DeckQ Business Service Terms

Business customer sales copy · Version 10 October 2026

These standard business terms take effect for a customer when authorised representatives sign a completed DeckQ Order incorporating this version. The setup fee is due under that Order. Genuine workplace reporting starts only after the customer Data Processing Addendum (DPA), its schedules, configured access and service acceptance are complete.

Version: 10 October 2026

Provider: PPEPLUS LTD (company number SC890165), 20 Fyvie Green, Elgin, Scotland, IV30 8AW (PPEPLUS). Contact: support@ppeplus.online.

1. Contract documents and start

These terms apply to a business customer purchasing DeckQ (Customer). The sale contract consists of these Terms and the signed Order. The DPA becomes part of the contract when signed by both parties and is required before PPEPLUS processes workplace-report personal data for the Customer. If documents conflict, the DPA controls personal-data processing, the Order controls price, capacity, term and expressly agreed service variations, and these Terms control otherwise.

The parties agree a target service start date in the Order. The subscription starts only when PPEPLUS has provisioned the agreed organisation, sites and reporting points, the DPA is signed, and the configured service acceptance checks pass. If a target date changes, the parties record a revised date in writing. No recurring subscription begins before that accepted service start date. The one-off setup fee may be invoiced after Order signature and is payable before provisioning under clause 6. If PPEPLUS cannot make the contracted service ready within 30 calendar days after that target for reasons within its control, the Customer may cancel before service starts and PPEPLUS will refund the setup fee paid within 14 calendar days, except any expressly agreed non-refundable bespoke work already delivered.

2. Service and limits

DeckQ provides QR-linked safety reporting, report management and the export functions expressly stated in the Order. Current reporting options are Risk Assessment, Near Miss, Accident/Damage and Corrective Action. The Order states the included site and active reporting-point allowance. Additional sites, points, configuration or services require a written change order and agreed price.

The customer-facing plan descriptions currently published are: Single Site (1 site, up to 10 reporting points); Multi-Site (up to 5 sites, up to 50 reporting points); and Managed Rollout (custom scope and price). The signed Order is authoritative. A reporting point is one configured location/asset and its active QR identifier; reprinting a replacement label for the same active point does not create an extra point.

PPEPLUS may make routine updates and maintenance. It will use reasonable efforts to give advance notice of planned material interruption where practicable. No uptime percentage or 24/7 service is promised unless an Order expressly states one. The Customer must keep an alternative reporting method for outages and emergencies.

3. Safety use and customer duties

DeckQ is a record and workflow tool. It is not an emergency service, a safety professional, a legal reporting decision, or a substitute for the Customer's risk controls, investigation, supervision or statutory duties. Users must follow the Customer's emergency and immediate safety procedures.

A RIDDOR review flag prompts a responsible person to review information. DeckQ does not submit a RIDDOR report to HSE or decide reportability. The responsible party must make any required external report. A QR anchor verifies the configured reporting point, not a reporter's physical presence. A typed sign-off records submitted input and does not independently verify identity. An insurance export is an authorised data export; it is not an insurer submission, coverage decision or guarantee of claim acceptance.

The Customer must provide accurate order and site information; appoint authorised administrators; maintain current user and site scopes; place and check labels at the correct points; promptly request suspension of lost, moved or misdirected labels; review reports, evidence and corrective actions; maintain copies required by its own records policy; and tell PPEPLUS promptly of suspected account compromise, misrouting or security incidents. The Customer is responsible for lawful use, notices, lawful bases and communications with its workforce and other reporters.

4. Accounts, security and permitted use

PPEPLUS will configure access to the Customer's agreed organisation, sites and roles and apply the service's documented security controls. The Customer must keep credentials confidential, promptly remove leavers, and ensure each manager's access is limited to their authorised scope. Users must not access another customer's records, interfere with the service, upload unlawful material, or use DeckQ to make a false or knowingly misleading report.

PPEPLUS may suspend a user, reporting point or service access where reasonably necessary to address a security threat, unlawful use, material breach, overdue undisputed fees after notice, or risk to another customer. Where practicable PPEPLUS will notify the Customer and restore access when the cause is resolved. Suspension does not remove the Customer's responsibility to use alternative safety-reporting procedures.

