1. Purpose and status
This Acceptable Use Policy is a binding set of rules for every person who accesses HSEQ ConsultHub, including consultancy administrators, consultant users, client administrative users, report-only users, Verification registrants and any other authorised user. It protects the security, reliability, commercial integrity and lawful use of the platform.
It applies together with the Terms of Service and any signed contract that applies to you. If there is a conflict about how you may use the platform, this Acceptable Use Policy prevails for conduct, security and prohibited activity. A signed two-party contract prevails over this policy only where it expressly says so.
This is a software platform. Completing a workflow, generating a document, receiving an output or signing an agreement does not certify legal compliance. The customer organisation remains the duty holder for its legal and regulatory duties. The Provider is not appointed as competent person, professional adviser, consultant, sub-consultant, principal designer, principal contractor or other statutory dutyholder. Platform outputs, including AI drafts, are not advice and must be reviewed by a competent person before they are relied on or put in force.
2. Scope
This policy applies to all platform activity: account access, PIN or QR reporting, the mobile app, user management, client and consultant workspaces, health checks, inspections, document control, reporting, support requests, Verification, billing records and any information entered into or generated by the platform.
3. Authorised use
You may use HSEQ ConsultHub only for legitimate business purposes connected with HSE, quality, compliance, reporting, client support, health check activity, consultancy service delivery, Verification evidence and related administration. Consultancy firms must make sure their own users and client users understand the limits of their access.
4. Account security and access sharing
You must keep login credentials, PINs, QR tokens and session tokens secure. You must not share passwords or PINs, allow unauthorised access, use another person’s account or attempt to bypass role-based permissions. Consultancy firms must promptly remove or amend access when a person no longer needs it.
5. Prohibited activities
You must not:
- Use the platform for unlawful, fraudulent, misleading or harmful activity.
- Attempt to access another consultancy workspace, client workspace, report, user account or data set without authorisation.
- Interfere with, disrupt, overload, reverse engineer, probe, scan or test the security of the platform except where HSEQ ConsultHub Ltd has authorised that testing in writing.
- Upload or submit malicious code, viruses, corrupted files, harmful scripts or any material intended to damage systems or data.
- Use the platform to harass, threaten, abuse, defame, discriminate against or unlawfully monitor any person or organisation.
- Misrepresent platform outputs as professional advice where a competent person has not reviewed and interpreted the information.
- Use HSEQ ConsultHub to store or distribute content that infringes intellectual property rights, confidentiality obligations or data protection laws.
- Attempt to avoid billing, manipulate usage records, create false users, use a demonstration sandbox as a live client workspace, or misstate client workspace activity.
6. Uploads, records and user content
Where you can upload or enter records, you must ensure that information is accurate, relevant, lawful and appropriate for that workspace. You must not upload unnecessary sensitive information, unrelated personal data, offensive material, confidential third-party information without permission, or content that could compromise platform security.
7. Client and consultant responsibilities
HSEQ ConsultHub provides platform infrastructure, workflow tools, reporting functionality and data visibility. It does not offer professional advice. Consultancy firms remain responsible for their professional services, client advice, support levels, client onboarding decisions, module allocation and interpretation of platform information. End clients remain the duty holders for their own operations and remain responsible for the accuracy and completeness of information they provide. HelpBot may draft content; a human must review that draft before it is relied on or put in force. Detailed access rules for client organisations are in the End-Client Access Terms. Detailed rules for Verification registrants are in the Verification Access Terms.
8. Platform misuse and commercial integrity
You must not use HSEQ ConsultHub in a way that undermines the commercial model, consultancy separation or billing calculations. That includes creating unauthorised shared accounts, disguising active users, using one client workspace for multiple unrelated client organisations, reselling access without permission, or attempting to replicate, copy or commercially exploit the platform outside agreed terms.
9. Confidentiality and intellectual property
You must not disclose confidential platform information, pricing, roadmap details, product configuration, screenshots, reports or commercially sensitive content except as permitted under the relevant agreement. HSEQ ConsultHub Ltd retains ownership of the platform, software, design, workflows, branding, documentation and underlying intellectual property unless expressly agreed otherwise in writing.
10. Security monitoring and enforcement
HSEQ ConsultHub may log and review platform activity, including authentication events, IP addresses where collected for security or registration, audit records and administrative changes, to protect security, investigate suspected misuse, maintain service integrity, support billing accuracy and comply with legal or contractual obligations.
Where this policy is breached, or misuse is reasonably suspected, HSEQ ConsultHub Ltd may suspend or restrict access, remove content, notify the relevant consultancy administrator, recover reasonable investigation costs, and terminate access. Those steps may be taken immediately where needed to protect the platform, other users or legal compliance.
11. Reporting concerns
You must promptly report suspected unauthorised access, data exposure, security incidents, incorrect permissions, inappropriate content or misuse. Report first to the relevant consultancy administrator where you have one. You must also report platform-level incidents to HSEQ ConsultHub Ltd using the contact form at /contact or by email to info@sinclairsafetysolutions.co.uk. Reports must include enough information to investigate without disclosing extra personal or confidential information that is not needed.
12. Changes to this document
HSEQ ConsultHub may update this Acceptable Use Policy from time to time to reflect platform changes, legal requirements, security improvements or commercial developments. The date at the top of the published page is the current version. Continued use of the platform after that date is acceptance of the updated document, except where a signed written agreement with HSEQ ConsultHub Ltd says otherwise.
13. Governing law
This Acceptable Use Policy is governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with it, except that HSEQ ConsultHub Ltd may seek injunctive or other relief in any court of competent jurisdiction to protect its intellectual property, confidential information or platform security.