East Suffolk Council ("ESC") has developed a web-hosted electronic system to facilitate the submission of Official Documents to any Port Health Authority ("PHA") within England using an on-line portal using one registration process administered by ESC, subject to the Conditions of Use set out below.

Clicking on the "Accept" button [at the bottom of this screen] to access the System implies You have read and accepted the Conditions of Use set out below.


1. Definitions and Interpretation

1.1 In these Conditions of Use, unless the context otherwise requires, the following words and expressions have the meanings given to them:-

'DES' means Document Entry System

'IPR' means Intellectual Property Rights which include copyright, confidential information, patents, design rights and trademarks

‘Party’ means either You or Us (as the context requires), and ‘Parties’ means You and Us

'PHA' means a statutory Port Health Authority in England

'PHILIS' means Port Health Interactive Live Information System

'Registration' means application for use of the System to and acceptance by Us via the System’s online registration form

‘System’ means the DES software system enabling and facilitating on-line submission of Official Documents to PHAs in England

‘We’, ‘Us’ or ‘Our’ means East Suffolk Council of East Suffolk House Station Road, Melton, Woodbridge, IP12 1RT statutory port health authority for the Port of Felixstowe in Suffolk

‘You’ or ‘Your’ means the person or firm who has registered with East Suffolk Council and is requesting access to and use of the System

1.2 References to specific enactments or rules are deemed to include reference to those enactments or rules as amended, re-enacted or replaced from time to time.

1.3 Reference to the singular includes the plural and vice versa, and to any gender includes any other gender.

2. Licence

2.1 Pursuant to the requirements of the 2009 Regulations and Section 111 of the Local Government Act 1972 and in consideration of £1 (if demanded), We grant You a non-exclusive, non-transferrable licence to use the System subject to these conditions of use.

3. Registration

3.1 Prior to access to and use of the System, You must apply for to Us for Registration. Registration and use of the System thereafter will constitute full acceptance of these conditions of use and any prevailing amendments thereto.

3.2 We give no guarantee or indemnity that Registration will permit successful, uninterrupted or continuous access to any PHA via the System. Access is permitted only to those PHAs that have entered into a separate licence with Us for use of the System.

4. Access to the System

4.1 Following registration, you will be granted access to the System to facilitate electronic submission of Official Documents by You to PHAs, PROVIDED that the PHA to which you wish to submit Official Documents have themselves enter into a separate licence with Us for use of the System.

4.2 We shall not be in any way liable for wrongful access to the System by persons purporting to act on Your behalf. Notwithstanding the PHA to which it is submitted, we will acknowledge each Official Document submitted electronically by e-mail.

4.3 ESC will not be liable for any fees payable by You to the PHA to whom Official Documents are addressed (or by a PHA to You) upon submission in accordance with that PHA's usual procedures.

5. Indemnity and Liability

5.1 Except in the event of death or personal injury for which liability is unlimited, We give no indemnity or guarantee whatsoever as to the suitability or fitness for purpose of the System for Your or any other purpose.

6. Intellectual Property Rights 6.1 You acknowledge and agree that all IPR in the System vest and shall remain vested in Us at all times. We do not claim IPR in the format or content of Official Documents submitted.

7. Termination

7.1 We may terminate this Licence immediately –

(a) by notice in writing if You are in breach of the terms of this Licence and have failed to remedy such breach within 14 days of being given a written notice requiring You to do so;

(b) if, in Our sole opinion, Your use of the System is inconsistent with the requirements of the 2009 Regulations; or

(c) if You are subject to an administration order, receivership or liquidation order or are unable to pay Your debts (within the meaning of the Insolvency Act 1986) or make a proposal for voluntary arrangement under Part 1 of that Act or are wound up, adjudicated bankrupt or make any comparison or arrangement with or for Your creditors.

7.2 Either Party may terminate this Licence at any time by giving to the other Party not less than 28 days' notice to so terminate.

7.3 Upon termination, We will suspend Your access to the System.

8. Dispute resolution

8.1 In the event of any disagreement between the Parties regarding this Licence –

(a) The Parties shall attempt to resolve their differences by discussion between either You (if You are an individual) or a principal of Your firm and Our Head of Health.

(b) If the Parties are still not able to resolve the matter in dispute within 14 days of referral, the matter shall be referred to the decision of an arbitrator agreed upon by the Parties or in default of agreement nominated by the President for the time being of the Law Society of England and Wales in accordance with the Arbitration Act 1996.

9. Notices

9.1 Unless otherwise specified herein, any notice to be served by Us upon You shall be valid and of full effect if served by ordinary first class post at Your usual place of business as notified to us upon registration (unless subsequently changed and notified to Us in writing).

9.2 Any notice to be served by You upon Us shall be valid and of full effect if served by ordinary first class post address to Us at the address given above and marked for the attention of Our Head of Health.

10. Contracts (Rights of Third Parties)

10.1 Notwithstanding any other provision of this Licence nothing in this Licence confers or purports to confer any right to enforce any of its terms on any person who is not a party to it.

11. Variation

11.1 We reserve the right to vary these Conditions of Use without notice at any time. Use of the System after a change has been made implies Your acceptance of any such variations.

12. Waiver

12.1 Failure by Us at any time to enforce the provisions of this Licence or to require performance by You of any of the provisions of this Licence shall not be construed as a waiver of any such provision and shall not affect the validity of the Licence or any part thereof nor Our right to enforce any provision in accordance with these Conditions of Use.

13. Law

13.1 The formation of these Conditions of Use and all matters or disputes arising under or in connection with them shall be governed by English law and subject to the jurisdiction of the English Courts.


Copyright of East Suffolk Council
15 October 2020


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Once all the fields have been completed the details are submitted using the Register link.

A confirmatory message will be displayed and your details will be sent to Suffolk Coastal Port Health Authority for approval.


Only one individual from a Company needs to register with PHILIS Online. This individual will, once registration has been completed and accepted, become an Administrator for that Company. As an Administrator for a Company you will be able to create, manage and delete authorised users for the Company.

An email confirming the User ID, the initial password and a unique Organisation number will be sent to the email address used during registration. Additional user guidance will also be received.

Once your registration has been approved, you will be able to login as the Administrator for the Company registered.

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