5. Reports, evidence and exports

Reports contain the information submitted by users and the service's recorded workflow data. Under the verified PDF v3.2 route, native file and signature identifiers are retained; supported JPEG/PNG image and signature previews are embedded when download and processing succeed; other file types remain retained originals and are not guaranteed to appear as a PDF preview; and preview failure is marked. The Customer must check any report, attachment, PDF or export before relying on it.

Existing reports and PDFs are not automatically regenerated when the service changes. CSV exports contain report/workflow metadata and do not include the original PDF or attached evidence unless the Order expressly says otherwise. Customer exports must be handled as confidential personal data. No report is sent to an insurer, regulator or other external recipient unless the Customer separately directs that action through a documented workflow.

6. Fees, invoices and renewal

The applicable subscription, setup fee, allowances, currency, VAT treatment, billing start and any agreed extras are shown in the signed Order. Unless the Order states otherwise, subscription fees are invoiced monthly in advance from the accepted service start date, setup fees are invoiced after Order signature and before provisioning, and invoices are payable within 14 calendar days. Customers may pay an approved setup invoice through a secure payment link supplied by PPEPLUS. Card details are handled by the payment provider; PPEPLUS does not collect or store card details. Monthly subscriptions remain invoiced separately. A setup payment does not authorise automatic recurring debits, activate reporting or grant access. Prices are in GBP. PPEPLUS LTD is not VAT registered and does not charge VAT while that remains true. The registration position is rechecked at invoice issue; if VAT later becomes legally chargeable, the applicable tax and invoice treatment must be agreed and shown on the invoice.

Standard DeckQ prices for Orders placed on these Terms are:
Single Site — 1 site; up to 10 active reporting points — £149 one-off setup; £39 per month
Multi-Site — up to 5 sites; up to 50 active reporting points — £499 one-off setup; £129 per month
Managed Rollout — scope, setup and monthly price as quoted in writing

The signed Order records the selected plan and any agreed variation and takes precedence over this standard schedule for that Customer.

The initial subscription is rolling monthly. It renews monthly until ended under clause 7. No automatic price increase applies during an active Order. PPEPLUS may propose a future price change with at least 30 days' written notice; the Customer may end the service before that change takes effect. Late-payment rights and remedies are those provided by applicable commercial late-payment law and the Order; nothing here imposes a non-statutory charge.

Undisputed overdue fees may result in suspension after written notice and a reasonable opportunity to pay. The Customer must notify PPEPLUS promptly of a genuine invoice dispute and pay undisputed amounts by the due date.

7. Termination and customer records

Either party may end a rolling monthly Order on 30 days' written notice, effective at the end of a billing period. Either party may terminate for a material breach that is not remedied within 30 days after written notice. Either party may terminate immediately where the other becomes insolvent or where continued performance would be unlawful. PPEPLUS may suspend access immediately to contain an active security incident, while using reasonable efforts to notify the Customer.

On expiry, the Customer has a 30-day export window, subject to reasonable identity and access checks. The Customer should download and verify its reports, PDFs and evidence during that window. Following the export window and a written deletion instruction, PPEPLUS will remove Customer data from active DeckQ service systems within 90 days, except records that must be retained by law or are subject to a legal hold. Provider backups follow the verified cycle disclosed in the signed DPA. PPEPLUS will complete the customer-specific deletion scope and supplier schedule before live reporting starts.

Termination does not affect accrued payment obligations or clauses that by their nature continue, including confidentiality, data protection, intellectual property, liability and dispute terms.

8. Data protection and confidentiality

The parties will document their actual roles for each processing purpose. For customer-directed workplace reports, the Customer is expected to act as controller and PPEPLUS as processor; PPEPLUS may act as a separate controller for its company administration, invoicing, account security and legal compliance. These role descriptions must be checked against the actual purposes and configured service before live reporting starts.

Where PPEPLUS processes personal data on the Customer's behalf, the DPA forms part of the contract. It must state the processing purpose, duration, data types, data subjects, instructions, security, confidentiality, subprocessors, rights assistance, incident cooperation, return/deletion and audit arrangements. The exact vendor entities, processing locations and any international-transfer mechanism must be completed in the DPA schedule before live customer data is accepted.

Each party will protect the other's non-public business information, use it only for the contract, and disclose it only to personnel and suppliers who need it and are bound to protect it. This does not restrict information already public, independently developed, lawfully received, or required by law to be disclosed.

