POLICY

Terms of Service

Last updated: 25 September 2026

1. About These Terms

These Terms of Service ("Terms") govern access to and use of Keep Improving, including the website at:

and the reporting, case-management, action-management, dashboard, QR-code and related services made available through it (together, the Service).

Keep Improving is operated by:

Digital Safety Records Limited

Trading as:

Keep Improving

Registered office and principal business address:

36 Easterdown Close, Plymouth, PL9 8SS, United Kingdom

Company number:

17109237

Contact email:

admin@keepimproving.app

In these Terms:

we, us and our mean the legal entity operating Keep Improving
Customer means the organisation, business or other authorised entity that creates, purchases or uses a Keep Improving organisation account
Administrator means an authorised user with administrative permissions for a Customer
Authorised User means a person permitted by a Customer to access its authenticated Keep Improving dashboard
Public Reporter means a person who submits information through a public Keep Improving reporting form without requiring a dashboard account
Report means information submitted through a public reporting form
Case means a managed record created from or associated with a report
Subscription means a paid or other approved plan giving the Customer access to defined Service features and limits
Plan means the applicable Free, Small Business, Multi-Site Business, Corporate, Enterprise or other approved subscription tier offered at the time of purchase

By creating an account, purchasing a Subscription, accepting an invitation as an Authorised User or otherwise using the authenticated Service, you agree to these Terms.

Public Reporters do not become subscribers merely by submitting a Report, but their use of public reporting forms remains subject to the relevant acceptable-use provisions in these Terms and the applicable privacy information.

2. Business and Professional Use

Keep Improving is intended for businesses, organisations, sole traders, charities, schools and education providers, public-sector bodies and other users acting for organisational, trade, business or professional purposes. It is not offered as a consumer subscription for ordinary personal or household use.

If you enter into these Terms on behalf of an organisation, you confirm that:

you are aged 18 or over
you have authority to bind that organisation
the information you provide is accurate
you are authorised to establish, purchase or manage the organisation's Keep Improving account

If mandatory law nevertheless treats a particular Customer as a consumer, nothing in these Terms excludes rights that cannot lawfully be excluded.

3. What Keep Improving Provides

Keep Improving is a multi-tenant reporting, action-management and continuous-improvement service.

Its core model is:

Report → Review → Assign → Action → Verify → Close → Learn

Depending on the Customer's Plan and current product functionality, the Service may include:

public no-login reporting forms
QR-code reporting routes
organisation, site and area configuration
configurable reporter types and categories
optional anonymous reporting
optional public evidence uploads
case management
priorities and statuses
assignments
due dates
case notes
corrective and improvement actions
verification
case closure
audit history
dashboard reporting
search and filtering
reporting and exports
restricted forms, categories and cases
notifications
subscription and billing management

The exact features available to a Customer depend on the current Plan, entitlement rules and implemented product functionality.

4. What Keep Improving Is Not

Keep Improving is primarily a reporting, action-management, compliance-concern and continuous-improvement service.

Unless explicitly added in future, it is not intended to replace:

a full computer-aided facilities management (CAFM) system
a computerised maintenance management system (CMMS)
a full health and safety management system
a full HR system
payroll software
a learning-management system
a customer relationship management system
a full governance, risk and compliance platform
a specialist whistleblowing investigation system
a safeguarding-management platform
a full asset-lifecycle system
a food-safety or HACCP management system
professional legal, regulatory or safety advice

Customers remain responsible for deciding whether Keep Improving is suitable for their own operational, regulatory and contractual requirements.

5. Public Reporting

A Customer may configure public forms that allow Public Reporters to submit information without logging in.

The intended public journey is:

Scan QR code or open public link → complete form → submit

A Public Reporter is not normally required to:

create a Keep Improving account
create a password
install an app
use Google, Microsoft or another social login

A Customer is responsible for:

deciding which reporting forms to make available
configuring suitable reporter types and categories
deciding whether anonymous reporting is appropriate
providing appropriate privacy information
determining who within its organisation may access and manage Reports and Cases
ensuring its use of submitted information is lawful

Keep Improving does not guarantee that every Report will be accurate, complete, truthful or appropriate.

