ComplianceDoc has been designed to provide a quick and easy means of generating safety statement documents for all business types in Ireland. The idea is to allow any business owner to create, edit, compile and print their own safety statement document without the requirement of a third party to do this for you. You only need to go to the ComplianceDoc site, register, login using your username and password and start creating your own safety statement. You then have instant and secure access to your own document(s), 24 hours a day, 365 days of the year (valid subscription required). These can be edited to your requirements, then output to your computer in PDF format at your location. You can then save and print the document as required.

The output from ComplianceDoc has been tailored to the requirements of current Irish health and safety legislation and is therefore only valid for the Republic of Ireland.

The requirement to have a written safety statement is outlined in Section 20 of the Safety, Health and Welfare at Work Act, 2005. This outlines the legal requirement for all employers to produce a written plan to protect:

• The safety and health of employees while they work.
• The safety and health of other people who might be at the workplace, including customers, visitors and members of the public.

It details how the organisation identifies, assesses and controls risks in the workplace and what other arrangements are in place. ComplianceDoc provides the ideal safety statement template as the contents of the application comply with the requirements for a safety statement according to current health and safety legislation.

If three or fewer are employed by a company or self employed person and the sector or work activity carried out is covered under a Code of Practice prepared by the Health and Safety Authority, then that is considered to be sufficient. However, there is still a requirement to carry out risk assessments for the work activity.

All employers, including the self employed are required to prepare a safety statement.

Although there is a legal requirement for employers to generate a safety statement document, safety statements in themselves are not really legal or illegal, they are either accurate or inaccurate. As long as the contents (such as the risk assessments, emergency arrangements and procedures) of your safety statement accurately reflects the way that your organisation manages the safety, health and welfare of your employees, third parties and others affected by your business and complies with the law, then the document should meet your legal obligation.

Not necessarily. The process within ComplianceDoc has been specifically designed to be as intuitive and simple as possible with help provided along the way. For example, although the risk assessment process is important, for the majority of everyday tasks and operations it should be kept as simple as possible, following the basic prompts of the risk assessment forms and if you can adequately complete these which are applicable to your work activities, then you will probably be able to compile a ComplianceDoc safety statement document on your own. If the scope of your operations requires specialist advice that is not available within your organisation (for example, the ability to carry out a risk assessment of a complex machine, production line or of a process that uses hazardous chemicals), there is a requirement to obtain the services of a competent person.

A competent person is defined in the Safety, Health and Welfare at Work Act, 2005 as:

“…a person is deemed to be a competent person where, having regard to the task…the person possesses sufficient training, experience and knowledge appropriate to the nature of the work to be undertaken.”

A printed copy (or copies) of your completed document should be made available to all of your employees and to any others who may be exposed to any of the risks outlined in the safety statement.

ComplianceDoc is only available in English at this time. However, it is important to note that every employer needs to ensure that the information provided to employees relating to safety, health and welfare issues is given in a form, manner and, as appropriate, language that is reasonably likely to be understood by the employees concerned.

ComplianceDoc can be used by all employers in Ireland, regardless of whether they are public or private companies, charities or self employed.

Yes, you can change the address, town and county information for your organisation (if you change address for example), but not the company name or trading name.

There are no minimum system requirements to use ComplainceDoc since it is an online application which does not require any software to be downloaded onto your computer. If your computer can access the Internet via a broadband link and has Internet Explorer 7 installed (ComplianceDoc is optimised for IE7), then you should be able to access ComplianceDoc without any problems.

There are several reasons why you might not be able to login:

1 - Firstly, please check that you are entering your login details correctly. This means using the correct password and user name, ensuring the correct upper and lower case letters for the password (the username is not case sensitive) and with no hidden spaces in front or behind.

2 - If you have forgotten your password you can request a new one on the login page. However, please note that ComplianceDoc cannot retrieve the answer to your security question (if you have forgotten it) if you need to request a new password, so please make a note of this in a secure location.

3 - Ensure you have the cookies enabled settings on your web browser for ComplianceDoc. On Internet Explorer these are found under Tools > Internet Options > Privacy and for Mozilla Firefox users, these are found under Tools > Options > Privacy.

4 - If you have a firewall, please check it is not stopping cookies being saved.

5 - Your account has expired after the subscription period.

6 - Your browser may be locked up. Close the browser, re-open it and try to log in again.

Browser security settings may affect the way in which ComplianceDoc operates although under normal circumstances (for example, using default settings), there should not be any issues. If you use the Internet frequently and do not experience any difficulties when surfing on other sites, ComplianceDoc should also run without any problems. However, If you are having problems within the application, such as not being able to expand or collapse the left side navigation tree, one option is to ensure that your security setting for the Internet are reset to their default level. To do this, follow these steps:

1 - Open Internet Explorer 7 (IE7).

2 - From the menu bar, select Tools > Internet Options > Security.

3 - Select the ‘Internet’ zone.

4 - Click on the ‘Default Level’ button.

5 - Click ‘Apply’, then ‘OK’. This will reset your default security settings for your browser.

6 - Do not select a ‘Security level for this zone’ above the Medium-High setting, otherwise the functionality of ComplianceDoc cannot be guaranteed.

