Terms of Service

These Terms of Service (the Terms) govern access to and use of the Firearms Records platform, website, applications, APIs, dashboards, records, reports, exports, and related services (together, the Platform).

The Platform is operated by Firearms Records, established in England (Firearms Records, we, us, or our). Our legal and privacy contact email address is legal@firearmsrecords.co.uk.

By creating an account, signing in, accessing the Platform through single sign-on, accepting an invitation, using the Platform, continuing to use the Platform after changes to these Terms, or using the Platform on behalf of an organisation, you agree to these Terms. If you use the Platform on behalf of a Club, Registered Firearms Dealer, Police Force, Home Office team, employer, or other organisation, you also confirm that you are authorised to do so.

These Terms should be read together with our Privacy Policy, Cookie and Storage Notice, and, for eligible paid Organisations, our Service Level Agreement. The Privacy Policy explains how personal data, audit logs, access logs, error logs, report logs, and similar records are handled. The Cookie and Storage Notice explains how cookies, local storage, browser cache, Cloudflare browser-side technologies, Stripe payment technologies, and similar browser/device technologies are used. The Service Level Agreement sets out the standard monthly availability commitment and Service Credit remedy for eligible Paid Organisation Plans.

1. Important notices

1.1. Great Britain focus. The Platform is intended for users and organisations located in the United Kingdom. Unless we expressly state otherwise, the Platform’s firearms compliance functionality is designed primarily for use in England, Wales, and Scotland. It may not support all requirements applicable in Northern Ireland or any jurisdiction outside Great Britain.

1.2. Not a statutory firearms registry. Firearms Records supports compliance recordkeeping. It is not a statutory firearms registry, firearms licensing authority, police database, official register, or replacement for any legal record that a person or organisation is required to keep under applicable law.

1.3. No legal advice. The Platform may assist with recordkeeping, workflows, reminders, declarations, audit history, exports, and evidence collation. It does not provide legal advice, licensing advice, firearms-law advice, compliance certification, or regulatory approval.

1.4. No authority to possess, acquire, transfer, use, or store firearms. A Firearms Records account, FAR Number, association, attendance record, firearm record, certificate record, report, reminder, or export does not itself authorise any person to possess, acquire, purchase, transfer, use, store, handle, sell, dispose of, or otherwise deal with firearms, shotguns, ammunition, component parts, or related items.

1.5. Your own checks remain required. Users and organisations remain responsible for complying with applicable law, licence conditions, certificate conditions, club approvals, RFD obligations, police requirements, Home Office requirements, insurance requirements, safeguarding requirements, and internal policies.

1.6. Sensitive compliance evidence may be retained. The Platform is designed for compliance and audit recordkeeping. Revocation of live access, withdrawal of a consent, account closure, cancellation of a subscription, or termination of access does not necessarily delete historical records, snapshots, audit logs, reports, documents already downloaded, or evidence that we or an organisation are entitled or required to retain.

2. Definitions

In these Terms:

Account means a Platform account allocated to an individual, parent or guardian, organisation, or organisation user.

Adult Shooter means an individual aged 18 or over who uses the Platform for personal shooting recordkeeping, club association, certificate, attendance, firearm usage, or related purposes.

Association Request means a request initiated by a Club to associate a Shooter’s FAR Record with that Club.

Billing Period means the period for which a paid service is supplied and billed, as specified in the applicable Plan Summary or Additional Agreement.

Club means a shooting club, target club, Home Office approved club, clay club, rifle club, pistol club where lawful, or other shooting organisation using the Platform.

Club Record means records created, uploaded, retained, or maintained by a Club through the Platform, including membership records, attendance records, guest records, usage records, declarations, identity verification records, notes, uploaded documents, reports, exports, and compliance evidence.

Compliance Evidence means any record, snapshot, declaration, audit log, report, file, note, access record, verification evidence, attendance record, usage record, transaction record, export, or other data retained for compliance, audit, regulatory, legal, insurance, investigation, safeguarding, or evidential purposes.

Core Compliance means the Platform’s core compliance recordkeeping functionality made available to Organisations.

FAR Number means a Firearms Records number allocated to a FAR Record or account. A FAR Number is an identifier only and is not proof of identity, membership, certification, licensing, eligibility, authority, or lawful possession.

FAR Record means the user profile and related records held in the Platform for an Adult Shooter, Non-Adult Account, or other supported account type.

Firearm Sharing means a separate action by which a Shooter or responsible parent/guardian shares details of a firearm with a Club or other permitted organisation.

Home Office means the UK Home Office, its authorised users, departments, teams, or representatives accessing the Platform where enabled and verified.

Non-Adult Account means a Platform record created by a parent or guardian for an individual under the age of 18. A Non-Adult Account has its own distinct FAR Number but is controlled only through the responsible parent or guardian’s Account.

Organisation means a Club, RFD, Police Force, Home Office team, business, public authority, or other non-individual user of the Platform.

Organisation Plan means a free, paid, or custom plan made available to an Organisation.

Organisation Record means a record created, uploaded, retained, maintained, asserted, modified, attached, detached, deleted, destroyed, exported, or otherwise processed by or for an Organisation through the Platform. Organisation Records may include Club Records, RFD records, Police Force records, Home Office records, custom notes, custom documents, public notes, private notes, emails, files, evidence, reports, exports, access records, and other Organisation-controlled or Organisation-facing records.

Organisation User means an individual who accesses the Platform on behalf of an Organisation, including staff, officers, volunteers, administrators, employees, contractors, representatives, or authorised users.

Plan Summary means the checkout summary, subscription confirmation, order form, or Additional Agreement recording the Organisation Plan selected by an Organisation and, where applicable, its Billing Period, price, renewal date, and the functionality and capacity applicable when the Plan Summary is issued, subject to changes permitted under section 16.

Police Force means a UK police force, firearms licensing department, police liaison function, or other verified police user or team accessing the Platform where enabled and verified.

Report means any report, export, offline record, evidence bundle, audit export, Police Liaison Officer export, Home Office-facing export, insurer-facing export, RFD export, or other downloadable or generated output from the Platform.

RFD means a Registered Firearms Dealer or business using, applying to use, or verified to use the Platform.

Section 21 Declaration means a declaration relating to section 21 of the Firearms Act 1968, prohibited-person status, eligibility, identity, address, or related compliance matters.

Shooter means an Adult Shooter or a Non-Adult Account controlled by a parent or guardian.

Snapshot means a point-in-time copy, extract, record, or reference of information captured when an event occurs, including association acceptance, declaration completion, attendance recording, firearm sharing, report generation, RFD verification, Police Force access, Home Office access, or another compliance event.

3. Scope of these Terms

3.1. These Terms apply to all users of the Platform, including Shooters, parents and guardians, Clubs, RFDs, Police Forces, Home Office users, Organisation Users, administrators, and visitors who access restricted or account-based functionality.

