Terms of Service: PraxysEHS Committee Room

Effective date: November 1, 2026

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 Committee Room ("Customer," "you"). They cover the PraxysEHS Committee Room website and software at committee.praxysehs.com, including committees and their charters, rosters, meetings, agendas, attendance and minutes, actions and their photos, recommendations to management and the written answers, the safety concern posters and the pages they open, and downloads (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, and a company signs up with a work email address. 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

Admins control your account: your sites, your people and their access, your committees, and your plan and billing.
Your team. Everyone you add, as an admin, member or guest, acts on your behalf. You're responsible for what they do in the Service and for keeping access to their email accounts secure, since sign-in links are sent there.
Signing in. People sign in with a link we email them. We don't use passwords. Anyone can also turn on two-step sign-in, a 6-digit code from an authenticator app after the link, and an admin can require it for everyone in your account. You're responsible for keeping authenticator apps and backup codes secure.
Access by site. An admin can limit a member to certain sites. Admins always see every site.
Guests. You can add people from outside your company, such as an outside safety advisor, as guests. A guest sits on a committee as an advisor only, sees only the committees they advise, and uses the Service as part of your team, under these terms.
Accurate information. Keep your account information accurate, and tell us promptly if you believe an account has been accessed without permission.

2. Free trial

The trial. Each company is eligible for one 14-day free trial on one site. No payment details are needed. We may decline, limit or end a trial at our discretion, including where we reasonably believe trials are being obtained in a way these terms don't allow.
One site. The trial covers one site. To open a second site, choose a plan first (section 3).
Choosing a plan during the trial ends the trial that day, and charges start for every open site.
When a trial ends without a plan, your account becomes read-only (section 5) until you choose one.

3. Plans, fees and payment

Plans. One plan covers your company, priced per open site, as shown on our pricing page and in the Service, in US dollars, with unlimited people and committees. Every site is charged the same price. You can pay monthly or yearly. Yearly plans are paid in advance.
Payment. Payments are processed by Stripe. PraxysEHS LLC is the seller. We don't receive or store card or bank account numbers. Plans for 25 or more sites are set up by a separate written order, which can provide for payment by invoice.
Changing sites. Opening a site charges for it for the rest of your current month or year right away, unless you've already paid for that many sites this month or year. Closing a site doesn't refund or credit any part of your current month or year: the lower count is billed from your next renewal, and you can still read and download that site's records. You can't pay for fewer sites than you have open.
With PraxysEHS Human Factors Incident Analysis. If your company has the Committee Room add-on in PraxysEHS Human Factors Incident Analysis, your Committee Room account is linked to it and included with it, and isn't charged separately: there's no Committee Room plan to pay for, and your sites are kept in step with your sites there. The add-on is billed under Incident Analysis's own Terms of Service. If your company already paid for Committee Room on its own, linking it cancels that plan: it isn't renewed, keeps working until the end of the month or year already paid for, then ends, and no part of it is refunded.
Taxes. Prices don't include sales, use, goods and services, harmonized sales or similar taxes, including Canada's GST/HST and provincial sales taxes. Where they apply, they're worked out and added at checkout.
Late or failed payment. Stripe retries a failed payment, and we let you know. If it's still unpaid 14 days after it failed, your account becomes read-only (section 5) until it's paid.
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 admin can cancel at any time on Stripe's billing page, opened from Billing in the Service. Cancelling stops the next renewal. What you've paid for 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 company can try the Service free first, fees are non-refundable, including for unused time, except where the law requires a refund or where we choose to give one. Closing a site or cancelling doesn't refund or credit any part of what you've paid.