For those users who have IT (Information Technology) resources, it is recommended that you consult with your IT department to ensure that any changes made to your internet security settings on your computer complies with your company’s IT policy. For those without your own IT resources, it is recommended that you follow the procedure above or you can check the Microsoft Internet Explorer website if you have any further questions.

Although ComplianceDoc can be accessed by many different browsers, it is recommended that Internet Explorer 7 is used to ensure full functionality. You can download a copy of IE7 from this link.

The version number has been incorporated into your safety statement document so that it is possible to easily track updates and changes to the document content. For example, if you make a change to any of the sections by adding text, then use the 'Save & Exit' button, the version number increments by the value of one for the document. However, if you have a number of changes to make, it is recommended that all changes are made before selecting the 'Save & Exit' button, otherwise you will increment the version number every time you save the document. If you have made changes but then decide that you do not want the changes saved or the version number updated, just use the browser 'Back' button which will return you to your 'My Documents' page.

No, you cannot accidently delete your safety statement document completely from CompliancDoc.

ComplianceDoc consists of 27 sections which need to be completed before your document can be printed. As you update a section, you will see the completion prgress bar percentage increases towards 100%. It is designed to give you an outline idea of how much of your document has been updated with content as you populate each section. Once all sections have been completed, this completion bar disppears and the 'Export to PDF' option is provided to you.

No, you cannot print out your document until you have visited all 27 sections. When you have made a choice for the content of each section, a small green 'tick' will appear in the left side navigation tree which shows that you have visited the section and made a selection. This is to ensure that you are aware of all of the required elements of a safety statement before being able to print your document out.

Yes, if you need help you can download or open the PDF document, 'Basic Guide to using ComplianceDoc' which is available in the 'My Document' section when you are logged into the system, in addition, you can reference the 'FAQ ' webpage. If you are really stuck, feel free to use the submit query form on the 'Contact Us' webpage and we will do our best to respond to your query within 24 hours.

A security certificate error might appear for our site if you are using any proxy server software on your computer (such as Anonymizer). The certificate error does not indicate a problem with our site, but is probably a result of this type of software being active on your computer. You may need to de-activate the software (just switch it off, not uninstall it) whilst you are working at ComplianceDoc if this error becomes a problem.

To register with ComplianceDoc, you can click on the link at the top right hand corner of this page where it reads ‘If not, register here’ or you can click on the ‘Register Now’ button below.

1 - Create a new account.

2 - Enter your company information.

3 - Review your order.

4 - Proceed to checkout.

Once these four simple steps have been completed, you will have the option to edit your new safety statement document.

Please note the following when registering with ComplianceDoc:

1 - You cannot create a new account with an email address that already exists for a registered ComplianeDoc user.

2 - You can create a new safety statement from your existing account in the 'My Documents' section, but if you require a different address on the additional safety statement document, you will have to change the address details in the 'My Profile' section.

3 - If you close the browser prior to purchasing the safety statement (i.e. before selecting the purchase document button), an account will be created in the system using the information entered into the registration form but you will not have access to a safety statement or be notified by email of your new account. You can log into ComplianceDoc with your registered username and password and pay for the safety statement at a time convenient to you at which time you will also be notified by email with your payment invoice.

The subscription lasts one year from the day of payment.

For security reasons we do not take orders by phone, email or by fax.

We accept any of the following credit and debit cards - Visa, Mastercard and Laser.

We use the VISA verified 3DSecure system which requires cardholders to verify their identity to their bank at the point of online purchase because it provides additional peace of mind to subscribers in eliminating online credit card fraud.

An invoice will be emailed to your chosen email address after the payment has been received.

No, all prices quoted on the site are exclusive of VAT.

Yes, the VAT breakdown is shown on the invoice.

Log into you account using your username and password. Click on the ‘My Profile’ link in the top right hand corner of the screen which will take you to your profile page. On the right side of this page click on the blue link called ‘Your Transactions’ which will open up a table with a record of your current safety statement(s). On the right side of the table select the ‘View VAT Invoice' link for the appropriate document which will then display the invoice in a separate browser tab. You can print this document out any time convenient to you.

Unfortunately, ComplianceDoc is a business to business (B2B) service and provides users with a customised document based on user specific information and data, Therefore it is not possible to provide a refund or to cancel an account once a user has registered on the site and has paid the subscription. This refund policy is outlined in the site Terms and Conditions which must be accepted prior to the registration process going ahead.

Yes, all of the documents on the Information Centre page can be downloaded to your computer and used for your information and reference.

When private information is entered during the registration process, we use a technology called SSL (Secure Socket Layer) to keep it secure. There will be a padlock icon displayed on your browser and the web site name starts with ‘https://…’. All of these attributes indicate that when customers access our web server through an SSL connection, the information transmitted between the secured web server and our customer’s browser is encrypted.

We use the RealEx payment gateway for credit card transactions. RealEx utilises the latest SSL and 3D Secure payment technology to ensure that all online credit card transactions are secure.

No, we do not store any credit card information on our own servers. All credit card transactions are handled by RealEx (www.realex.com).

PDF is a universally accepted document type developed by Adobe® Systems Incorporated over the past 15 years and stands for Portable Document Format. The format has many advantages since it allows users to capture and view information on any computer and PDF documents can be generated from any application. It is also compatible across computer platforms such as Macintosh, Microsoft® Windows®, UNIX®, and many mobile platforms. You can download a copy of Adobe® Reader from this link.