Last updated: 13 October 2026
Important: By using ProPolicyForge you agree to these terms. Please read them carefully before generating or downloading any documents. Every document ProPolicyForge generates is a draft that must be reviewed and approved by a competent person before you use it.
ProPolicyForge is a trading name operated as a sole trader based in Cumbria, England. We provide an AI-powered document generation service that produces compliance documents including standard operating procedures (SOPs) and workplace policies for UK-based organisations.
Contact: support@propolicyforge.com
ProPolicyForge generates compliance documents using artificial intelligence based on information you provide. Documents are generated instantly and made available for download in Microsoft Word (.docx) format. Each document is a draft for your organisation to review and adopt - see section 4.
We offer the service on a pay-per-document basis and as a monthly or annual subscription as described on our pricing page.
Trial eligibility
A free 30-day trial of the Compliance Manager tier is available to new registrants who have not previously completed a free trial using the same email domain. One free trial is permitted per organisation domain. ProPolicyForge reserves the right to decline or terminate a trial where it reasonably believes this condition has been circumvented.
Trial scope
During the free trial period you will have access to the full functionality of the Compliance Manager tier, including policy and document generation, the compliance vault, document sign-off workflows, staff acknowledgement requests, the obligations register, and the Send to Inspector feature. Access is subject to fair use and these Terms.
No payment required during trial
No payment details are required to start a free trial. You will not be charged automatically at the end of the trial period. To continue using ProPolicyForge after your trial expires, you must actively select and purchase a subscription plan.
Trial expiry and read-only state
Your free trial expires 30 days after the date of registration. On expiry, your account will enter a read-only state. You will retain the ability to view and download documents stored in your compliance vault, but you will not be able to generate new documents, update existing documents, send acknowledgement requests, complete sign-off workflows, or use any active compliance features. Read-only access will remain available for a further 14 days (until day 44 from registration).
Data retention and deletion
Your account data will be permanently deleted 44 days after your registration date if no subscription is activated. You will receive an automated warning email at day 37 notifying you of the pending deletion. ProPolicyForge accepts no liability for loss of data following deletion where adequate notice has been provided in accordance with these Terms. You may request early deletion of your account at any time by contacting compliance@propolicyforge.com.
Conversion to paid subscription
You may upgrade to a paid subscription at any point during or after your trial period, up to and including the final day before permanent deletion (day 43). On subscribing, full account access will be restored immediately and all data retained during the trial period will remain intact.
Fair use
The free trial is intended for genuine evaluation of ProPolicyForge for your organisation. ProPolicyForge reserves the right to suspend or terminate trial accounts where use is inconsistent with this purpose, including but not limited to automated or bulk usage, resale of generated content, or systematic circumvention of the single trial per domain condition.
Every document generated by ProPolicyForge is a draft. It is produced by an AI system from the information you supply and from sources the system finds at the time of generation, and it is provided to help you prepare your own policy or procedure. A generated document is not final, has not been approved by anyone, and is not a compliant or inspection-ready document until your organisation has reviewed, verified, adapted and formally adopted it.
Competent person review: before you adopt, publish, implement or rely on any generated document, a competent person must review it. That means someone with the knowledge, training and experience to judge whether the document is accurate and appropriate for your organisation, sector, premises and UK nation (for example a qualified health and safety, HR, clinical governance, data protection or legal professional, as the subject requires). The reviewer should check the content against current legislation and regulator guidance, confirm that it reflects how your organisation actually works, remove anything that does not apply to you, and approve it. In regulated sectors such as healthcare, social care, dentistry, construction and food service, professional review may also be a legal or regulatory requirement.
Not legal advice: generated documents do not constitute legal, regulatory, clinical or other professional advice, and ProPolicyForge does not guarantee that any document will satisfy any law, regulation, inspection standard, contract or code of practice. ProPolicyForge is not a law firm and does not review your documents for you.
AI limitations: AI systems make mistakes. A generated document may contain errors or omissions, out-of-date material, incorrect or misattributed citations, wording that resembles published material, or content that does not fit your circumstances. The service may search for recent legislation and guidance when it generates a document, but we cannot guarantee that every source is correct, complete or current. You must check the legislation and guidance cited in a document against the official source (for example legislation.gov.uk and the relevant regulator's website) before relying on it.
Your information: the quality of a draft depends on the information you provide. Check that organisation names, roles, named individuals, premises details and the answers you gave in the form are correct, and complete or amend any placeholders, before the document is adopted.
Regulated industries warning: if you operate in a regulated sector such as healthcare, social care, dentistry, construction or food service, the consequences of non-compliant documentation may include regulatory penalties, enforcement action, suspension of registration or serious harm to service users. Every generated document must be reviewed by a competent person before it is used.
