Terms for organisations

These terms apply when an organisation (a school, a trust, a staffing agency, a care provider, a group of companies) buys training from rTriibe for its people. They are a separate agreement from the terms for individual learners, which govern somebody buying a course for themselves with their own money. If you are buying on behalf of an employer, these are your terms.

They sit alongside the privacy notice and the data processing agreement. Where we handle personal data on your instructions, the data processing agreement governs it and takes precedence over anything here that conflicts with it.

Who you are contracting with

RTRIIBE LTD ("rTriibe"), the company that runs rTraining: registered in England and Wales, company number 12065235, registered office Level One Basecamp Liverpool, 49 Jamaica Street, Liverpool, England, L1 0AH. Our VAT number, where one applies, is shown on your invoice. Contact for contractual notices: training@rtriibe.com.

Seats and licences

These two words are often used interchangeably. The difference matters, because it decides what happens when somebody leaves.

• A licence is your right to use the platform: the agreement that lets your organisation put people into training, assign courses, and pull evidence out. You hold one licence, however many people you have.
• A seat is one unit of that licence, held by one named person at one time. Seats are what you buy and what you count.

What that means in practice:

• Seats go to your active members automatically. Each of your active members holds a seat, earliest joiners first, up to the number of seats you have bought. You do not choose who holds a seat, and there is no screen for moving one from person to person.
• A seat is a place, not a person's property. When somebody leaves your organisation, mark them as left and their seat becomes available to the next active member. You do not buy a new seat for a replacement member of staff.
• A seat is not shared. Two people must never use one seat at the same time, and a seat must not be a shared login for a department. An assessment sat by the wrong person makes your evidence worthless, and that risk is yours.
• A seat is not the training record. The record belongs to the person. When a leaver's seat passes to somebody else, the leaver keeps their certificates and you keep your evidence that they were trained. Both of those are true at the same time; see "What happens to records" below.
• Access follows the seat; obligation does not. Giving somebody a seat means they *may* take a course. Assigning them a course means they *must*, by a date you set. They are separate things and the platform treats them separately, so you can hand out access broadly and still track the handful of courses that are mandatory.

Your seat count and what it covers are set out in your order or subscription confirmation. If you have more active members than seats, the members who joined most recently do not get access through a seat until you buy more seats or mark leavers as left. Their training records are not affected.

Ordering, invoicing and purchase orders

• Ordering. Write to training@rtriibe.com to order seats. We confirm the order in writing, as a seat subscription that usually runs for a year, and either raise an invoice or, where online seat ordering is open to you, take payment by card. A quotation is valid for 30 days unless it says otherwise.
• Purchase orders. We understand that a school or a trust cannot pay without a purchase order number on the invoice. Give us the number when you order, or as soon as your finance office issues it, and we will put it on the invoice and every credit note that follows. A purchase order raised on your own standard terms does not vary this agreement: if your procurement rules require different terms, that has to be agreed in writing beforehand, not by attachment to a PO.
• Payment terms. Where we invoice you, payment is due within 30 days of the invoice date, by bank transfer to the account shown on the invoice.
• Prices and VAT. Prices are exclusive of VAT unless stated. Where VAT is due it is added at the rate in force and shown on the invoice. We do not charge UK VAT on sales to organisations outside the United Kingdom; any tax due where you are is yours to account for.
• Late payment. We may charge interest on overdue sums at the rate allowed by the Late Payment of Commercial Debts (Interest) Act 1998, and may suspend new enrolments while an invoice is materially overdue. We will not withhold access to existing records or to evidence you need for an inspection over a billing dispute.
• Public sector. Where you are a contracting authority and the Public Contracts Regulations 2015 or your own scheme of delegation apply, tell us at the point of order so the paperwork is right first time.

Term and renewal

• A subscription runs for the period stated in your confirmation, usually twelve months, and renews for the same period unless either of us gives notice as below.
• Notice to end it: three months. Tell us in writing at training@rtriibe.com. The subscription ends at the end of the billing period that contains the date three months after we receive your notice, the same rule our individual plans follow, and your seats and your people's access carry on until then. We confirm the end date in writing when we receive your notice.
• Price changes at renewal. If we are going to change the price at renewal we will tell you at least 60 days before the renewal date.
• Mid-term changes. You may add seats at any time; we tell you the charge for the rest of the current period before you confirm. Seats are reduced at renewal rather than mid-term.
• Ending for breach. Either of us may end this agreement if the other is in material breach and has not put it right within 30 days of being told about it in writing.