3.2. Additional terms, order forms, acceptable-use agreements, data processing agreements, data sharing agreements, Club agreements, RFD agreements, Police Force access terms, Home Office access terms, onboarding documents, or written commitments may apply to particular Organisations or services (Additional Agreements).

3.3. If an Additional Agreement expressly conflicts with these Terms, the Additional Agreement will prevail for the relevant Organisation or service, except that nothing in any Additional Agreement limits any mandatory legal right that cannot lawfully be limited.

3.4. If you access the Platform in more than one capacity, different parts of these Terms may apply to you in each capacity. For example, an individual may have a personal Shooter account and also act as a Club administrator.

4. Account creation, acceptance, and authority

4.1. Everyone who uses restricted Platform functionality must have, or access through, an Account.

4.2. The minimum data currently required to create an individual Account and obtain a FAR Number is an email address, date of birth, password, and verification email process. We may change minimum account requirements from time to time.

4.3. By creating or using an Account, you confirm that the information you provide is accurate, current, complete, and not misleading.

4.4. You must keep your Account information accurate and up to date, including your email address, contact details, identity information, address information, certificate information, and any other data that is relevant to your use of the Platform.

4.5. You must not create an Account using false identity information, false date of birth information, false certificate information, false authority, forged documents, or information that you are not entitled to provide.

4.6. Multiple individual Accounts are prohibited unless we expressly permit them. You must not create, register, control, or attempt to maintain more than one individual Account, FAR Number, or FAR Record for the same person, except where the Platform expressly allows a separate Non-Adult Account or where we give written permission. We may merge, disable, suspend, delete, restrict, or investigate duplicate Accounts and related FAR Records where we reasonably consider it necessary or appropriate.

4.7. Organisation Users must only access the Platform where authorised by the Organisation they represent. By using an Organisation Account, you confirm that you are authorised to act for that Organisation and to comply with these Terms on its behalf.

4.8. Police Force and Home Office users may be onboarded through expedited methods, including single sign-on where enabled. They must still accept these Terms, acknowledge the Privacy Policy, and comply with any applicable Additional Agreement or access requirements.

4.9. We may require users to accept or re-accept these Terms, the Privacy Policy, Cookie and Storage Notice, Additional Agreements, or updated notices through checkboxes, click-through notices, in-app confirmations, login flows, email links, or other mechanisms.

4.10. Where express re-acceptance is not required, we may give advance notice of changes or important information by email, in-app notification, notification centre, dashboard notice, account message, or another reasonable electronic method. Unless applicable law requires otherwise, serving such notice may be sufficient notice for the relevant change, requirement, or communication.

5. Individual Shooters and consumer users

5.1. An Adult Shooter using the Platform personally and not for a business, trade, profession, Club, RFD, Police Force, Home Office function, employer, or Organisation is treated as an individual user.

5.2. A Shooter’s personal Account is free of subscription charges for ordinary personal use. It is separate from Club membership and from any Organisation Plan selected by a Club.

5.3. We may introduce optional paid functionality or change what is available without charge in the future. We will give reasonable advance notice of any material change. We will not charge a Shooter or enrol them in a paid plan without first providing clear information and obtaining their affirmative agreement.

5.4. We may suspend, restrict, revoke, or terminate a Shooter’s access in accordance with these Terms, including where necessary for security, misuse prevention, legal compliance, safeguarding, platform integrity, investigation, verification, or other serious grounds.

5.5. Nothing in these Terms affects any statutory rights that individual users have and that cannot lawfully be excluded or limited.

6. Non-Adult Accounts

6.1. Individuals under 18 may not directly create or control their own Platform Account.

6.2. A parent or guardian may create a Non-Adult Account for an individual under 18. A Non-Adult Account has its own distinct FAR Number, but control of the Account, associations, authorisations, declarations, sharing decisions, revocations, and related actions rests exclusively with the responsible parent or guardian Account until the individual reaches 18.

6.3. The parent or guardian confirms that they have authority and responsibility to create and manage the Non-Adult Account and to provide, update, verify, share, or revoke information on behalf of the non-adult individual.

6.4. The parent or guardian is responsible for ensuring that all use of the Non-Adult Account is lawful, accurate, appropriate, and consistent with any applicable club, safeguarding, firearms, certificate, membership, or legal requirements.

6.5. When the individual associated with a Non-Adult Account reaches 18, the parent or guardian may no longer act on that individual’s behalf through the Platform, except to supply or confirm an email address for the individual and to enable the Non-Adult Account to be promoted to an Adult Shooter Account. From the point the individual reaches 18, the parent or guardian’s access to the Non-Adult Account and its FAR Record will be restricted, and only the account-promotion or association-completion functionality we make available may remain accessible.

6.6. Where an email address has already been supplied for the Non-Adult Account, we may contact the individual after their 18th birthday and require them to verify their email address, create their own password where required, and accept the then-current Terms, Privacy Policy, Cookie and Storage Notice, and any relevant notices before using the Platform directly.

6.7. Where no email address has been supplied for the Non-Adult Account, we may contact the responsible parent or guardian to notify them that the individual has reached 18 and that the parent or guardian is no longer eligible to manage the Account on that individual’s behalf. The parent or guardian may be required to provide an email address for the individual so that the standard account-promotion and verification process can be completed.

6.8. Once the account-promotion process is completed, the FAR Number and FAR Record associated with the former Non-Adult Account may be transferred to, or made accessible only through, the newly promoted Adult Shooter Account. The parent or guardian will no longer be able to see, manage, access, or act in respect of the former Non-Adult Account or related FAR Record through the Platform.

7. FAR Numbers and FAR Records

7.1. A FAR Number is a Platform identifier. It is not proof of identity, age, address, certificate status, firearms authority, shooting competence, Club membership, RFD status, Police Force authority, Home Office authority, lawful eligibility, or legal compliance.

7.2. You must not represent a FAR Number as an official firearms licence, certificate, police-issued identifier, Home Office identifier, statutory registry number, or official approval.

7.3. We may refuse, revoke, change, merge, disable, or reallocate a FAR Number where reasonably necessary, including where duplicate Accounts, false information, fraud, technical error, misuse, identity conflict, or legal requirement is identified.

7.4. FAR Records may contain information entered by the user, created by us, created by any Organisation, including Clubs, RFDs, Police Forces, and Home Office users, generated through Platform activity, created by reports, uploaded as documents, attached as files, written as notes, marked as public or private where functionality allows, or recorded through audit events.

7.5. Information disclosed to, created in, uploaded to, generated by, or otherwise processed through the Platform may be made available to Organisations and Organisation Users with appropriate authority through the Platform. This may include access by Clubs, RFDs, Police Forces, Home Office users, or other Organisations, depending on the relevant workflow, role, permission, record relationship, verification status, lawful purpose, Additional Agreement, and applicable law.

