G8 ONE

Terms of Service

Last updated 18 October 2026. Effective from 19 October 2026.

These terms ("Terms") apply between G8 ONE Limited, a company registered in England and Wales with company number 17510021 whose registered office is at Hilden Park House, 79 Tonbridge Road, Hildenborough, Kent, England, TN11 9BH ("G8 ONE", "we"), and the business that signs up for or orders the G8 ONE service ("Customer", "you"). The service is for business use only and is not offered to consumers.

  1. The service
  2. A tool only
  3. AI features
  4. Accounts and users
  5. Plans, fees and payment
  6. Cancellations and refunds
  7. Your data
  8. Availability and support
  9. Intellectual property
  10. Confidentiality
  11. Liability
  12. Term and termination
  13. General
  14. Law and jurisdiction

1. The service

1.1 G8 ONE is online software that helps contractors plan, record and evidence health and safety work, for example RAMS, sign-offs, site sign-ins, permits, inspections, incidents, certificates, training records and timesheets (the "Service").

1.2 We may improve or change the Service. We won't materially reduce its core functionality during a paid subscription term without giving you at least 30 days' notice and the right to end the subscription and receive a pro-rata refund of prepaid fees.

2. A tool only: your duties stay with you

2.1 The Service is a record-keeping and planning tool. It does not make you compliant with any law, standard or certification scheme, including the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, CDM 2015, COSHH 2002, RIDDOR 2013, the Control of Noise at Work Regulations 2005, the Control of Vibration at Work Regulations 2005, the Regulatory Reform (Fire Safety) Order 2005, BS 5839, BS 5266, BS 8214, BS EN 50131, and BAFE, NSI or SSAIB schemes.

2.2 You stay fully responsible for your legal duties as an employer, contractor, principal contractor, responsible person or other duty holder. That includes carrying out suitable and sufficient risk assessments, making sure competent people review all content before use, briefing workers, issuing and controlling permits, and reporting to the HSE or other authorities.

2.3 Templates, libraries, checklists, certificate layouts, translations and suggested wording are a starting point, not professional advice. A competent person must review them before you rely on them. Phone noise meter readings and vibration calculations are indicative only and are not a substitute for calibrated measurement.

2.4 The Service doesn't contact emergency services or file reports with any authority on your behalf. Lone-working timers are an aid and don't replace your emergency procedures.

2A. AI features

2A.1 Some features use artificial intelligence (for example site scans, Ask G8, AI search of the audit trail, and drafting help for RAMS and COSHH). AI output is generated guidance, not legal, health or safety advice. It can be incomplete or wrong. Always check it on site. The duty holder and a competent person remain responsible for all decisions, and we accept no liability for actions taken on AI output without that review. Each user acknowledges this the first time they use an AI feature, and the acknowledgement is recorded in your audit trail.

2A.2 Each plan includes a number of AI credits per company per calendar month: Solo 300, Team 1,000, Business 3,000, Enterprise 10,000 and Ultimate 30,000. One credit is one AI request. A free trial gets the allowance of the plan you chose (Team if you haven't chosen one yet). Included credits reset on the 1st of each month and don't roll over. If they run out, each further request uses a top-up credit if you have any; otherwise AI features pause until the 1st. Top-up credits are bought as one-off packs in Subscription & billing (£5 for 100, £20 for 500, £35 for 1,000), don't expire while you're subscribed, can't be transferred or exchanged for cash, and end when your account closes. If an AI request fails, the credit it used is given back.

3. Accounts and users

3.1 You're responsible for everyone you give access to (including operatives using badges or PINs) and for keeping log-in details secure. Tell us without delay at support@g8-one.com if you suspect unauthorised access.

3.2 Each plan includes a number of office users (owners, admins and managers, including pending invitations): Solo 1, Team 5, Business 15, Enterprise 40 and Ultimate 100. Owners and admins can add extra users on Team and above in Subscription & billing. Operatives who only sign in, sign off and report don't need a paid seat on Team and above. There is no user limit during the free trial.

3.3 You and your users must follow our Acceptable Use Policy.

4. Plans, fees and payment

4.1 Plans, prices, included users and add-ons are as shown on our pricing page and in the app at the time you subscribe. Every plan starts with a 30-day free trial. A card or Direct Debit is required to start the trial; you won't be charged until day 31, and you can cancel anytime before then. We email you a reminder before your first payment.

4.2 Subscriptions are billed in advance through our payment provider, Stripe, monthly or yearly, and renew automatically until cancelled. Yearly prices are ten times the monthly price.

