client", "You", "Your" — the business named on the quote or proposal.

"Services" — the services described in the quote, which may include: (a) the Absence Reporting Platform; (b) Health & Safety support services; and/or (c) ISO compliance support services.

"Absence Reporting Platform" — our cloud-based software platform and associated telephone service through which the Client's employees may report absences. Calls are received, recorded, transcribed, and logged within the platform, with data and reports made available to the Client through a secure online dashboard.

"Platform" — the Workplace Reporting online dashboard and associated software, accessible at client.workplacereporting.co.uk, through which the Client accesses Records, reports, and management tools.

"Quote" — the written quotation or proposal issued by Us, to which these Terms are attached or referred.

"Records" — call recordings, transcripts, absence logs, return-to-work records, reports, and other documentation produced through the Services.

"Personal Data" — has the meaning given in the UK GDPR.

2. The Nature of Our Services

2.1 Reporting and recording only. Our Services are a reporting and recording service, designed to assist the Client in capturing accurate, contemporaneous records to support the Client's own HR and compliance processes. We receive, record, document, and report information. We do not provide advice of any kind.

2.2 Not advisory. We do not provide legal advice, HR advice, employment law advice, health and safety advice, regulatory advice, or any other form of professional advice or opinion, whether through the Services, the Platform, the Records, our staff, our systems, or otherwise. Nothing said by Us, or contained in any Record, report, dashboard, or communication, should be treated as advice, a recommendation, or an instruction to act or not act.

2.3 The Client remains responsible for its own compliance. It is solely the Client's responsibility to ensure its own compliance with all applicable laws, regulations, and standards, including (without limitation) employment law, health and safety law, and data protection law. Use of the Services does not transfer, share, or reduce that responsibility in any way.

2.4 No reliance. The Client must not rely on the Services, Platform, or Records as a substitute for obtaining its own professional advice.

2.5 Decisions are the Client's own. Any decision or action taken by the Client (including any decision relating to an employee's absence, conduct, capability, dismissal, health and safety arrangements, or return to work) is taken solely by the Client, on the Client's own judgement and at the Client's own risk.

2.6 Automated features. The Platform includes automated features such as Bradford Factor calculations, return-to-work triggers, and absence pattern indicators. These are tools to assist the Client's own decision-making process. No automated output constitutes a decision, recommendation, or instruction, and no solely automated decision affecting any individual is made through the Platform. The Client is responsible for reviewing all outputs before acting on them.

3. Quotes, Acceptance and Scope

3.1 Quotes are valid for 30 days from the date of issue unless stated otherwise.

3.2 A binding contract is formed when the Client accepts the Quote in writing (including by email or electronic signature), or instructs Us to begin work, whichever is earlier.

3.3 The scope of Services is limited to what is expressly described in the Quote. Anything not expressly included is excluded. Additional work will be quoted separately.

3.4 Quotes are prepared based on information provided by the Client. If that information proves inaccurate or incomplete, We reserve the right to revise the Quote.

4. Fees and Payment

4.1 Fees are as set out in the Quote. All fees are exclusive of VAT, which will be added at the prevailing rate where applicable.

4.2 Unless otherwise stated in the Quote, recurring fees are payable monthly in advance by Direct Debit, and one-off fees are payable within 14 days of invoice.

4.3 Where the Quote specifies usage allowances (for example, a number of calls, employees, or locations per month), usage beyond those allowances will be charged at the overage rates set out in the Quote, or where none are stated, at Our standard rates notified to the Client.

4.4 We may increase recurring fees on each anniversary of the contract start date by giving at least 30 days' written notice.

4.5 If any sum is overdue, We may charge interest under the Late Payment of Commercial Debts (Interest) Act 1998 and/or suspend the Services on 7 days' written notice until payment is received. Suspension does not affect the Client's obligation to pay fees for the remainder of the term.

5. Term and Termination

5.1 The contract begins on the start date stated in the Quote and continues for the minimum term stated in the Quote (or, if none is stated, 12 months), then renews automatically for successive 12-month periods unless either party gives at least 90 days' written notice expiring at the end of the then-current term.

