Terms of Use, Privacy Policy and Data Retention Policy

Website: Legionella Risk Assessment Register

Last updated: May 2026

This page explains the terms on which assessors may use the Legionella Risk Assessment Register, how personal information is handled, and how certificate data is retained.

This policy should be read carefully before using the website. By using the website, creating an account, lodging certificates, or accessing stored certificates, you agree to these terms.

1. About the Legionella Risk Assessment Register

The Legionella Risk Assessment Register provides an online platform for registered assessors to create, store, retrieve, edit, verify and download Legionella Risk Assessment certificates.

The platform is intended to assist assessors with record keeping and certificate management. It does not replace the professional judgement, legal duties, competence, training, insurance or responsibilities of the assessor.

2. Account Access and Subscription

Access to the assessor area is provided to approved users only. Accounts are created manually following payment of the annual subscription fee.

The current annual subscription fee is £150 per assessor account unless otherwise agreed in writing.

If an annual invoice remains unpaid, we reserve the right to suspend or restrict access to the assessor account until payment is received.

Suspension of an account does not automatically delete certificates or assessment records.

3. Assessor Responsibilities

Assessors are responsible for ensuring that all information entered into the platform is accurate, complete and lawful.

Assessors remain responsible for:

  • the content of each assessment;
  • the accuracy of property and client information;
  • their own competence and training;
  • their own professional insurance;
  • complying with applicable health and safety obligations;
  • keeping their own independent copies of certificates and records.

4. Certificate Storage and Verification

Certificates generated through the platform may be stored as PDF files in the assessor’s account folder. Supporting data may also be stored in JSON or database format to allow searching, editing, retrieval and verification.

Some certificates may be assigned a certificate number which can be used for public verification. A public verification page may display limited certificate information, such as certificate number, status, property address, postcode, assessment date, assessor name and lodgement date.

Where a certificate is publicly verified, a download link to the verified certificate may be provided.

5. Editing and Versioning

The platform may allow assessors to edit certificate data and create updated certificate versions. Updated certificates may be stored as new files rather than overwriting previous certificates.

Assessors are responsible for ensuring that any amended or updated certificate is accurate and suitable for use.

6. Service Availability

We aim to keep the platform available and functioning correctly. However, we do not guarantee uninterrupted access at all times.

Access may be interrupted by maintenance, server issues, software updates, hosting faults, internet disruption, security incidents, or circumstances outside our control.

7. Limitation of Liability

The platform is a certificate creation, storage and retrieval tool. It is not a substitute for professional assessment, legal advice, risk assessment competence, or statutory compliance.

To the fullest extent permitted by law, we are not liable for losses arising from inaccurate information entered by assessors, misuse of the platform, failure by an assessor to retain their own records, or reliance on a certificate without proper professional judgement.

8. Privacy Policy

We collect and use personal information to provide the website, manage assessor accounts, generate certificates, store certificate records, verify certificates and communicate with users.

UK data protection guidance requires organisations to explain what personal data they collect, why it is used, who it may be shared with, and how long it is retained. The ICO refers to this as privacy information. The ICO also explains that individuals have the right to be informed about the collection and use of their personal data. ICO guidance.

8.1 Information We May Collect

  • assessor name;
  • username;
  • email address;
  • phone number;
  • profile information and biography;
  • certificate and assessment data;
  • property addresses and postcodes;
  • client or duty holder details entered into assessments;
  • assessment dates and lodgement dates;
  • uploaded or generated certificate files;
  • technical information such as IP address, browser type and website logs.

8.2 Why We Use Information

We may use information for the following purposes:

  • to create and manage user accounts;
  • to provide access to the assessor dashboard;
  • to generate PDF certificates;
  • to store, retrieve and edit certificates;
  • to verify certificates through the public verification page;
  • to display member profile information where applicable;
  • to administer subscriptions and invoices;
  • to respond to support requests;
  • to maintain security and prevent misuse;
  • to comply with legal or regulatory obligations.

8.3 Lawful Basis

We process information where necessary to provide the service requested by users, to perform our agreement with assessors, to meet legitimate business interests, and where necessary to comply with legal obligations.

8.4 Sharing Information

We do not sell personal information.

Information may be shared with hosting providers, website service providers, email providers, payment or accounting providers, professional advisers, or legal/regulatory authorities where required.

Public certificate verification may display limited certificate details to anyone entering a valid certificate number.

8.5 Security

We take reasonable steps to protect account, certificate and user information. However, no online system can be guaranteed to be completely secure.

Users are responsible for keeping their login details secure and for notifying us promptly if they believe their account has been compromised.

8.6 User Rights

Depending on the circumstances, individuals may have rights to access, correct, erase, restrict or object to the use of their personal information.

Requests should be made using the contact details published on the website.

9. Data Retention Policy

Certificate and account information is retained for the purposes of record keeping, certificate retrieval, verification, audit and service continuity.

9.1 Active Accounts

While an assessor account remains active and paid, certificates and related data may be retained within the platform for ongoing access, retrieval and verification.

9.2 Suspended Accounts

If an account is suspended due to non-payment or breach of terms, access may be restricted. Certificate records may still be retained for record keeping, verification, audit and administrative purposes.

9.3 Closed Accounts

If an assessor stops using the service, certificate data may be retained for a reasonable period to support record keeping, legal compliance, audit trails and certificate verification.

Unless otherwise required by law or agreed in writing, we may retain certificate records for up to six years after account closure.

9.4 Deletion Requests

Deletion requests will be considered in line with applicable data protection requirements, legal obligations, contractual obligations and legitimate record keeping needs.

Where a certificate has been issued and may reasonably need to remain verifiable, we may retain limited verification data even if broader account access is removed.

9.5 Assessor Copies

Assessors are strongly advised to keep their own independent copies of all certificates and assessment records. The platform should not be treated as the assessor’s only record storage location.

10. Acceptable Use

Users must not:

  • use the platform for unlawful purposes;
  • enter false or misleading certificate information;
  • attempt to access another assessor’s records;
  • upload malicious files or code;
  • interfere with the security or operation of the website;
  • share login details with unauthorised users.

11. Changes to These Policies

We may update these terms and policies from time to time. The latest version will be published on this page.

12. Contact

For questions about these terms, privacy matters, data retention or certificate records, please use the contact details provided on the website.