PraxysEHS CMContractor management
Draft for attorney review. This document is not in effect yet. Bracketed items are still to be filled in.

Terms of Service

Effective date: [date]

These terms are an agreement between PraxysEHS LLC, an Ohio limited liability company ("PraxysEHS," "we," "us"), and the company or other organization that signs up for or uses PraxysEHS CM ("Customer," "you"). They cover the PraxysEHS CM website and software, including lobby tablets, inductions, training card tracking, visitor sign-in, headcounts, and the public record check add-on (together, the "Service").

By creating an account, starting a trial, or paying for a plan, you agree to these terms. If you're accepting for a company, you confirm you're authorized to bind it. The Service is for business use only. Contractor companies that you invite use the Service under our separate Contractor Terms. If you sign a separate written agreement or order form with us, that document controls where it conflicts with these terms.

1. Accounts and people

  • Administrators control your account: your sites, your team and their roles, your lobby tablets, your plan and your settings.
  • Your team. Everyone you add acts on your behalf. You're responsible for what they do in the Service and for keeping their sign-in details private.
  • Lobby tablets. You supply your own tablets and connect each one to a site with a one-time code. You're responsible for where they're placed and for locking them to the lobby page. If a tablet is lost or stolen, disconnect it in the Service right away.
  • Contractors and visitors. You decide which contractor companies to invite and which visitors to expect. Contractors use their own accounts under the Contractor Terms, and see only what relates to work for you.
  • Accurate information. Keep your account information accurate, and tell us promptly if you believe an account or tablet has been accessed without permission.

2. Free trial

Each company is eligible for one 30-day free trial on one site. We identify a company by its email domain. No payment details are needed. We may decline, limit or end a trial at our discretion. When a trial ends without a plan, your account becomes read-only (section 5), and your lobby tablets stop signing people in.

3. Plans, fees and payment

  • Plans. Plans are priced per site, as shown on our pricing page and in the Service, in US dollars. You can pay monthly or yearly. Yearly plans are paid in advance.
  • Payment. Payments are processed by Stripe. We don't receive or store card or bank account numbers. [Invoice terms for larger plans.]
  • Monthly or yearly. Switching between monthly and yearly takes effect at your next renewal.
  • Changing sites. Adding a site charges the added cost for the rest of your current month or year right away. Removing a site credits the unused amount toward your next renewal. You can't pay for fewer sites than you have active.
  • Public record check add-on. Priced per organization, whatever your number of sites, and billed yearly, even if you pay for sites monthly. It isn't part of the free trial.
  • Contractors don't pay. We don't charge contractor companies or their workers for using the Service to work with you.
  • Taxes. Prices don't include sales, use or similar taxes. Where they apply, they're added.
  • Late or failed payment. We'll retry and let you know. If it stays unpaid, your account becomes read-only (section 5).
  • Price changes. We'll tell you at least 30 days before a price change applies to your next renewal.

4. Renewal, cancellation and refunds

  • Renewal. Monthly plans renew each month, and yearly plans each year, unless cancelled before the renewal date.
  • Cancelling. An administrator can cancel at any time from Plan and billing. Cancelling stops the next renewal. Your plan keeps working until the end of the period you've paid for: the end of that month on a monthly plan, or that year on a yearly plan.
  • No refunds. Because every plan starts with a free trial, fees are non-refundable, including for unused time, except where the law requires a refund or where we choose to give one.

5. When a plan ends

  • Read-only access. When a trial or plan ends, is cancelled, or goes unpaid, your account becomes read-only. Your team can still sign in, see records and download them. Lobby tablets stop signing people in and show your front office phone number instead, and reminders and alerts stop. Make other arrangements for your lobby before your plan ends.
  • Twelve months. Your records stay available read-only for 12 months. Choosing a plan during that time restores full access.
  • Deletion. After 12 months without a plan, we delete your data, with at least 60 days' notice, except the records below.
  • Five-year records. Sign-ins and sign-outs, inductions, in-person briefings and training card checks are kept read-only for five years after your plan ends, so you can still show them if asked. During that time your administrators can sign in to read and download them. We'll email your administrators at 60, 30 and 7 days before we delete them.
  • Backups. Copies in our backups age out within 90 days after deletion.
  • Download first. You can download everything at any time, in formats that don't need PraxysEHS to open.

