Important Notice
Please read these Terms of Service carefully before using the DoorTrace platform. By accessing or using our Service, you agree to be bound by these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms.
1. Agreement to Terms
By accessing or using the DoorTrace platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you do not have permission to access the Service.
These Terms constitute a legally binding agreement between you (whether personally or on behalf of an entity) and DoorTRACE Holdings Ltd ("Company", "we", "us", or "our") concerning your access to and use of the DoorTrace fire door inspection and compliance management platform.
These Terms apply to all visitors, users, and others who access or use the Service, including FM company administrators, engineers, building managers, and client portal users.
2. Definitions
"Platform" means the DoorTrace fire door inspection and compliance management software, including the FM Portal, Engineer Mobile App, Client Portal, and any associated APIs.
"FM Company" or "Tenant" means a Facilities Management company that has entered into a licence agreement with DoorTrace to use the Platform.
"User" means any individual who accesses the Platform, including FM administrators, staff, engineers, and client users.
"Client" means a building owner, manager, or Responsible Person who accesses the Platform through a Client Portal provided by an FM Company.
"Content" means any information, data, text, photographs, graphics, or other materials uploaded, downloaded, or appearing on the Platform.
"Inspection Data" means all data collected during fire door inspections, including photographs, checklist responses, defect reports, and associated metadata.
3. Licence Grant
Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for your internal business purposes related to fire door inspection and compliance management.
FM Company Licence
FM Companies receive a multi-user licence allowing them to create accounts for their staff, engineers, and client users within the limits of their subscription tier.
Individual User Licence
Individual users receive a personal, non-transferable licence to access those parts of the Platform that their employer (the FM Company) or their building management company has authorised.
Restrictions
You may not: (a) sublicence, sell, resell, or transfer the Platform to any third party; (b) modify, adapt, or create derivative works based on the Platform; (c) reverse engineer, disassemble, or decompile the Platform; (d) use the Platform for any unlawful purpose or in violation of any regulations; (e) access the Platform to build a competitive product or service.
4. User Accounts
Account Creation
To access the Platform, you must create an account or be assigned one by an FM Company administrator. You must provide accurate, current, and complete information during registration and keep your account information updated.
Account Security
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must immediately notify us of any unauthorised use of your account or any other security breach.
Account Types and Roles
The Platform supports multiple user roles with different permissions: DoorTrace Admin (platform-wide access), FM Admin (full tenant access), FM Staff (limited reporting access), Engineer (inspection and mobile app access), Client Admin (full client portal access), and Client Viewer (read-only client portal access).
Account Termination
We reserve the right to suspend or terminate your account if you violate these Terms, if your FM Company's subscription lapses, or if we reasonably believe your account poses a security risk.
5. Acceptable Use Policy
You agree to use the Platform only for lawful purposes and in accordance with these Terms. You agree not to:
Misuse the Platform
Use the Platform in any way that violates applicable laws or regulations, upload false or misleading inspection data, impersonate another person or entity, or interfere with the proper functioning of the Platform.
Security Violations
Attempt to gain unauthorised access to any part of the Platform, probe, scan, or test the vulnerability of the Platform, or breach any security or authentication measures.
Data Integrity
Falsify fire door inspection records or compliance data, manipulate timestamps or location data, or delete or modify audit trail records.
Harm to Others
Upload content that is defamatory, obscene, or invasive of another's privacy, transmit malware, viruses, or harmful code, or harass, abuse, or harm other users.
Violations of this Acceptable Use Policy may result in immediate suspension or termination of your account and may be reported to relevant authorities.
6. Inspection Data and Content
Ownership of Inspection Data
Inspection data entered into the Platform by FM Companies and their engineers remains the property of the FM Company. DoorTrace acts as a data processor on behalf of FM Companies.
Data Accuracy
You are solely responsible for the accuracy and completeness of all inspection data you enter. Engineers must conduct inspections in accordance with applicable standards (including BS 8214:2016) and record findings accurately.
Audit Trail Integrity
The Platform maintains comprehensive audit logs as required by UK fire safety regulations (Golden Thread requirements). You acknowledge that audit logs are immutable and cannot be deleted or modified.
Data Retention
Inspection records are retained in accordance with regulatory requirements and our data retention policy. You may not request deletion of inspection data where retention is required by law.
