Terms of Service

About these terms

These terms explain the use of the Solan website, desktop app and connected services, including the phone workspace. Read them alongside our Privacy and Assistant & privacy pages and any order terms you receive. If you use Solan for an organisation, you must have authority to act for it.

Solan is currently in limited beta. This website explains the product and planned pricing; it does not currently take card payments or automatically create a paid subscription. A beta request, account registration or download does not by itself create a payment obligation.

Accounts and sign-in

Provide accurate account information and use an email address you control. Keep passwords, sign-in codes and signed-in devices secure. Do not share credentials or impersonate another person. Each team member should use their own account.

Tell us promptly through the Contact page if you suspect unauthorised access. You are responsible for activity you authorise and for reasonable steps to secure your devices. This does not make you responsible for a security failure caused by Solan. Account access and beta approval are separate: creating an account does not guarantee access to the app.

Beta access and release plans

Beta access is offered to selected users and may be limited while we test the service. Features can be incomplete, and reliability, compatibility and performance may change. Keep independent copies of important records and avoid relying on beta software as your only record system.

Roadmap dates, including the planned public release and Training update, are targets rather than guarantees. We may adjust scope or timing in response to feedback, security work or testing. Beta participation does not commit you to buying a future plan.

Plans and included features

Lite, Ultimate and Business have different feature and usage allowances. The Pricing page describes the current proposed plans. Your account and any confirmed order identify the plan and allowances that apply to you.

Online AI is not included in Lite. Ultimate has a daily allowance; the main Business account has five times that allowance. The five included Business Lite accounts remain Lite accounts and do not inherit Business AI access. Model availability, usage measurements and supported features may change with clear information provided before a purchase or material service change.

Do not bypass plan controls, share one account to avoid individual access requirements, or use automated activity to evade usage allowances. Reaching a stated limit may stop additional activity until capacity is freed or the allowance resets.

Prices, payments and renewals

Prices shown before purchasing are information about the intended offering until you receive a confirmed order. Before any paid service begins, the order process must explain the seller, total price, applicable taxes, billing period, included features, any recurring payments and how to cancel. Keep a copy of that information.

We will only collect payment through a clearly identified purchase process with your agreement. Signing in, requesting beta access or reaching an upload allowance does not authorise an additional charge. There are no automatic storage-overage purchases in the current storage system.

If recurring billing is introduced, the renewal amount, frequency and cancellation method will be made clear before you agree. Material price changes must be communicated in advance; they will not be applied retrospectively to an already agreed billing period. A failed payment may affect paid access after notice and a reasonable opportunity to resolve it.

Cancellation and refunds

You may stop using the beta at any time. Stopping use, deleting local software and cancelling a future paid subscription are different actions. For a paid service, use the cancellation route in your order or contact us if you need help; the order must explain when cancellation takes effect.

Any statutory cancellation, refund, repair, replacement or price-reduction rights remain available. Depending on the product and circumstances, consumers purchasing online may have a 14-day cancellation right. Starting digital content immediately can affect that right only where the required express consent and acknowledgement have been obtained. These website terms alone do not obtain that consent.

Contact us if a payment appears incorrect or a paid service is not provided as described. Any additional refund arrangements will be stated before purchase. We do not impose a blanket “no refunds” rule that overrides consumer law.

Your content and records

You retain ownership of the jobs, documents, templates, reports, messages and files you add. You give Solan the limited permission needed to store, process, display, sync, export and share that content to provide the features you choose.

Only add content you are entitled to use and share. Check the accuracy of your records and decide how long you need to retain them. Keep suitable backups and exported copies for your own business, regulatory and evidential requirements. Solan does not independently certify the truth or completeness of your records.

Private and sent storage

Online Library storage and sent/shared storage are separate allowances. The current starting allowances are 100 MB in each category for Lite, 500 MB in each for Ultimate, and 2 GB in each for Business. The maximum individual upload is 5 MB, 10 MB and 20 MB respectively. Files stored only on a device do not use these online allowances.

When a category is full, further uploads to it can be refused. Review and remove unneeded online attachments or discuss a suitable plan. Existing files are not automatically deleted merely because a limit is reached or an account is above its allowance.

Removing a sent attachment stops further downloads of that online copy by recipients or team members. It cannot recall copies already downloaded. Removing attachments does not erase the associated job or report history. Private attachments still referenced by synced jobs must be detached and synced before their unused online copies can be removed.

Sharing, teams and permissions

Check recipients, team membership and privacy settings before sharing a job, report, message or file. People you share with may be able to view, download or retain a copy. Do not assume that revoking access can retrieve material someone already received.

Team owners and administrators manage membership and permitted activities within their workspace. You must have authority to share personal, confidential or regulated information with that workspace. Tell us if a permissions problem exposes information to someone who should not have access.