By using ProPolicyForge you agree that you will: treat every generated document as a draft; have it reviewed, verified and approved by a competent person before you adopt, implement or rely on it; check organisation details, names, roles and the legislation and guidance cited against official sources, and verify that the content is current; seek professional advice where appropriate, particularly in regulated industries; not tell any regulator, customer, insurer or other third party that a generated document has been approved, certified or endorsed by ProPolicyForge; not use the service to generate documents intended to mislead, deceive or defraud; and provide accurate information to the best of your knowledge.
ProPolicyForge does not retain previous versions of documents stored in your Compliance Vault. When you use the Review & Update feature, the updated document replaces the previous version. Superseded document versions are permanently deleted from our systems.
Organisations in regulated sectors have statutory obligations to retain previous policy versions for defined periods. Examples include: DCB0129 clinical safety documentation (lifetime of the system plus 10 years); CQC-related serious incident policies (indefinitely); NHS clinical records (8–10 years); RIDDOR records (minimum 3 years); medicines management records (minimum 7 years).
It is your sole responsibility to download and archive superseded document versions externally before using the Review & Update feature. ProPolicyForge accepts no liability for failure to retain previous document versions in accordance with your sector's statutory obligations.
Documents generated by ProPolicyForge using your inputs are provided to you for your own business use. You may edit, adapt and use generated documents within your organisation.
You may not resell, redistribute or sublicense generated documents as a commercial product or service without our written permission.
The ProPolicyForge website, branding, design and underlying software remain the intellectual property of ProPolicyForge and may not be copied or reproduced.
Payments are processed securely through Stripe. By making a payment you agree to Stripe's terms of service.
14-Day Cooling-Off Right: As a consumer contracting online, you have a statutory right to cancel this contract within 14 days of purchase without giving any reason, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. To exercise this right, contact us at support@propolicyforge.com within 14 days of purchase and we will issue a full refund.
Waiver of Cooling-Off Right for Digital Content: If you request immediate access to the service and generate documents during the 14-day cooling-off period, your right to a full refund will be proportionally reduced to reflect the value of service already provided. You will be asked to confirm this at the point of first access. This is standard under the Consumer Contracts Regulations 2013 for digital content delivered immediately.
Pay-Per-Document: Once a document has been generated and made available for download following your waiver of cooling-off rights, the payment for that document is non-refundable.
Subscription Cancellation: You may cancel your subscription at any time via the Manage Subscription option in your vault. Cancellation takes effect at the end of the current billing period. You will retain full access until that date. On cancellation we will send you a confirmation email.
Downgrade and Upgrade: You may change your subscription plan at any time via the Manage Subscription option. Charges are prorated fairly — if you upgrade mid-period you pay only the difference for the remaining days; if you downgrade you receive a credit.
Technical Failures: If a technical failure prevents document generation after payment, contact support@propolicyforge.com and we will resolve the issue or provide a credit.
To the fullest extent permitted by UK law, ProPolicyForge shall not be liable for any loss arising from reliance on a generated document; any regulatory penalty, inspection failure or legal liability connected to the use of our documents; any indirect, consequential, special or incidental loss of any kind; or any harm to service users, employees or third parties arising from the implementation of generated documents.
Our total liability to you in any circumstances shall not exceed the total fees paid by you to ProPolicyForge in the twelve months preceding the event giving rise to the claim. Where no fees have been paid (free tier users), our total liability shall not exceed £50.
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
We aim to provide a reliable service but do not guarantee 100% uptime. The service depends on third party AI infrastructure which may occasionally be unavailable. We will not be liable for any loss caused by temporary service interruptions.
We reserve the right to modify, suspend or discontinue any part of the service with reasonable notice.
These terms are governed by the laws of England and Wales. Any disputes arising from use of ProPolicyForge shall be subject to the exclusive jurisdiction of the courts of England and Wales.
We may update these Terms of Use from time to time. Changes will be posted on this page with an updated date. Continued use of the service after changes are posted constitutes your acceptance of the revised terms.
If you are unhappy with any aspect of our service, please contact us in the first instance at support@propolicyforge.com. We will acknowledge your complaint within 2 business days and aim to resolve it within 14 days.
If you are not satisfied with our response, you may refer your complaint to an alternative dispute resolution (ADR) scheme. As a UK-based consumer you may also use the EU Online Dispute Resolution platform at https://ec.europa.eu/consumers/odr.
For data protection complaints, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. Our ICO registration number is ZC116446.
For any questions about these Terms of Use, please contact us at support@propolicyforge.com. We aim to respond to all enquiries within 2 business days.