Terms & Conditions
By using this system you agree to the terms below. Back to home.
1. Purpose of the system
SIMPLionEX is a workplace safety platform combining visitor management, emergency mustering, fire drill roll-call and an audit-ready fire register — tracking who is on site, accounting for everyone during evacuations, and recording drill outcomes for compliance purposes.
2. Definitions
Superusers administer the site and manage accounts. Managers initiate fire drills, manage visitors, create employees and view reports. Security personnel may add visitors. Staff are employees who check in and out without an account. Visitors are non-employees who check in and out without an account.
3. Scope of use
The system is provided for the sole purpose of workplace fire-safety attendance tracking and emergency evacuation accountability.
3a. Subscriptions, trial & billing
The system is offered on a 30-day free trial, followed by a paid subscription billed monthly or annually across Starter, Professional, Business, or a Custom tier agreed separately. Subscriptions renew automatically at the end of each billing period unless cancelled beforehand. You may cancel at any time; fees already charged for the current billing period are non-refundable except where required by law. Plan limits (sites, users, or records) are described on the pricing page and may result in a request to upgrade if exceeded.
3b. Data controller & processor relationship
As described in the Privacy Policy, the Customer is the data controller for its employees' and visitors' personal data, and SIMPLionEX is the data processor, acting only on the Customer's documented instructions as set out in these terms. The Customer is responsible for ensuring it has a lawful basis to collect and process its employees' and visitors' data, and for informing them of this processing.
3c. Kiosk link security
Each site's kiosk check-in/check-out link contains a unique access token that does not require login. The Customer is responsible for restricting physical and network access to devices displaying this link, and for regenerating the link via Settings if it is lost, shared inappropriately, or suspected to be compromised.
4. User responsibilities
All users must keep their credentials confidential, must use the system only for its intended purpose, and must report any suspected misuse to a superuser.
5. Superuser obligations
Superusers are responsible for account lifecycle management, site configuration, audit-log review, and ensuring data retention rules are followed.
6. Manager obligations
Managers are responsible for accurate roll-call during drills, timely addition of visitor records, and reporting anomalies.
7. Security obligations
Security users are responsible for accurate visitor entry and assembly-point acknowledgement at check-in.
8. Staff & visitor handling
Staff and visitors must check in upon arrival and check out upon departure. Visitors must acknowledge the designated assembly point at check-in.
9. Data collection & privacy
Names and on-site status are collected solely for workplace safety, fire-evacuation accountability, and site-attendance tracking. No personal data is used for marketing, profiling, or shared with third parties.
10. Disclaimer of liability
The system is provided to assist with evacuation accountability. It does not replace trained fire wardens, fire-safety procedures, or statutory fire-risk assessments.
11. System limitations
Accuracy of the register depends on users correctly checking in and out. The operator is responsible for procedural enforcement. The system includes offline support: a previously-authenticated session can continue operating temporarily during a connectivity drop using a locally cached role, and check-ins/check-outs are queued locally and synced once connectivity returns. This is provided on a best-effort basis and is not a guarantee of uninterrupted service during extended outages.
12. Availability & uptime
The system is provided on a best-effort basis. Operators should maintain alternative paper-based roll-call procedures for use during outages.
13. Security expectations
Users must use strong credentials, must not share accounts, and must sign out when leaving an unattended workstation.
14. Termination of access
Superusers may revoke any account at any time. Access ends when the user's employment, contract, or visit ends.
15. Changes to the system
Features, layout, and these terms may be updated. Users are notified of material changes via the dashboard.
16. Copyright & intellectual property
The SIMPLionEX software, its name, logo, interface design, and documentation are the intellectual property of SIMPLionEX and are protected by copyright. © 2026 SIMPLionEX. All rights reserved. No part of the system may be copied, reproduced, reverse-engineered, or redistributed without prior written permission.
17. Limitation of liability
The system is provided "as is" without warranty of any kind. To the fullest extent permitted by law, SIMPLionEX accepts no liability for any loss, injury, damage, or regulatory penalty arising from use of, reliance on, or unavailability of the system. Responsibility for fire-safety procedures, evacuation, and roll-call accuracy remains with the site operator at all times.
18. Data requests & contact
For data-protection requests (access, rectification, erasure, restriction, portability, or objection) or any question about these terms, contact: support@simplionex.com. See the Privacy Policy for full details.
19. Governing law
These terms are governed by the laws of England and Wales.
20. Version
These Terms & Conditions apply to SIMPLionEX version v1.1.