Terms of use
1. About these terms
These terms apply to everyone who uses Caution List, run by Tenvia, a trading name of HD7 Global Ltd. They sit alongside the data sharing agreement your organisation has signed with Tenvia. If the two conflict, the data sharing agreement applies.
2. Who can use Caution List
- Only staff of housing providers approved by Tenvia, using a login issued to them personally.
- Never share your login, password or authenticator app with anyone, including colleagues.
- Use Caution List only for your work, to keep staff, contractors and residents safe and to make informed decisions.
3. Using the information
- An entry is information to support your own risk assessment. It must not be the only reason for refusing someone housing or a service.
- Do not copy, export, photograph, screenshot or share entries outside your organisation, except where the law requires it.
- Do not tell the person an entry is about who added it. Refer any request from them to Tenvia at [privacy@yourdomain].
4. Adding entries, reports and comments
- Only record facts you can evidence, with dates and any reference numbers. Do not include opinions, insults or speculation.
- Only record what staff need to stay safe. Do not record home addresses, health information, ethnicity, religion or other sensitive details unless they are essential to safety and your organisation has approved it.
- Keep your entries accurate. Review each one at least once a year, and correct or archive it promptly if it is wrong or no longer needed.
- Assume the person may one day see what you write.
- Tenvia may hide any report or comment that breaks these rules.
5. Security
- Sign out on shared devices and keep your phone secure.
- Tell Tenvia at [security@yourdomain] within 24 hours if you think your login has been misused or information has been seen by someone who should not see it.
6. Monitoring
Every sign-in, search, entry viewed, and change is recorded. Tenvia and your organisation may review this record to check the service is being used properly.
7. Suspending access
Tenvia can revoke a login or suspend an organisation at any time, for example if these terms are broken, a staff member leaves, or to protect the people on the list.
8. Fees
Each organisation pays a one-off fee of £20, including VAT, for every 2 logins. The first payment is taken after Tenvia approves your organisation and before your staff can see the list. It is not a subscription and does not renew. Payments are processed by Stripe and paid to HD7 Global Ltd; card details are never seen or stored by Caution List.
- Your logins stay active for as long as your organisation keeps to these terms and the data sharing agreement.
- If Tenvia suspends your organisation or a login because these terms were broken, the fee is not refunded.
- [Refund wording, for example: if no one at your organisation has signed in within 14 days of paying, you can ask for a full refund. To be confirmed.]
9. Responsibility for entries
Each provider is responsible for the entries, reports and comments its staff add. Tenvia runs the service and checks providers before approving them, but does not verify every entry. Caution List is provided to support, not replace, your organisation’s own procedures. [Limitation of liability wording, to be confirmed by your solicitor.]
10. Changes and law
We may update these terms and will show the date at the top. These terms are governed by the law of England and Wales.