5.2 Either party may terminate immediately by written notice if the other: (a) commits a material breach which is not remedied within 30 days of written notice; or (b) becomes insolvent, enters administration or liquidation, or ceases trading.

5.3 If the Client terminates before the end of the minimum term other than under clause 5.2, the remaining fees for the minimum term become payable immediately.

5.4 On termination, We will retain the Client's Records for 30 days. During that period, the Client may request an export of its data in CSV or PDF format. After that 30-day period, all Records and Personal Data belonging to the Client will be permanently and securely deleted from Our systems, and We will confirm deletion in writing on request.

5.5 Trial accounts not converted to a paid plan within the trial period will have all associated data permanently deleted within 14 days of trial expiry, unless the Client requests an extension or export in writing before that date.

6. Platform Access and User Accounts

6.1 We will provide the Client with access to the Platform for the duration of the contract. Access is granted to named users as set up by the Client's account owner.

6.2 The Client is responsible for maintaining the confidentiality of all user login credentials and for all activity carried out under its account. The Client must notify Us immediately at office@workplacereporting.co.uk if it suspects any unauthorised access.

6.3 The Client must not share login credentials between users, permit access by unauthorised persons, or attempt to circumvent any security feature of the Platform.

6.4 We may suspend Platform access immediately if We reasonably suspect a security breach, misuse, or non-payment, and will notify the Client as soon as reasonably practicable.

6.5 We will use reasonable endeavours to make the Platform available 24 hours a day, 7 days a week, but We do not guarantee uninterrupted or error-free availability. The Platform may be temporarily unavailable due to maintenance, third-party service issues, or events outside Our reasonable control. We will endeavour to give advance notice of planned maintenance.

7. Our Obligations

7.1 We will provide the Services with reasonable skill and care.

7.2 Elements of the Services use automated and AI-assisted technology, including call handling, transcription, and absence logging. While We take reasonable steps to ensure accuracy, automated outputs may contain errors or omissions, and We do not warrant that any Record is complete or accurate. The Client should review all Records before relying on them and notify Us promptly of any apparent error.

7.3 Records reflect the information given by the caller or entered by the Client's users. We do not verify, investigate, or assess the truth, accuracy, or completeness of any reported information.

8. Client Obligations

The Client must:

8.1 provide accurate and complete information needed to set up and operate the Services, including current employee and location details, and keep that information up to date;

8.2 inform its employees that calls to the absence reporting line are recorded and processed, and that absence data is managed through the Platform, and ensure it has a lawful basis under data protection law for that processing;

8.3 ensure its own policies, procedures, contracts, and handbooks reflect its use of the Services where appropriate;

8.4 review all Records and reports and act on them (or not) according to its own judgement and, where needed, its own professional advice;

8.5 use the Services only for lawful business purposes; and

8.6 pay all fees when due.

9. Data Protection

9.1 Both parties will comply with applicable data protection legislation, including the UK GDPR and the Data Protection Act 2018.

9.2 In delivering the Services, the Client is the data controller and We act as a data processor in respect of Personal Data of the Client's employees processed through the Services. We will process such data only on the Client's documented instructions (the contract constituting those instructions), implement appropriate technical and organisational security measures, and assist the Client as reasonably required with data subject requests and regulatory obligations.

9.3 Call recordings and transcripts contain Personal Data and may contain special category data (for example, health information given by an employee when reporting absence). The Client is responsible for ensuring it has an appropriate lawful basis and condition for this processing, and for providing appropriate privacy information to its employees.

9.4 Data retention — active contracts. Personal Data processed through the Services is retained for the duration of the contract and for 36 months thereafter, to support the Client's HR and compliance obligations including potential employment tribunal proceedings. Call recordings are retained for 12 months. The Client may request earlier deletion of specific records where there is no ongoing legal or regulatory reason to retain them.

9.5 Data retention — on termination. On termination or expiry of the contract, Records are retained for 30 days to allow the Client to request an export. Following that period, all Personal Data will be securely and permanently deleted. Written confirmation of deletion will be provided on request.

