Terms of Service

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 ("Customer," "you"). They cover the PraxysEHS website and software, including the guided investigation, the safety concern posters and the pages they open, 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.

Safety Partners. A "Safety Partner" is a company, such as an EHS consulting firm, that has a Safety Partner account and works in other organizations' accounts on their behalf. A Safety Partner is also a Customer under these terms, and section 21 contains additional terms that apply to it.

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.
Safety Partners. You may choose to work with a Safety Partner. Its people work in your account with the roles the Safety Partner assigns, act on your behalf there, and are treated as your Users while they have access. You can turn off any of them, or end your relationship with the Safety Partner, at any time. Only one Safety Partner may work in your account at a time. A Safety Partner is an independent business that you select. It is not our agent, employee or representative, and we are not responsible for its services, advice, acts or omissions. Your agreement with the Safety Partner, including its fees, is solely between you and 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.
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 answer; anyone who has the link can read it, so write the answer for them to read. An administrator can give a site a new poster code, which stops its old posters working.
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 company is eligible for one free trial on one site, whether it signs up itself or a Safety Partner sets up its account. The trial lasts 30 days, or 14 days for a company that signs up with a personal email address (such as Gmail or iCloud) rather than an address at its own domain. We identify a company by its email domain, and a later organization on a domain that has already had a free trial starts without one. We may decline, limit or end a free trial at our discretion, including where we reasonably believe trials are being obtained in a way these terms don't allow. 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.
Plans a Safety Partner pays for. If a Safety Partner pays for your plan, we bill the Safety Partner at our standard prices for your organization's size, and the Safety Partner is responsible for those fees. You don't owe us fees for a period a Safety Partner has paid for. If the Safety Partner stops paying, your plan continues or ends as described in sections 4 and 5.
Taking over billing. Your administrators can take over paying for your plan at any time, at our standard prices. If a Safety Partner has already paid for the current year, your own plan starts charging when that year ends.
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, nothing is refunded or credited for the rest of your current year: the lower number of sites is billed from your next renewal. Going back up before then isn't charged again, up to the number of sites you've already paid for that year. You can't pay for fewer sites than the locations you have active.
OSHA recordkeeping add-on. You can add OSHA recordkeeping to your plan. It's priced per organization, whatever your number of sites, and billed for the same term as your plan. It isn't part of the free trial: choosing it with a plan starts your plan, and its charges, right away. Adding it to a plan that's already running charges the rest of the current term right away; removing it refunds and credits nothing: it keeps working until the end of the term you've paid for, then ends, and isn't charged at your renewal.
Committee Room add-on. An administrator can add PraxysEHS Committee Room to your plan. It's priced per organization, whatever your number of sites, and billed for the same term as your plan. It includes a linked Committee Room account for your organization, with the same name and sites, at no extra charge: there's no separate Committee Room plan to pay for. If your organization already pays for Committee Room on its own, that account can be linked instead. Its own plan then isn't renewed: it keeps working until the end of the month or year already paid for, then ends, and no part of it is refunded. Like OSHA recordkeeping, the add-on isn't part of the free trial: choosing it with a plan starts your plan, and its charges, right away. Adding it to a plan that's already running charges the rest of the current term right away. You can remove it at any time: it stays on until the end of the term you've paid for, then ends, and it isn't refunded.
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 sole discretion, to give one. This applies equally to a plan a Safety Partner paid for: if a client takes over billing, or a Safety Partner relationship ends for any reason, the plan continues through the end of the year paid for, and no part of the fees is refunded to the Customer or the Safety Partner.

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, 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.
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, or also works in another organization's account, including through a Safety Partner). 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.
OSHA records. If your organization used OSHA recordkeeping, when the rest of your data is deleted we keep your OSHA 300 Logs, 300A summaries and 301 reports, and the site details they print, read-only, until the end of the fifth year after the last year they cover, the time OSHA requires employers to keep them (29 CFR 1904.33). During that time your administrators and the people who keep those records can still sign in to read and download them; other Users can't. We'll show the date in the Service and email your administrators at 60, 30 and 7 days before we delete them.
Committee Room add-on. If the add-on ends (an add-on you remove ends at the end of the term you've paid for) or goes unpaid, your linked Committee Room account becomes read-only, as Committee Room's own terms describe, until the add-on is paid for again. The rest of your account here keeps working.
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, and everything people send through your safety concern posters ("Customer Data"), belongs to you. That includes cases, answers, findings, uploaded photos, documents, recordings and safety concerns.
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.
Working with a Safety Partner. Customer Data in your account belongs to you, including anything a Safety Partner's people put into it. A Safety Partner's people can access it only while they have access to your account, and ending the relationship ends that access. We don't move your Customer Data to a Safety Partner's account. How a Safety Partner may use your information outside PraxysEHS is governed by your agreement with it, and we are not responsible for that use.
Committee Room add-on. When your administrators turn on the add-on, we share summaries of your incidents with your organization's linked PraxysEHS Committee Room account, for your safety 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 here. When your committee's management chooses to send actions from recommendations it has accepted, we add them to your action tracker and show their status back in Committee Room. 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. Committee Room's own Terms of Service, Privacy Policy and Data Processing Addendum cover what happens in Committee Room.
No selling. We do not sell Customer Data. Full stop. We don't share it for advertising, use it to build profiles, or combine it with other information to advertise to anyone.
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, the people who use your safety concern posters 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. If you use OSHA recordkeeping, the Service stores the details OSHA's forms ask for about an injured or ill employee, including their date of birth, home address and sex. Only the people your administrators give recordkeeping can see them, and they don't appear on cases, reports or downloads.