What happens to records when a subscription ends

Training records survive the end of your subscription. When your subscription ends:

• Your people lose access to course content through your seats. What you lose is the ability to enrol anyone new, assign new courses, or open course content.
• Every certificate issued while you sponsored a person, and the evidence behind it, remains available to you. You do not have to re-subscribe to satisfy an inspector asking about training your staff did two years ago.
• You keep the ability to read and export those records, at no cost, for 6 years from the end of your subscription, or for the period your data processing agreement sets if it sets another.
• Your managers can export a complete evidence pack themselves, as at any date they choose, at no cost, including after the subscription ends. If they cannot, we will produce one on request within 10 working days, at no charge.
• Your people keep their own records regardless. A learner who leaves you, or whose employer stops subscribing, keeps every certificate they earned. Your copy and their copy are both real, and one does not cancel the other.

An inspection or an insurance claim can reach back years, and the question is always whether the person was trained on the day, which is why we do not delete the evidence when a subscription ends. The retention periods, and the point at which we do eventually delete, are in the privacy notice.

Your obligations

You are responsible for the following, and we cannot do them for you:

• Deciding what training your people need. We publish what each course covers, which regulator or guidance it is drawn from, and when it was last reviewed. Deciding that a particular course meets a particular duty for a particular role is your judgement, made with your own advisers. A course is training rather than a compliance opinion.
• Accurate people data. Names, work email addresses, roles, sites, and above all joiners and leavers. Marking leavers matters for two reasons: it frees a seat, and it stops us sending training reminders to somebody who has left.
• Being the controller for your view of your learners. For enrolment, assignments, deadlines, compliance status and your evidence, you decide the purpose and we act on your instructions, so you are the data controller and we are the processor. Each person's own training record, which follows them if they leave you, and a few uses of our own, we hold as a controller ourselves; the data processing agreement sets out which, and our privacy notice tells your staff directly. You are responsible for telling your staff that you are enrolling them and on what basis. We will give you wording to use; using it is your job.
• Lawful use of the platform. No shared logins, no seat sharing, no one person sitting an assessment for another, and no exporting our course content for use elsewhere. Where you discover somebody has cheated, tell us: a certificate obtained dishonestly is a liability for you, not just for us.
• Your own security. Keeping your administrators' credentials safe, removing administrator rights promptly when somebody changes role, and using the role permissions we provide rather than giving everyone the top one.
• What your managers may see. A manager sees whether somebody passed and sees the certificate. A manager does not see answers, scores or attempt history: that belongs to the person, and the platform will not show it to you even if you ask. Do not build a process that depends on data you are not going to get.
• Assignments and deadlines. Setting them, and following them up. We will show you who is overdue; chasing is yours.

Support and availability

• Support hours: 9am to 5pm UK time, Monday to Friday, except bank holidays in England and Wales. We aim to reply within 2 working days, and within 1 working day where a problem stops your people taking training or stops you producing evidence.
• Availability target: we aim for the platform to be available 99.5% of the time in each calendar month, not counting planned maintenance. This is a target, not a guarantee. Planned maintenance is notified at least 2 working days in advance and scheduled outside 8am to 6pm UK time on working days wherever possible.
• Service credits: none. We do not give service credits if we miss a target.
• We keep courses current against the guidance they cite and republish when that guidance changes. A republished version does not invalidate a certificate already issued from the earlier one; the certificate records which version was taken.

Confidentiality and data protection

Each of us will keep the other's confidential information confidential and use it only for this agreement. Your people data is not our confidential information: it is personal data, and the data processing agreement governs it, including the list of sub-processors, where data is held, breach notification, audit rights and what happens at the end of the agreement.

We do not use your learners' data to build behavioural profiles for our own purposes. Product analytics on organisation learners is masked unless your data processing agreement expressly covers it; how that switch works is summarised in the privacy notice and set out in a separate document written for your data protection officer, which we send on request.

Intellectual property

We own the course content, the assessments and the platform. Your licence to use them is non-exclusive, non-transferable and lasts as long as this agreement. You own your own data. Certificates and evidence exports are yours to keep and to show to anybody who asks.

You may not copy course material into your own induction pack, upload it to your own learning platform, or use it to train a machine learning model.

Liability

• Neither of us excludes or limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
• Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue or goodwill.
• Otherwise, each party's total liability to the other in any 12-month period is limited to the fees paid and payable under this agreement in the 12 months before the claim arose.
• Our courses are training, not advice about a particular situation. Deciding that a course meets a duty stays your judgement.

We will tell you on request what insurance we hold.

General

• Whole agreement. Your order, these terms and the data processing agreement are the whole agreement. The privacy notice explains how we handle personal data and is not a contractual document. Your purchase order's own printed terms do not apply.
• Changes. We may change these terms at renewal, on notice given at least 60 days before the renewal date. Mid-term changes need both signatures, except where a change is required by law.
• Assignment. Neither of us may assign this agreement without the other's consent, except to a successor of substantially the whole business.
• Notices. In writing, by email to the addresses in your order confirmation.
• Governing law. This agreement is governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.