4.3 Add-ons. Extra users cost £9 per user per month (£90 per user per year on yearly plans). Your own web address costs £75 per month (£750 per year) on Business and is included on Enterprise and Ultimate. Add-ons are added to your subscription and charged pro-rata from the date you add them; removing them gives credit for unused time. Setting up your own web address is done by our team: we send you the DNS record to add, usually within 1 working day, and the address goes live once your DNS change has taken effect and a security certificate has been issued (normally within 2 working days of your change). AI credit top-ups are one-off payments.

4.4 VAT. No VAT is currently charged. If we become registered for VAT, we'll tell you at least 30 days before VAT is added to your invoices.

4.5 You can cancel at any time in the app (Subscription & billing › Manage billing) or by emailing support@g8-one.com.

4.6 If a payment fails, you'll have a grace period to update your payment details, after which the account becomes read-only until payment is made. Your data is not deleted because of a failed payment during that period. We may charge statutory interest on overdue invoices under the Late Payment of Commercial Debts (Interest) Act 1998.

4.7 We may change prices with at least 30 days' notice. The change applies from your next renewal.

4.8 Cancellations and refunds

4.9 You confirm you are signing up for the purposes of your trade, business or profession and not as a consumer.

5. Your data

5.1 You own the data you put into the Service ("Customer Data"). You give us the rights we need to host, process and display it to provide the Service.

5.2 For personal data in Customer Data, you are the controller and we are the processor. Our Data Processing Agreement forms part of these Terms. Our Privacy Policy explains how we handle data as a controller.

5.3 Customer Data is stored in the EU (Ireland), encrypted in transit and at rest. You can export all your data at any time using Export in Settings. When your subscription ends, you have 30 days to export it, after which we delete it unless the law requires us to keep it.

5.4 You're responsible for the accuracy and lawfulness of Customer Data, and for telling your workers how their data is used.

6. Availability and support

6.1 We aim to keep the Service available 24/7, apart from planned maintenance and events outside our reasonable control, but we don't guarantee uninterrupted availability. Keep your own copies of records you are legally required to produce (for example with the export function).

6.2 Support is by email at support@g8-one.com during UK business hours (Monday to Friday, 9am to 5pm, excluding bank holidays). 6.3 Enterprise and Ultimate plans also include a guided onboarding session and our service level: we reply to support emails within 4 working hours, and we target 99.5% availability each calendar month, excluding planned maintenance we tell you about in advance.

7. Intellectual property

We, or our licensors, own all rights in the Service, the software and our templates. During your subscription we grant you a non-exclusive, non-transferable right to use the Service for your internal business purposes. You may use and adapt template content within your own documents. If you give us feedback, we may use it freely.

8. Confidentiality

Each party will keep the other's confidential information confidential and use it only for the purposes of these Terms, except where disclosure is required by law.

9. Liability

9.1 Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited.

9.2 Subject to 9.1, we aren't liable for loss of profits, revenue, business, contracts or goodwill; indirect or consequential loss; or loss arising from (a) your failure to meet your health and safety or other legal duties, (b) content you or your users create, approve or rely on (including content based on templates or AI output), or (c) your failure to keep log-in details secure.

9.3 Subject to 9.1, our total liability arising from or in connection with these Terms in any 12-month period, whether in contract, tort (including negligence) or otherwise, is limited to the fees you paid us in the 12 months before the event giving rise to the claim, or £100 if you haven't paid any fees.

9.4 Except as expressly set out in these Terms, all warranties and conditions implied by law are excluded to the fullest extent permitted.

10. Term, suspension and termination

10.1 These Terms apply from sign-up until your subscription ends.

10.2 Either party may terminate immediately by written notice if the other materially breaches these Terms and fails to remedy the breach within 14 days of notice, or becomes insolvent.

10.3 We may suspend access immediately where reasonably necessary to protect the Service, other customers or to comply with the law.

10.4 On termination your right to use the Service ends. You'll have 30 days to export your data before deletion begins.

11. General

11.1 Neither party is liable for delay caused by events beyond its reasonable control.

11.2 We may update these Terms with at least 30 days' notice. Material changes apply from your next renewal.

11.3 You may not assign these Terms without our consent.

11.4 These Terms, the Acceptable Use Policy, the DPA and your order are the entire agreement between us.

11.5 No third party has rights under these Terms (Contracts (Rights of Third Parties) Act 1999).

11.6 If any provision is unenforceable, the rest remains in force.

11.7 Notices to us go to support@g8-one.com; notices to you go to the account owner's email address.

12. Law and jurisdiction

These Terms and any dispute arising from them, including non-contractual disputes, are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.