7.6. Information made available to an Organisation may include some or all of identity information, legal name, contact information, email address, telephone number, date of birth, address information, certificate information, certificate documents, firearm information, declaration records, attendance records, usage records, membership records, Organisation notes, Organisation documents, reports, exports, audit metadata, and other Platform data collected, uploaded, created, generated, or retained from time to time.

7.7. Organisation access is not unlimited. The Platform may restrict access by role, permission, Organisation type, feature, record state, association, sharing flow, purpose capture, verification, or other access control. Organisations are responsible for ensuring that Organisation Users are authorised, appropriately permissioned, and use Platform data only for lawful and permitted purposes.

8. Club Association Requests

8.1. A Club may initiate an Association Request where it has been supplied with a Shooter’s FAR Number and date of birth, or other permitted identifying data made available for that purpose.

8.2. The Shooter, or the responsible parent or guardian for a Non-Adult Account, must accept the Association Request before the Club receives active access to the shared FAR Record information made available through the association flow.

8.3. Before accepting an Association Request, the Platform may display the categories of information that will be shared with the Club. These may include some or all of the following categories, depending on the workflow, Club configuration, record state, and permissions: legal name, core identity details, email address, phone number, current address, certificate details, membership records, attendance records, usage records, Club-held identity verification records, and related compliance information.

8.4. Accepting an Association Request may require the user to complete or confirm a Section 21 Declaration and to provide or confirm identity information, legal name, date of birth, current address information, and other compliance information.

8.5. Firearms and armoury details are not currently automatically disclosed to a Club by accepting a Club Association Request. Firearm Sharing is currently a separate process and must be carried out on a firearm-by-firearm basis unless we expressly introduce a different flow. We reserve the right to modify Firearm Sharing flows in the future, which may include default, bulk, rules-based, Organisation-based, or automatic sharing in particular circumstances, subject to applicable law, the Privacy Policy, any required notice or consent controls, and any Platform settings or safeguards we make available.

8.6. When an Association Request is accepted, relevant information may be Snapshotted and retained as Compliance Evidence. That Snapshot may continue to be retained even if the user later revokes live access, withdraws consent for future sharing, leaves the Club, changes Club, closes the Account, or asks for data to be erased, where retention is lawful and necessary.

8.7. A Club may rely on associated records for membership administration, attendance tracking, usage recording, compliance evidence, identity verification, Police Liaison Officer reporting, Home Office-facing reporting, insurer-facing reporting, safeguarding, internal governance, and other lawful Club purposes.

9. Revocation of Club access

9.1. A Shooter, or responsible parent or guardian for a Non-Adult Account, may revoke a Club’s active access to the live FAR Record where the Platform makes that functionality available.

9.2. Revocation stops ongoing active access to the live FAR Record and future updates from that point onwards, subject to technical timing and lawful retention.

9.3. Revocation does not require the Club, us, or any other permitted recipient to delete Compliance Evidence already created or lawfully retained, including membership records, attendance records, usage records, identity details already disclosed or verified, firearm usage records already recorded, identity verification evidence, declarations, incident records, safeguarding records, reports, insurer-facing records, Police Force records, Home Office records, RFD records, audit logs, or records stored outside the Platform.

9.4. Documents, reports, or records already downloaded or exported by a Club, RFD, Police Force, Home Office user, insurer, professional adviser, or other authorised recipient may remain accessible from that recipient’s local systems or storage. Revocation may prevent further download through the Platform but cannot erase copies already lawfully obtained outside the Platform.

9.5. A Club may retain the minimum identity and contextual information reasonably needed to interpret, evidence, audit, defend, or comply with historical Club Records.

10. Firearm Sharing

10.1. Firearm Sharing is separate from Club association. A Shooter, or the responsible parent or guardian for a Non-Adult Account, must choose to share firearm details with a Club or other permitted Organisation where the Platform requires separate Firearm Sharing.

10.2. Firearm Sharing may disclose details such as firearm type, calibre, make, model, serial number, status, usage history references, and whether the firearm has already been used in attendance or usage records.

10.3. Firearm Sharing enables Club staff to select the correct firearm when recording attendance, usage, or related compliance activity, reducing manual reconciliation and supporting a more accurate audit history.

10.4. Once firearm details are shared and used in Club Records or other Compliance Evidence, the disclosure may not be fully reversible. Revoking active access may prevent future live access or updates but does not delete historical records, reports, attendance references, usage references, Snapshots, or evidence already created.

10.5. You must not share firearm details that are false, misleading, incomplete in a material way, or that you are not entitled to share.

11. Organisation Records, custom documents, and notes

11.1. Organisations may use the Platform to create, upload, maintain, assert, modify, alter, attach, detach, delete, destroy, export, and otherwise process Organisation Records where the relevant functionality, role, permission, verification status, lawful purpose, and Additional Agreement allow. Organisation Records may include attendance records, guest records, member records, probationary records, supervision records, legal-basis records, session notes, firearm usage records, ammunition usage records, armoury records, stock records, acquisition records, disposal records, verification records, transaction records, reports, membership records, billing-related records, PoS-related records where enabled, booking records where enabled, Police Force records, Home Office records, and other Organisation-controlled or Organisation-facing records.

11.2. Organisations may upload custom documents beyond declarations, including identity verification documents, certificate copies, proof documents, Organisation forms, correspondence, emails, evidence, attachments, and other documents where the Organisation has a lawful basis and authority to do so.

11.3. Organisations may create custom notes, emails, public notes, private notes, and similar records. These records may be limited to the relevant Organisation and, within that Organisation, to Organisation Users with appropriate permissions. Clubs and RFDs may be able to mark certain notes, emails, documents, or files as visible to the relevant individual where that functionality is available.

11.4. Organisations are responsible for ensuring that Organisation Records, custom documents, notes, emails, attachments, and related records are lawful, accurate, relevant, proportionate, non-excessive, appropriately access-controlled, and retained only where lawful.

11.5. Organisations must not use custom notes, uploads, emails, attachments, or other records to store unnecessary, irrelevant, discriminatory, abusive, speculative, misleading, unlawful, excessive, or inappropriate information.

11.6. Organisations must ensure that only authorised staff, officers, volunteers, employees, contractors, representatives, or other Organisation Users are granted access and that each Organisation User receives only the access required for their role.

11.7. Organisations are responsible for removing or updating Organisation User access promptly when staff, officers, volunteers, employees, contractors, representatives, or other Organisation Users leave, change role, no longer require access, or should no longer be trusted with the relevant records.

12. RFD access and functionality

12.1. RFDs may access free core functionality where made available, including compliance recordkeeping, stock records, acquisition records, disposal records, transfer records, document references, supporting evidence, notes, audit history, and related records.

12.2. Advanced RFD functionality, including PoS, retail, sales pipeline, barcode workflows, trading reports, or other commercial features, may be chargeable separately.