6. Public Reporter Conduct

Public reporting must not be used to:

submit unlawful content
threaten or harass another person
upload malicious code
attempt to compromise the Service
impersonate another person fraudulently
knowingly submit materially false information for malicious purposes
interfere with the Service or another Customer
upload prohibited file types
bypass rate limits or other security controls
use automated tools to generate abusive or excessive submissions
submit content that the reporter has no lawful right to provide

Keep Improving may apply proportionate anti-abuse controls, including rate limiting, upload restrictions, bot detection and other technical measures.

Where necessary to protect the Service, abusive submissions or access may be blocked.

7. Customer Responsibility for Reports and Cases

The Customer is responsible for how it uses Reports and Cases within its organisation.

This includes responsibility for:

reviewing Reports appropriately
deciding the correct priority
assigning suitable users
taking any required operational action
verifying completion
complying with applicable legal or contractual duties
protecting sensitive information
responding appropriately to serious concerns
maintaining any records that the Customer is independently required to retain
determining whether specialist systems or professional advice are required

Keep Improving provides workflow and record-management tools. It does not make the Customer's operational, employment, legal, regulatory or safety decisions.

8. Accounts

Only Authorised Users require authenticated dashboard accounts.

Customers must ensure that:

account information is accurate
each user uses their own authorised access
login credentials are kept secure
accounts are not shared improperly
permissions are appropriate to the user's responsibilities
access is removed when no longer required
suspected unauthorised access is reported promptly

We may require email verification, password reset or other security measures.

The Customer is responsible for activity carried out through accounts it has authorised, except to the extent caused by our breach of these Terms or applicable law.

9. Roles and Permissions

The Service supports the following core dashboard roles:

Administrator
Manager
Supervisor
Viewer

The available permissions depend on the implemented role and access model.

The business owner or initial organisation creator may be established as the default Administrator.

Administrators are responsible for managing:

invitations
roles
appropriate permissions
organisation configuration
sites and areas
reporting forms
QR codes
billing access where permitted
restricted-case access where permitted

Customers must not rely on role titles alone where additional restricted-case permission is required.

10. Restricted Reporting

Keep Improving supports:

restricted forms
restricted categories
individually restricted cases

Restricted Cases are intended to be visible only to:

Administrators
specifically authorised Managers
specifically assigned Authorised Users who also hold explicit restricted-case permission

Assignment alone does not grant access to a Restricted Case.

Ordinary Supervisors and Viewers must not automatically receive access to Restricted Cases.

Customers are responsible for deciding:

which Reports require restricted handling
which users should be authorised
whether Keep Improving is appropriate for the sensitivity and regulatory context of a particular matter

Keep Improving is not a specialist whistleblowing, safeguarding, grievance or investigation service.

11. QR Codes and Public Routes

QR-code management is a core feature of Keep Improving.

The Service may allow authorised Customers to:

create QR codes
name QR codes
link them to reporting forms
associate them with sites and areas
configure public instruction text
preview them
activate or deactivate them
download supported formats
review scan or submission statistics

Public QR routes are intended to remain stable when the associated configuration changes.

Customers are responsible for:

deciding where QR codes are displayed
ensuring accompanying instructions are appropriate
ensuring the QR code is not used in a misleading or unlawful manner
removing or deactivating QR codes that should no longer accept submissions

Deactivation does not automatically remove historical Case records.

12. Uploaded Evidence

Public Reporters may be able to attach files to a Report.

Permitted public-upload types are:

Images

JPG
JPEG
PNG
WebP

Documents

Current fixed limits are:

maximum 10 MB per file
maximum 5 files per submission

Unsupported files should not be uploaded.

Customers and Public Reporters must not upload:

malware
executables
unlawful material
files they have no right to provide
unnecessary personal or sensitive information

13. Mandatory Seven-Day Evidence Deletion

Publicly submitted files and images are temporary.

All uploaded originals, generated thumbnails, generated previews and PDFs submitted through public reporting forms are permanently deleted 7 days after the original submission date.

