Terms of service

1. Who these terms apply to

gribit is provided by GRIBIT LTD, registered in England and Wales under company number 16910534, with its registered office at 17 Hunsbury Green, Northampton, NN4 9UL. Contact support@gribit.co.uk.

The service is for UK businesses and organisations, including sole traders, charities and community organisations, acting for their business or organisational purposes. It is not offered for personal, household or consumer use. You must have authority to create an account and accept these terms for the organisation you represent. Staff use is subject to these terms and the organisation’s instructions. Nothing here removes rights that cannot lawfully be excluded.

These terms apply when you create an account or use gribit. A paid subscription starts only when you confirm the purchase in Stripe. The price, billing period and any agreed order details form part of that purchase. You can save or print this page for your records.

2. The service

gribit lets you schedule recurring checks, record results for checks and individual items or locations, keep notes and follow-up actions, attach documents, manage staff access and export records. You need a supported, up-to-date web browser and an internet connection. Recording is not an offline service.

Record-keeping, not safety certification

We do not inspect premises, verify that work was done, prescribe the checks your premises need, or certify safety or legal compliance. Templates and example schedules are starting points. Your organisation chooses appropriate checks, frequencies and procedures, obtains professional advice where needed, and acts on issues. A Pass is the recorder’s report, not certification by GRIBIT LTD. A saved timestamp records when information was entered; the check date is supplied by the recorder.

Reminders supplement your own arrangements. Assigned reminders need a responsible person with an eligible verified account; site-wide summaries are separately selected in Admin → Staff & reminders. Delivery can be delayed, fail or stop when access, site or account status changes. Do not rely on email reminders to manage an emergency or as your only way of remembering essential work.

3. Accounts and site access

Provide accurate details and keep passwords private. Each person must use their own account. The owner manages the site plan, staff invitations and permissions. A staff-directory entry or default-recorder name is not a login permission. Review access when people change roles or leave, and tell us promptly about suspected misuse or a compromised account.

Ownership handover changes the person managing the organisation’s entire workspace and existing subscription. The replacement must use a verified account and explicitly accept responsibility. The previous owner loses access unless staff access is retained during handover. Contact support for a reviewed recovery when the owner is unavailable; we require independent confirmation of organisational authority.

Only use sites you are authorised to access. Do not upload malicious files or unlawful material, infringe others’ rights, bypass access or usage controls, or disrupt the service. Published file types and limits apply to uploads. gribit is not a general file-sharing or medical-records service.

4. Your records and documents

You retain rights in the information and files you provide. You give us permission to host, copy, transmit and otherwise process them only as needed to provide, secure and support gribit, comply with your lawful instructions and meet legal obligations. We retain rights in the software, design and branding; your subscription gives you permission to use the service, not ownership of it.

Your organisation is responsible for the accuracy, lawfulness and appropriate retention of its content, informing the people whose details it includes, and having authority to upload documents. Keep personal information to what is necessary. Do not include passwords, payment-card details, medical information or other sensitive personal information in logbook notes or uploads.

Check edits, archival and follow-ups preserve earlier records. Record corrections and reopening require a reason and retain before/after history, the signed-in account and saved time. The current owner or original saving account can use these controls while they retain site access; normal write-access restrictions apply. Correcting a staff name does not rewrite historical snapshots. Contact support about corrections or privacy requests that cannot be handled through the ordinary controls. Make your own exports for continuity and required retention. CSV and Print / PDF include logbook information; download original files separately from Documents. The account export includes document metadata, not the original files.

5. Prices, payment and renewal

Each site costs £49 per year, including any applicable VAT. There are no volume discounts: ten sites cost £490 per year. Staff logins are included. Stripe processes payments. Subscriptions are paid annually in advance and renew automatically until stopped. Manage payment details and invoices in Admin → Billing.

Adding a site does not charge you automatically. For an existing paid subscription, Billing offers a separate payment for the remaining part of the current year, shown before you pay. Paid additions join the same renewal date at £49 each per year. Very small remaining-period payments may be unavailable near renewal. New or restored sites remain read-only until their own paid or pilot access is confirmed; paid time cannot be transferred between sites.

Pre-renewal opens 30 days before renewal. Active paid sites are selected unless you have previously opted them out. Save the sites you want to renew and check the confirmed total. Deselecting a site keeps its current paid access until expiry. Selecting no sites stops renewal. Retiring a site stops recording immediately and removes £49 from the next annual renewal. These reductions produce no part-year credit or refund. If an update is pending, Billing shows the currently confirmed renewal; retry or contact support before the due date.

Cancellation stops the next renewal and normally leaves paid access in place until the end of the confirmed paid period. Failed or unconfirmed payments can restrict new recording. Existing records and exports remain available while retained, unless access must be restricted for security, misuse or a legal requirement. Cancellation does not itself trigger a refund. Contact support about an incorrect charge or refund request; we will consider the circumstances and any rights required by law.

We will give advance notice of changes to renewal pricing so you can cancel before the changed price applies. We will not take payment solely because you submit a contact request, create an account or receive an invitation.

6. Early access, availability and changes

Access may be limited during the pilot. Any pilot access and its duration are shown or agreed when access is arranged; a pilot is not a promise of permanent free use. A paid plan requires your confirmation. Features may develop during early access.