12.3. RFD lookup, verification, transaction, or record access functionality may use permitted data points, including FAR Number, date of birth, certificate number, firearm serial number, transaction details, or other data that we make available for that purpose.

12.4. RFDs and RFD Organisation Users must only use Platform access for genuine, lawful, and authorised RFD purposes, including verification, transaction, stock, transfer, audit, compliance, and related recordkeeping purposes.

12.5. RFDs must not perform speculative searches, bulk lookups, unauthorised browsing, FAR Number enumeration, date-of-birth enumeration, certificate-number enumeration, firearm-serial enumeration, or any lookup without a genuine and permitted purpose.

12.6. RFD access may be subject to verification, additional paperwork, Additional Agreements, role controls, audit review, and suspension or revocation if misused.

13. Police Force and Home Office access

13.1. Police Force and Home Office access may be made available following verification and completion of required onboarding, paperwork, access approvals, or Additional Agreements.

13.2. Police Force and Home Office users may be required to record a purpose, reference, legal basis, case identifier, documentation, justification, or other information before carrying out lookups or accessing records.

13.3. Police Force and Home Office access is intended to be proportionate, purpose-limited, role-controlled, and audited.

13.4. Police Force and Home Office users must only use the Platform for authorised official purposes and must not use the Platform for personal curiosity, speculative searching, unauthorised browsing, personal disputes, private investigations, or purposes outside their authority.

13.5. We may log, review, restrict, suspend, report, or revoke Police Force or Home Office access where reasonably necessary for security, audit, misuse prevention, compliance, legal requirement, or investigation.

13.6. Individuals may not always receive notice of Police Force, Home Office, legal, regulatory, insurer, or investigation access where notice would be unlawful, impracticable, disproportionate, prejudicial to an investigation, inconsistent with a lawful request, or contrary to security or public-interest considerations.

14. Reports, exports, and offline records

14.1. The Platform may allow Reports and exports to be generated for Club, RFD, Police Liaison Officer, Police Force, Home Office, insurer, internal governance, legal, audit, investigation, or other permitted purposes.

14.2. Reports may contain sensitive personal data, identity data, address data, certificate information, firearm information, membership information, attendance information, usage information, declarations, notes, documents, and audit references.

14.3. Generated Reports are normally accessible only to the Account or Organisation User who requested them, subject to any functionality we make available for Organisation-level access, support, investigation, legal hold, or administrative controls. A person who did not request a Report should not assume they can access it unless the Platform expressly grants access.

14.4. Reports are point-in-time exports. Report contents and embedded metadata reflect the records available to the Platform at the time the Report was generated. Records may later change, be corrected, be supplemented, expire, be revoked, or become unavailable.

14.5. Metadata about the export may be tracked and logged within the generated Report and in Platform audit logs. This may include the requesting user, Organisation, report type, generation time, purpose, export identifiers, record references, and other audit information.

14.6. Offline Reports may be available for download through the Platform for a limited period. Unless we state otherwise, generated offline Reports expire for download after 7 days, after which they become non-downloadable through the normal Platform interface.

14.7. The expiry of the download link or Platform download window does not mean that the Report has been deleted from our systems. We may retain Reports server-side for longer for compliance, audit, legal, insurance, security, investigation, backup, or evidential purposes.

14.8. Anyone who downloads, exports, stores, prints, forwards, uploads, or otherwise uses a Report is responsible for protecting it and using it only for a lawful and authorised purpose.

14.9. We are not responsible for copies of Reports, files, or documents stored outside the Platform by users, Clubs, RFDs, Police Forces, Home Office users, insurers, advisers, or other recipients.

15. Organisation Plans, billing, trials, and payments

15.1. A Shooter’s personal Account is free of subscription charges for ordinary personal use, subject to these Terms.

15.2. Unless expressly stated otherwise, the remaining provisions of this section apply to Organisation Plans, Organisation subscriptions, and Organisation payment functionality. They do not apply to ordinary personal Shooter Account use.

15.3. A Plan Summary records the Organisation Plan selected by an Organisation and, where applicable, its Billing Period, price, renewal date, and the functionality and capacity applicable when the Plan Summary is issued, subject to changes permitted under section 16. The Plan Summary forms part of the agreement with the Organisation. An Additional Agreement prevails where section 3.3 applies.

15.4. Every Organisation Plan made available to a Club includes Core Compliance. Business functionality, including membership plans, bookings, membership billing, vouchers, point of sale, and communications, is included only where shown as included in the applicable Plan Summary.

15.5. Compliance Essentials is an Organisation Plan for Clubs and is free of subscription charges within its stated capacity limits. Paid Organisation Plans for Clubs provide the additional functionality and capacity recorded in the applicable Plan Summary.

15.6. RFDs may access core functionality for free where available. Advanced RFD software, including point of sale, retail, sales, barcode, reporting, and commercial workflow functionality, may be included in an Organisation Plan or offered separately.

15.7. Police Forces may receive free access upon verification and completion of necessary paperwork, onboarding, and access controls. Home Office access may be made available upon verification and required documentation where enabled.

15.8. We may offer optional paid add-ons or standalone services from time to time. Their functionality, price, billing basis, and applicable conditions will be disclosed before purchase. An add-on will not be enabled or charged automatically unless the Organisation has agreed to it.

15.9. Support and data migration are included with every Organisation Plan made available to a Club. The scope, format, and timing of a complex migration may need to be agreed before work begins. No additional migration charge will apply unless it is disclosed and accepted in advance.

15.10. We may offer free, discounted, trial, pilot, beta, temporary, limited, or early-access functionality to Clubs, RFDs, Police Forces, Home Office users, or other Organisations.

15.11. Unless otherwise agreed, the standard Club trial lasts for 30 days and provides the features and capacity of the Standard plan. No payment method is required, and there is no obligation to subscribe.

15.12. We may modify, extend, shorten, suspend, convert to a different trial configuration, or withdraw trial access. This may include accommodating an agreed evaluation, enabling or removing experimental or additional functionality, reflecting changes to the Platform, or responding to technical, operational, security, legal, misuse, or availability considerations. We will use reasonable efforts to notify the Organisation of a material change where practicable.

15.13. A trial will not convert into a paid subscription or result in a charge unless the Organisation affirmatively selects or agrees to a paid service.

15.14. Unless a Plan Summary or Additional Agreement states otherwise, paid Organisation Plans may be purchased as rolling monthly subscriptions or as 12-month subscriptions charged in full at the start of the term.

15.15. Any monthly-equivalent price shown for annual billing is the annual total divided by 12 for comparison only; it is not a monthly instalment. The full annual total and any advertised saving will be shown before the Organisation subscribes.

15.16. Subscription payments may be made by invoice, card, Direct Debit, bank transfer, or another method we accept and may be processed through Stripe or another payment provider. The payment methods actually available may differ between Organisations, Organisation Plans, order forms, and account states. The Organisation must comply with any payment-provider terms that apply to its chosen payment method.