The seven-day period does not restart or extend because:

the Case remains open
the Case status changes
the file is viewed
the file is downloaded
a thumbnail or preview is generated
a user adds notes
an action remains outstanding

After deletion:

the non-file Case record may remain
Report text may remain
actions may remain
notes may remain
audit history may remain
metadata may indicate that evidence previously existed
the deleted file should no longer be available through the Service

Customers are responsible for downloading evidence they are lawfully entitled and independently required to retain before the expiry date.

Once a Customer downloads a file from Keep Improving, the Customer is responsible for the security, lawful use and retention of its own copy.

Keep Improving does not provide long-term evidence storage for public-submission attachments.

14. Customer Content

For these Terms, Customer Content includes Reports, Case information, configuration, notes, actions, organisation information and other material supplied to or created through the Service by or for a Customer, excluding our software, branding and proprietary Service materials.

The Customer retains ownership of its rights in Customer Content.

The Customer gives us the limited rights necessary to:

host
store
process
transmit
display
back up where applicable
secure
delete

Customer Content for the purpose of operating and supporting the Service.

We do not obtain ownership of Customer Content merely because it is processed through Keep Improving.

15. Customer Content Responsibilities

The Customer must ensure that it has the necessary rights and lawful basis to use Customer Content through Keep Improving.

The Customer must not knowingly use the Service to process information in a way that:

breaches applicable law
infringes intellectual-property rights
unlawfully discriminates against another person
breaches confidentiality without lawful justification
creates unlawful surveillance
involves prohibited or unlawful content

Where special-category, criminal-offence or other particularly sensitive personal information is processed, the Customer is responsible for ensuring that its use is lawful and appropriate.

16. Privacy and Data Protection

Use of Keep Improving is also subject to the Keep Improving Privacy Policy:

https://keepimproving.app/privacy

Where a Customer determines the purpose and means of processing Report and Case information, the Customer will normally act as data controller and Keep Improving will normally act as data processor.

Where required, processing on behalf of Customers should be governed by an appropriate Data Processing Agreement or equivalent contractual terms.

Customers are responsible for:

providing appropriate privacy notices
determining lawful bases
responding to data-subject requests where they act as controller
using appropriate access permissions
complying with their own retention and regulatory requirements

17. Service Plans

Keep Improving may offer Plans including:

Free
Small Business
Multi-Site Business
Corporate
Enterprise

Plan names, prices, limits and included features may change over time in accordance with these Terms and applicable law.

The current price and key limits applicable when a Customer subscribes should be shown on:

the pricing page
the relevant checkout or order process
the Customer's subscription information

The pricing or checkout information accepted by the Customer forms part of the agreement.

Public submissions are not intended to be charged individually and do not consume credits for core platform access.

18. Plan Limits

Plans may limit matters such as:

number of sites
number of dashboard users
number of active QR codes
feature availability

The Customer must not attempt to circumvent Plan limits.

If the Customer reaches a Plan limit, we may require the Customer to:

remove or deactivate items
reduce usage within the limit
upgrade to another Plan
contact us for an Enterprise arrangement

Paid extra-site add-ons are not part of the current MVP unless later introduced explicitly.

19. Free Plan

Where a Free Plan is offered, it may have lower site, dashboard-user, QR-code or feature limits than paid Plans.

The current Free Plan limits will be displayed on the pricing page and/or within the Service.

We may change the scope of a Free Plan on reasonable notice, subject to applicable law.

We will not represent a Free Plan as including functionality or limits that are not currently available.

20. Trials

Keep Improving may offer an optional free trial. Under the current product model:

the trial lasts 14 days
it may be started once per organisation by an eligible Administrator from Billing & Plan
no payment card is required to start the trial
the trial provides Multi-Site Business features for the trial period
real QR codes, public submissions and case management may be used within the applicable trial entitlements

If the Customer does not upgrade to a paid Plan before the trial ends, the organisation returns to the Free Plan. Trial expiry does not itself delete the organisation's data. Existing data is preserved, subject to the normal Plan limits, account lifecycle rules and the fixed seven-day deletion rule for publicly uploaded evidence.

The exact trial terms shown when the Customer starts a trial will apply unless a change is required by law or expressly agreed.

