Terms and conditions

Please read these terms and conditions carefully before using the EI's site, products and services.

The information held on Toolbox is for general information purposes only. Whilst the EI and its contributors have applied reasonable care in the selection of content housed on Toolbox, no representations or warrantees, express or implied, are made by the EI concerning the applicability, suitability, accuracy or completeness of the information contained on Toolbox. The EI accepts no responsibility whatsoever for the use of the information held on Toolbox. The materials and information are supplied to you on the condition that you, or any other person receiving them, will make their own determination as to their suitability and appropriateness for any proposed purpose prior to their use. Neither the EI nor any of the contributors shall be liable in any way for any liability loss, cost or damage incurred as a result of the use of the information contained on Toolbox. In applying reasonable care in the selection of content housed herein, the EI reserves the right to remove or reject content that is deemed to be inconsistent with the EI’s stated strategic aims, core values and commitments. No representations or warranties, either express or implied, of merchantable quality, fitness for a particular purpose or use, or any other nature whatsoever are made with respect to the materials, products and information contained on or available through Toolbox.

Using our websites

The EI’s main website - https://www.energyinst.org and our other websites - https://www.ieweek.co.uk/, https://publishing.energyinst.org, http://knowledge.energyinst.org, https://www.gplusoffshorewind.com , https://toolbox.energyinst.org, https://safetyon.com/ and any sub domains thereof - are hosted by Squiz Ltd on behalf of the EI. These are referred to collectively here as “the Sites”. Access to, and use of, “the Sites” are subject to the Terms and Conditions set out below. Your use of the Sites signifies your agreement to the EI’s Terms and Conditions and Privacy Policy.

We may make changes to these terms

We amend these terms from time to time. Every time you wish to use our Sites, please check these terms to ensure you understand the terms that apply at that time.

We may suspend or withdraw our Sites

Our Sites are made available free of charge, other than where a subscription or purchase fee applies for access to restricted content. We do not guarantee that our Sites, or any content on them, will always be available or be uninterrupted. We may suspend or withdraw or restrict the availability of all or any part of our Sites for business or operational reasons. We will try to give you reasonable notice of any suspension or withdrawal. You are also responsible for ensuring that all persons who access our Sites through your internet connection are aware of these terms of use and other applicable terms and conditions, and that they comply with them.

Information on the Sites

The information held on the Sites is for general information purposes only. Whilst the EI and its contributors have applied reasonable care in the selection of content housed on the Sites, no representations or warrantees, express or implied, are made by the EI concerning the applicability, suitability, accuracy or completeness of the information contained on the Sites. The EI accepts no responsibility whatsoever for the use of the information held on the Sites. The materials and information are supplied to you on the condition that you, or any other person receiving them, will make their own determination as to their suitability and appropriateness for any proposed purpose prior to their use. Neither the EI nor any of the contributors shall be liable in any way for any liability loss, cost or damage incurred as a result of the use of the information contained on the Sites. In applying reasonable care in the selection of content housed herein, the EI reserves the right to remove or reject content that is deemed to be inconsistent with the EI’s stated strategic aims, core values and commitments. No representations or warranties, either express or implied, of merchantable quality, fitness for a particular purpose or use, or any other nature whatsoever are made with respect to the materials, products and information contained on or available through the Sites. Where the Sites provide you with a facility for subscribing to or purchasing any product or service provided by the EI or its affiliates, additional terms and conditions of contract may apply; you should read the appropriate order or registration form carefully.

You must keep your account details safe

If you choose, or you are provided with, a user identification code, password or any other piece of information as part of our security procedures, you must treat such information as confidential. You must not disclose it to any third party. We have the right to disable any user identification code or password, whether chosen by you or allocated by us, at any time, if in our reasonable opinion you have failed to comply with any of the provisions of these terms of use. If you know or suspect that anyone other than you knows your user identification code or password, you must promptly notify us at comms@energyinst.org.

Ownership of content

In creating an archive of energy knowledge and information, the EI seeks to provide access to a wide range of data and sources. In so doing, the EI is explicit in attributing ownership of content, which is stated in individual records. The EI goes to all reasonable efforts to contact original sources of content in order to gain permission to attach the PDFs or similar files to records on the Sites. Where applicable, the EI provides links to external content. These links are provided for a number of reasons, including for further information or other key source material; for background information; for useful practical information; for further informed comment. External websites are not under the editorial control of the EI and the EI takes no responsibility whatsoever for the contents. This is because the EI does not produce them or maintain/update them; the EI cannot change them; they can be changed without the EI’s knowledge or agreement. Links to external websites should not be seen as an endorsement of the website or the products, services or information offered by the owner of the website.

