Terms of Service: PraxysEHS Project Manager

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 Project Manager ("Customer," "you"). They cover the PraxysEHS Project Manager website and software at projects.praxysehs.com, including proposals and go-aheads, plans, tasks, updates, changes, measures, files and photos, close-outs and 90-day checks, reports and spreadsheets, and the Committee Room 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. 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 templates, 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 contractors or outside advisors, as guests. A guest sees only the projects you add them to, 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, including the Committee Room add-on. No payment details are needed. A trial that started before October 31, 2026 keeps the end date it was given. 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 and projects. 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.
Committee Room add-on. Priced per company, for any number of committees, and billed yearly on its own, even if you pay for sites monthly. It's free during the trial. After that, it needs a plan, and an admin adds it from Billing.
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 added.
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. If only the add-on's payment stays unpaid, only your committees become read-only.
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 and the Committee Room add-on each year, unless cancelled before the renewal date.
Cancelling. An admin can cancel the plan or the add-on 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 or the add-on.
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, removing the add-on 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. Admins can still manage billing and invite or remove people. Everything else, such as new proposals, changes and uploads, stops until you choose a plan or pay, which restores full access.
Committees. If the Committee Room add-on isn't paid for after the trial, or its year ends unpaid, your committees become read-only in the same way. The rest of your account keeps working.
Downloads are never held back. You can download your reports and spreadsheets at any time, including while your account is read-only, in formats that don't need PraxysEHS to open (PDF, Word and Excel), and your files as you uploaded them. Reports carry approved information only; drafts and edit history stay readable in the Service.
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.
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 ("Customer Data") belongs to you, including your proposals, plans, updates, measures, files, photos, charters, minutes and rosters.
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.
Records stay complete. Only a draft proposal can be deleted. Once a proposal is sent for a go-ahead, the project, its sign-offs and its approved plans 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 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 add to a project, invite as a guest or list on a committee roster, and for giving them any notice and getting any consent the law requires.
Injury and health information. Proposals, updates, measures, lessons, minutes and files can describe injuries, illnesses and near misses, and photos can show people. Include only what the 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 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 tool, not a decision-maker. You decide which projects to run, who leads and sponsors them, what each fix is, how the work is done safely, and whether a fix works. A risk rating, a place on "Which first?", a template or a suggested kind of fix is a starting point for your team's discussion, not a decision or an assessment by us.
Kinds of project. You can run safety, environmental, sustainability and security projects. Each kind has its own rating words, and ratings are compared only within one kind. Choosing a kind, and rating a project, are your team's judgments.
Numbers the Service works out. Whether a project is ahead or behind, its forecast cost, savings a year, months until a fix pays for itself, risk brought down and who has hours left are worked out from what your team enters. They're estimates for planning, not measurements, and they're only as good as the entries behind them.
Hours. Estimates and hours taken help you plan the work. The Service isn't a timekeeping or payroll system, and its hours aren't records of time worked.
Not a compliance product. The Service doesn't record, decide or remind you about regulatory matters, and it doesn't tell you whether a project, a plan, a fix or a record meets any law, regulation or standard.
Starter content. Templates, starter plans, the starter charter, the risk scale and suggested measures are general starting points. They aren't legal, engineering or other professional advice. Adapt them to your workplace, and check current requirements before relying on them.
No guarantee of results. The Service helps you plan, track and check improvements. It can't make a workplace safe, make a fix work, or prevent incidents. A project marked closed, a 90-day check marked "Still working," or a committee action marked confirmed records what your people entered. It doesn't certify anything.
Environmental projects. The Service doesn't prevent, contain or clean up spills or releases, and it doesn't tell you whether a spill, release or discharge must be reported to anyone, or whether you need a permit. Those decisions stay yours.
Security projects. The Service isn't a security, alarm or monitoring service. It doesn't watch your sites or respond to anything, and it can't prevent loss, theft, break-ins or violence.
Sustainability projects. Savings figures are the amounts your team enters. We don't promise that any project will save energy, water, waste or money.
Emails and reminders. Emails can be delayed or blocked, and reminders follow the dates you set. They help, but your deadlines and follow-up stay yours.
Your content. Proposals, plans, budgets, measures, updates, charters, minutes and files come from you and your team. You're responsible for their accuracy.
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 the safety of work done on your projects, for what leaves your sites, for protecting your people and property, and for your duties to your employees, contractors, neighbors and others under the law.
Pictures of people. Security projects can include camera stills or video stills that show people. Include only what the project needs, and follow your own rules and the law on recording people.

9. Committee Room add-on

What it does. The add-on keeps each committee's charter, meeting calendar, agendas, roster, minutes with attendance, and actions, for any number of committees.
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 often they meet and what records they keep. The add-on doesn't check your committee against those rules, and it doesn't replace them. A charter, a quorum worked out from it, or approved minutes in the Service don't mean your committee meets the law where you work. Check the rules that apply to you.
People without a sign-in. You can list people on a 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: you're responsible for having the right to enter them and for any notice or consent the law requires.

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. Project 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; 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.

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 and by site, sign-in links instead of passwords, optional two-step sign-in that an admin can require, 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 templates, starter text and risk scale, 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. Reports and downloads you create from Customer Data are yours, including any of our template or 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 templates, starter text, risk ratings, estimates or calculations are complete, accurate or right for your workplace, that a fix will work or a project will save what's expected, 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, loss, theft, spills, releases or harm to the environment arising from work, conditions or events at your sites, including work done on projects you manage in the Service, or from your decisions about which projects to run and how, or for savings or results a project doesn't deliver, 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, including work done on your projects; 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 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