15.17. Where an Organisation collects payments through the Platform, Stripe’s applicable payment-processing fees apply. Those fees are determined by Stripe and may vary according to the Organisation, payment method, transaction type, territory, volume, or any separate arrangement with Stripe. Firearms Records does not determine or guarantee Stripe’s fee rates and does not add a transaction surcharge. The Organisation is responsible for reviewing the fee and payment information made available by Stripe for its account or payment arrangement.

15.18. Organisation Plan upgrades and changes from monthly to annual billing normally take effect immediately. Charges and credits are calculated on a pro-rata basis by reference to the unused portion of the current Billing Period and the price of the replacement subscription. Where the change is completed through the billing dashboard, the resulting charge or credit will be shown before confirmation.

15.19. Organisation Plan downgrades, changes from annual to monthly billing, and cancellation by disabling automatic renewal normally take effect at the next renewal. The Organisation may continue using its existing Organisation Plan until the end of the current paid Billing Period.

15.20. Paid Organisation Plans renew automatically for the same Billing Period unless automatic renewal is disabled before the renewal date. An Organisation may disable automatic renewal at any time through its billing dashboard. Doing so schedules the subscription to end at the conclusion of the current paid Billing Period. We will provide advance notice of an annual renewal. Monthly subscriptions continue on a rolling monthly basis until automatic renewal is disabled.

15.21. We may agree through support, or provide self-service functionality allowing, a downgrade or cancellation to take effect sooner. Closing an Organisation Account through the Platform is separate from disabling automatic renewal and may end access immediately. An immediate closure requested by the Organisation does not itself entitle the Organisation to a refund for unused time.

15.22. The billing dashboard or support confirmation will state the effective date and any immediate charge or credit before an exceptional early change is applied.

15.23. A downgrade does not itself delete the Organisation’s data while the Organisation Account remains active, subject to applicable retention requirements. Data or functionality exceeding the lower Organisation Plan’s limits may become unavailable. Access may be restored if the Organisation subsequently upgrades and the relevant data remains held.

15.24. Organisation Plan limits define the capacity included in an Organisation Plan. We do not impose automatic or hidden overage charges. If a limit is reached, we may prevent further use of the affected feature, ask the Organisation to move to another Organisation Plan, or agree a custom Organisation Plan. We will not automatically change the selected Organisation Plan or impose an overage charge without the Organisation’s agreement.

15.25. Fees already paid are not refunded solely because an Organisation voluntarily cancels, downgrades, requests immediate closure, or does not use the Platform, except where required by law or expressly agreed. We may choose to provide a refund, credit, goodwill adjustment, or waiver, but doing so does not create an obligation to do so again.

15.26. We may suspend, restrict, downgrade, or terminate paid functionality for non-payment, failed payment, chargeback, payment dispute, suspected fraud, expired payment mandate, or breach of billing terms.

15.27. Published standard Organisation Plan prices are the subscription amounts charged unless expressly stated otherwise. A custom Organisation Plan, order form, or invoice will identify any applicable taxes or additional amounts payable.

15.28. The standard billing, renewal, Organisation Plan change, cancellation, credit, and payment provisions in this section apply unless an Additional Agreement expressly provides otherwise. Custom Organisation Plans may have different billing periods, payment arrangements, renewal terms, limits, or cancellation conditions.

15.29. Eligible Paid Organisation Plans are covered by the standard Service Level Agreement. Free access, free Organisation Plans, free Shooter Accounts, trials, pilots, beta or preview functionality, and complimentary access are not covered. A custom Organisation Plan may include different service-level and Service Credit terms in an Additional Agreement.

15.30. When an Organisation sells goods, services, memberships, bookings, or stored-value gift cards through point of sale or self-service payment functionality, the Organisation is the merchant of record for that sale. The Organisation, not Firearms Records, is responsible for the product or service, customer terms, fulfilment, pricing, refunds, complaints, consumer rights, taxes, accounting treatment, and any licences or other legal requirements that apply to its trade.

15.31. Where Stripe Connect is enabled, the Organisation contracts with Stripe for its connected payment account. Card and Direct Debit payments may be processed as direct charges on that account. Firearms Records supplies the software integration and does not receive the Organisation’s sale proceeds as merchant, issue the Organisation’s receipts in its own name, or add an application fee unless a different arrangement is expressly disclosed and agreed.

15.32. In-person card payments may use supported Stripe Terminal readers. The reader, Stripe, the Organisation’s internet connection, and the Platform must be available for an online terminal payment. The Platform does not currently promise offline terminal capture. A recorded external-terminal tender is an Organisation-entered accounting record only: Firearms Records does not process, authorise, settle, or verify the corresponding payment.

15.33. The monthly payment limit in a Plan Summary is the combined gross value that may be captured through point of sale, self-service memberships, and self-service bookings in the applicable Organisation month. Reaching the limit may stop new payment capture without changing the validity of completed payments, refunds, gift-card redemptions, or accounting records. No automatic overage charge applies.

15.34. An Organisation-issued stored-value gift card is a closed-loop promise by that Organisation and may be used only for eligible sales by that Organisation. The Organisation is the issuer and remains responsible for the outstanding value, gift-card terms, expiry policy, customer service, lawful refunds, and accounting or tax treatment. Firearms Records provides the ledger and credential controls but does not hold or guarantee the stored value.

15.35. Gift cards cannot be exchanged for cash except where the Organisation agrees or applicable law requires. They may be partially redeemed and, where supported, combined with another tender. A refund ordinarily returns each amount to its original tender; gift-card-funded value is restored to the same Organisation gift card where possible. The Platform may block gift-card purchase with another gift card and may rate-limit, suspend, reissue, or revoke credentials to protect the ledger and prevent misuse.

15.36. The Organisation must configure accurate tax categories, VAT rates, supply dates, product and service descriptions, receipt details, refund policies, gift-card rules, and authorised staff permissions before accepting live payments. Backdating changes only the permitted business or supply date; it does not change a provider’s processing timestamp. Issued receipts, VAT invoices, credit notes, register reports, tender records, and accounting exports are retained as historical evidence and are not rewritten merely because catalogue or tax settings later change.

16. Feature gating, changes, and discontinuance

16.1. The Platform is a software-as-a-service product. Its functionality and Organisation Plans will evolve over time.

16.2. We may add, remove, modify, suspend, restrict, replace, redesign, rename, combine, separate, price, gate, or discontinue features, workflows, user interfaces, APIs, integrations, reports, exports, permissions, roles, add-ons, trials, or services from time to time.

16.3. We may increase or reduce Organisation Plan limits, change how functionality operates, move functionality between Organisation Plans, introduce new Organisation Plans or add-ons, or make minor or material changes to existing functionality. A Plan Summary does not guarantee that the applicable limits, functionality, or configuration will remain unchanged indefinitely.