User-generated content is not approved by us

The Sites may include information and materials uploaded by other users of the Sites, including to bulletin boards and chat rooms. This information and these materials have not been verified or approved by us. The views expressed by other users on our Sites do not represent our views or values.

Uploading content to our site

Whenever you make use of a feature that allows you to upload content to our Sites, or to make contact with other users of our Sites, you must comply with any reasonable content standards we may publish from time to time. These content standards apply to any and all material which you contribute to our site (Contribution), and to any interactive services associated with it (Content Standards). The Content Standards must be complied with in spirit as well as to the letter. The standards apply to each part of any Contribution as well as to its whole. A Contribution must be accurate (where it states facts); be genuinely held (where it states opinions); comply with the law applicable in England and Wales and in any country from which it is posted.

A Contribution must not be defamatory of any person; be obscene, offensive, hateful or inflammatory; promote sexually explicit material; promote violence promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age; infringe any copyright, database right or trade mark of any other person; be likely to deceive any person;  breach any legal duty owed to a third party, such as a contractual duty or a duty of confidence; promote any illegal activity; be in contempt of court; be threatening, abuse or invade another's privacy, or cause annoyance, inconvenience or needless anxiety; be likely to harass, upset, embarrass, alarm or annoy any other person. impersonate any person, or misrepresent your identity or affiliation with any person. give the impression that the Contribution emanates from us, if this is not the case; advocate, promote, incite any party to commit, or assist any unlawful or criminal act such as (by way of example only) copyright infringement or computer misuse; contain a statement which you know or believe, or have reasonable grounds for believing, that members of the public to whom the statement is, or is to be, published are likely to understand as a direct or indirect encouragement or other inducement to the commission, preparation or instigation of acts of terrorism; contain any advertising or promote any services or web links to other sites.

When we consider that a breach of the above Content Standards has occurred, we may take such action as we deem appropriate. You warrant that any Contribution does comply with the above Content Standards (or such other standards as we may apply from time to time), and you will be liable to us and indemnify us for any breach of that warranty. This means you will be responsible for any loss or damage we suffer as a result of your breach of warranty. Any content you upload to our Sites will be considered non-confidential and non-proprietary, unless you explicitly advise us otherwise. You retain all of your ownership rights in your content, but you are required to grant us and other users of our site a limited licence to use, store and copy that content and to distribute and make it available to third parties. The rights you license to us are described below.

We also have the right to disclose your identity to any third party who is claiming that any content posted or uploaded by you to our site constitutes a violation of their intellectual property rights, or of their right to privacy. We have the right to remove any posting you make on our site if, in our opinion, your post does not comply with the content standards set out in our Acceptable Use Policy. You are solely responsible for securing and backing up your content.

Rights you are giving us to use material you upload

When you upload or post content to our Sites, unless you explicitly advise us otherwise, you grant us the following rights to use that content. You grant to EI a perpetual, worldwide, non-exclusive, royalty-free, transferable licence to use, reproduce, distribute, prepare derivative works of, display, and perform any user-generated content uploaded to our Sites. There shall be no restriction on EI’s right to use any such content for its own commercial purposes.

Viruses

We do not guarantee that our Sites will be secure or free from bugs or viruses. You are responsible for configuring your information technology, computer programmes and platform to access our Sites. You should use your own virus protection software. You must not misuse our Sites by knowingly introducing viruses, trojans, worms, logic bombs or other material that is malicious or technologically harmful. You must not attempt to gain unauthorised access to our Sites, the server on which our Sites are stored or any server, computer or database connected to our Sites. You must not attack our Sites via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.

Copyright

The EI is the owner or the licensee of all intellectual property rights in our Sites, and in the material published on it, unless explicitly indicated otherwise. Those works are protected by copyright laws and treaties around the world. All such rights are reserved.

Copies of documents contained on the Sites may only be made available for information purposes and solely for the private use of the Sites’ users. Any use or reproduction of such documents for any other purpose whatsoever is expressly forbidden without the written permission of the EI. No licence or right, other than the right to view on the Sites, is granted to any person in respect of any intellectual property rights. Visitors accessing restricted files (i.e. documents available as part of a subscription or purchased from the Sites) must also agree to the Licence Agreement (see ‘Purchasing EI publications’ below) for such content.

The corporate name, logos and devices of the EI mentioned or depicted on the Sites are the property of the EI and may not be used without the prior written agreement of the EI. Our status (and that of any identified contributors) as the authors of content on our Sites must always be acknowledged.