Licence to Use Content
By uploading Content to the Platform, you grant DoorTrace a worldwide, non-exclusive, royalty-free licence to use, store, and process that Content solely for the purpose of providing the Platform and related services.
7. Regulatory Compliance
Fire Safety Regulations
The Platform is designed to help FM Companies and building managers comply with UK fire safety legislation, including: Fire Safety (England) Regulations 2022 (Regulation 10), Building Safety Act 2022 (Golden Thread requirements), Regulatory Reform (Fire Safety) Order 2005, and BS 8214:2016 inspection standards.
Your Compliance Obligations
DoorTrace provides tools to assist with compliance, but you remain solely responsible for ensuring your fire door inspection programme meets all applicable legal requirements. We do not provide legal, safety, or compliance advice.
Responsible Person Duties
Building managers and Responsible Persons retain all statutory duties under fire safety legislation. Use of the Platform does not transfer or diminish these responsibilities.
Record Keeping
You agree to use the Platform to maintain complete and accurate records as required by applicable regulations. Incomplete or inaccurate records may expose you to regulatory action.
8. QR Code System
QR Code Ownership
QR codes generated by DoorTrace remain our property. The unique identifiers encoded in QR stickers are licensed to FM Companies for the duration of their subscription.
QR Code Usage
QR codes must only be used in connection with the DoorTrace Platform. You may not use DoorTrace QR codes with any other system or remove and transfer QR stickers between doors.
Sticker Application
QR stickers must be applied to fire doors in a manner that does not damage the door or interfere with its fire-resistant properties. Stickers should be placed in visible locations for ease of scanning.
Replacement Stickers
Lost or damaged QR stickers can be replaced through the Platform. The door's history and inspection records are preserved regardless of sticker replacement.
Data Association
All inspection data is associated with the unique QR code identifier. If a door is removed or replaced, you must update the Platform records accordingly.
9. Subscription and Payment
Subscription Tiers
DoorTrace offers various subscription tiers with different feature sets and usage limits. Current pricing and features are available on our website.
Payment Terms
FM Companies must pay subscription fees in advance on an annual or monthly basis as specified in their licence agreement. Fees are non-refundable except as required by law.
Fee Changes
We may change our fees upon at least 30 days' notice. Your continued use of the Platform after fee changes take effect constitutes acceptance of the new fees.
Late Payment
If payment is not received by the due date, we may suspend access to the Platform after providing 14 days' written notice. Accounts suspended for non-payment may be terminated after 60 days.
Taxes
All fees are exclusive of VAT and other applicable taxes, which will be added where required.
10. Intellectual Property
Our Intellectual Property
The Platform, including its design, features, functionality, code, graphics, logos, and trademarks, is owned by DoorTRACE Holdings Ltd and protected by intellectual property laws. These Terms do not grant you any right, title, or interest in our intellectual property except for the limited licence to use the Platform as set out in Section 3.
DoorTrace Trademarks
"DoorTrace", the DoorTrace logo, and related marks are trademarks of DoorTRACE Holdings Ltd. You may not use these marks without our prior written consent, except as permitted in marketing materials we provide.
Feedback
If you provide us with feedback, suggestions, or ideas about the Platform, you grant us a worldwide, perpetual, irrevocable, royalty-free licence to use that feedback for any purpose without compensation to you.
Third-Party Intellectual Property
The Platform may include third-party software components subject to their own licence terms. We will make relevant licence information available upon request.
11. Data Protection
Data Processing Agreement
Where DoorTrace processes personal data on behalf of an FM Company, the parties agree to enter into a Data Processing Agreement that complies with UK GDPR requirements.
Privacy Policy
Our collection and use of personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Platform, you acknowledge that you have read and understood our Privacy Policy.
Data Controller and Processor Roles
FM Companies act as data controllers for personal data processed through the Platform. DoorTrace acts as a data processor on their behalf. This allocation of roles affects each party's responsibilities under data protection law.
Security Measures
We implement appropriate technical and organisational measures to protect personal data as described in our Privacy Policy and any applicable Data Processing Agreement.
