Terms & Conditions

Last updated: 18 August 2026

1. About these terms

These are the terms on which Keepsuite Technologies Ltd (we, us, our) provides the ScaffKeep service (ScaffKeep, the Service) to you. By creating an account, starting a free trial, or using ScaffKeep, you (you, your, the Customer) agree to these terms. If you are agreeing on behalf of a company or other organisation, you confirm you have authority to bind it, and you means that organisation.

ScaffKeep is a product of Keepsuite Technologies Ltd, part of the Keepsuite Technologies group of products.

2. What ScaffKeep does — and what it does not

ScaffKeep is a record-keeping and reminder tool. It lets you store and track compliance documents for your operatives — including CISRS cards, public liability insurance, employers’ liability insurance and RAMS — shows their status at a glance, sends expiry reminders, lets operatives upload documents through secure links, and generates dated compliance reports.

ScaffKeep helps you stay on top of your records. It does not, and cannot, make you compliant, and it is not a substitute for your own legal and regulatory duties.

You remain solely responsible for meeting your obligations — including under the Work at Height Regulations 2005, the Construction (Design and Management) Regulations 2015, and any scheme, principal contractor or insurer requirements — for the accuracy of the information you hold, and for acting on what ScaffKeep shows you. Status indicators and reminders are aids, not guarantees. You should not rely on them as your only means of managing compliance.

3. Your account

ScaffKeep is provided for business use only. You must give accurate account information and keep it up to date. You are responsible for keeping your login credentials secure and for all activity that happens under your account. You must tell us promptly if you believe your account has been accessed without your permission.

4. Subscriptions, trials and payment

Pricing is per company and is based on the number of operatives you manage. Plans are available on a monthly or annual basis, and current prices are shown within the app at the point of purchase.

Payments are processed by Stripe. By subscribing you also agree to Stripe’s terms, and you authorise us, through Stripe, to charge your chosen payment method for the plan you select and for each renewal until you cancel.

Free trial. Where a free trial is offered, it is limited to one per customer. At the end of the trial you will be charged for the plan you selected unless you cancel before the trial ends.

Renewal. Subscriptions renew automatically for successive periods (monthly or annual, as chosen) until cancelled.

Price changes. We may change our prices. We will give you reasonable notice — at least 30 days — before a change takes effect at your next renewal. Prices are shown as the total payable. We are not currently registered for VAT, so no VAT is added.

5. Changing your plan

Upgrades take effect immediately. You pay the difference for the remainder of your current billing period, calculated on a pro-rata basis.

Downgrades take effect at the end of your current billing period. You keep your current plan until then, and no refund is due for the unused portion of the higher plan. If the number of operatives you manage falls below your plan’s limit, you may stay on your plan or reduce it at your next renewal.

6. Cancellation, non-payment and suspension

You can cancel at any time through the billing portal. Cancellation takes effect at the end of your current paid period, and you keep access until then. Fees already paid are non-refundable except where the law requires otherwise.

If a renewal payment fails, your subscription may lapse and access to your operatives and compliance data may be suspended until payment is made. We may also suspend or restrict the Service where you are in breach of these terms, or where it is necessary to protect the Service or our other customers.

7. Your responsibilities and acceptable use

You agree that you will:

• keep the information you record in ScaffKeep accurate and up to date;
• only upload personal data about operatives where you have a lawful basis to do so and the right to share it with us, and where you have given operatives any information legally required;
• not use ScaffKeep for any unlawful purpose, or upload anything harmful, malicious or infringing;
• not attempt to access another customer’s data, interfere with the Service, or copy, reverse-engineer or resell it without our permission.

You are responsible for the content that you and your operatives upload, and for making sure you have the right to use it.

8. Data protection

For the personal data in your own account (such as your name and contact details), we act as the data controller. How we handle it is set out in our Privacy Notice.

For personal data about your operatives that you put into ScaffKeep, you are the controller and we are your processor under UK data protection law. We process that data only to provide the Service and in line with your instructions. This processing is governed by our Privacy Notice and our Data Processing Agreement, which form part of these terms.

Your data is kept isolated from other customers, documents are held in private storage, and files are made accessible only through short-lived, secure links.

9. Intellectual property

We own ScaffKeep and all intellectual property rights in it. We grant you a non-exclusive, non-transferable licence to use the Service for your business for as long as your subscription is active. You keep ownership of the content you upload, and you grant us the licence we need to host and process that content in order to provide the Service.

10. Availability and changes to the Service

We work to keep ScaffKeep available, but we do not guarantee uninterrupted access, and there may be occasional downtime for maintenance. We may change or improve features from time to time, and will not make changes that materially reduce the core functionality you are paying for without reasonable notice.

11. Disclaimers

The Service is provided "as is" and "as available". We do not warrant that it will be error-free or uninterrupted, that reminders or notifications will always be delivered, or that using ScaffKeep will make or keep you compliant. You must independently satisfy yourself as to your compliance position. To the extent permitted by law, we exclude all warranties, terms and conditions implied by statute or otherwise.

12. Limitation of liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be limited or excluded.

Subject to that, we are not liable for:

• loss of profits, business, goodwill or anticipated savings;
• loss or corruption of data, beyond our reasonable efforts to restore it;
• fines, regulatory penalties, enforcement action or any losses arising from your own compliance failures; or
• any indirect or consequential loss.

Our total liability to you for all claims arising in any 12-month period is limited to the total fees you paid us during that period. You acknowledge that ScaffKeep is a low-cost tool priced on the basis of these limits, and that you remain responsible for your own compliance obligations.

13. Indemnity

You agree to indemnify us against any claims, losses or costs arising from your unlawful use of the Service, or from your uploading of personal data without a lawful basis or the right to do so.

14. Term and termination

These terms apply for as long as you use ScaffKeep. You may end them by cancelling your subscription. We may end them on reasonable notice, or immediately if you seriously breach them. When these terms end, your right to use the Service stops. You can export your data before your account is closed; afterwards we will delete or return your data in line with our Privacy Notice and Data Processing Agreement.

15. Changes to these terms

We may update these terms from time to time. We will post the updated version on this page and, for material changes, give you reasonable notice. If you continue to use ScaffKeep after a change takes effect, you accept the updated terms.

16. Governing law

These terms and any dispute arising out of them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

17. Assignment

We may transfer our rights and obligations under these terms to another business, for example if we sell or reorganise ScaffKeep; we will tell you if this happens and it will not reduce your rights. You may not transfer your rights or obligations without our written consent.

18. Third-party rights

These terms are between you and us. No one else has any right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

19. Entire agreement

These terms, together with our Privacy Notice and Data Processing Agreement, are the entire agreement between us about ScaffKeep and replace any earlier discussions or arrangements.

20. No waiver

If we do not enforce a term, or delay in doing so, that is not a waiver of our rights, and we may still enforce it later.

21. If part of these terms cannot be enforced

If any part of these terms is found to be unlawful or unenforceable, the rest of the terms remain in full force.

22. Contact

If you have any questions about these terms, contact us at support@keepsuitetechnologies.co.uk.