For the full list of terms and conditions applying to the EI visit https://www.energyinst.org/terms

Toolbox content submittal policy

1. About Toolbox

Developed by the Energy Institute (EI), Toolbox is a free to use, web-based app, that allows users to access health and safety information in text and video formats. Its aim is to prevent incidents by allowing companies to work together and share learning and experience. By making this learning freely available to everyone in one place, industry can benefit much more together than in isolation.

2. Submittal of content to Toolbox

Toolbox features content shared by organisations with the EI directly, as well as content previously published by organisations publicly. This document is intended to inform organisations (including non-EI member companies) on the process for submitting content to Toolbox. It includes 3 parts:

1. Toolbox content submittal policy.
2. Appendix A: Toolbox content submittal guidelines.
3. Appendix B: Toolbox content submittal template.

3. Content to be shared

The idea behind Toolbox is to share learnings from real-life incidents, hazards and safety critical tasks so others can learn from them. The content that has been deemed suitable for Toolbox can be summarised as follows:

• High potential incidents (potential for fatality, disability, or major accident hazard such as fire, explosion etc.).
• Information on high risk activities (potential for fatality or disability).
• Information on safety critical tasks (tasks that, if not done correctly, can lead to major accident hazards).
• Emotionally engaging content.

Submitted content should be relevant for:

• Frontline operators and first line supervisors (primary users)
• HSE professionals (secondary user)

Content or learning targeted at the organisation or senior managers may be is acceptable, especially when submitted alongside frontline-focused material.

4. Content format

Submitted content should be text based (PDF, MS Word, or any other format), images (any format) and videos in (MP4, AVI, MPEG, WMV, M4V).

4.1. Text-based content

Text-based content that is published on Toolbox follows the format of an incident alert/lesson learnt (see Table 1). Content will be reviewed on its own merits, but typically content should contain information on:

• What happened? (Description of the incident [i.e. the sequence of events], the outcome, and the potential outcome)
• Why did it happen? (The immediate and underlying causes)
• What did they learn? (The ‘lessons learned’ that the company recommended – we are predominantly interested in those of relevance to frontline operators)
• Reflective learning questions (usually added by EI)

It is encouraged that text-based content is accompanied with one or two images. Please provide a short description of what the image is showing, as images aid the end user to better comprehend the incident characteristics.

Table 1. Toolbox format for text-base content

4.2 Video content

Video content varies much more than text-based content, but typically this falls into two types:

• Discussion/demonstration of an incident and its learnings.
• Discussion/demonstration of the causes of incidents, and how to manage them.

Videos should be submitted in as high-quality format as possible (e.g. 720p, uncompressed). Particularly low-resolution video (blocky, pixelated, grainy, etc.) may be rejected.

5. Content submission process

Any party interested in sharing relevant content, to be uploaded into Toolbox, should follow the following steps.

1. Ensure that selected material to be shared with the EI is deemed suitable based on section 3 of this protocol.
2. Confirm that submitted content has been approved by the copyright holder’s legal team to be shared.
3. Confirm that you grant EI worldwide, non-exclusive, permission to publish the content.
4. Where possible, convert content into the Toolbox template (see Appendix B). If not in the Toolbox format, please submit content that does not exceed one-two pages. See Appendix A for more information on suitable content.
5. Submit the content via the Submit content | Toolbox (energyinst.org) page, or by emailing e: toolbox@energyinst.org, or for large files through a mechanism that suits the sender i.e. WeTransfer/SharePoint, or any other internal file transfer mechanism.

Upon submittal, the person submitting the content will be asked to confirm points 2 and 3 above by ticking a check box on the Toolbox content submittal webpage or by email.

6. Editing/reviewing process

Content submitted to the EI will be reviewed by the EI/Toolbox dedicated team. The review process will follow these steps:

• The EI will review that the content is appropriate for Toolbox and take a decision on whether the content has the potential to be published.
• In the case of content submitted by an employee of an EI member company with a representative on its Learning from Incidents Committee (LFICOM), EI will inform the committee representative of the submittal before proceeding further.
• EI will extract the learnings from the provided material and undertake editing of the content in order to ensure it is anonymised (unless stated otherwise by the content owner). You, as the content sharer, are responsible for ensuring that any images/graphics/diagrams/figures/any other supporting materials provided alongside the text material have been previously approved internally for sharing.  Should you find it necessary to make specific adjustments to visual content for anonymisation, you agree to notify the EI Toolbox team upon submission and evaluate whether it can be addressed in-house at the EI. If content cannot be fully anonymised, the EI will seek the content owner’s permission before publishing.
• If the submitted content does not follow the Toolbox template, the EI may convert the said content into the Toolbox template where possible.
• If the open-ended reflective learning questions are not provided by the content owner, they will be included by the EI.
• Review of the final content by EI prior to upload.