21. Prices and Taxes

Prices will be shown in the applicable pricing or checkout process.

Digital Safety Records Limited is not currently VAT registered. Accordingly, VAT is not currently added by Digital Safety Records Limited to the advertised subscription prices.

Customers remain responsible for any taxes or charges that they are legally required to account for in their own jurisdiction.

If Digital Safety Records Limited becomes required to register for or charge VAT or another applicable tax, pricing and checkout information will be updated as required by law.

22. Payment

Paid Subscriptions are processed using Stripe or another approved payment provider introduced in future.

By purchasing a paid Subscription, the Customer authorises the applicable payment provider to collect charges in accordance with:

the selected Plan
billing frequency
checkout information
these Terms

We do not need to store full payment-card details in the Keep Improving application where those details are handled by the payment provider.

23. Subscription Renewal

Paid Subscriptions may renew automatically according to the billing period selected at checkout unless cancelled in accordance with these Terms.

The renewal terms, billing frequency and applicable price should be made clear before the Customer subscribes.

Where consumer subscription rules apply, statutory information, reminders, cancellation rights and renewal requirements will apply in addition to these Terms.

We may provide renewal or billing notices where required by law or our current billing process.

24. Price Changes

We may change Plan pricing.

For existing paid Customers, a price change should not normally take effect retrospectively within a billing period already paid for.

Where required, reasonable advance notice will be provided before a new price applies to a future renewal.

If applicable law gives the Customer additional rights following a price change, those rights are unaffected.

Enterprise pricing may be governed by a separate written agreement.

25. Failed Payments

A failed payment does not necessarily disable the Service immediately.

Under the current fixed product model, a failed paid subscription receives a 14-day full-service grace period from the first failed payment.

During that grace period, subject to the current implementation:

QR codes remain active
public submissions remain active
dashboard access remains active
payment retries may continue
the Administrator may receive billing warnings and reminders

If payment remains unresolved after 14 days:

the organisation may become read-only
new public submissions may be disabled
new QR codes may not be created
new users may not be invited

If payment remains unresolved for the approved deletion period following the first failed payment, retained organisation data may be permanently deleted.

Under the current master product rule, that final deletion point is 30 days after the first failed payment.

Publicly uploaded evidence never receives an extension beyond the fixed seven-day retention period.

26. Cancellation

A Customer may cancel a paid Subscription using the available billing-management process or another method we make available.

Unless the applicable order terms state otherwise:

a Customer may cancel at any time using the available billing-management process
paid access continues until the end of the current paid billing period
unused time in that paid billing period is not normally refunded
the Subscription does not renew after cancellation takes effect
after paid access ends, the organisation may become read-only
new public submissions may be disabled
retained non-file organisation data may be kept for a limited recovery period
if the Subscription is restored within the approved recovery period, normal access may resume
after the recovery period, retained organisation data may be permanently deleted

Under the current master product rule, the post-cancellation recovery period is 30 days.

Publicly uploaded evidence remains subject to the fixed seven-day retention period regardless of cancellation.

27. Refunds

Subscription payments are normally non-refundable once charged. Choosing not to use the Service, cancelling part-way through a paid billing period or reducing use during that period does not normally create a right to a refund for unused time.

Digital Safety Records Limited may consider a refund in exceptional circumstances at its discretion. Any such voluntary refund does not create an ongoing entitlement to future refunds.

Nothing in this section limits any statutory refund, cancellation or remedy rights that cannot lawfully be excluded.

28. Consumer Cancellation Rights

Keep Improving is primarily intended for organisational and business use.

If a Customer qualifies as a consumer under applicable law, statutory cancellation rights may apply to online contracts and subscription arrangements.

Nothing in these Terms excludes rights that cannot lawfully be excluded.

Before launch, the Customer signup and checkout process must be reviewed to ensure that any required:

pre-contract information
cancellation information
cooling-off rights
renewal information
reminder notices
confirmation of the contract

are provided where consumer law applies.

29. Suspension

We may suspend all or part of a Customer's access where reasonably necessary because of:

serious breach of these Terms
unlawful use
security risk
abuse
attempted unauthorised access
non-payment after the applicable grace period
legal or regulatory requirement
risk to other Customers or the Service

Where reasonable and lawful, we will try to provide notice and an opportunity to remedy the issue.

