eSafety Terms of Service
The short version: use the app properly, keep your records sensible, keep your subscription sorted if you choose to go paid, and give us a fair chance to fix things if something goes sideways.
1. Using eSafety
By creating a company or using eSafety, you agree to these terms for yourself and, where you are authorised, for the company you represent.
- It is a tool, not the site manager. eSafety helps organise health and safety information. It does not replace competent advice, supervision, legal duties, training, inspections, or using your own judgement.
- Your information needs to be right. You are responsible for information your company enters, uploads, approves and relies on.
- Look after logins. Accounts are for the named user. Tell us promptly if a login, device or email account may have been compromised.
- Keep it tidy. Do not upload unlawful, malicious, infringing or irrelevant material; interfere with the service; scrape it; reverse-engineer it; or use it to make life difficult for other people.
- Authorised people only. Company administrators are responsible for inviting the right people and removing access when it is no longer required.
Availability and records
We aim to keep eSafety available and secure, but maintenance, internet problems, third-party failures and the occasional computer sulk can happen.
Keep copies of records you cannot afford to be without. We take reasonable steps to protect stored information and restore the service when something goes wrong.
Privacy and service providers
We use company and user information to provide, secure, support and bill for eSafety.
Service providers used for hosting, storage, authentication, email and payment processing may process the information reasonably required to perform their services.
We do not sell customer health and safety records.
Reasonable use
Normal business use is fine. If activity is excessive, automated, unlawful, creates unusual cost or risk, or looks like an attempt to download the entire internet before lunch, we may contact the company, apply a temporary technical limit or propose a more suitable arrangement.
2. Billing, free periods and cancellation
Free trials and promotional access
A new company normally begins with free access. The standard starting Lite trial is 28 days. Other trial or promotional configurations may provide different plans, allowances or free periods.
Changing a free-period plan or allowance does not restart the original free-period clock. Where additional users or allowances increase the value of a free setup, the remaining free period may be adjusted.
Promotional codes may have redemption deadlines, company or email restrictions, use limits, specific allowances or other offer-specific conditions.
When a temporary free allowance ends, existing people or files are not automatically removed simply because an allowance has reduced. New invitations, uploads or other activity may be restricted until the company is back within its allowance.
Setting up paid billing
Where a company still has free access, paid Stripe billing normally becomes available during the final seven days of that free period.
Completing Stripe Checkout starts the paid subscription immediately. Any unused portion of the free period is not added onto the end of the new paid subscription.
Stripe handles payment details and payment processing. eSafety does not need your full card number and has no interest in collecting one for decorative purposes.
Plans and add-ons
The current paid price shown in Account and Billing is supplied from the Stripe catalogue.
Paid plans and add-ons may include limits for billable users and stored data. eSafety email accounts may be excluded from the billable user count where the service says so.
Storage add-ons are paid-subscription features and are not normally available during a free trial or promotional free period.
Changing an existing subscription
An existing paid company changes its existing Stripe subscription. Starting a second subscription for the same company is not the intended upgrade path.
An increase in plan or allowance may take effect immediately and Stripe may calculate a prorated charge for the remainder of the current billing period.
A reduction is normally scheduled for the next renewal date. The existing paid allowance remains available until that renewal.
If a reduction is already scheduled, some further reductions may need to wait until that pending change has taken effect. A later increase may replace a pending reduction where the service allows it.
Payments and failed payments
Stripe manages the payment method, subscription invoices and payment attempts for paid subscriptions.
If a paid subscription no longer provides valid paid access, eSafety will still honour any separate valid free or promotional access that remains for the company.
If neither valid paid access nor valid free access remains, company access may be restricted while billing is sorted out.
Cancellation
The authorised Primary Contact can schedule cancellation through Account and Billing or, where available, through the Stripe customer portal.
Unless Stripe shows otherwise, cancellation takes effect at the end of the current paid subscription period. The company normally keeps its paid access until that paid-through date.
A scheduled end-of-period cancellation can normally be withdrawn before the subscription actually ends.
If a valid promotional or other free-access period still exists after the paid subscription ends, that free access may continue to provide company access until it expires.
Company closure and deletion
Cancelling a subscription does not immediately delete company records.
Once a company has no valid paid or free access and becomes locked, a separate company-data deletion period may begin. Company data may become eligible for permanent deletion 28 days after the applicable closure or lock point.
eSafety may send deletion reminders during that period. If the company is legitimately reactivated before permanent deletion, the pending company deletion process may be cancelled.
Permanent company deletion may remove the company's eSafety records, uploaded files, company memberships and associated application data.
A person's Firebase login is not necessarily deleted when one company is deleted because the same person may legitimately belong to another eSafety company.
Stripe customer, invoice, payment, refund and other financial records may remain with Stripe or eSafety where reasonably required for payment, accounting, dispute, fraud-prevention or legal purposes.
Export anything important before company closure. Twenty-eight days sounds quite generous right up until day twenty-seven turns up wearing running shoes.
3. Changes, responsibility and New Zealand law
We may update the service, plans, prices or these terms. Material changes will be notified reasonably, and we may ask users to accept a newer version where appropriate.
Nothing in these terms excludes rights or remedies that cannot lawfully be excluded.
Subject to those mandatory rights, each party is responsible for loss caused by its own breach, negligence or unlawful conduct, and eSafety is not responsible for business decisions made solely from incomplete or incorrect customer-entered information.
New Zealand law applies. If you have a problem, contact eSafety first so a human can have a proper look at it before everyone starts firing paperwork at one another.