Legal

Terms of Service

The agreement governing your use of CrewSafety, in plain terms wherever plain terms and legal accuracy don't conflict.

1. Acceptance of these Terms

These Terms of Service ("Terms") are an agreement between CrewSafety ("we," "us"), operated as a sole proprietorship based in Benton County, Washington, USA, and the organization you represent ("Customer," "you"). By creating an account, checking the acceptance box at signup, or using the CrewSafety service (the "Service"), you accept these Terms on behalf of your organization and represent that you have the authority to bind it. If you don't have that authority, or you don't agree to these Terms, do not use the Service.

2. Accounts & eligibility

The Service is a business tool, offered to organizations — not a consumer product. You must be at least 18 years old and using the Service for business purposes to create or hold an account. You are responsible for the accuracy of your registration information, for maintaining the confidentiality of your credentials, and for all activity under your organization's accounts. Notify us promptly at support@crewsafetyhq.com if you believe an account has been compromised.

3. Your data, our role

You own your data. All records your organization enters into the Service — employee and workforce information, training and certification records, incident reports, medical documents, drug- and alcohol-screening records, uploaded files, and everything else ("Customer Data") — belong to you. You grant us a limited license to host, process, back up, transmit, and display Customer Data solely as necessary to provide the Service to you.

You are the controller; we are a processor. Your organization decides what Customer Data to collect and enter, and it remains responsible for that data under the laws that apply to it as an employer. We process Customer Data on your instructions, as documented in these Terms and in our Privacy Policy. We do not sell Customer Data, use it for advertising, or use it for any purpose other than providing and securing the Service.

4. Customer responsibilities

Because the Service is designed to store sensitive workforce records — including medical documents and drug-screening results — the following responsibilities sit with you, not us:

• Lawful basis. You are responsible for ensuring you have the legal right, under the employment, drug-testing, medical-privacy, and other laws that apply to your organization, to collect and store the workforce records you enter into the Service.
• Notices and consents. Obtaining any notices to or consents from your employees or workers that applicable law requires is your obligation.
• Access hygiene. You control which of your users hold which access levels — including access to medical and screening records. Assign them deliberately and review them periodically.
• Accuracy. The Service records what your organization enters. Compliance decisions based on those records remain yours.

5. Acceptable use

You agree not to: use the Service in violation of applicable law; attempt to access another customer's data or probe, scan, or test the vulnerability of the Service without written authorization; interfere with the Service's operation or attempt to bypass usage limits; resell, sublicense, or provide the Service to third parties as a service bureau; or upload malicious code. We may suspend accounts that present a security risk to the Service or to other customers.

6. Plans, billing & taxes

• Capacity-based plans. Paid subscriptions are priced by employee-profile capacity, billed monthly or annually, as published on our pricing page.
• Annual billing. Choosing annual billing charges the full 12-month term upfront at the discounted rate. It's fully refundable within 30 days of purchase; after that it is non-refundable, though your access continues for the rest of the paid term either way. Canceling an annual plan stops the next renewal, it does not end the current term early.
• Payment processing. Payments are processed by Stripe. We do not store your card numbers.
• Upgrades and downgrades. You may change plans at any time. Downgrading below your current usage keeps your existing records intact but blocks new additions until you're under the new plan's cap.
• Non-payment. If a payment fails, we'll notify you and retry. If payment remains outstanding after a grace period of 14 days, we may suspend access until the balance is resolved. Your data is retained during suspension.
• Taxes. Fees exclude applicable taxes, which are your responsibility where required.

7. The Free plan

The Free plan (up to two employee profiles) is offered at no cost, without a time limit, and without payment information. It's governed by these same Terms. We reserve the right to modify the Free plan's limits prospectively with notice; we will not retroactively delete data you entered within previous limits.

8. Term, termination & data export

These Terms apply for as long as you use the Service. You may cancel at any time, effective at the end of the current billing period. We may terminate or suspend for material breach of these Terms that goes uncured after notice, or where required by law.

Your data on the way out: for 30 days after termination or cancellation, you may request an export of your Customer Data, and we will provide it in a commonly used format. After that window, we may permanently delete Customer Data from active systems, and it will age out of backups on our rolling backup cycle. Nothing in this section limits our ability to retain data where law requires it.

9. Service availability

We work to keep the Service available and functional, and we take backups seriously — but at this stage we do not offer a contractual uptime guarantee or service-level agreement. The Service is provided on a commercially-reasonable-efforts basis. Planned maintenance will be scheduled to minimize disruption where practical.

10. Disclaimers

CrewSafety is a recordkeeping tool. It is not legal, medical, or compliance advice. Using the Service does not by itself make your organization compliant with OSHA regulations or any other law, and no feature of the Service — including OSHA-log rollups, expiration alerts, or report exports — is a substitute for the judgment of your organization's qualified safety, legal, and medical professionals. Except as expressly stated in these Terms, the Service is provided "as is" and "as available," without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.

11. Limitation of liability

To the maximum extent permitted by law: neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data (except for Customer's payment obligations and either party's breach of Section 5); and each party's total aggregate liability arising out of or relating to the Service is capped at the fees Customer paid to us in the twelve (12) months before the event giving rise to the claim (or, for Free-plan customers, one hundred U.S. dollars). This cap does not apply to a party's indemnification obligations under Section 12, to Customer's payment obligations under Section 6, or to liability that cannot be limited under applicable law.

12. Indemnification

You will defend and indemnify us against third-party claims arising from your organization's data practices — including claims by your employees or workers concerning records you chose to collect and store in the Service — and from your use of the Service in violation of law or these Terms, except to the extent a claim arises from our breach of these Terms or our Privacy Policy.

13. Changes to these Terms

We may update these Terms as the Service evolves. For material changes, we'll give at least 14 days' notice by email to your account's administrative contact or by an in-app notice before the changes take effect. Continued use after the effective date constitutes acceptance. If you don't accept a change, your remedy is to cancel and export your data under Section 8.

14. Governing law & disputes

These Terms are governed by the laws of the State of Washington, USA, without regard to conflict-of-laws rules. Venue for any dispute lies exclusively in the state or federal courts located in Benton County, Washington, and each party consents to personal jurisdiction there and waives any objection to venue on grounds of inconvenient forum.

15. Entire agreement & contact

These Terms, together with the Privacy Policy and your plan selection, are the entire agreement between the parties regarding the Service and supersede any prior agreements on the same subject. If any provision is held unenforceable, the rest remain in effect. Our failure to enforce a provision isn't a waiver of it.

Questions about these Terms: legal@crewsafetyhq.com · CrewSafety, Benton County, Washington, USA.