5. When a plan ends or goes unpaid

Read-only access. When a trial ends without a plan, a plan ends, or a payment stays unpaid for 14 days, your account becomes read-only. Your team can still sign in, read every committee, charter, meeting, set of minutes, action, recommendation and safety concern, and download them. Admins can still manage billing and add or remove people. Nothing else can be added or changed, agendas can't be emailed, and your safety concern posters stop taking new concerns (the page tells people to tell their supervisor instead) until you choose a plan or pay, which restores full access. A safety concern's private answer link keeps working.
Downloads are never held back. You can download approved charters, minutes and written answers at any time, including while your account is read-only, in formats that don't need PraxysEHS to open (PDF and Word), uploaded minutes as you uploaded them, and the meeting calendar files. Downloads carry approved information only; drafts and history stay readable in the Service.
When the add-on ends. If your account comes with the Incident Analysis add-on (section 3), and the add-on ends (one that's removed ends at the end of the term already paid for) or goes unpaid, your account becomes read-only in the same way until the add-on is paid for again.
Twelve months. After a trial or plan ends, 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 to your admins. You can also ask us to delete it sooner, once your account has no trial or plan running.
Backups. Copies in our backups age out within 90 days after deletion.

6. Your data

You own your data. Everything you and your team, including guests, put into the Service, and everything people send through your safety concern posters ("Customer Data"), belongs to you, including your charters, rosters, agendas, minutes, recaps, actions, photos, recommendations, answers and concerns.
Confidential. We treat all Customer Data as confidential.
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.
Linked to Incident Analysis. With the add-on (section 3), we bring summaries of your company's incidents from Incident Analysis to your committees' agendas: what happened, where and when, and, once a case is signed off, its causes, findings and fixes and how the fixes are going. Summaries never include anyone's name, notes, photos, files, recordings, statements or interviews, or OSHA or medical details, and cases marked sensitive or referred to a different process aren't shared at all. A link from the agenda opens a case only for people who can already open it in Incident Analysis, and to know who can, we check the viewer's email address there. When management chooses to send the actions from a recommendation it has accepted, we add them to your company's action tracker in Incident Analysis and show their status here. Both accounts are yours, and we handle both for you as the same service provider and processor, so this isn't sharing with a third party, and each keeps its own sign-in and data. Incident Analysis's own Terms of Service, Privacy Policy and Data Processing Addendum cover what happens there.
Records stay complete. Approved charters and minutes, recommendations and their answers, and actions and their checks stay in your records as they were made. Anything deleted or removed in the Service is hidden and kept with the rest of your records until your data is deleted (section 5), except removed or replaced files, whose stored copy is deleted at once.
Your responsibilities. You're responsible for having the right to put Customer Data into the Service, including the details of people you list on a committee roster, name in minutes or recaps, or show in photos, and for giving them any notice and getting any consent the law requires.
Injury and health information. Minutes, recaps, actions, recommendations, concerns and photos can describe injuries, illnesses and near misses, and photos can show people. Include only what the committee's work needs, and leave out names and health details where your own rules or the law call for it.

7. Privacy

Our Privacy Policy explains how we handle personal information. For personal information in Customer Data, we act as your service provider (or processor) under the privacy laws that apply: we process it only to provide the Service and as you instruct, we don't sell or share it, and we don't use it outside our relationship with you. We'll help you respond to requests from the people it's about, and we use a small number of other providers to run the Service (listed in our Privacy Policy) under terms that protect it at least as well. Our Data Processing Addendum is part of these terms and sets out those commitments in full, including those California and other privacy laws require.

For sites in Canada, this includes Canada's Personal Information Protection and Electronic Documents Act and, where they apply, the private-sector privacy laws of Alberta and British Columbia. You're responsible for telling your employees, committee members, guests, the people who use your safety concern posters and others named in your records that their information is handled by a service provider in the United States, and for any consent those laws require from them.

