Terms of Service: PraxysEHS Compliance Calendar

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 Compliance Calendar ("Customer," "you"). They cover the PraxysEHS Compliance Calendar website and software at calendar.praxysehs.com, including sites and their profiles, the task calendar, the rule library and rule changes, permits and permit reading, sampling, events and agency reports, the agency log, actions, site maps, files and photos, reports, audit packs and spreadsheets, bulk upload, and the emails and calendar invites it sends (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. 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 people and their access, your task library, your answers to rule changes, and your plan and billing.
Your team. Everyone you add, as an administrator, contributor or reader, acts on your behalf, including outside consultants, auditors or contractors you give access to. 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.
Accurate information. Keep your account information accurate, including the phone numbers of your administrators, which the Service shows when an event needs a report. 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).
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. Every site is charged at the rate for your total number of open sites. You can pay monthly or yearly. Yearly plans are paid in advance.
Choosing a plan during the trial. With one site, your first charge comes when the trial ends. If you choose a plan in the trial's last two days, or open a second site, charges start right away, for every site.
Payment. Payments are processed by Stripe. 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 the difference for the rest of your current month or year right away, with every site at the rate for the new total, 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.
Taxes. Prices don't include sales, use or similar taxes. Where they apply, they're added.
Late or failed payment. Stripe retries a failed payment, and we let you know in the Service. 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 administrator can cancel the plan 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, see everything and download it. Administrators can still manage billing and invite or remove people, and each person can still update their own phone number and out-of-office dates. Everything else, such as completing tasks, adding permits and uploading records, stops until you choose a plan or pay, which restores full access. Routine reminder emails pause.
Events stay open. Even while your account is read-only, your team can still log an event, such as a spill or a permit exceedance, and administrators can still see and record the reports it owes to agencies, and still get the emails that say a report is due.
Downloads are never held back. You can download your reports, audit packs and spreadsheets at any time, including while your account is read-only, in formats that don't need PraxysEHS to open (PDF and Excel), and your files as you uploaded them. Reports and audit packs carry final information only; edit history stays readable in the Service and in the change log.
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 from the Service, including your people's sign-ins (unless someone also works in another company's account). We email your administrators 60, 30 and 7 days before, and if a notice goes out late, the date moves so you still get at least 60 days. Once your trial or plan has ended, an administrator can also ask us to delete it sooner. We keep your billing records as tax law requires.
Backups. Copies in our backups age out within 90 days after deletion.
Download first. The Service isn't your official records archive. Many environmental, health and safety records must be kept for a set number of years, often longer than your plan plus 12 months. Download what you must keep before your data is deleted.

6. Your data

You own your data. Everything you and your team put into the Service ("Customer Data") belongs to you, including your sites and their profiles, tasks and completions, records, permits, sample results, events, agency log records, actions, maps, files and photos, your changes to the task library, and your decisions on rule changes and yearly reviews.
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.
Aggregated statistics. We may use counts and measurements about how the Service is used, such as how many tasks are done on time, to run and improve it. These never identify you, any person or any site.
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.
Records stay complete. A task that's due stays on the calendar until it's done or marked not applicable with a reason, and a late task stays flagged. Completions, decisions, reports and changes are kept as they were made, with who made them and when. Anything removed in the Service, such as a closed site or a person removed from your account, is hidden and kept with the rest of your records until your data is deleted (section 5), except removed 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 invite or name in your records, and for giving them any notice and getting any consent the law requires.
Health and injury information. The Service is for environmental, health and safety compliance tasks, not for injury records. If your records, events or files describe an injury or illness, include only what the work needs, and leave out names and health details where your own rules or the law call for it. The Service isn't designed to meet HIPAA requirements.

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.

8. What the Service is, and isn't

A tool, not a decision-maker. The Service helps you keep track of the tasks, permit dates, sampling and reports your sites expect, and who has them. You decide what applies to each site, what goes on your calendar, and how the work is done. A site's profile answers, a task the library suggests, a due date, a reporting clock or a rule change shown to you is a starting point for your team, not a decision or an assessment by us.
Not legal advice, and no compliance guarantee. The rule library, task descriptions, due dates and reporting clocks are general reference information. They aren't legal, engineering or other professional advice, and the Service doesn't tell you whether a site, a permit, a task or a record meets any law, regulation, permit or standard. Using the Service doesn't make you compliant.
Your permits come first. Where a permit, an order or an agency's instructions to you say something different from the Service, follow the permit, the order or the agency.
No guarantee of safety. The Service can't make a workplace safe or prevent spills, releases or incidents. A task marked done records what your people entered. It doesn't certify anything.
Emails, invites and reminders. Emails and calendar invites can be delayed or blocked, and reminders follow the dates on your calendar. They help, but your deadlines and follow-up stay yours.
Your content. Site profiles, permits and their dates and limits, sample results, events, records and files come from you and your team. You're responsible for their accuracy, including anything you confirm after the Service suggests it (sections 10 and 11).
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 your sites' compliance with environmental, health and safety laws and permits, for reporting to agencies on time, and for your duties to your employees, contractors, neighbors and others under the law. Any fines, penalties, enforcement costs or cleanup costs are yours, and we don't pay them (section 19).

