Portal Terms of Use

The RobinsFire client portal is the online home for your premises' fire safety records: your assessment, your log book, your people, your documents and the tools that help you keep on top of them. These terms explain what the portal is, what it isn't, and where responsibility sits. They're written to be read, not skimmed past.

1. Who these terms are between

These terms are between RobinsFire (trading as Cambs Fire Safe) and the organisation whose premises the portal account covers. The person who accepts them confirms they're entitled to do so for that organisation. "You" means the organisation and everyone it gives portal access to.

2. Your account and your team

• Access is by invitation. Managers can invite team members and control their role; you're responsible for who you invite, for what they do in the portal, and for removing access when someone leaves.
• Keep sign-in details personal and secure. Tell us promptly if you think an account has been compromised.
• Some pages (training links, read-and-confirm posters, the visitor sign-in) work through signed links and QR codes without an account. Anyone using them at your premises is doing so under your arrangements, and their entries land on your records.

3. The AI assistant

The portal includes an AI assistant (we call it Lantern) and AI features inside several tools. They exist to point you at the right place, help you think, and pre-fill forms - and they're genuinely useful. But:

• AI output can be wrong, incomplete or out of date. Check anything you intend to act on, and raise anything significant with your assessor.
• AI output is general guidance, not professional fire safety advice, and never a statement that you or your premises comply with the law.
• Nothing the assistant pre-fills is saved until a person checks it and presses save. That step is yours, and it matters.
• Don't rely on the assistant alone for decisions that affect life safety. That's what your assessor - a competent person - is for.
• AI features may change, improve or be withdrawn as the underlying technology changes.

4. Documents you make in the portal

The builders (evacuation procedures, PEEPs, fire policies and similar) help you write documents that are yours: your words, your branding, issued under your authority as the responsible person. The templates, prompts and drafting help are aids to your authorship, not a substitute for it.

• Review every document before you issue it. Issuing is deliberately a two-step action because the responsibility for the content is yours.
• We don't warrant that any document you produce is suitable or sufficient for your premises. If you want professional eyes on something, ask your assessor - the portal has a button for exactly that.

5. Your signed assessment report

• Fire risk assessments we carry out are governed by our service terms, including the guarantee and our professional indemnity insurance. These portal terms don't change that.
• The in-portal report reader is a convenience view of your report. The signed PDF is the report. If the two ever differ, the signed PDF prevails.
• Notes, links and flags you add beside the report are your own annotation layer - they're not part of the assessed document.

6. Scores, rings and summaries

The portal shows readiness scores, progress rings, status chips and compliance summaries. They're honest reflections of the records you keep here - and only that. They are not statements that you comply with fire safety law, and a good score doesn't change what an enforcing officer would find or act on at your premises. Where the portal summarises what the law asks (for example the residential duties card), it's a plain-English summary to help you keep track - the legislation itself prevails.

7. Your records

• The records you keep here - tests, incidents, training, acknowledgements - exist to evidence what genuinely happened. The portal records honestly: entries carry who, when, and in some cases where and how long, and switched-off recommended questions are noted on the record. We don't offer ways to launder a record, because a record you could quietly rewrite would be worthless to you.
• Your records may be disclosable to enforcing authorities, insurers or courts. Keeping them accurate is your duty; making that easy is our job.
• Keeping statutory fire safety records is your legal responsibility. The portal is a very good place to keep them, but you remain responsible for having them.

8. Availability

• We work to keep the portal available and improving, but we don't promise uninterrupted access, and maintenance or faults may take it offline. We don't accept liability for unavailability.
• Never depend on the portal in an emergency. Evacuation information must live where people can see it - printed procedures, notices on walls. The portal helps you produce exactly those.
• Export what you need whenever you like: the compliance pack and log book download as PDFs at any time.

9. Fair use

Use the portal for your premises' fire safety management and nothing else. Don't attempt to access other organisations' data, probe or overload the service, misuse the AI features, or put unlawful content into it. We can suspend access that threatens the service or other customers.

10. Data protection

Two roles, honestly stated:

• For the information about your people that you put into the portal - staff registers, training records, personal evacuation plans, visitor sign-ins, acknowledgements - you are the data controller and we process it on your instructions. The data processing terms in the Annex below apply and form part of these terms.
• For your account details and our own service records, we're the controller - the portal privacy notice explains that side.

11. Ending the service

• You can stop using the portal at any time. Tell us and we'll close the account.
• On closure we'll give you a reasonable window to export your records (the compliance pack covers the essentials), then delete them in line with the retention section of the privacy notice. Once deleted, the duty to retain your fire safety records continues with you.
• We can end or suspend access for serious or persistent breach of these terms, telling you why.

12. Liability

• Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that can't lawfully be excluded.
• Subject to that: we're not liable for indirect or consequential losses, loss of profit, or losses caused by information you put in being wrong or incomplete, by your reliance on AI output you didn't check, or by documents you authored and issued.
• Liability connected to a fire risk assessment we carried out is governed by our service terms and backed by our professional indemnity insurance. Any other liability arising from the portal itself is limited to the fees you've paid for portal access in the 12 months before the claim or, if the portal was provided without separate charge, to £1,000.
• Nothing in these terms affects your statutory rights.

13. Changes and the boring essentials

• We'll update these terms as the portal grows. Material changes will be shown to you in the portal for acceptance; the version and date at the top are the record.
• These terms are governed by the law of England and Wales, and its courts have jurisdiction - the same as our service terms.
• Questions: contact us or use the Messages tab in the portal.

Annex - data processing terms

These apply to personal data you put into the portal about your own people ("your people-data"), for which you are controller and we are processor, as required by Article 28 UK GDPR.

What we do with it

We process your people-data only to provide the portal and its tools to you, on these terms and your instructions through the portal - never for our own purposes, never for advertising, and never to train AI models.

What it can include

Names, roles and contact details of staff and residents; training records and results; visitor and contractor sign-ins; acknowledgement receipts (including how long a document was open); and - where you use the PEEP tools - information about individuals' mobility, health or assistance needs, which is special category data. Collecting it lawfully from your people (and telling them) is your responsibility as controller; protecting it while we hold it is ours.

Security and confidentiality

Access is restricted by role and account; customer accounts cannot reach other customers' data or our staff systems; data is encrypted in transit; our team accesses your data only to provide and support the service. We'll tell you without undue delay if we become aware of a personal data breach affecting your people-data, with what we know.

Sub-processors

We use these providers to run the portal (some are outside the UK; transfers rely on the providers' UK-recognised safeguards):

We'll update this list when providers change; continuing to use the portal after an update is acceptance, and you can object on reasonable grounds by contacting us.

Rights requests, return and deletion

If one of your people exercises a data-protection right with you, we'll help where the portal holds the data - most of it you can view and export yourself. On account closure we return your records by export and then delete your people-data, unless the law requires us to keep something.