Terms of Service

Last updated: 9 July 2026

These Terms of Service ("Terms") are a legal agreement between you and Shayaan Ahmed, trading as EmberSuite Fire (a sole trader, not a registered company), of 27 Beaumont Road, Slough, Berkshire, SL2 1NQ, England ("we", "us", "our", or the "Provider"). They govern your access to and use of the EmberSuite Fire website, application, and related services (together, the "Service").

By creating an account, starting a trial, subscribing, or otherwise using the Service, you accept these Terms. If you do not accept them, do not use the Service.

Please read clauses 4, 9, 10 and 11 carefully. EmberSuite Fire is a software tool that helps you produce and manage documents. It does not inspect premises, does not exercise professional judgement, and does not certify anything. You — the qualified professional using the Service — are solely responsible for inspecting the premises and for the accuracy, completeness and legal compliance of every document you create, review, sign and issue.

1. Who may use the Service

The Service is intended for use by businesses and professionals working in fire safety. By using it you represent and warrant that:

you are at least 18 years old and have the legal authority to enter into these Terms (and, where you use the Service on behalf of a company or firm, that you are authorised to bind that organisation, which is then also bound by these Terms);
you are a competent person who is suitably qualified, trained, experienced and, where required by law or industry scheme, accredited to carry out the fire-safety inspections, tests, assessments and certifications to which the Service relates; and
all information you provide to us is accurate and kept up to date.

2. Definitions

"Documents" means any certificate, fire risk assessment, inspection record, report, invoice or other output you create, generate, complete or manage using the Service.
"Your Content" means all data you enter, upload or generate, including client records, job details, photographs, branding and Documents.
"Subscription" means a paid plan (or a one-off purchase) giving access to features of the Service.

3. The Service is a tool, not professional advice

The Service provides software features that help you prepare, generate, store and send Documents, manage clients and invoices, and receive reminders. The Service does not, and does not purport to, provide fire-safety advice, legal advice, engineering advice, or any professional or competent-person assessment.

Any templates, default wording, checklists, references to British Standards or legislation, calculated dates, and any content produced by AI-assisted features (such as voice-fill) are provided only as a convenience and starting point. They may be incomplete, out of date, inaccurate, or inappropriate for a particular building or situation. Standards and regulations change; you are responsible for confirming the current published edition of any standard and the applicable law before relying on any Document.

You accept that the Provider does not guarantee that any template, default wording, standards reference or other built-in content is accurate or current, and gives no undertaking to update it. Even where the Provider's content contains an error, omission, or an out-of-date standard, edition, date or legal reference, it remains your responsibility to identify and correct it before you save, sign, issue or rely on a Document. You must not assume the software's defaults are up to date, and reliance on them without your own verification is at your own risk.

4. Your responsibilities and warranties

You acknowledge and agree that you retain full professional and legal responsibility for your work and your Documents. In particular, you warrant and agree that:

you, and not the Provider, are responsible for physically attending, inspecting, testing and assessing each premises to the standard required by law and good practice;
you, and not the Provider, are responsible for the accuracy, completeness, correctness, suitability, and regulatory compliance of every Document you create, review, sign, save, print, send or issue;
you will independently review, check and verify every Document — including all template, pre-filled, auto-calculated, standards-reference and AI-generated content — before saving, printing, sending, issuing or otherwise relying on it;
you will not treat the Service, or any output of it, as a substitute for your own professional judgement or for a competent-person assessment;
every Document you issue is issued by you, in your own name and/or your business's name and branding, on your own professional authority — the Provider is not the author, issuer, assessor or certifier of any Document and gives no professional opinion through it;
you are responsible for your relationship with, and any Documents you send to, your own clients and any third parties; and
you will comply with all laws, regulations and professional obligations applicable to your work, including the Regulatory Reform (Fire Safety) Order 2005, the Fire Safety Act 2021, the Building Safety Act 2022 and the Fire Safety (England) Regulations 2022, as applicable and as amended.

5. Accounts and security

You are responsible for keeping your login credentials confidential and for all activity under your account. Tell us promptly at [email protected] if you suspect unauthorised use. You must not share accounts except through the Team feature, and you are responsible for the users you invite to your organisation.

6. Subscriptions, trials, billing and cancellation

Free trial. Paid plans begin with a 14-day free trial that requires a valid payment method. Unless you cancel before the trial ends, your subscription automatically converts to a paid subscription and your payment method is charged.
Renewal. Subscriptions renew automatically (monthly or annually, as chosen) until cancelled. You authorise us and our payment processor to charge the applicable fees on each renewal.
Cancellation. You may cancel at any time through the billing portal in the app. Cancellation stops future charges; access continues until the end of the current paid period.
One-off purchases and credits are consumed as described at the point of sale and are non-refundable once used.
Refunds. Except where required by law, fees already paid are non-refundable, including for partial periods.
Price changes. We may change prices; we will give reasonable advance notice, and changes take effect at your next renewal.
Payments are processed by Stripe; by subscribing you also agree to Stripe's terms. We do not store your full card details.