7. Privacy

Our Privacy Policy explains how we handle personal information. For personal information in Customer Data, we act on your behalf as your service provider and processor, and follow your instructions, as described in these terms. Our Data Processing Addendum is part of these terms and sets out those commitments in full, including those California and other state privacy laws require.

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.
Safety concern posters. Each site's poster opens a page anyone at the site can use without a sign-in, in English or Spanish, to tell you about a safety 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 the work and tell their supervisor now. 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. A concern marked fixed on the spot or not a hazard records what your people entered; it doesn't certify anything.
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, including protecting people who raise a safety concern.
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;
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, cases or data that aren't yours, or test or get around the Service's security or its bot checks, 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, including printing and posting your safety concern posters at your sites. 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, 20 and 21 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 paid or payable to us, by you or on your behalf (including by a Safety Partner), 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.
Safety concerns. To the extent the law allows, we aren't liable for injury, illness, death, property damage or loss arising from a safety concern that was sent, delayed, not sent or not answered, except to the extent caused by our gross negligence or willful misconduct.
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, how you handle the concerns sent through your safety concern posters, your breach of section 10, your use of the Service in violation of law, or, if you are a Safety Partner, your breach of section 21 or the services you provide to your clients, 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, joint venture, employment, franchise or agency. "Safety Partner" is the name of a program only. It doesn't make a Safety Partner our partner, joint venturer, agent, reseller or representative, and a Safety Partner has no authority to make promises, warranties or commitments on our behalf.
No third-party beneficiaries. 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 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.

21. Safety Partners

These terms apply if you have a Safety Partner account, in addition to the rest of these terms. If they conflict with the rest of these terms, this section controls for your Safety Partner account.

21.1 Your account. Your Safety Partner account is free. Your owners may add clients, add staff with your company's own email domain, and decide which of your people work in each client's account and in what role. You're responsible for your people, for their compliance with these terms, and for keeping their sign-in details private.
21.2 Authority for your clients. Each time you add a client or act in a client's account, you represent and warrant that the client has authorized you to set up and use its PraxysEHS account and to accept these terms on its behalf. The client is a Customer under these terms. You'll tell each client that it can add its own administrators, turn off your people's access, take over billing and end its relationship with you. You'll defend and indemnify us under section 18 against any claim that you lacked that authority.
21.3 Your clients' data. Your clients own their Customer Data. You and your people may access and use a client's Customer Data only to provide your services to that client, as your agreement with the client permits, and in compliance with applicable law, including privacy and confidentiality obligations. When a client relationship ends, your access to that client's account ends.
21.4 Your services. Your services to your clients are yours alone. We don't supervise, endorse or guarantee them, and we have no liability for them, including for any investigation you conduct, any finding or recommendation you make, or any sign-off you give. Where a client has no approver or administrator of its own, your owners may sign off an investigation on the client's behalf; the investigation will show that a Safety Partner approved it, and you and the client, not we, are responsible for that approval.
21.5 Paying for clients. You may choose to pay for a client's plan. You'll be billed at our standard prices for that client's size, separately for each client, and you're responsible for those fees under sections 3 and 4. What you charge your client is solely between you and your client.
21.6 Safety Partner credit. For each invoice you pay for a client's plan, we'll add promotional credit to your account equal to 10% of the invoice total, excluding taxes and before any credit is applied. Credit is applied automatically to your future PraxysEHS invoices. Credit has no cash value, isn't compensation, a commission or a payment for referrals, can't be transferred, sold or exchanged, and is never paid out. No credit is earned on amounts that are refunded, disputed, charged back or reversed, and we may remove credit earned on any such amount or obtained in breach of these terms. Unused credit is forfeited when your Safety Partner account is closed or ended. You're responsible for any taxes on credit you receive. We may change, suspend or end the credit program for future invoices at any time with at least 30 days' notice.
21.7 Trials. Each company is eligible for one free trial (section 2), and you may have only one client on a free trial at a time. Setting up organizations, domains or accounts to obtain more trials than these terms allow is a material breach of these terms.
21.8 Practice organization. Your account includes a practice organization for learning and demonstrations only. It isn't for real investigations: nothing in it can be signed off, closed or downloaded as a package, and everything it produces is marked as a sample. You won't present anything from it as an investigation record.
21.9 Ending a client relationship, or closing. You or your client may end your relationship at any time. When it ends, your people's access to that client's account ends, and a plan you paid for continues through the end of the year you paid for and then ends, without refund. Closing your Safety Partner account ends every client relationship in the same way.
21.10 Suspension and termination. We may suspend or end your Safety Partner account, or your participation in the program, if you breach these terms. Where a breach can be fixed, we'll first give you notice and a reasonable opportunity to fix it, except where we reasonably believe immediate action is needed to prevent fraud, abuse of trials or credit, harm to a client or to the Service, or a violation of law. Your clients' accounts and Customer Data continue and remain theirs.
21.11 Changes to the program. We may change, suspend or discontinue the Safety Partner program, in whole or in part, with at least 30 days' notice. If we discontinue it, your clients' accounts and Customer Data continue, and plans you've paid for continue through the end of the year paid for.

Contact

PraxysEHS LLC · support@praxysehs.com