1. Purpose and acceptance
These Billing and Usage Terms explain how HSEQ ConsultHub Ltd calculates platform fees for consultancy firms. They apply when a consultancy firm uses HSEQ ConsultHub, together with the Consultancy Platform Agreement and the agreed pricing schedule. Amounts are not published in this document.
2. Parties and billing relationship
The primary billing relationship is between HSEQ ConsultHub Ltd and the consultancy firm. The consultancy firm is responsible for paying HSEQ ConsultHub Ltd for its platform usage, except where a client organisation purchases an inclusive package itself. Verification registrants do not purchase the SaaS subscription from HSEQ ConsultHub Ltd. Any other fees charged by the consultancy firm to its own clients are controlled by the consultancy firm and sit outside these terms unless otherwise agreed in writing.
3. When billing starts
Monthly capacity charges start only when the consultancy has at least one active, non-sandbox client workspace. A consultancy with no such client is not charged the monthly space, consultant, client or module-pack lines for that period. A demonstration sandbox client created for each consultancy is excluded from those counts and is not a billable client workspace.
4. Billing components
| Billing component | Description | Basis |
|---|---|---|
| Onboarding or setup | Initial setup, workspace creation and branded configuration if listed on the agreed pricing schedule. | One-off, only if on the pricing schedule. Not a recurring monthly invoice line. |
| Consultant space | The consultancy workspace itself. The primary consultant is included in this charge. | Per month, once billing has started. |
| Additional consultants | Active consultant users above the included primary consultant. | Per additional active consultant user per month. |
| Client workspaces | Each active, non-sandbox end-client workspace. | Per active client workspace per month. |
| Module packs | Purchased licences for client modules. Each pack covers a fixed number of client assignments set on the agreed schedule. Extra assignments are bolt-on packs. | Per pack per month, plus any pro-rata or back-charge true-up described below. |
| VAT | Value added tax at the rate stored on the owner pricing record, if configured. | Added to the invoice total when a rate is configured. |
The price of each component is set out in the consultancy firm’s agreed pricing schedule. No amount in these terms is a published price.
5. Module purchase, cancellation and true-up
Client modules are not included in the consultant space charge. Live examples include inspections, project management, document control, asset and plant with statutory examination tracking, health check, H&S reporting, training, workforce and Verification. Other catalogue modules may be disabled or unpublished.
Depending on the consultancy’s billing mode, adding a module may require a one-off card payment before access starts, after which the pack joins the monthly invoice. In invoiced mode, adding a module makes it available immediately and it joins the next monthly invoice. Mid-month additions include a pro-rata catch-up for the remaining days of that month. Full months of access that were not on an earlier invoice are back-charged on the next invoice.
Nothing is charged for modules while the consultancy has no active non-sandbox clients. Cancelling a module removes access for every user in that consultancy space. Records and QR codes remain, but nobody can complete an action in that module until it is purchased again. A cancelled module cannot be bought again until 30 days after cancellation.
The platform owner may publish inclusive packages. Package charges are set on the agreed schedule and are not published here. Consultancies and client organisations may purchase a published package from the upgrade menu. If the owner later changes a package that has subscribers, those subscribers are notified and the change takes effect after 60 days.
6. Included user allowances and additional users
Each client workspace includes an administrative-user and report-only-user allowance set on the agreed schedule. Those numbers are not published here. Administrative users may enter, update or manage information depending on permissions set by the consultancy firm. Report-only users submit assigned reports using a PIN, a QR code or the mobile app.
Additional users may be agreed on the schedule. Any later change is notified on this page before it is invoiced.
7. Fair usage and scaling
Where additional users, clients, storage or module demand is required because of the size of the business, HSEQ ConsultHub Ltd may adjust the agreed schedule so that charges scale with that demand. Changes take effect from the next billing period after notice, unless a signed agreement says otherwise. Amounts are not published in this document.
8. Invoices, payment terms and collection
The invoice is generated on the 1st day of the new month for the usage of the month before. The payer has a defined period in which to pay before paid activities may be restricted. Payment terms are 30 days unless specific payment terms are set for that client. A subscription taken on mid-month is pro rata on that invoice. Purchase order numbers are printed on invoices as payment instructions and do not change the due date. The payer payment restriction does not apply on the invoice date. Unpaid invoices restrict paid services only from the start of the calendar day after the stored due date.
HSEQ ConsultHub Ltd may collect platform fees by invoice, by card through Stripe when live charging is enabled for that environment, or by Direct Debit through GoCardless on the same invoice. An environment may still be in simulate mode, in which case collection is recorded without taking a live payment. A client organisation is charged by HSEQ ConsultHub Ltd when the workspace is validly Client Funded and the client has accepted billing, or when the client purchases an inclusive package itself. Consultant Funded workspace charges remain payable by the consultancy. The platform never invoices both parties for the same workspace item.
9. Client support requests
Where support is not included in a client’s package, the client may raise a support request through the platform. Any price for that support is agreed between the consultancy firm and its client. HSEQ ConsultHub Ltd does not take payment from clients for those requests.
10. Consultancy responsibility for client billing
The consultancy firm remains responsible for setting its own client prices, recovering platform costs from clients where desired, issuing invoices to its clients, collecting payments, managing debt control and defining its own commercial service packages.
11. Promotional or discounted terms
If a consultancy firm is given a discounted, waived or introductory arrangement, that arrangement is effective only if it is agreed in writing by HSEQ ConsultHub Ltd. Unless expressly extended in writing, promotional pricing is temporary and does not amend these terms permanently.
12. Billing review and disputes
The consultancy firm must review each invoice and raise any billing query within 14 days of the invoice date. A query must identify the billing period, the charge being questioned and the reason. HSEQ ConsultHub Ltd may review platform records, active workspaces, user counts, module licences and the agreed pricing schedule to verify the charge. Raising a query does not suspend the duty to pay undisputed amounts.
13. Suspension, downgrade and termination
If an invoice remains unpaid from the start of the calendar day after the stored due date, HSEQ ConsultHub Ltd may apply the payer payment restriction. HSEQ ConsultHub Ltd may also suspend, restrict or downgrade access where usage materially exceeds agreed limits, security obligations are breached or the consultancy firm otherwise breaches the applicable terms. Termination, notice periods, data export and any post-termination access are governed by the signed contract where one exists, otherwise the Consultancy Platform Agreement and the Data Processing Agreement.
14. Status of these terms
These Billing and Usage Terms are a commercial and operational billing framework. They must be read alongside the Consultancy Platform Agreement, the Data Processing Agreement, the Acceptable Use Policy and the agreed pricing schedule. If a signed counterpart of the Consultancy Platform Agreement conflicts with this document on fees, the signed counterpart prevails.
15. Changes to this document
HSEQ ConsultHub may update these Billing and Usage Terms 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.
16. Governing law
These Billing and Usage Terms are 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 them, 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.