9. The rule library and rule changes

How the library is written. We write the library's federal and state requirements from official sources, with the citation, a link to the source and the date it was written for each. Some states have only some of their rules in the library, and some have none yet; the Service says which.
It can be incomplete or out of date. Laws, regulations and agency practices change, can be read in more than one way, and can differ by county, city, permit or the details of your site. We don't promise the library is complete, current or right for your sites, and it doesn't include county or city rules or the conditions of your own permits unless you add them. We may update the library, but we don't re-check every rule on a schedule; rule changes and the yearly review (below) are how your calendar stays current.
Rule changes. Where a government publishes an official feed, the Service checks it and shows notices that may touch the rules on your calendar, in the publisher's own words, with where each was published, how it was found and a link to the source. Your administrators decide what each change means for your tasks: change them, or record why they don't need to change. Nothing in a notice changes your calendar until your administrators change it. Some places publish no feed the Service can check, and feeds can be late, incomplete or unavailable.
The yearly review. Once a year, the Service puts a task on your calendar to check each of your places' rules against their official sources. That review is yours to do, and it's how changes in places without a feed get caught.
Reporting clocks and agency reports. When you log an event, the Service shows your administrators the reports the library expects, their deadlines and the agency's contact details, and shows everyone else which administrator to call. These are reminders built from the library and from what you enter. They don't replace your own judgment of what must be reported, to whom and when, and the Service doesn't make any report for you. You're responsible for reporting to agencies.

10. Reading permits with AI

What it does. When an administrator or contributor chooses to read a permit with AI, the Service sends that document, with the permit's name, kind, number, agency and dates already on file, to our AI provider, Anthropic, to list the dates, conditions, limits, sampling and reports the document states, each with where it says so.
A person confirms everything. Nothing it suggests is added to your permits or your calendar until a person on your team confirms it, and anything wrong is turned down with a reason. A sampling or reporting schedule becomes a repeating task only when an administrator confirms it. Every reading and every decision is logged. Readings can miss things or get them wrong, so check them against the permit.
Your documents. The document is sent only to be read. Under Anthropic's commercial terms, it isn't used to train AI models.
Bringing in your own spreadsheet. When someone on your team brings in a spreadsheet in its own layout, the Service matches what it can on its own. For what it can't, it sends Anthropic only the column names, up to three sample values from columns it couldn't place, and the names of activities it couldn't match, to suggest which is which. It never sends the whole file. A person confirms each match before anything is saved, and the change log shows which suggestions came from AI.

11. Public records

The Service can look up public government records to save you typing: EPA's public ECHO database to find your site's permits on file, the US Census Bureau's address lookup to place a site on a map, and the US Geological Survey's aerial photos. What those services return comes from the government and can be incomplete or out of date. A permit found in ECHO is added only after a person on your team checks it. An aerial photo is saved as a site map when someone on your team asks for it; it's a photo of the area, not a survey.

12. 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 its rule library, or use either to build a competing product; or remove notices of ownership.

13. 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, sign-in links instead of passwords, files that open only for signed-in people with access, 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, and share what we reasonably can to help you respond. Each of us will keep the other's non-public information confidential. We'll use it only for this agreement and share it only with people who need it and are bound to protect it. This doesn't cover information that's public, already known, independently developed, or that must be disclosed by law (with notice where allowed).

14. 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. We may add to, update or correct the rule library at any time. If we remove a feature that materially reduces what a paid plan includes, we'll tell you in advance.

15. Our property

The Service, including its rule library, task library, task descriptions and reporting guides, belongs to PraxysEHS and our licensors. Laws, regulations and other government publications quoted in it remain public. 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 the Service for your internal business purposes. Reports, audit packs and downloads you create from Customer Data are yours, including any of our library text in them, for your own use. If you send us suggestions, we may use them without any obligation to you.

16. 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 12. 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.

17. 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 through 11, 13 (confidentiality), 15, and 18 through 22 continue after it ends.

18. 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 rule library, task library, due dates, reporting clocks, rule-change notices, permit readings or public-record lookups are complete, current, accurate or right for your sites, or that using it will satisfy any law, regulation or permit.

19. 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.
Fines, penalties and what happens at your sites. To the extent the law allows, we aren't liable for fines, penalties, enforcement actions or cleanup costs, or for injury, illness, death or property damage, arising from work, conditions or events at your sites, from a missed or late task, filing or report, from your reliance on the rule library, a due date, a reporting clock, a rule-change notice, a permit reading or a public-record lookup, or from your decisions about what applies to your sites, 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.

20. Indemnification

By you. You'll defend us against third-party claims, including claims by government agencies, arising from Customer Data; your content (section 8); work, conditions or events at your sites; your breach of section 12; 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.

21. 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.

22. 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 administrators 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. You'll comply with US export control and sanctions laws in using it.
Independent parties. We're independent contractors; nothing creates a partnership, joint venture, employment, franchise or agency.
No third-party beneficiaries. 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