8. What the Service is, and isn't

A record keeper, not a decision-maker. You decide who sits on your committees, how they're chosen, when they meet, what they recommend, how management answers, what each fix is and whether it works. A starter charter, a quorum worked out from your charter, a suggested committee name, a starting response time or a kind of fix shown as stronger or weaker is a starting point for your committee's discussion, not a decision or an assessment by us.
It doesn't check the law. Some states, provinces and territories, and the Canada Labour Code, require safety committees and set rules for who serves on them, how members are chosen, how often they meet and inspect, how fast management must answer, and what records they keep. The Service doesn't check your committee against those rules, and it doesn't replace them. A charter, a quorum, approved minutes, a recommendation answered by its due date or a confirmed action in the Service doesn't mean your committee or your workplace meets the law where you work. Check the rules that apply to you.
Not a compliance product. The Service doesn't decide or remind you about regulatory matters, and it doesn't tell you whether a committee, a charter, a meeting, a record or a fix meets any law, regulation or standard.
Starter content. The starter charter, suggested names, response times and kinds of fix are general starting points. They aren't legal or other professional advice. Adapt them to your workplace, and check current requirements before relying on them.
No guarantee of results. The Service helps your committee keep its records and follow up. It can't make a workplace safe, make a fix work, or prevent incidents. An action marked confirmed, a recommendation marked answered or a concern marked fixed records what your people entered. It doesn't certify anything.
Meeting recaps. A recap you paste in, for example from a Microsoft Teams meeting, is kept as the text you paste, as draft minutes, until your committee approves it. You're responsible for checking it says what happened, and for having the right to copy it.
Safety concern posters. Each site's poster opens a page anyone at the site can use without a sign-in, to tell your committee about a concern, with a photo and their name if they choose. The page asks first whether it's a STOP work situation and, if it is, tells the person to stop and get their supervisor right away. The poster isn't an emergency line, an alarm or a monitoring service. Concerns arrive only when someone sends one, nobody at PraxysEHS reads or answers them, and we don't notify anyone that a concern has arrived. Answering them, acting on them, and having another way to report a STOP work situation and emergencies at every site stay yours.
Emails. Emails, such as sign-in links and agendas, can be delayed or blocked. They help, but your deadlines and follow-up stay yours.
Your content. Charters, rosters, minutes, recaps, actions, photos, recommendations, answers and concerns come from you, your team and the people who use your posters. You're responsible for how you use them.
Your records. You decide whether the Service's electronic records meet any recordkeeping requirement that applies to you, and keep any other records you need.
Your obligations stay yours. You remain responsible for the safety and health of your workplace, for your committees and how they work, for answering your committees as the law requires, and for your duties to your employees, contractors and others under the law, including protecting people who raise a safety concern.

9. People without a sign-in

On a roster. You can list people on a committee roster without giving them a sign-in, such as hourly employees. You enter their details: their name, their part on the committee, the area and shift they represent, how they were chosen, their term dates and the meetings they attended. They don't get emails from the Service. Section 6 applies to their details.
Through a poster. People who use a safety concern poster don't have an account and don't agree to these terms. What they send becomes Customer Data. Whether they give their name is their choice; please don't ask them to. A private answer link lets them read your committee's answer; anyone who has the link can read it, so the answer should be written for them to read.

10. Requests for your data

If we receive a subpoena, court order or government request for Customer Data, we'll refer it to you where we can. If we're required to respond, we'll tell you first unless the law or the request prohibits it, so you can object. Committee records can matter after an incident; if that's a concern, involve your counsel in how you use the Service.

11. Acceptable use

You agree not to, and not to let anyone else: use the Service to break the law or violate anyone's rights; use a safety concern poster or its answers to identify, single out or retaliate against anyone who raised a concern; 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 or its bot checks; 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.

12. Security and confidentiality

We use reasonable technical and organizational measures to protect Customer Data, including encryption in transit and at rest, separation of each customer's data, access by level, by site and by part on a committee, sign-in links instead of passwords, optional two-step sign-in that an admin can require, bot checks on public forms, answer links stored only as one-way codes, short-lived file links 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.

13. 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.

14. Our property

The Service, including its starter charter and other starter text, belongs to PraxysEHS and our licensors. While your trial or plan is active, and while your account is read-only (section 5), we give you a limited, non-exclusive, non-transferable right to use it for your internal business purposes, including printing and posting your safety concern posters at your sites. Documents and downloads you create from Customer Data are yours, including any of our starter text in them, for your own use.

15. Suspension

We may suspend access, in whole or in part, if needed to stop a security threat, prevent harm to the Service or others, comply with the law, or address a serious breach of section 11. We'll limit a suspension to what's necessary and tell you promptly. Non-payment leads to read-only access (section 5), not a lockout.