16.4. Access to particular functionality may be limited by Account type, Organisation type, verification status, Organisation Plan, add-on, role, region, trial status, beta status, security requirements, regulatory requirements, or our operational decision.

16.5. Changes may be made for commercial, product-development, technical, operational, security, legal, regulatory, availability, third-party service, or other reasonable business reasons. We will use reasonable efforts to notify affected Organisations of material changes where practicable, but may act without prior notice where reasonably necessary.

16.6. We may temporarily or permanently discontinue part or all of the Platform. We will use reasonable efforts to give advance notice where practicable, but may act without prior notice where necessary for security, legal, regulatory, operational, emergency, or platform-integrity reasons.

16.7. We do not guarantee that any Organisation Plan, feature, workflow, report, integration, API, trial, add-on, or service will remain available indefinitely.

16.8. Feature, functionality, capacity, or availability changes do not automatically entitle a user or Organisation to a refund, credit, service extension, damages, or another remedy, subject to section 17.6, any Additional Agreement, and applicable law.

16.9. Changes to an Organisation’s subscription price take effect no earlier than its next renewal unless the Organisation expressly agrees otherwise or an Additional Agreement provides otherwise.

17. Platform availability and maintenance

17.1. The Platform is provided on an “as is” and “as available” basis, subject to any mandatory rights that cannot lawfully be excluded.

17.2. Except to the extent expressly provided by the Service Level Agreement or an Additional Agreement, we do not guarantee uninterrupted, error-free, secure, timely, or continuous availability of the Platform.

17.3. Access may be interrupted, degraded, delayed, suspended, or unavailable due to maintenance, upgrades, outages, hosting issues, third-party infrastructure, third-party routing, third-party security services, third-party storage or backup services, payment-provider services, email-provider services, internet issues, security incidents, attacks, emergency work, legal requirements, or circumstances outside our reasonable control.

17.4. We may carry out planned or emergency maintenance without prior notice where necessary.

17.5. We are not responsible for failure or delay caused by incorrect user data, user device issues, email provider filtering, internet connectivity, third-party systems, local downloads, local storage, browser cache, unauthorised access caused by compromised credentials, or circumstances outside our reasonable control.

17.6. An interruption, degradation, change, suspension, removal, or discontinuance does not automatically entitle a user or Organisation to a refund, credit, service extension, damages, or another remedy. This does not exclude a Service Credit expressly provided by the Service Level Agreement, a remedy expressly provided by an Additional Agreement, or any right or remedy that cannot lawfully be excluded.

17.7. The standard Service Level Agreement commits to 99.9% monthly availability for the Core Platform used by eligible Organisations subscribed to a Paid Organisation Plan, subject to its measurement rules, service-impact weightings, exclusions, claim procedure, and Service Credit schedule.

17.8. Service Credits under the Service Level Agreement are non-cash billing adjustments, are capped by reference to the monthly-equivalent value of the affected Paid Organisation Plan, and are the sole contractual remedy for failure to meet that standard availability commitment, subject to rights and remedies that cannot lawfully be excluded.

17.9. Custom Organisation Plans may include a Custom SLA. Free access and excluded services do not receive the standard availability commitment or Service Credits.

18. Security and account credentials

18.1. You are responsible for keeping your login credentials, email account, devices, MFA methods, backup codes, and access tokens secure.

18.2. You must not share passwords, MFA codes, backup codes, session tokens, or personal Account access with anyone else.

18.3. Organisation Accounts must use named users unless we expressly permit otherwise. Shared accounts are prohibited unless we expressly approve them in writing for a specific limited purpose.

18.4. We may require MFA, email verification, password reset, additional checks, re-authentication, role review, device review, or other security steps as a condition of access.

18.5. You must notify us promptly at support@firearmsrecords.co.uk if you suspect unauthorised access, credential compromise, misuse, data breach, or security weakness affecting the Platform. Legal and privacy notices should be sent to legal@firearmsrecords.co.uk unless we provide another address.

18.6. We may log and audit security events, including sign-in events, password changes, email changes, MFA changes, role changes, access attempts, report generation, downloads, lookups, association actions, sharing actions, revocations, and administrative actions.

19. Acceptable use

19.1. You must use the Platform only for lawful, authorised, accurate, proportionate, and appropriate purposes.

19.2. You must not:

1. use the Platform for unlawful activity or to facilitate unlawful possession, acquisition, transfer, use, storage, sale, disposal, or handling of firearms, shotguns, ammunition, or related items;

2. create, upload, submit, or maintain false, misleading, forged, inaccurate, incomplete, excessive, irrelevant, or unlawful records;

3. make a false Section 21 Declaration or other false compliance declaration;

4. impersonate another person or Organisation;

5. create or use an Account without authority;

6. perform speculative searches, unauthorised browsing, enumeration, scraping, bulk extraction, automated harvesting, or lookups without a genuine permitted purpose;

7. attempt to bypass access controls, roles, permissions, audit logs, rate limits, verification, authentication, MFA, or security mechanisms;

8. upload malware, malicious code, harmful files, corrupted files, unlawful content, or files you are not entitled to process;

9. use the Platform to harass, intimidate, threaten, abuse, discriminate against, or unlawfully profile any person;

10. disclose, publish, sell, transfer, or misuse personal data obtained through the Platform;

11. use downloaded documents or Reports for purposes outside the authority under which they were obtained;

12. reverse engineer, copy, interfere with, overload, disrupt, damage, or test the Platform without written permission;

13. remove, obscure, or manipulate audit trails, timestamps, metadata, notices, security markings, or report context;

14. use the Platform in a way that could damage the shooting community, other users, public safety, legal compliance, our reputation, or the integrity of records; or

15. encourage, assist, permit, or enable another person to do any of the above.

19.3. We may investigate suspected misuse and may preserve, review, restrict, suspend, disclose, or report relevant records where lawful and appropriate.

20. User data and Platform intellectual property

20.1. As between you and us, you retain any rights you have in information, documents, or content you submit to the Platform, subject to any rights held by an Organisation or another lawful controller.

20.2. You grant us the rights necessary to host, store, copy, process, transmit, display, audit, secure, back up, restore, index, encrypt, share, export, retain, and otherwise use that information for the purposes described in these Terms, the Privacy Policy, the Cookie and Storage Notice, and any Additional Agreement.

20.3. We own or license the Platform, software, interface, code, designs, workflows, templates, database structure, database schema, documentation, branding, logos, text, trade marks, and other intellectual property in or used by the Platform, excluding user-submitted content and Organisation-controlled records except to the extent we own or license the underlying Platform elements, compilation, structure, templates, workflows, or software used to process them.

20.4. You must not copy, reproduce, resell, white-label, sublicense, modify, create derivative works from, or commercially exploit the Platform except as expressly permitted by us.

