Terms of Engagement

Version 1.0 · effective 25 July 2026

These are the terms for our accreditation admin service — CHAS and other SSIP schemes in the UK, Sitewise in New Zealand. They're written to be read, not to be skimmed past. If anything here doesn't suit you, say so before you pay and we'll talk about it.

1. Who we are and what this is

Deplexify ("we", "us") provides an administration service for safety accreditation schemes. We prepare, assemble and submit the documentation your application needs, and we deal with the assessor's questions until the application is decided.

We are not health and safety consultants. We don't provide health and safety advice, legal advice, site inspections, site visits or training, and we don't certify that your business or your sites are safe. Those things stay with you — see section 8.

2. What you get

For the fee in section 4, for one scheme and one assessment cycle:

• A review of what the scheme requires for a business of your trade and size
• A gap analysis — what you have, and what's missing
• Preparation of the documentation the application needs, customised to your business: health and safety policy, risk assessments and method statements for your trade, and the supporting registers and records the scheme asks for
• Assembly of your evidence into the format the assessor expects
• Submission through the scheme's portal on your behalf
• Handling the assessor's follow-up questions and resubmissions, at no extra charge, until the application is decided

3. What isn't included

• A second scheme, a second application cycle, or next year's renewal — each is a separate engagement at the then-current fee
• Anything that legally requires a qualified or accredited person: site inspections, competent-person advice, insurance broking, training or certification
• Buying, arranging or paying for your insurance
• Correcting or completing information you gave us that turns out to be wrong

4. Fee and payment

UK — CHAS or another SSIP scheme. A flat fee, set by how many people work for you at the date you engage us:

• £195 + VAT — up to 10 staff
• £295 + VAT — 11 to 50 staff
• £395 + VAT — 51 or more staff

New Zealand — Sitewise: $595 NZD, one-time flat fee.

• Payable in full before work begins — unless we've agreed otherwise with you in writing. Where we've agreed you pay on completion, the fee falls due when your application is submitted, and sections 5 and 6 apply as if you had paid on the day we started.
• No hourly billing and no add-ons — the fee covers everything in section 2 however many rounds the assessor takes.
• Fees are for the work described in section 2, not for a particular outcome.
• Renewals and additional schemes are quoted separately.

4a. Timing, and what "48 hours" means

We submit your application within 48 hours of having everything we need from you — not 48 hours from payment. Once submitted, the scheme's own assessment typically takes 10–15 business days, which is their timescale and outside our control.

Your fee includes 12 months of support after you're accredited. In plain terms, for the year after your certificate lands:

• We keep your document pack on file and send you a copy whenever you want one
• If a main contractor or client asks you for a policy, a RAMS or your certificate, forward the request to us and we'll send it
• If the scheme or an assessor comes back to you with a question about the documents we prepared, we answer it
• We re-date and re-issue your documents if a tender needs them current
• We remind you six weeks before your renewal falls due

What it isn't: ongoing health and safety advice, new site-specific RAMS for individual jobs, or next year's renewal application. Those are separate engagements (section 3).

5. Your deadlines — please read this one

We can't do the work without your information. So:

• You have 30 days from payment to send us the evidence we ask for on our checklist.
• You have 7 days to respond to any follow-up request from us or from the assessor.
• The engagement expires 60 days after payment if we're still waiting on you for information we've asked for at least twice. At that point the work we've done is complete as far as it can go, the fee is treated as earned, and the file is closed.
• Closed files can be reopened within 12 months for a £95 + VAT re-engagement fee, which covers refreshing documents that have gone out of date in the meantime.

We'll remind you before any deadline bites. Nothing gets closed without warning.

6. Refunds

• Before we start work: full refund, no questions.
• Once we've delivered your document pack or gap analysis, the fee is non-refundable. That's where our work sits — the submission itself is the easy part.
• If the engagement expires under section 5 because we were waiting on you, no refund is due. Your documents remain yours to use.
• If we fail to complete the submission for reasons within our control, we refund in full.

7. Starting straight away

Accreditation is usually wanted urgently, so we start as soon as you've paid and sent your information. By accepting these terms you expressly ask us to begin immediately, and you accept that once we've delivered your document pack the fee is non-refundable under section 6. If you'd rather we waited, tell us and we will.

8. Your responsibilities

• The information you give us must be true, complete and current. We prepare documents from what you tell us. We don't verify it, and we can't.
• You review and sign the documents before they're submitted. Once you sign a policy or a risk assessment it's your document and your statement, not ours. Read them.
• Legal responsibility for health and safety stays with you under the Health and Safety at Work etc. Act 1974 (UK) or the Health and Safety at Work Act 2015 (NZ), and everything made under them. Holding an accreditation doesn't change that, and neither does engaging us.
• You keep your insurances current and give us the certificates.
• You authorise us to access the scheme's portal on your behalf and to correspond with the assessor as your representative, and you won't change the portal password mid-application without telling us.

9. Liability

• Our total liability to you, for anything arising out of this engagement, is limited to the fee you paid us.
• We're not liable for work you didn't win, tenders you didn't qualify for, contracts lost or profits missed, however they arise.
• We're not liable for an assessor's decision, for a scheme changing its requirements, or for delay caused by the scheme.
• Nothing here limits liability for death or personal injury caused by our negligence, for fraud, or for anything else that can't lawfully be limited.

10. Your information

• We collect and hold your company and contact details and the evidence you send, in order to prepare and submit your application. That's the only thing we use it for.
• We share it with the accreditation scheme and its assessor — that's the point of the engagement — and with nobody else, unless the law requires it.
• We keep your file for 7 years, so next year's renewal is easy and because the scheme may ask, then delete it.
• You can ask for a copy of your file, or ask us to delete it, at any time: hello@deplexify.com.

11. General

• These terms are the whole agreement between us, and replace anything said beforehand.
• Either of us may end the engagement in writing; section 6 governs what happens to the fee.
• We may use subcontractors, and remain responsible for their work.
• UK engagements are governed by the law of England and Wales. New Zealand engagements are governed by New Zealand law.

Questions before you sign? Ask. We'd much rather answer now than argue later — hello@deplexify.com.