We may act immediately where necessary to address a serious security, legal or abuse risk.

Suspension does not extend the seven-day retention period for uploaded public evidence.

30. Termination by Us

We may terminate a Customer's access where:

the Customer materially breaches these Terms and does not remedy the breach where remedy is possible
use of the Service is unlawful
continued service would create a material security or legal risk
payment remains unresolved beyond the applicable recovery period
the Customer abuses the Service
we are legally required to terminate access

Where appropriate, notice will be provided.

Termination does not prevent us from retaining information where retention is required by law or necessary to establish, exercise or defend legal claims.

31. Data After Termination

Following termination, cancellation or unresolved non-payment:

access may become read-only where the current product rules provide for it
public submissions may stop
non-file organisation data may remain available for the defined recovery period
data may then be permanently deleted
public evidence remains subject to the fixed seven-day rule

Customers should export any information they are lawfully entitled and required to retain before final deletion.

We are not responsible for maintaining Customer Content indefinitely after the applicable retention or recovery period.

32. Service Availability

We aim to provide a reliable Service, but uninterrupted availability cannot be guaranteed.

The Service may be unavailable because of:

maintenance
deployment
technical faults
hosting-provider outages
third-party service disruption
security incidents
events outside reasonable control

We may make reasonable changes required to:

maintain security
improve reliability
comply with law
fix defects
maintain third-party compatibility

Unless a separate service-level agreement has been expressly agreed, no specific uptime percentage is promised by these Terms.

33. Changes to the Service

We may update or change the Service over time.

Changes may include:

improvements
interface changes
security changes
new features
removal or replacement of features
changes needed for legal or technical reasons

We should not materially remove a paid core feature during a current paid billing period without a legitimate reason and appropriate notice where required.

Future features described as planned, proposed or possible are not guaranteed until released.

34. Third-Party Services

Keep Improving relies on third-party services.

These may include:

Supabase for database, authentication and storage services
Vercel for application hosting and delivery
Stripe for subscription billing and payment services
MailerSend for transactional service email
Google for optional Google authentication
Cloudflare Turnstile for dashboard sign-in abuse protection
other processors introduced in future where necessary and appropriately documented

No non-essential analytics or advertising tracking service is currently confirmed as active in the production Service.

Third-party services may be governed by their own terms and privacy policies.

We are not responsible for third-party services to the extent that responsibility cannot reasonably be attributed to Keep Improving, but this does not remove obligations that apply to us under law or our contracts with Customers.

35. Intellectual Property

The Keep Improving Service, software, design, branding, documentation and underlying intellectual property are owned by us or our licensors.

Subject to these Terms and the Customer maintaining an applicable right to access the Service, we grant the Customer a limited, non-exclusive, non-transferable right to use Keep Improving for its permitted organisational purposes.

The Customer must not, except where permitted by law:

copy the Service for resale
reverse engineer the Service
attempt to obtain source code
remove proprietary notices
use our branding misleadingly
reproduce protected materials outside permitted use
create an unauthorised competing service from protected materials

Nothing in these Terms transfers ownership of our intellectual property to the Customer.

36. Feedback About the Product

If a Customer voluntarily provides suggestions about Keep Improving itself, we may use that feedback to improve the Service.

This does not transfer ownership of the Customer's confidential information or Case content to us.

Do not submit confidential third-party information as general product feedback unless authorised to do so.

37. Confidentiality

Each party should protect confidential information received from the other and use it only for legitimate purposes connected with the Service.

This does not apply to information that:

is already lawfully public
was lawfully known without confidentiality restriction
is received lawfully from another source
must be disclosed by law or lawful authority

Customers remain responsible for applying appropriate access controls to their own confidential Case information.

38. Warranties and Service Standard

We will provide the Service with reasonable care and skill.

We do not warrant that:

every Report is accurate
every Report is genuine
use of the Service guarantees compliance
use of the Service prevents incidents
every operational issue will be identified
the Service will be uninterrupted or error-free at all times
the Service is suitable for every regulatory or industry-specific purpose

Customers are responsible for their own operational decisions and professional advice.