12. Disclaimers
Platform Provided "As Is"
THE PLATFORM IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
No Guarantee of Compliance
While the Platform is designed to assist with fire safety compliance, we do not guarantee that use of the Platform will ensure compliance with any specific regulation. You remain solely responsible for your compliance obligations.
No Professional Advice
Nothing in the Platform or these Terms constitutes legal, safety, engineering, or other professional advice. You should consult qualified professionals regarding fire safety matters.
Service Availability
We do not guarantee that the Platform will be available at all times or that it will be error-free. We may suspend access for maintenance or other operational reasons.
Third-Party Content
We are not responsible for any third-party content, links, or services that may be accessible through the Platform.
13. Limitation of Liability
Exclusion of Certain Damages
TO THE MAXIMUM EXTENT PERMITTED BY LAW, DOORTRACE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.
Cap on Liability
OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATING TO THESE TERMS OR YOUR USE OF THE PLATFORM SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE.
Exceptions
Nothing in these Terms excludes or limits our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; (c) any other liability that cannot be excluded by law.
Allocation of Risk
These limitations reflect the allocation of risk between the parties. The limitations will apply even if any limited remedy fails of its essential purpose.
14. Indemnification
You agree to indemnify, defend, and hold harmless DoorTRACE Holdings Ltd, its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising from:
Your use of the Platform in violation of these Terms.
Your violation of any applicable law or regulation.
Any Content you upload to the Platform that infringes third-party rights.
Your breach of any representation or warranty in these Terms.
Any claim by a third party arising from your fire door inspection activities.
Your failure to maintain the confidentiality of your account credentials.
This indemnification obligation will survive termination of your account and these Terms.
15. Termination
Termination by You
FM Companies may terminate their subscription by providing written notice in accordance with their licence agreement. Individual users may close their accounts at any time by contacting their FM Company administrator.
Termination by Us
We may suspend or terminate your access to the Platform immediately if: you breach these Terms, your FM Company's subscription expires or is terminated, you engage in activities that harm other users or the Platform, or as required by law.
Effect of Termination
Upon termination: your right to access the Platform ceases immediately, we may delete your account and associated data (subject to legal retention requirements), you remain liable for any outstanding fees, and provisions that by their nature should survive will continue in effect.
Data Export
FM Companies may request a data export before termination. We will provide inspection records and associated data in a standard format within 30 days of a valid request.
16. Changes to Terms
We reserve the right to modify these Terms at any time. When we make material changes, we will:
Notify you via email or through a prominent notice on the Platform at least 30 days before the changes take effect.
Post the updated Terms on our website with a new "Last Updated" date.
Provide a summary of the key changes.
Your continued use of the Platform after the changes take effect constitutes acceptance of the modified Terms. If you do not agree to the modified Terms, you must stop using the Platform.
Minor changes (such as clarifications or corrections) may be made without advance notice.
17. Governing Law and Disputes
Governing Law
These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.
Jurisdiction
Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Informal Resolution
Before initiating any formal proceedings, you agree to first attempt to resolve any dispute informally by contacting us at legal@doortrace.co.uk. We will attempt to resolve the dispute within 30 days.
Limitation Period
Any claim arising from or relating to these Terms or the Platform must be brought within one year after the cause of action arises.
18. General Provisions
Entire Agreement
These Terms, together with our Privacy Policy and any applicable licence agreement, constitute the entire agreement between you and DoorTrace regarding the Platform.
Severability
If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.
Waiver
Our failure to enforce any provision of these Terms shall not be construed as a waiver of that provision or any other provision.
Assignment
You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.
No Third-Party Beneficiaries
These Terms do not create any rights for third parties, except as expressly stated.
Force Majeure
We shall not be liable for any failure to perform our obligations where such failure results from circumstances beyond our reasonable control.
Notices
Notices to you may be sent to the email address associated with your account. Notices to us should be sent to legal@doortrace.co.uk.
19. Contact Information
If you have any questions about these Terms of Service, please contact us:
Legal Department
Email: legal@doortrace.co.uk
General Enquiries
Email: hello@doortrace.co.uk Telephone: 0800 310 1300
Postal Address
DoorTRACE Holdings Ltd 8 Niche Place Brook Road Redhill RH1 6DL United Kingdom
Company Registration
DoorTRACE Holdings Ltd is registered in England and Wales. Company Number: 17066330