20.5. Feedback, suggestions, ideas, bug reports, screenshots, feature requests, workflow suggestions, or other submissions may be used by us to improve, develop, test, market, support, secure, and operate the Platform without compensation, attribution, restriction, or obligation to use them, subject to the Privacy Policy and any applicable confidentiality obligations.

20.6. To the fullest extent permitted by law, you irrevocably waive and release any claim, ownership interest, moral right, intellectual-property claim, compensation claim, or other right you may have in ideas, suggestions, improvements, workflows, concepts, or feedback that you voluntarily submit to us, except for any personal data rights that cannot lawfully be waived.

21. Transactional communications and notices

21.1. We may contact users by email and in-app messages for account, security, verification, transactional, compliance, reminder, billing, support, legal, and service purposes.

21.2. Security and service emails may include verification emails, password reset emails, password change notices, email change notices, MFA change notices, suspicious activity notices, account notices, association notices, sharing notices, revocation notices, report notices, billing notices, subscription notices, and important events relating to firearms, certificates, usage, or Platform records.

21.3. Some service communications are necessary for the Platform and cannot be opted out of while the Account remains active.

21.4. We will use reasonable efforts to address transactional emails that originate directly from us using the supplied first names associated with the Account, where available, and to include the relevant FAR Number where available. This is intended to help recipients identify legitimate Firearms Records transactional emails.

21.5. Transactional emails sent directly by us will originate from a domain controlled by Firearms Records. Messages sent by an Organisation using the Platform’s communications tools may use a Firearms Records-controlled sending domain or, where enhanced communications functionality is enabled, an approved custom domain. Recipients should treat messages claiming to originate directly from Firearms Records from another domain with caution.

21.6. Email is inherently an insecure method of communication. We will use reasonable efforts to omit personal data and sensitive information from email content and subject lines except where reasonably necessary. Transactional emails may include limited identifying information, such as first names and FAR Number, and may include limited Organisation or Organisation User information where needed to identify the relevant account, Organisation, request, or event.

21.7. Emails or messages that users send directly to us, including support emails, contact forms, issue reporting forms, feedback submissions, bug reports, screenshots, and similar communications, may include additional personal data supplied by the sender or generated by the submission process. This may include comments, email address, name, identifiers, FAR Number, browser user agent, IP address, diagnostic information, screenshots, and other information reasonably necessary to receive, route, investigate, respond to, secure, or evidence the communication.

21.8. We may introduce marketing communications in the future. Marketing communications will be handled separately from mandatory service messages and will be subject to applicable consent, opt-out, and legal requirements.

21.9. You are responsible for maintaining a working, accurate, secure, and monitored email address. We are not responsible for missed notices caused by incorrect email addresses, spam filters, mailbox issues, provider blocking, user device issues, or email-provider outages.

21.10. Unless applicable law requires another method, notices may be sent to the email address associated with the Account, displayed in the Platform, displayed in an in-app notification centre, or provided through another reasonable electronic method.

22. Suspension, restriction, and termination

22.1. We may suspend, restrict, revoke, disable, downgrade, terminate, or refuse access to any Shooter, parent or guardian Account, Non-Adult Account record, Organisation, Organisation User, Club, RFD, Police Force user, Home Office user, administrator, user, Account, Organisation Plan, feature, Report, export, lookup, API, add-on, trial, or service where we reasonably consider it necessary or appropriate.

22.2. Grounds may include actual or suspected misuse, breach of these Terms, breach of an Additional Agreement, security risk, account compromise, false information, forged documents, false declaration, unauthorised access, unlawful activity, safeguarding concern, platform integrity concern, regulatory concern, legal requirement, police request, Home Office request, insurer or legal investigation, public-safety concern, non-payment, chargeback, verification failure, loss of RFD status, loss of Club status, loss of authority, or another materially similar serious reason. Access may also end because of inactivity or service discontinuance in accordance with these Terms.

22.3. We may suspend access immediately where we reasonably suspect malicious use, misuse, fraud, unlawful activity, a security risk, non-payment, or another serious breach while we investigate.

22.4. Where a breach is capable of remedy and does not require urgent action, we will normally give the affected user or Organisation a reasonable opportunity to remedy it before permanently terminating access.

22.5. We may otherwise act with or without prior notice where necessary. We will use reasonable efforts to provide notice where practicable and appropriate.

22.6. We may withhold, delay, limit, or omit reasons for suspension, restriction, or termination where providing reasons would create a security risk, prejudice an investigation, breach confidentiality, breach law, disclose another person’s data, assist misuse, or be inconsistent with a lawful request.

22.7. Suspension, restriction, revocation, or termination does not automatically delete retained records, Compliance Evidence, audit logs, Snapshots, reports, backups, invoices, payment records, downloaded copies, or data that we or another party are entitled or required to retain.

22.8. A suspension, restriction, investigation, dispute, account compromise, legal request, regulatory concern, or other relevant event may result in some or all related records being placed under Legal Hold. Legal Hold may prevent deletion, anonymisation, export removal, ordinary retention expiry, or ordinary cleanup while the Legal Hold remains necessary.

22.9. A prolonged or permanent suspension may eventually be treated operationally as account closure or deletion, subject to lawful retention of Compliance Evidence, audit logs, Legal Hold data, billing records, security records, backup data, and any other data we or another controller may lawfully retain.

22.10. After account closure, deletion, anonymisation, or cleanup, we may retain limited markers for security, abuse prevention, duplicate prevention, platform integrity, sanctions, legal compliance, or access-control purposes. These markers may include hashes of email addresses, account identifiers, IP-derived indicators, device or browser indicators, or similar pseudonymous or minimised markers. Where such markers remain personal data under applicable law, we will process them in accordance with the Privacy Policy.

22.11. Where we reasonably determine that suspension or termination resulted from an Organisation’s or Organisation User’s material breach, misuse, malicious activity, unlawful conduct, non-payment, or other act or omission that caused or materially contributed to the action, fees already paid are non-refundable unless we expressly agree otherwise or applicable law requires otherwise. Suspension or termination does not limit our right to recover losses, liabilities, charges, or damages caused by that conduct, including amounts charged to us by infrastructure or other service providers.

22.12. In any other case, entitlement to a refund, credit, or other remedy is determined under section 15, any applicable Additional Agreement, and applicable law.

22.13. We will not suspend or terminate access for unlawful discriminatory reasons.

23. Privacy and data protection

23.1. Our Privacy Policy explains how we collect, use, retain, share, and protect personal data.

23.2. Organisation Users and Organisations must comply with applicable data protection law when using the Platform, including when viewing, downloading, exporting, uploading, sharing, retaining, or deleting personal data.

23.3. Organisations are responsible for having an appropriate lawful basis for their own use of personal data obtained through or stored in the Platform.