Any statutory warranties or rights that cannot lawfully be excluded remain unaffected.

39. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded or limited.

Subject to those exceptions, Digital Safety Records Limited will not be liable for indirect or consequential loss, or for loss of profit, revenue, business, anticipated savings, goodwill or business opportunity arising from use of the Service.

Digital Safety Records Limited is also not responsible for loss that results from Customer misuse of the Service, unlawful Customer Content, failure to maintain appropriate access controls, or failure to export information before a clearly communicated deletion or retention deadline where the Service operated in accordance with these Terms.

Subject to the exclusions above, Digital Safety Records Limited's total aggregate liability arising out of or in connection with the Service and these Terms will not exceed the total fees actually paid by the Customer to Digital Safety Records Limited during the 12 months immediately preceding the event giving rise to the claim.

Nothing in this section limits any liability or remedy that cannot lawfully be limited.

40. Indemnities

These standard Terms do not impose a broad contractual indemnity on either party.

If an Enterprise or separately negotiated agreement includes specific indemnities, those provisions will apply only to the extent expressly agreed in that separate written agreement.

41. Force Majeure

Neither party should be liable for failure or delay caused by events outside its reasonable control to the extent permitted by law.

Examples may include:

major internet outages
cloud-provider failures
natural disasters
war or civil emergency
government action
widespread infrastructure failure

This section does not excuse payment obligations that have already become due unless applicable law or the specific circumstances require otherwise.

42. Changes to These Terms

We may update these Terms from time to time.

The current version will be published at:

https://keepimproving.app/terms

The "Last updated" date should change whenever a revised version is published.

For material changes affecting existing paid Customers, we should provide reasonable notice where required by law or contract.

Changes should not be applied retrospectively in a way that unlawfully removes accrued rights.

43. Notices

Formal notices relating to these Terms may be sent using:

the Customer's registered account email
billing contact details
in-product notification
another agreed written contact method

Customers are responsible for keeping their contact details current.

Formal notice details for Keep Improving:

Digital Safety Records Limited 36 Easterdown Close, Plymouth, PL9 8SS, United Kingdom Email: admin@keepimproving.app

44. Transfer of Rights

The Customer may not transfer its rights or obligations under these Terms to another person without our written consent, except where applicable law provides otherwise.

We may transfer our rights and obligations as part of:

a corporate restructuring
sale of the business
merger
transfer of the Service

provided this does not materially reduce the Customer's rights unlawfully.

Any final assignment wording should be reviewed before publication.

45. No Waiver

If either party does not immediately enforce a right under these Terms, that does not automatically mean the right has been waived.

46. Severability

If part of these Terms is found to be unlawful or unenforceable, the remaining provisions should continue in effect to the extent legally possible.

47. Entire Agreement

For business Customers, these Terms together with:

the applicable order or checkout information
the Privacy Policy
any Data Processing Agreement
any Enterprise or other written agreement
any other document expressly incorporated into the contract

form the agreement relating to the Service.

If a separately signed Enterprise agreement conflicts with these Terms, the signed agreement should take priority to the extent stated in that agreement.

This section must not be used to exclude representations or rights that cannot lawfully be excluded.

48. Third-Party Rights

Unless expressly stated otherwise, a person who is not a party to the agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any provision of these Terms.

49. Governing Law and Courts

These Terms and any non-contractual obligations arising out of or in connection with them are governed by the laws of England and Wales.

The courts of England and Wales have jurisdiction to settle disputes arising out of or in connection with these Terms, subject to any mandatory jurisdiction or rights that applicable law does not permit the parties to exclude.

50. Complaints and Contact

Questions about these Terms or the Service can be sent to:

Digital Safety Records Limited 36 Easterdown Close, Plymouth, PL9 8SS, United Kingdom Company number: 17109237 Email: admin@keepimproving.app Website: https://keepimproving.app

Where a complaint concerns how a Customer organisation handled a public Report, the reporter should normally contact that organisation directly.

Privacy matters are governed by the Privacy Policy.