16. Term and termination

These terms apply from when you accept them until your account is closed. Either of us may end this agreement if the other materially breaches it and doesn't fix the breach within 30 days of written notice. Sections 5, 6, 8, 9, 10, 12 (confidentiality), 14, and 17 through 21 continue after it ends.

17. Warranties and disclaimers

Each of us confirms it has the authority to enter into these terms. Except as these terms expressly state, the Service is provided "as is" and "as available." To the extent the law allows, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, title and non-infringement. We don't promise that the Service will be uninterrupted or error-free, that its starter charter, suggested names, response times or other starter content are complete, accurate or right for your workplace, that a fix will work, or that using it will satisfy any law or regulation.

18. Limitation of liability

Indirect losses. To the extent the law allows, neither of us is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, even if told they were possible.
What happens at your workplace. To the extent the law allows, we aren't liable for injury, illness, death, property damage or loss arising from work, conditions or events at your sites, from a concern that was sent, delayed, not sent or not answered, or from your committees' and management's decisions, except to the extent caused by our gross negligence or willful misconduct.
Cap. Each party's total liability arising out of these terms or the Service is limited to the fees paid or payable to us for your account in the 12 months before the event giving rise to the claim. Where no fees were paid or payable for that period, including during a free trial, the limit is $100.
Exceptions. These limits don't apply to your obligation to pay fees, to either party's indemnity obligations, or to liability that can't be limited by law.

19. Indemnification

By you. You'll defend us against third-party claims arising from Customer Data; your content (section 8); work, conditions or events at your sites; how you handle the concerns sent through your posters; your breach of section 11; or your use of the Service in violation of law, and pay resulting damages and reasonable costs.
By us. We'll defend you against third-party claims that the Service, as we provide it, infringes their US patent, copyright or trademark, or misappropriates their trade secret, and pay resulting damages and reasonable costs. If the Service is found to infringe, we may get you the right to keep using it, change it so it no longer infringes, or end your plan and refund prepaid fees for the unused period. This doesn't cover claims caused by Customer Data, changes we didn't make, or combinations with things we didn't provide.
How it works. The party asking for defense must promptly notify the other, let it control the defense and settlement (no settlement that admits fault or imposes obligations without consent), and reasonably cooperate.

20. Governing law and disputes

These terms are governed by the laws of the State of Ohio, without regard to its conflict-of-laws rules. Any dispute arising out of these terms or the Service will be brought only in the state courts located in Montgomery County, Ohio, or the United States District Court for the Southern District of Ohio, Western Division at Dayton. Each party consents to those courts' jurisdiction. Each party waives any right to a jury trial, and claims may be brought only individually, not as part of a class or representative action. Either party may seek an injunction in any court with jurisdiction to protect its confidential information or intellectual property.

21. General

Changes to these terms. We may update these terms. For material changes, we'll tell you at least 30 days before they take effect. If you don't agree, you can cancel before then. Continuing to use the Service after the effective date means you accept the change.
Notices. We'll send notices to your admins by email or in the Service. You can send notices to support@praxysehs.com.
Electronic communications. You agree to receive notices, agreements and records electronically, and that electronic acceptance of these terms is binding.
Assignment. Neither party may assign these terms without the other's consent, except to a successor in a merger, acquisition or sale of substantially all its assets, with notice.
Force majeure. Neither party is responsible for delays caused by events beyond its reasonable control, other than payment obligations.
Where the Service is offered. The Service is offered for sites in the United States, and in Canada except Québec. You'll comply with the export control and sanctions laws of the United States and Canada in using it.
Independent parties. We're independent contractors; nothing creates a partnership, joint venture, employment, franchise or agency.
No third-party beneficiaries. Guests, committee members, people who use your safety concern posters and other people named in Customer Data aren't beneficiaries of these terms.
Entire agreement. These terms, the Privacy Policy, the Data Processing Addendum and any order form are the entire agreement about the Service. If a provision is unenforceable, the rest stays in effect. Not enforcing a provision isn't a waiver.

Contact

PraxysEHS LLC · support@praxysehs.com