Terms & conditions

1. About these terms

These Terms and Conditions govern access to and use of the Tech18 risk management portal (the “Platform”) by business customers and their authorised users in the United Kingdom. By accepting an invitation, signing in, or using the Platform, the customer organisation and its users agree to be bound by these terms.

2. Definitions

Customer — the business organisation that holds the Tech18 account.

User — any individual authorised by the Customer or Tech18 to access the Platform.

Data — building, compliance, contractor, visitor and other records uploaded to the Platform.

Service — the document storage, contract management, scheduling, reporting and related features made available through the Platform.

3. Licence to use the Platform

Subject to these terms and payment of any applicable fees, Tech18 grants the Customer a non-exclusive, non-transferable licence to use the Platform during the subscription term solely for the Customer’s internal business purposes. Users must keep login credentials confidential and must not share accounts.

4. Customer responsibilities

The Customer is responsible for:

Ensuring all Data uploaded is accurate, lawful and does not infringe third-party rights.

Obtaining any necessary consents and providing any required privacy notices for personal data.

Managing user access levels and promptly removing or suspending users who leave or misuse the Platform.

Using the Platform in compliance with applicable law, including health & safety and data protection law.

Not using the Platform to store or transmit unlawful, defamatory, malicious or infringing material.

5. Data processing and confidentiality

Tech18 will treat Customer Data as confidential and will process personal data only in accordance with the applicable Data Processing Addendum and UK GDPR. Both parties will maintain appropriate technical and organisational security measures. Customer Data remains the property of the Customer.

6. GDPR and data protection statement

Tech18 Limited is the data controller for personal data processed through the Platform. We process personal data under UK GDPR and the Data Protection Act 2018.

We collect and process only the personal data needed to provide the Service. This typically includes names, email addresses, phone numbers, job titles, building access records, visitor logs, contractor details, and any personal data contained in documents uploaded by the Customer.

Our lawful bases for processing are: (a) contract — processing necessary to provide the Platform to the Customer; (b) legal obligation — compliance with health & safety, employment and building management laws; and (c) consent — where the individual has opted in to receive text messages, which can be withdrawn at any time.

Personal data is used to operate and support the Platform, send service and safety alerts, produce compliance reports, and maintain audit trails. We do not sell personal data and do not use it for marketing without separate consent.

We share personal data only with service providers who help us run the Platform (for example, hosting, cloud storage, email and SMS delivery). All providers are contractually bound to keep data secure and to process it only for the purposes we instruct. Data may be stored or processed outside the UK only where adequate safeguards are in place, such as UK-approved standard contractual clauses.

We keep personal data for as long as the Customer account is active and for a reasonable period afterwards to meet legal, accounting and audit requirements. The Customer controls how long its own uploaded documents and records are retained through the Platform.

Individuals whose data we process have the right to: access their personal data; ask for inaccurate data to be corrected; request erasure in certain circumstances; object to or restrict processing; and withdraw consent to marketing or text messages. To exercise these rights, contact info@tech18.co.uk.

If you have a concern about how we handle personal data, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

7. Intellectual property

All intellectual property rights in the Platform, including software, branding and documentation, belong to Tech18 or its licensors. The Customer retains all rights in its own Data. Feedback provided by the Customer may be used to improve the Platform without obligation or compensation.

8. Availability and support

Tech18 will use reasonable endeavours to make the Platform available during normal operating hours and to provide support in line with the agreed service levels. Planned maintenance will be notified in advance where practicable. The Platform is provided on an “as available” basis and occasional downtime may occur.

9. Limitation of liability

Nothing in these terms excludes or limits liability for death or personal injury, fraud, or any other liability that cannot be excluded by law. Subject to that, Tech18’s total liability arising out of or in connection with the Platform in any twelve-month period is limited to the total fees paid by the Customer in the preceding twelve months. Tech18 is not liable for any indirect, consequential or loss-of-profit damages.

10. Subscription, fees and payment

Fees are set out in the applicable order or statement of work and are invoiced in advance unless otherwise agreed. Failure to pay may result in suspension of access. All fees are exclusive of VAT unless stated.

11. Suspension and termination

Tech18 may suspend access immediately if the Customer or a user breaches these terms, jeopardises security, or if required by law. Either party may terminate the subscription by giving written notice in line with the applicable subscription period. On termination, Tech18 will return or delete Customer Data in accordance with the Data Processing Addendum.

12. Changes to these terms

Tech18 may update these terms from time to time. Material changes will be notified at least thirty days before taking effect. Continued use of the Platform after the effective date constitutes acceptance of the revised terms.

13. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. The parties submit to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

Questions about these terms should be directed to Tech18 at info@tech18.co.uk.

Text message terms & conditions

These terms apply when you opt in to receive text message alerts while using the Platform.