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Terms of Service

Effective date: September 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 ("Customer," "you"). They cover the PraxysEHS website and software, including the guided investigation, reports 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, not for personal or household use.

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. Your administrators control your account: who's on your team, their roles, your locations, your plan and your settings.
  • Your team. Everyone you add ("Users") acts on your behalf. You're responsible for what they do in the Service and for keeping their sign-in details private.
  • Collaborators. You can share a single case with people outside your organization, such as counsel, an insurer or a consultant, using a link. You decide who gets a link, and you're responsible for sharing appropriately. Collaborators can read the shared case; they can't change it.
  • Download links. A package download link opens the whole case to anyone who has it, without an account, until it expires or you turn it off. Only administrators can make one.
  • Accurate information. Keep your account information accurate, and tell us promptly if you believe an account has been accessed without permission.

2. Free trial

Each new organization gets a 30-day free trial on one site. No payment details are needed. When a trial ends without a plan, your account becomes read-only (section 5) until you choose one.

3. Plans, fees and payment

  • Plans. Plans, prices and what each includes are shown in the Service and on our pricing page when it's published. Plans are billed yearly, in advance, in US dollars.
  • Payment. Payments are processed by Stripe. You can pay by card or bank account, or, for 3 or more sites, by invoice due within 30 days. We don't receive or store card or bank account numbers.
  • Changing your plan. When you add sites or move to a larger plan, the added cost for the rest of your current year is charged or invoiced right away. When you reduce, the unused amount is credited toward your renewal. You can't pay for fewer sites than the locations you have active.
  • Taxes. Prices don't include sales, use or similar taxes. Where they apply, they're added to your charge or invoice.
  • Late or failed payment. If a payment fails or an invoice is overdue, we'll retry and let you know. If it stays unpaid, your account becomes read-only (section 5).
  • Price changes. We may change prices for future renewals. We'll tell you at least 30 days before your renewal date, and the change applies from that renewal.

4. Renewal, cancellation and refunds

  • Renewal. Plans renew automatically 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 year you've paid for.
  • 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, at our discretion, 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. Everyone on your team can still sign in, read every case and download its reports, and administrators can still make download packages, manage who has access, place or remove legal holds, and delete records. No one can open new cases or change existing ones.
  • Twelve months. Your records stay available read-only for 12 months after the plan ends. Choosing a plan at any point during that time restores full access.
  • Deletion. After 12 months without a plan, we delete your organization's data from the Service, including your Users' sign-in accounts (unless someone also collaborates on another organization's case). We'll show the date in the Service at least 60 days beforehand, and email your administrators at 60, 30 and 7 days once email notifications are available. If your account was already inactive for longer, you'll still get at least 60 days' notice.
  • Legal holds. While any case is on legal hold, nothing is deleted and the account stays read-only, until an administrator removes the hold.
  • 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. Please do so before your data is deleted.

6. Your data

  • You own your data. Everything you and your Users put into the Service ("Customer Data") belongs to you. That includes cases, answers, findings, uploaded photos, documents and recordings.
  • 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, for example when you share a case or make a download link.
  • 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 cases reach findings, to run and improve it. These never identify you, any person or any case.
  • Your responsibilities. You're responsible for Customer Data and for having the right to collect it and put it into the Service. That includes giving any notices and getting any consents that apply to your employees and others named in your investigations.
  • Sensitive information. Investigations can include injury and health details. Enter only what the investigation needs, and follow your own policies and the laws that apply to you. 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 on your behalf and follow your instructions, as described in these terms.

8. What the Service is, and isn't

  • A guide, not a decision-maker. PraxysEHS guides an investigation and organizes what you find. You and your people decide what happened, what the causes and findings are, what to fix, and whether and how to report.
  • Not professional advice. The Service, the guide and any regulatory information in it are not legal, medical, engineering or regulatory advice. Regulatory references are summaries that link to their sources. Check current requirements with the agency or a qualified adviser before relying on them.
  • Your obligations stay yours. You remain responsible for your recordkeeping and reporting obligations, including under OSHA, EPA and DOT rules, and for the safety of your workplace.
  • No guarantee of outcomes. No investigation method can guarantee that an incident won't happen again.

9. Legal process and privilege

  • 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.
  • Privilege. Whether an investigation is protected by attorney-client privilege or work-product protection depends on how you run it, not on the Service. If that matters to you, involve counsel from the start.

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, cases or data that aren't yours, or test or get around the Service's security, unless we've agreed to it in writing;
  • overload or disrupt the Service, or scrape or access it in automated ways we haven't allowed;
  • copy, resell or rent the Service, or use it or its guide to build a competing product;
  • remove notices of ownership.

11. Security and confidentiality

  • Security. We use reasonable technical and organizational measures to protect Customer Data, including encryption in transit, access controls and regular backups.
  • Notice of a breach. 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.
  • Confidentiality. 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).

12. Availability and changes to the Service

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 improve and change the Service. 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. That includes the software, the investigation guide, question sets, cause codes, designs and our trademarks. While your plan or trial is active, we give you a limited, non-exclusive, non-transferable right for your Users to use it for your internal business purposes. Reports and downloads you create from Customer Data are yours to use as you wish. If you send us suggestions, we may use them without any obligation to you.

14. 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 10. 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.

15. 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, 11 (confidentiality), 13, 16, 17, 18, 19 and 20 continue after it ends.

16. 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, and non-infringement.

17. 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.
  • Cap. Each party's total liability arising out of these terms or the Service is limited to the fees you paid us in the 12 months before the event giving rise to the claim. For 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.

18. Indemnification

  • By you. You'll defend us against third-party claims arising from Customer Data, your breach of section 10, 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.

19. 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.

20. 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.
  • 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.
  • Export and sanctions. You'll comply with US export control and sanctions laws in using the Service.
  • Independent parties. We're independent contractors; nothing creates a partnership, employment or agency.
  • Entire agreement. These terms, the Privacy Policy 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