6. Your data

  • You own your data. Everything you, your team, your lobby tablets, and contractors and visitors working with you put into the Service ("Customer Data") belongs to you. That includes the copy of a contractor's workers and training cards they share with you.
  • Our limited use. You let us host, copy, process and display Customer Data only as needed to provide, secure and support the Service, and as you direct.
  • No selling. We don't sell Customer Data or use it for advertising.
  • Records you can't delete early. While your plan is active, sign-ins, inductions, briefings and training card checks are kept for at least five years and can't be deleted before then, so the record stays complete.
  • Your responsibilities. You're responsible for having the right to collect Customer Data. That includes giving notices to contractors, workers and visitors who sign in at your sites, posting any notice the law requires where a tablet takes badge photos, and getting any consents that apply.
  • Sensitive information. The sign-out question can record that someone was hurt. Collect only what you need, and follow your own policies and the law.

7. Privacy

Our Privacy Policy explains how we handle personal information. For personal information in Customer Data, we act on your behalf and follow your instructions.

8. What the Service is, and isn't

  • A tool, not a decision-maker. You decide which contractors to hire, what your inductions say, which training cards each task needs, and who may enter your sites.
  • We don't approve or rate contractors. Confirming a company is ready to work records your own vendor process. It isn't our approval.
  • Not an emergency system. The headcount helps you account for contractors and visitors. It doesn't replace your alarms, your emergency plan, or calling 911, and it doesn't include your own employees. Emails and Teams or Slack messages can be delayed, and a tablet without a connection signs no one in.
  • Teams and Slack. If you connect a channel, lobby alerts, including names of the people signing in, post there. You decide who's in that channel.
  • Not professional advice. Suggested defaults, such as how often a certificate type runs out, are starting points, not legal or regulatory advice. Check current requirements before relying on them.
  • Your obligations stay yours. You remain responsible for the safety of your workplace and your duties to contractors, visitors and your own employees under the law.

9. Public record check

  • Information only. The add-on shows what certain free government records say about a contractor company, and where to look for more. It isn't an approval, a rating or a recommendation, and it isn't a check on any individual.
  • Records can be wrong. Government records can be late, incomplete or wrong, and a name can match a different company. "No record found" doesn't mean a company is safe. Confirm each match before relying on it.
  • Not for decisions about individuals. You won't use it to decide on anyone's employment, credit, insurance or housing, or for any purpose covered by the Fair Credit Reporting Act.
  • Outside sites. The "where to look next" guide links to sites we don't control. Their content and prices can change.
  • Disputes. Contractors can see their own summary and dispute items. Disputed items are marked while we check them.

10. Acceptable use

You agree not to, and not to let anyone else: use the Service to break the law or violate anyone's rights; upload malware or content you don't have the right to use; try to get into accounts or data that aren't yours, or get around the Service's security; overload, scrape or disrupt the Service; copy, resell or rent the Service or use it to build a competing product; or remove notices of ownership.

11. Security and confidentiality

We use reasonable technical and organizational measures to protect Customer Data, including encryption in transit, access controls and regular backups. If we learn that Customer Data was accessed without authorization, we'll notify you without undue delay and as the law requires. Each of us will keep the other's non-public information confidential.

12. Availability and changes

We work to keep the Service available, but we don't promise it will be uninterrupted or error-free, and there's no service-level commitment unless a separate written agreement says so. If we remove a feature that materially reduces what a paid plan includes, we'll tell you in advance.

13. Our property

The Service belongs to PraxysEHS and our licensors. While your plan or trial is active, we give you a limited, non-exclusive, non-transferable right to use it for your internal business purposes. Reports and downloads you create from Customer Data are yours.

14. Suspension, term and termination

We may suspend access if needed to stop a security threat, prevent harm, comply with the law, or address a serious breach of section 10, and we'll tell you promptly. These terms apply until your account is closed. Either of us may end them if the other materially breaches them and doesn't fix it within 30 days of written notice.

15. Warranties, liability and indemnification

  • Except as these terms expressly state, the Service is provided "as is" and "as available," and we disclaim all other warranties to the extent the law allows.
  • Neither of us is liable for indirect, incidental, special, consequential or punitive damages, or lost profits, revenue or data.
  • Each party's total liability is limited to the fees paid or payable for your account in the 12 months before the claim, or $100 where none were.
  • You'll defend us against third-party claims arising from Customer Data, from your decisions about who may enter your sites, or from your use of the public record check in breach of section 9. We'll defend you against claims that the Service, as we provide it, infringes someone's US intellectual property.

16. Governing law and general

  • These terms are governed by the laws of the State of Ohio. Disputes go only to the state courts in Montgomery County, Ohio, or the United States District Court for the Southern District of Ohio, Western Division at Dayton. Each party waives any right to a jury trial, and claims may be brought only individually.
  • For material changes to these terms, we'll tell you at least 30 days before they take effect.
  • Contact: PraxysEHS LLC · support@praxysehs.com