7. Your Content

You retain all rights in Your Content. You grant us a limited licence to host, process and transmit Your Content solely to operate and provide the Service to you (for example, to store records, convert Documents to PDF, and send emails you have approved). You are responsible for the legality of Your Content and for having the right to provide it, including any personal data about your clients or building occupants. Our handling of personal data is described in our Privacy Policy.

8. Acceptable use

You must not: use the Service unlawfully or to produce false, misleading or fraudulent Documents; use it to carry out work you are not competent or authorised to perform; interfere with or attempt to breach the security of the Service; reverse engineer, resell or copy the Service except as permitted by law; or use it in any way that could damage the Provider or other users. We may suspend or terminate access for breach of this clause.

9. AI-assisted features

Features such as voice-fill use third-party AI models to help populate forms. AI output can be wrong, incomplete or misleading. It is provided only to save typing and must be checked and corrected by you before use. Do not enter into AI features any information you would not be willing to have processed by a third-party AI provider (see the Privacy Policy).

10. Disclaimer of warranties

To the fullest extent permitted by law, the Service and all templates, content and output are provided "as is" and "as available", without warranties of any kind, whether express or implied, including any implied warranties of accuracy, satisfactory quality, fitness for a particular purpose, or that Documents or standards references are correct, current or legally compliant. We do not warrant that the Service will be uninterrupted, secure or error-free, or that reminders or emails will always be delivered on time. Any statutory rights you have as a consumer that cannot lawfully be excluded are unaffected.

11. Limitation of liability

11.1 Nothing in these Terms excludes or limits our liability where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, and for any other liability that cannot be excluded or limited under applicable law.

11.2 Subject to clause 11.1, and because the Service is only a tool and you are solely responsible for your work and your Documents (clauses 3 and 4), we are not liable for:

the content, accuracy, completeness, suitability or legal compliance of any Document you create, review, sign, issue or send;
any fire, injury, death, property damage, enforcement action, prosecution, penalty, fine, professional-conduct finding, or third-party claim arising from a Document, from your fire-safety work, or from any reliance on the Service by you or any third party;
your failure to inspect, test or assess a premises properly, or to apply the correct standard, edition or regulation;
any error, omission, inaccuracy, defect or out-of-date content in the Service, its templates, default wording or standards references — including where the Provider failed to update them — which you did not identify and correct before relying on a Document, as required by clauses 3 and 4;
any loss of profit, revenue, business, goodwill, contracts, anticipated savings, or data; or
any indirect, special or consequential loss.

11.3 Subject to clause 11.1, our total aggregate liability arising out of or in connection with the Service and these Terms (whether in contract, tort including negligence, breach of statutory duty, or otherwise) is limited to the greater of (a) the total fees you paid to us for the Service in the twelve (12) months before the event giving rise to the liability, or (b) one hundred pounds (£100).

11.4 You are a business user. You agree that the allocation of risk in these Terms is reasonable given that the Service is a low-cost software tool and that professional responsibility for fire-safety work and Documents rests with you.

12. Indemnity

To the fullest extent permitted by law, you agree to indemnify, defend and hold harmless the Provider and its owners, directors, employees and suppliers from and against any and all claims, demands, proceedings, losses, damages, liabilities, penalties, fines, and costs (including reasonable legal fees) brought by any third party — including your clients, building owners or occupiers, insurers, and enforcing or regulatory authorities — and arising out of or in connection with: (a) any Document you create, review, sign, issue or send; (b) your fire-safety inspections, tests, assessments or other work; (c) your use of the Service; (d) your breach of these Terms; or (e) your breach of any law or of any third party's rights. This clause survives termination.

13. Suspension and termination

You may stop using the Service and close your account at any time. We may suspend or terminate your access if you breach these Terms, if required by law, or if we discontinue the Service (in which case we will give reasonable notice where practicable). On termination your right to use the Service ends; clauses that by their nature should survive (including 4, 7, 10, 11, 12 and 15) continue in force. You are responsible for exporting Your Content before your account is closed.

14. Changes to the Service and to these Terms

We may modify the Service and these Terms from time to time. If we make a material change to these Terms we will take reasonable steps to notify you (for example by email or in-app notice). Your continued use of the Service after a change takes effect constitutes acceptance of the updated Terms.

15. Governing law and jurisdiction

These Terms and any dispute arising out of or in connection with them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that if you are a consumer you may also have the benefit of mandatory provisions of the law of your country of residence.

16. Contact

Questions about these Terms: [email protected].

These Terms should be read together with our Privacy Policy.