JOBDOCS · THERMAVEX LTD
JobDocs Terms of Service
These terms cover business use of JobDocs, operated by THERMAVEX LTD trading as JobDocs. Read them before opening an account or starting a subscription.
Updated 30 September 2026 · Version 2026-09-30.1
Download these terms1. Who can use JobDocs
JobDocs is intended for trades, contractors and other business or professional users aged 18 or over. When registering for a company, you confirm you are authorised to act for it. These are business service terms. If you are buying wholly or mainly for personal purposes, contact support before ordering; nothing here excludes any consumer right that law requires us to honour. The service and contract are provided in English.
2. What the service provides
The current tools are RAMS and COSHH assessment builders. Your selected plan or manual access determines the tools you can use. Enabled tools allow unlimited documents, with separate upload/storage allowances shown in the service. Job starters, suggested controls and presets are editable starting points. A supported browser and internet connection are required. An account does not include an individual professional assessment, certification or site inspection by Thermavex Ltd.
3. Account security and information
Use accurate business/contact information and keep your login confidential. Tell us promptly about unauthorised access. You are responsible for activity you authorise through your account. Do not upload unlawful material, infringe others’ rights, bypass access controls or interfere with the service. We may suspend access where reasonably necessary for non-payment, abuse or security and will explain the reason where practicable. Suspension does not itself cancel a payment subscription.
4. Your assessment and approval responsibilities
You must adapt every document to the actual site, task, people, substances, equipment and conditions. Check competence, risk ratings, control suitability, current product labels and safety data sheets, exposure information and applicable guidance. Issuing a document records your review and approval; it does not mean JobDocs has independently checked or certified it. No starter or generated PDF guarantees legal compliance, safe working or acceptance by a client. If the work or evidence changes, review the assessment and issue a new version as needed.
5. Prices, payments and starting access
The plan page and provider checkout show the recurring price and interval before approval. The displayed checkout total is the amount payable for that billing period; no optional charge is added without agreement. Check the plan, amount and interval before approving. PayPal or an enabled payment provider collects payment. Access starts after confirmed payment and provider status meet the access conditions. Approval alone may not activate access. Manually granted access is identified separately and does not represent a provider payment.
6. Automatic renewal and cancellation
Monthly plans renew monthly and yearly plans renew yearly until cancelled. Each renewal charges the agreed plan amount for the next period through the provider. Cancel renewal from Billing, through the provider where supported, or ask support for help. Cancel before the next charge is due; cancellation after a renewal is collected does not automatically reverse that charge. Cancellation normally leaves access until the recorded paid-through date. Failed, reversed, disputed or refunded payments can suspend access while the payment position is resolved. We do not change an existing subscription price silently; any proposed change will be explained before it applies, with an opportunity to cancel.
7. Refunds and billing problems
Contact support@jobdocs.uk with the account email, payment reference and reason for a refund request or billing concern. We investigate duplicate/error charges, service problems and disputed payments. Business subscriptions do not include an automatic pro-rata refund merely because you stop using the tools part-way through a period. Refunds required by law and any remedy we agree remain available. Cancelling renewal and requesting a refund are separate actions.
8. Saved work, storage and shared documents
Issued versions preserve their content and associated branding/evidence. Draft revisions do not overwrite previously issued versions. Saved documents normally remain available after subscription expiry, while editing and new work need active tool access. Download copies you need for your own records. A private share link permits anyone possessing it to download its selected issued version and opted-in evidence; recipients do not need an account. You decide who receives it and can set an expiry or revoke it. Revocation does not remove previously downloaded copies.
9. Ownership and permission to host
You retain rights in your own logos, evidence and document content and must have permission to upload them. You permit us and our service providers to store, reproduce, process and deliver that material only as necessary to provide, secure and support JobDocs and comply with legal duties. We retain rights in the application, starter library, branding and other supplied materials. You may use and adapt supplied starters in your own work documents; you may not redistribute the library or resell access to the application without agreement.
10. Availability and service changes
We use reasonable care and skill to operate the service but do not promise uninterrupted or error-free availability. Maintenance, networks and payment/email providers can interrupt operation. Tell us about faults so we can investigate. We may improve the tools and update starters without changing an already issued version. If we discontinue a paid service, we will give reasonable notice and an opportunity to export work; we will address any unused prepaid service that cannot be supplied.
11. Liability
We remain responsible for obligations that cannot lawfully be excluded, including death or personal injury caused by negligence, fraud and any other liability the law prohibits us from limiting. For other business-contract claims, our total liability connected with the service is limited to the fees you paid us for JobDocs during the twelve months before the event giving rise to the claim. Subject to those non-excludable obligations, we are not liable for indirect or consequential loss, lost profits or loss arising from your inaccurate inputs, unreviewed content or unsafe working practices. This clause does not remove data protection rights or statutory liabilities that cannot be limited.
12. Data processing for customer documents
For personal data you place in documents, you normally act as controller and Thermavex Ltd acts as processor. Processing covers storing, organising, retrieving, exporting, sharing at your direction and supporting document data for the duration of your account and the agreed deletion/recovery process. Categories may include staff, clients, subcontractors and site contacts; data may include names, contact details, site/work information and any other personal data you choose to enter. You determine the lawful purpose and provide required notices and permissions. Avoid sensitive data unless necessary and lawfully justified.
13. Our processor commitments
We will process customer document personal data only on documented instructions through the service or agreed support requests, unless law requires otherwise; we will inform you of such a requirement where permitted. Authorised people must be subject to confidentiality obligations. We will use appropriate security measures, assist reasonably with data-subject requests and relevant security, breach notification and impact-assessment obligations, and notify you without undue delay on becoming aware of a personal data breach affecting your document data. If we believe an instruction infringes applicable data protection law, we will inform you. We will provide information reasonably needed to demonstrate these commitments and cooperate with proportionate audits arranged to protect other customers and system security.
14. Providers, return and deletion
You give general authorisation for necessary hosting, backup and support infrastructure processors. Current provider identities and relevant transfer arrangements are available from support on request. We will give notice of a proposed material change to document-data subprocessors and allow a reasonable opportunity to object on data protection grounds; if no practical alternative resolves it, you may end the affected service and we will address unused prepaid service. Equivalent data processing protections must apply to those processors, and we remain responsible for their processing obligations. On account closure, choose return/export or deletion through support; we will delete working copies no longer needed unless law requires retention. Recovery copies are restricted until replaced under the applicable backup cycle. Restricted international transfers require the applicable lawful safeguards.
15. Changes, notices and disputes
We will publish dated versions of these terms and require acceptance of material updates where appropriate. Changes do not remove existing rights or silently alter an approved subscription price. Contact support to resolve concerns first. These terms are governed by the law of England and Wales and business disputes fall within its courts, subject to any mandatory jurisdiction or rights that apply. You can download a text copy of these terms and keep your payment provider’s confirmation.