Terms of service

Version 2026-11-14 · Applies from 14 November 2026 to new accounts, and from 14 December 2026 to accounts opened before then

These terms are between Hugh Dingwall, trading as Sauna Safe ("we", "us"), and the business that sets up a Sauna Safe account ("you"). Sauna Safe is a service for businesses that run saunas, cold plunges and ice baths. It is not for consumers.

By ticking the box when you set up your venue, you agree to these terms on behalf of your business. You confirm you're allowed to do that.

1. What Sauna Safe does

Sauna Safe helps you keep safety records: daily checks and water readings, cleaning logs, incidents, staff training, risk assessments, documents and inspection packs. It reminds you when things are due and can email owners and managers each morning.

During the pilot, Sauna Safe is free. Before we start charging, we'll tell you the price at least 30 days ahead. You choose then whether to carry on.

2. You stay responsible for safety

Sauna Safe is a record-keeping tool. It is not legal, health and safety, or medical advice, and using it doesn't make your venue compliant with any law.

• You are responsible for running your venue safely and for meeting the law that applies to you. That includes the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 (which require you to have competent help), RIDDOR 2013, COSHH 2002 and your local licence.
• Our check templates, ranges and guidance are taken from published sources, which we name next to each item. We haven't had them reviewed by a professional. Check they suit your venue and change them where they don't.
• Sauna Safe never decides whether an incident must be reported under RIDDOR. It only flags incidents for you to consider. The decision, and any report, are yours.
• A reading inside the app's ranges doesn't mean a facility is safe, and a missed reminder doesn't excuse a missed check.
• Guidance changes. We don't promise our templates are complete, current or right for your venue.
• If you turn a check off, change how often it's due or its target range, or add your own checks, that's your decision. You're responsible for whether it suits your venue.

3. Your account and your team

• The owner who sets up the account controls it. Owners and managers decide who to invite and what role they have. You're responsible for everything done through your account, including by people you invite.
• Keep sign-in links, passwords and staff PINs private. Turn off "shared venue tablet" on any device that leaves the venue. Tell us straight away if you think someone has got into your account.
• Records are kept as they were written and can't be edited or deleted by users. That's deliberate, so your records hold up if they're questioned.

4. Acceptable use

Don't use Sauna Safe to break the law, to store information that has nothing to do with running your venue, to try to get into other customers' data, or to overload or reverse-engineer the service. We may suspend an account that does, and we'll tell you why.

5. Your data

• The records you put into Sauna Safe belong to you. You can export them at any time as an inspection pack (PDF) or a CSV file.
• For personal information in your records, about your staff, customers and others, you are the controller and we are your processor. The data processing terms below apply and form part of these terms.
• Our privacy notice explains how we handle information about the people who use the app.

6. Availability and changes

We aim to keep Sauna Safe running and your records safe, but we can't promise it will always be available or free of faults. The app keeps working without a connection for daily checks, and sends them once it reconnects. Keep your own copy of anything you must be able to show an inspector. You can do this by exporting regularly.

Apart from what these terms say, we make no promises about Sauna Safe, and any terms or warranties the law would otherwise imply are excluded as far as the law allows.

We'll improve and change Sauna Safe over time. We won't remove a main feature you rely on without at least 30 days' notice.

7. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit.
• We're not liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss.
• We're not liable for loss caused by how you run your venue, by decisions you make using the app, or by checks, readings or reports that you or your staff enter, miss or get wrong.
• Subject to the first point, we're not liable for injury, illness, loss or damage suffered by your customers, staff or anyone else at your venue. Keeping them safe is your responsibility (section 2).
• If your records are lost or damaged because of us, our responsibility is to make reasonable efforts to restore them from our latest backup. This doesn't reduce our duties under data protection law.
• Otherwise, our total liability to you in any 12 months is limited to the greater of £100 and the fees you paid us in those 12 months.
• These limits apply however a claim arises, including in contract, negligence or breach of statutory duty. You agree they're reasonable, given what Sauna Safe costs and that it's a record-keeping tool.
• You'll cover our reasonable losses and costs from any claim against us by your customers, staff or anyone else that arises from how you run your venue, or from what you or your team put into Sauna Safe. This doesn't apply to a claim caused by our own breach of these terms.

8. Ending the agreement

You can stop using Sauna Safe at any time. To close your account, email us. We can suspend or close an account that breaks these terms, and we'll give you at least 30 days' notice before we close an account or stop the service for any other reason.

When an account closes, we'll keep your records for 30 days so you can export them, then delete them. Backups are deleted within a further 30 days.

9. Changes to these terms

We'll tell owners at least 30 days before a change that affects you, in the app or by email. If you keep using Sauna Safe after a change takes effect, the new terms apply.

10. General

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If part of these terms can't be enforced, the rest still applies. Only you and we can enforce these terms.

Contact: hello@saunasafe.co.uk. Postal address: [business address to be added].

Schedule: data processing terms

These terms meet Article 28 of the UK GDPR. They apply when we process personal data on your behalf as your processor.

What we process

Our commitments

• We only process the data on your documented instructions, which are these terms and how you use the app, unless the law requires otherwise. If we think an instruction breaks data protection law, we'll tell you.
• Anyone we allow to process the data is bound by confidentiality.
• We keep appropriate security measures, including:
  • encryption in transit and at rest
  • each organisation's data separated by database access rules
  • health details in incidents restricted to owners and managers
  • staff PINs stored only as salted hashes
  • a record of changes that users can't edit
• We use the sub-processors listed below. We'll tell you at least 30 days before adding or replacing one, so you can object. We'll put equivalent data protection terms in place with each, and we remain responsible for them.
• We'll help you respond to requests from people exercising their rights. We'll also help you meet your security, breach-notification and data protection impact assessment duties, taking into account the information we have.
• We'll tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data.
• When your account closes, we'll delete the data as described in section 8, unless the law requires us to keep it.
• We'll give you the information you reasonably need to show we meet these terms, and allow reasonable audits on 30 days' notice, at your cost.

Sub-processors

Where personal data leaves the UK, it goes to the EU, which the UK treats as adequate, or is protected by the UK–US data bridge or the ICO's International Data Transfer Addendum.