We will provide the service with reasonable care and skill. Maintenance, faults and dependencies can cause interruptions. Managed infrastructure backups support service recovery, but are not an individual customer archive or a guarantee that a particular record can be restored on demand. Keep your own exports. There is no separately agreed uptime or recovery-time guarantee unless we expressly agree one in writing.

We may update the service and these terms. We will draw material changes to your attention in advance where practicable, explain their effective date and give you an opportunity to contact us or end renewal. Urgent legal or security changes may need to take effect sooner. Changes do not retrospectively remove accrued rights.

7. Cancellation, retirement and account closure

• Cancel renewal in Billing to stop future subscription renewals. Keep confirmation from Stripe.
• Retire a site in Admin → Account and site lifecycle to stop recording and reminders there. Its records remain available during the retention period below. Retirement removes it from renewal; restoration selects it again if it still has paid access, or requires a new payment.
• Request account closure in the same Admin section to make your owned sites read-only and start the 30-day recovery/export window. Cancel the request while it is pending if you change your mind.

Retirement updates the next renewal automatically; retiring all sites stops renewal. Account closure is a separate request and does not cancel billing. Account deletion is reviewed after its recovery window, not automatic on day 30. Active subscriptions, legal obligations and records belonging to another organisation can require separate handling. Contact support to arrange deletion or discuss a privacy request; a rights request is considered under applicable data-protection law and is not automatically postponed by this contractual recovery window.

After a site’s paid access ends, we provide 12 calendar months of read-only access for viewing and export. Its check schedules, entries, correction history, follow-ups and uploaded documents are then automatically deleted after email warnings to the current owner at least 30 days and 7 days before deletion. Late or failed warning sends delay deletion. Buying paid access again before deletion resets the retention deadline. A necessary legal hold can delay deletion. Deleted records cannot be restored through gribit. Billing records, necessary deletion evidence and restricted recovery backups are handled separately as explained in the privacy notice. This period is not advice about how long your organisation must retain its own evidence.

Before deletion, export the information you need, including original documents. We may suspend or terminate access for serious misuse, material breach, non-payment or a legal requirement. Where lawful and practicable we will explain the reason and allow an opportunity to resolve it and retrieve your records. We will give reasonable notice if we discontinue the service and explain the arrangements for remaining paid access and data return.

8. Processing your organisation’s personal data

This section forms our data-processing agreement for personal data in your organisation’s sites, staff directory, checks, records, documents and reminders. Your organisation is the controller and GRIBIT LTD is its processor. Our separate use of account, billing, support and security data as controller is described in the privacy notice. This section takes priority if another term conflicts with it on processing customer personal data.

Scope and instructions

Processing lasts while we provide the service and complete agreed return/deletion arrangements. It comprises receiving, storing, organising, displaying, transmitting, exporting, backing up and deleting customer data to operate the logbook. It can concern owners, staff, contractors and other people lawfully identified in records, including names, contact details, assignments, account identifiers, activity dates, notes and uploaded evidence. Special-category and criminal-offence data are outside the intended service.

We process this data on your documented instructions, including your use of gribit’s controls, these terms and agreed support instructions. We do not use it for our own advertising. We will tell you if an instruction appears to breach data-protection law. If UK law requires different processing, we will inform you before acting unless the law prohibits that notice. You are responsible for lawful instructions and the information and permissions required from individuals.

Our processing obligations

• Limit access to authorised people under confidentiality obligations and maintain appropriate technical and organisational security measures.
• Notify your organisation without undue delay after becoming aware of a personal-data breach affecting its data, share available information and assist its response.
• Assist, taking account of the processing and information available to us, with individuals’ rights requests, security obligations, breach notifications, impact assessments and regulator consultations.
• Provide information reasonably needed to demonstrate compliance with our processor obligations and allow and contribute to relevant audits and inspections, with arrangements that protect other customers’ information.

Providers, transfers and the end of processing

You authorise the service providers identified in the privacy notice to process customer data where needed for their stated functions. We require appropriate written data-protection obligations from subprocessors and remain responsible for their performance of those obligations. We will give advance written notice of intended additions or replacements, allowing you an opportunity to object on data-protection grounds before the change. Contact support so we can address an objection and, if necessary, arrange the end of the affected service.

International transfers must have a lawful UK transfer basis and any required safeguards; request details from support. At the end of processing, we will return or delete customer personal data at your choice and delete remaining copies unless UK law requires retention. The export, automatic site expiry, reviewed account deletion and backup arrangements in the privacy notice apply. Retained backup data is restricted to recovery until it expires; deletion instructions must be reapplied if a backup is restored.

9. Responsibility and disputes

We are responsible for providing gribit with reasonable care and skill. Your organisation remains responsible for premises, safety decisions, actions and the accuracy and use of its records. Nothing in these terms excludes or limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded or limited.

Raise service concerns or complaints with support@gribit.co.uk or our registered office. We will investigate and explain our response. These terms are governed by the law of England and Wales, and disputes may be brought in the courts of England and Wales, subject to any mandatory rights or jurisdiction rules.