Offline work and syncing

Some work is saved on your device and some is stored online. Offline edits need a supported app, the correct account and a successful reconnection before they can appear on another device. Online collaboration and AI require connectivity.

Check sync status before moving devices, clearing browser data, uninstalling software or relying on a colleague having received an update. Conflicting changes, interrupted transfers, storage limits or an older app version may delay syncing. Keep a separate copy of critical work until you have confirmed it is saved.

Assistant, safety and professional decisions

The online Assistant processes the prompt and any context or attachments submitted to it using external AI services. Review the Assistant & privacy page before supplying sensitive information. Only submit information you have authority to process in this way.

AI output can be inaccurate, incomplete or unsuitable. Check important answers, generated documents and proposed changes before using them. Solan and its templates are tools to support competent people; they do not replace professional judgement, site inspection, legal advice or independent verification for fire safety and other high-stakes decisions.

Training materials are educational. Solan does not itself award professional qualifications, accreditation or Fire Risk Assessor registration. Any external qualification or registration depends on the relevant provider or professional body.

Acceptable use

Use Solan lawfully and respect other people and their information. We may restrict activity that threatens the security, availability or integrity of the service.

• Do not upload malware, unlawful material or content you have no right to use.
• Do not harass, impersonate, defraud or deliberately mislead others.
• Do not bypass access controls, probe other accounts or interfere with other users’ files or records.
• Do not use excessive or automated activity to disrupt the service or evade plan limits. Report suspected vulnerabilities privately through Contact.

Privacy and device security

Our Privacy page describes the information used for accounts, enquiries and services. The Assistant & privacy page explains AI-related processing. Sharing content in a team does not make it public, but it does make it available to the recipients or workspace you select.

Use supported software, install appropriate security updates and restrict access to signed-in devices. No system can promise complete security. Report suspected data exposure promptly and avoid including sensitive files or passwords in an initial support enquiry.

Availability, updates and third parties

We aim to keep Solan useful and reliable, but maintenance, faults and provider outages can interrupt online features. We may issue updates to fix defects, improve compatibility or address security. Older app builds may eventually need updating to continue using connected services.

Solan relies on hosting, email, operating-system and AI providers. Their availability can affect features. This does not remove any responsibility Solan has under applicable law or an agreed paid service contract. Where reasonably possible, we will communicate significant service interruptions or changes.

Software and intellectual property

Solan’s software, design, branding and product materials are protected by intellectual-property laws. You receive permission to use the software for the purposes and account access provided to you; ownership of Solan is not transferred.

Do not resell, redistribute or present Solan as your own product, or copy protected materials beyond the permission granted. Any rights to interoperability, permitted reverse engineering, fair dealing or other uses that applicable law protects are not excluded. Your own content remains yours.

Suspension and account termination

You may request account closure through Contact. Export any information you need and resolve outstanding shared work first where possible. Account closure, cancellation of a paid plan, withdrawal from a team and deletion of personal data are distinct requests; tell us which action you need.

We may suspend or end access where necessary to address serious or repeated misuse, a security threat, a legal requirement or unresolved non-payment for an agreed paid service. Where practical, we will explain the reason and give an opportunity to resolve the issue. Immediate restriction may be necessary to protect people or data.

Contact us if you believe a restriction is a mistake. We will review the information you provide. Termination may prevent further access to online features; it does not recall recipients’ copies or automatically remove all records that must lawfully be retained. Data requests will be handled under the Privacy page and applicable law. Any refund due by law or contract remains due.

Responsibility and your legal rights

We will use reasonable care and skill in providing services. Beta software is still being tested, and no software or AI output can be guaranteed uninterrupted or error-free. Use the checks and backups appropriate to the importance of your work.

Nothing in these terms excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded. Nothing removes mandatory consumer rights or remedies.

Responsibility for a particular loss depends on the law, the agreed service and the circumstances. You remain responsible for professional decisions and content you create or authorise. These terms do not make you responsible for losses caused by Solan’s own breach or negligence.

Contact, complaints and changes

Use the Contact page for account help, payment questions, complaints, privacy requests or security concerns. Include the email associated with your account and a clear description of the issue. Do not send passwords, sign-in codes or card details. We may need to verify your identity before changing an account or releasing personal information.

The terms may change to reflect the product, legal requirements or service operation. We will update the date above and give appropriate notice of material changes. Changes will not remove accrued rights or override an existing order without a lawful basis. A future paid offering will include its applicable seller and contract details before you purchase.

These terms are governed by the laws of England and Wales, subject to mandatory protections that apply where you live. Nothing here prevents a consumer from using the courts or remedies available under those protections.