However, videos with intense branding cannot be fully de-branded or anonymised in-house at the EI. Similarly, in the case of content obtained from credible third parties which is in the public domain, the level of anonymity will equal that offered by the original source.

In the case that content owners have asked to review the final output before uploading, they will be contacted to obtain final approval prior to uploading content into Toolbox. Text content that cannot be formatted into the Toolbox format, but it is deemed relevant may be uploaded into Toolbox as a PDF.

7. Third party content

In an effort to promote Toolbox as the go to platform to obtain learnings from incidents, relevant material that has been previously shared by other organisations and is deemed relevant will be uploaded into Toolbox after obtaining consent from the content owners. In these cases, the original source will be recognised in the uploaded material so that readers are aware it is published elsewhere.

8. Translations

Over time, material within Toolbox may be translated into other languages.

Appendix A - Toolbox content submittal guidelines

SUITABLE CONTENT

Short, text-based content (presentations, MS Word, PDF etc.), 1 page text + images (see the Toolbox submittal template Short videos Based on ‘lessons learned’ Examples: Incident alert ‘Lessons learned’ Emotionally engaging content Short accident reports Cartoons Animations Interviews	Books, guidance documents, lengthy text-based content Long videos (unless they can be edited or split into shorter videos) Examples: ‘Guidance’ documents Procedures Safety rules Lengthy accident investigation reports

TOPIC AREAS

Content needs to be related to:

• High potential incidents (potential for fatality, disability, or major accident hazard such as fire, explosion etc.).
• High risk activities (potential for fatality or disability)
• Safety critical tasks (tasks that, if not done correctly, can lead to major accident hazards)

It can be about preventing an incident, learnings from an incident, the causes of such incidents, or can be about an incident that happened.

Content will be categorised under the following (note: categories may get added over time, if a need arises). ‘General’ content (focusing on a cause of incidents, e.g. fatigue, or relevant to many work activities) is also welcome and will be assigned to all categories of relevance.

Example content topics:

Fatality/potential Crushing Amputation Dropped objects Fall from height Electrocution Asphyxiation Drowning Fire Explosion Leaks (e.g. with fire or other potential) Causes of high potential events (e.g. fatigue, staffing levels, teamwork, communication, etc.)	Unless these accompany a genuine high potential safety outcome (MAH, fatality etc.), the following are not appropriate for Toolbox. Common, minor injuries: bad back trip over cut finger sprained ankle etc. Broken equipment Financial loss and business interruption General housekeeping It is important to keep the focus of Toolbox on saving lives.

TEXT-BASED CONTENT

Typically, text-based content published on Toolbox follows the format of an incident alert/lesson learned.  Content submitted in the format below will be prioritised for publishing, whereas content that requires a high volume of processing by the EI may be pushed back or may be rejected (in which case we will be in touch and check if the content owner would be able to provide a second draft closer to the format). If we are unable to edit content to this format (e.g. because information is missing) then content may be rejected (unless additional information is made available by the content owner).

Other formats may also be considered for text-based content that is not an incident alert/lesson learned.

Typically, content should contain information on:

(If you wish to submit content in the above format, this will increase the speed by which is it published on the website)

Images:

• Ideally, please provide 2 or more images.  Content with good quality, relevant images will be prioritised.
• Provide a short description of what each image is showing, for example:
  • “Personnel transferring from a marine transfer vessel onto a platform”.
  • “Inside of fuse box with exposed live cables.”

Abbreviations:

• Avoid abbreviations or provide definitions of any abbreviations used.

Acceptable file types: MS Word, PDF, MS PowerPoint

VIDEO CONTENT

Video content varies much more than text-based content, but typically this falls into two types:

1. Discussion/demonstration of an incident and its learnings.
2. Discussion/demonstration of the causes of incidents, and how to manage them.

Ideal video length is 1-3 minutes, but we will accept longer videos.  EI will typically edit all videos submitted to make them fit-for-purpose for Toolbox, the extent of the editing required will be at the EI’s discretion.

Videos should be submitted in as high-quality format as possible (e.g. 720p, uncompressed).  Particularly low-resolution video (blocky, pixelated, grainy, etc.) may be rejected.

Acceptable file types: MP4, AVI, MPEG, WMV, M4V

Appendix B - Toolbox content submittal template