FAQ
Getting Started- What is the idea of ComplianceDoc?
- Where is ComplianceDoc valid for?
- Why do I need a safety statement?
- I only have two employees, do I need a safety statement?
- Who is responsible for preparing a safety statement?
- Will my ComplianceDoc safety statement be legal?
- Do I need the services of a competent person to help me with my safety statement?
- What does Competent Person mean?
- Who should have access to my safety statement?
- I have foreign employees. Is ComplianceDoc available in any other languages?
- What are the business types covered?
- Can I change any of the details in the Company Information section?
Technical Issues
- Are there any minimum system requirements?
- I am registered but can't login,
- Some functions in ComplianceDoc don't seem to work. What do I do?
- Which browser should I use to login to ComplianceDoc?
ComplianceDoc Questions
- What is the version number on the printed safety statement?
- Can I accidentally delete my safety statement document?
- What does the Completion Progress bar show when I am editing my document?
- Can I print a copy out before completing all 27 sections?
- Is there any help available when logged into my account?
- I get a security certificate error when accessing the site on my browser
Orders
- How do I register?
- How long does my subscription last?
- Can I subscribe by phone, email or fax?
- What payment methods are available?
- Why do I have to go through the 3DSecure credit card verification process when registering?
- How do I obtain a copy of my invoice?
- Does the price shown on the site include VAT?
- Will VAT appear on my invoice?
- How can I print off a copy of my payment invoice?
Refunds
Information Centre
Security
- Is my personal data secure?
- Is my credit card information secure?
- Does ComplianceDoc store my credit card information?
Miscellaneous
What is the idea of ComplianceDoc?ComplianceDoc has been designed to provide a quick and easy means of generating a safety statement documents suitable for all business types in Ireland. The idea is to allow any business owner to create, edit, compile, update and print their own safety statement 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, 24 hours a day, 7 days a week (with a valid subscription of course!).
Where is ComplianceDoc valid for?
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.
Why do I need a safety statement?
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.
The safety statement details how the organisation identifies, assesses and controls risks in the workplace and ComplianceDoc provides the ideal safety statement template as required by current health and safety legislation.
I only have two employees, do I need a safety statement?
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.
Who is responsible for preparing a safety statement?
All employers, including the self employed are required to prepare a safety statement.
Will my ComplianceDoc safety statement be legal?
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.
Do I need the services of a competent person to help me with my safety statement?
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.
What does Competent Person mean?
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.?
Who should have access to my safety statement?
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.
I have foreign employees. Is ComplianceDoc available in any other languages?
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.
What are the business types covered?
ComplianceDoc can be used by all employers in Ireland, regardless of whether they are public or private companies, charities or self employed.
Can I change any of the details in the Company Information section?
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.
Technical Issues
Are there any minimum system requirements?If your computer can access the Internet via a broadband link and has an up to date browser then you should be able to access ComplianceDoc without any problems.
I am registered but can't login
There are several reasons why you might not be able to login:
- 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.
- If you have forgotten your password you can request a new one on the login page.
- 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.
- If you have a firewall, please check it is not stopping cookies being saved.
- Your account has expired after the subscription period.
- Your browser may be locked up. Close the browser, re-open it and try to log in again.
Some functions in ComplianceDoc don't seem to work. What do I do?
rowser 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 IT policy.
Which browser should I use to login to ComplianceDoc?
Although ComplianceDoc can be accessed by many different browsers, it is recommended that Internet Explorer 7 or later versions are used to ensure full functionality.
ComplianceDoc Questions
What is the version number on the printed safety statement?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 and save these, the version number increments by the value of one for the document.
Can I accidentally delete my safety statement document?
No, you cannot accidentally delete your safety statement document completely from ComplianceDoc although you can delete content.
What does the Completion Progress bar show when I am editing my document?
ComplianceDoc consists of 27 sections within 4 chapters which need to be completed before your document can be printed. As you update and sign off on each section, you will see the completion progress 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.
Can I print a copy out before completing all 27 sections?
You cannot print out a final version of your document until you have signed off all 27 sections although you can print out a draft version before completing all of the sections.
Is there any help available when logged into my account?
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 ' web page. If you are really stuck, feel free to use the submit query form on the 'Contact Us' web page and we will do our best to respond to your query within 24 hours.
I get a security certificate error when accessing the site on my browser
A security certificate error might appear for our site if you are using any proxy server software on your computer. 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.
Orders
How do I register?To register with ComplianceDoc, simply click on the ‘create free account’ button on the home page and follow the instructions. Once you have created your free account, you will have the option to buy the full version of ComplianceDoc.
Ensure that you use a valid email address when registering - please note that if you create a trial account using a temporary or ghost email address, this email address will be the one used if you then purchase ComplianceDoc through this account.
How long does my subscription last?
The subscription lasts one year from the day of payment. The expiry date is shown in your ‘My Docs’ section when a user logs in.
Can I subscribe by phone, email or fax?
For security reasons we do not take orders by phone, email or by fax.
What payment methods are available?
We accept any of the following credit and debit cards - Visa, Mastercard and Laser.
Why do I have to go through the 3DSecure credit card verification process when registering?
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.
How do I obtain a copy of my invoice?
A copy of your payment invoice is available in the ‘My Docs’ section when you log into your account.
Does the price shown on the site include VAT?
No, all prices quoted on the site are exclusive of VAT.
Will VAT appear on my invoice?
Yes, the VAT breakdown is shown on the invoice.
Refunds
What happens if I would like a refund?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.
Information Centre
Can I copy the documents available in the Information Centre?Yes, all of the documents on the Information Centre page can be downloaded to your computer and used for your information and reference.
Security
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 customers browser is encrypted.
Is my credit card information secure?
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.
Does ComplianceDoc store my credit card information?
No, we do not store any credit card information on our own servers. All credit card transactions are handled by RealEx (www.realexpayments.com).
Miscellaneous
PDF is a universally accepted document format used to transfer readable documents between computers. You must have PDF reader software (www.adobe.com) to be able to access your own safety statement document.