9. Intellectual property

PPEPLUS and its licensors retain rights in DeckQ, its software, marks and service materials. The Customer retains rights in its submitted reports and evidence. The Customer grants PPEPLUS a limited, non-exclusive right to host, process, display, back up as technically necessary, and export customer content only to provide and support the contracted service and comply with law. PPEPLUS will not use identifiable customer reports for advertising or unrelated product demonstrations without separate written permission.

10. Warranties and liability

PPEPLUS will provide the service with reasonable care and skill. Except for that express commitment and rights that cannot lawfully be excluded, the service is supplied without a guarantee that it will be uninterrupted, error-free or suitable for the Customer's particular safety, regulatory, insurance or record-retention decisions. Nothing in this clause removes a statutory duty that cannot be excluded.

Each party's total aggregate liability arising from an Order in any rolling 12-month period is capped at the subscription and setup fees paid or payable for that Order in the 12 months before the event giving rise to liability. For confidentiality and data-protection breaches, the separate aggregate cap is two times those fees. These caps do not apply to the Customer's payment obligations, fraud or fraudulent misrepresentation, death or personal injury caused by negligence, or any liability that cannot legally be limited. Neither party excludes direct loss merely because it relates to safety, data or service interruption. Any exclusion of indirect or consequential loss applies only to the extent legally permitted and reasonable in the circumstances.

11. Changes, notices and disputes

A change to scope, site/point allowance, price, support commitment or data instructions must be recorded in writing and accepted by both parties. A material change to the service will be communicated in advance where practicable. Notices under the contract must be sent to the authorised contacts in the Order; support requests go to support@ppeplus.online.

These business-to-business terms are governed by Scots law, and the courts of Scotland have exclusive jurisdiction, subject to mandatory laws that cannot be displaced. The Order must identify the contracting entities and authorised signatories. No consumer-facing offer is made by this document.

InciCap terms follow below.

InciCap® Terms & Conditions

Last updated: 19 August 2026

InciCap® is operated by PPEPlus Ltd (SC890165).

By using InciCap®, scanning an InciCap® QR code or submitting a report, you agree to these Terms.

1. What InciCap® Does

InciCap® is an incident capture and reporting tool designed to help users record details, photographs and other information following a vehicle incident.

It supports record keeping only. InciCap® does not determine fault, liability, insurance coverage or whether a claim will be accepted.

2. Your Responsibilities

You are responsible for the information you submit.

You must not knowingly provide false, misleading, fraudulent or unlawful information.

Only upload photographs or personal information that are reasonably relevant to the incident.

3. Safety

Your safety comes first.

Do not use InciCap® where doing so would put you or others at risk or interfere with emergency services.

InciCap® is not an emergency service. Contact the appropriate emergency services where necessary.

4. Insurance & Reporting

Submitting an InciCap® report does not automatically notify your insurer, police, employer or other organisation unless specifically stated.

You remain responsible for making any notifications required by your insurer, employer or the law.

5. Reports & Evidence

Reports are created using information submitted by users.

PPEPlus Ltd does not independently verify every statement, photograph or item of evidence.

An InciCap® report does not guarantee acceptance by an insurer, court, police force or other organisation.

6. Personal Information

Personal information submitted through InciCap® is handled in accordance with our Privacy Policy and applicable UK data protection law.

7. Service Availability

We aim to keep InciCap® available and reliable but cannot guarantee uninterrupted access.

Users should retain important photographs or information where reasonably possible.

8. Misuse

You must not misuse InciCap®, interfere with the service, submit fraudulent reports or use InciCap® branding or QR codes in a misleading or unauthorised way.

9. Intellectual Property

InciCap® and its associated branding, software and materials are owned by or licensed to PPEPlus Ltd.

InciCap® is a registered UK trade mark.

10. Liability

Nothing in these Terms excludes liability that cannot legally be excluded.

PPEPlus Ltd is not responsible for losses caused by inaccurate information supplied by users, failure to notify another organisation, device or internet problems, or circumstances outside our reasonable control.

Your statutory rights are unaffected.

11. Governing Law

These Terms are governed by the laws of Scotland.

Contact

PPEPlus Ltd
Company No. SC890165
ppeplus.online
support@ppeplus.online