23.4. Where an Organisation controls the purpose and means of processing personal data, it is responsible for providing any privacy notices, responding to rights requests, maintaining appropriate policies, restricting staff access, retaining records lawfully, and using the data only for lawful purposes.

23.5. Where we act as a processor for an Organisation, that processing may be governed by an Additional Agreement or data processing terms.

24. No guarantee of record acceptance or compliance outcome

24.1. We do not guarantee that any record, Report, declaration, audit log, evidence bundle, export, reminder, certificate record, firearm usage record, or Club Record will be accepted by a Police Force, Police Liaison Officer, Home Office, insurer, court, regulator, RFD, Club, business, Organisation, authority, or other person.

24.2. We do not guarantee that the Platform will identify every compliance issue, missing record, expiry, lack of usage, legal restriction, certificate issue, membership issue, safeguarding issue, or RFD issue.

24.3. Reminders and alerts are based on records available to the Platform and may be delayed, missed, inaccurate, blocked, or based on incomplete or incorrect data. Users and Organisations must carry out their own checks.

24.4. Use of the Platform does not guarantee firearms-law compliance, certificate compliance, Club approval compliance, RFD compliance, Home Office compliance, insurance compliance, or suitability.

25. Liability

25.1. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, breach of statutory rights that cannot lawfully be limited, or any other liability that cannot lawfully be excluded or limited.

25.2. For individual users acting as consumers, nothing in these Terms affects your mandatory statutory rights. We are responsible for foreseeable loss and damage caused by our breach of these Terms or failure to use reasonable care and skill where applicable, but we are not responsible for loss or damage that is not foreseeable, not caused by us, caused by your breach, caused by incorrect data you or others provide, or caused by circumstances outside our reasonable control.

25.3. For Organisation users and business users, to the fullest extent permitted by law, we will not be liable for indirect, consequential, special, exemplary, punitive, incidental, or business losses, including loss of profit, revenue, business, goodwill, anticipated savings, contract, opportunity, reputation, data, records, regulatory status, certificate status, licence status, Club approval, RFD status, or insurance coverage.

25.4. For Organisation users and business users, to the fullest extent permitted by law, our total aggregate liability arising out of or in connection with the Platform, these Terms, any Account, any subscription, or any service is limited to the greater of: (a) the fees paid to us by the relevant Organisation for the affected paid service in the 12 months before the event giving rise to liability; or (b) £100 where no fees were paid for the affected service.

25.5. We are not liable for records, documents, reports, or data downloaded, exported, copied, printed, emailed, uploaded, stored, retained, misused, lost, altered, or disclosed outside the Platform by a user, Club, RFD, Police Force, Home Office user, insurer, adviser, or other recipient.

25.6. We are not liable for regulatory, licensing, legal, disciplinary, insurance, criminal, civil, membership, Club, RFD, Police Force, Home Office, or other consequences arising from inaccurate data, missing data, false declarations, missed reminders, user decisions, Organisation decisions, unlawful use, or reliance on the Platform as a substitute for professional or legal judgment.

26. Organisation indemnity

26.1. This section applies to Organisations and Organisation Users, not to individual consumer users acting personally.

26.2. An Organisation must indemnify and keep us indemnified against losses, liabilities, damages, costs, claims, expenses, and professional fees arising from: (a) the Organisation’s breach of these Terms or an Additional Agreement; (b) misuse by its Organisation Users; (c) unlawful processing of personal data by the Organisation; (d) unauthorised disclosure, export, or use of Platform data by the Organisation; (e) false or unlawful records created by the Organisation; (f) payment default; or (g) claims by third parties arising from the Organisation’s use of the Platform.

27. Additional Agreements

27.1. Clubs, RFDs, Police Forces, Home Office users, and other Organisations may be required to sign or accept Additional Agreements covering acceptable use, data sharing, data processing, security, billing, verification, onboarding, staff access, audit, retention, reports, service levels, Service Credits, misuse, and other requirements.

27.2. We may require an Additional Agreement before enabling an Organisation Plan, trial access, an add-on, RFD access, Police Force access, Home Office access, SSO, API access, payment capture, point of sale, bookings, membership management, exports, or other functionality.

27.3. Requiring an Additional Agreement does not itself create an additional charge. Any additional price must be disclosed and accepted before the relevant paid service is enabled.

27.4. We may suspend or refuse Organisation access if required paperwork, verification, payment information, authority, or Additional Agreements are not completed or maintained.

28. Changes to these Terms

28.1. We may update these Terms from time to time.

28.2. We will use reasonable efforts to notify users of material changes in advance where practicable. We may make changes without advance notice where necessary for legal, regulatory, security, technical, operational, or urgent reasons.

28.3. A change to an Organisation’s subscription price or standard billing, renewal, or cancellation terms takes effect no earlier than its next renewal unless the Organisation expressly agrees otherwise, an Additional Agreement provides otherwise, or applicable law requires an earlier change. This does not restrict changes to features, functionality, capacity, availability, or Organisation Plans permitted under section 16.

28.4. We may require users to accept updated Terms through an in-app flow, checkbox, email link, SSO flow, or other method.

28.5. If we do not require express re-acceptance, continued use of the Platform after updated Terms take effect will constitute acceptance of the updated Terms.

28.6. If you do not agree to updated Terms, you must stop using the Platform and may request account closure, subject to lawful retention of records.

29. Assignment, transfer, and subcontracting

29.1. We may assign, transfer, subcontract, or delegate our rights and obligations under these Terms in connection with operating the Platform, restructuring, business transfer, sale, merger, acquisition, outsourcing, or change of legal structure.

29.2. You may not assign or transfer your Account or rights under these Terms without our written permission.

30. Third-party services

30.1. The Platform may depend on third-party services, including hosting, storage, backup, email delivery, payment processing, DNS, security, content delivery, analytics if introduced, and professional services.

30.2. We are not responsible for third-party service outages, routing, processing, terms, failures, or acts beyond our reasonable control.

30.3. Payment functionality may be subject to Stripe or other payment-provider terms. Organisations using payment functionality are responsible for reviewing the current terms and fee information made available by the relevant provider.

31. Severance and waiver

31.1. If any part of these Terms is found unlawful, invalid, or unenforceable, the remaining parts will continue to apply.

31.2. If we do not enforce a right immediately, that does not waive the right or prevent us from enforcing it later.

32. Governing law and jurisdiction

32.1. These Terms, and any dispute or claim arising out of or in connection with them, the Platform, their subject matter, or their formation, are governed by the laws of England and Wales.

32.2. Subject to any mandatory rights available to consumers, the courts of England and Wales shall have exclusive jurisdiction.

32.3. Organisation Users, Clubs, RFDs, Police Forces, Home Office users, and other Organisations irrevocably submit to the exclusive jurisdiction of the courts of England and Wales.

33. Contact

For legal notices, privacy questions, security concerns, or Terms questions, contact:

Firearms Records
Email: legal@firearmsrecords.co.uk