9.6 Data retention — trial accounts. Data held under trial accounts not converted to a paid plan will be deleted within 14 days of trial expiry.

9.7 All Personal Data is hosted on infrastructure located within the European Union (currently EU West — Amsterdam, Netherlands). No Personal Data is transferred outside the United Kingdom or European Union without appropriate safeguards in place.

9.8 Sub-processors. We use the following categories of sub-processor in delivering the Services: cloud hosting infrastructure (EU-based), telephony and AI call handling, and email delivery services. A current list of sub-processors is available on written request. We will notify the Client of any material change to sub-processors with reasonable advance notice, and the Client may object in writing within 14 days.

9.9 Security. We implement appropriate technical and organisational measures to protect Personal Data against unauthorised access, loss, or destruction, including access controls, encryption in transit, and regular security review.

9.10 Data breaches. In the event of a Personal Data breach affecting the Client's data, We will notify the Client without undue delay and in any event within 48 hours of becoming aware, providing sufficient information to enable the Client to meet its own notification obligations under the UK GDPR.

9.11 A separate Data Processing Agreement may be entered into and, where it is, will take precedence over this clause to the extent of any conflict.

10. Confidentiality

Each party will keep confidential all non-public information received from the other in connection with the Services, and will not use or disclose it except as needed to perform the contract, as required by law, or with the other party's consent. This obligation survives termination.

11. Intellectual Property

11.1 We retain all intellectual property rights in the Platform, our systems, software, templates, report formats, processes, and documentation.

11.2 The Client owns the information content of its Records. We grant the Client a non-exclusive licence to use reports and documentation We provide for its internal business purposes only.

12. Liability

12.1 Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded.

12.2 Subject to clause 12.1, We accept no liability whatsoever for: (a) the Client's compliance or non-compliance with any law, regulation, or standard; (b) any decision or action taken or not taken by the Client, whether or not informed by the Records or Platform outputs; (c) any claim brought against the Client by an employee, worker, regulator, or third party; or (d) the consequences of any inaccuracy in information reported to Us by a caller or entered by the Client's users.

12.3 Subject to clause 12.1, We will not be liable for any indirect or consequential loss, loss of profit, loss of revenue, loss of business, loss of opportunity, loss of goodwill, fines or penalties, or management time.

12.4 Subject to clauses 12.1 to 12.3, Our total aggregate liability arising out of or in connection with the contract is limited to the total fees paid by the Client in the 12 months preceding the event giving rise to the claim.

12.5 The Client acknowledges that the fees have been set on the basis of the limitations in this clause and that they are reasonable in the context of a reporting and recording service.

13. Indemnity

The Client will indemnify Us against all losses, claims, and costs arising from: (a) the Client's failure to inform its employees of call recording or to establish a lawful basis for processing; (b) the Client's breach of these Terms; or (c) any claim by an employee or third party arising from a decision or action taken by the Client.

14. Force Majeure

Neither party is liable for failure or delay caused by events beyond its reasonable control, including telecommunications or power failure, third-party service provider failure, industrial action, epidemic, or government action. If such an event continues for more than 60 days, either party may terminate on written notice.

15. General

15.1 Entire agreement. The Quote and these Terms constitute the entire agreement between the parties and supersede all prior discussions and representations.

15.2 Variation. No variation is effective unless in writing and agreed by both parties. These Terms prevail over any terms put forward by the Client.

15.3 Assignment. The Client may not assign the contract without Our written consent. We may subcontract elements of the Services but remain responsible for their performance.

15.4 Notices. Notices must be in writing and sent to the registered office or the email address stated in the Quote. For Us: office@workplacereporting.co.uk.

15.5 Severance. If any provision is found invalid or unenforceable, the remainder continues in force.

15.6 Waiver. A failure to enforce any right is not a waiver of it.

15.7 Third parties. No one other than the parties has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

15.8 Governing law and jurisdiction. These Terms and any dispute arising from them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Workplace Reporting Ltd · Carpenter Court, 1 Maple Road, Bramhall, Stockport, Cheshire, SK7 2DH · office@workplacereporting.co.uk · Company No. 17267362 · Version 2.0 — June 2026