Terms of Service

Effective: 7 November 2026

Safety notice. This platform records and evidences your contractor compliance program. It does not make safety decisions, determine competency, or replace a competent person. Approving a contractor to work remains your organisation’s responsibility.

1. Agreement

By using this website or the Contractor ManagementPro platform, you agree to these terms. If you are using the platform on behalf of a company, you confirm you are authorised to accept them for that company.
Where a signed order form or master agreement exists between you and us, that document takes precedence over these terms.

2. Accounts and access

You are responsible for keeping credentials confidential and for all activity under your account.
Administrators control which users exist and what role each has (Admin, Manager, Viewer). Role-based access is enforced by the platform, not by policy alone.
Notify us immediately if you believe an account has been compromised.

3. Customer data

You own the contractor program data you enter. We process it to provide the service.
You are responsible for the accuracy of the data you submit and for having the lawful right to store it, including personal information about contractors and their workers.
You can export your data at any time from inside the platform.

4. Acceptable use

Do not attempt to access another customer’s data, probe or bypass authentication, or interfere with the service.
Do not use the platform to store unlawful material or to make decisions that are prohibited by applicable employment or safety law.

5. The platform is a record-keeping system, not a safety authority

Contractor ManagementPro records, organises, and evidences the information your organisation chooses to enter. It does not perform hazard assessments, issue permits to work, determine competency, supervise work, or make safety decisions.
A record in the platform — including an approved status, a completed form, a confirmation of safety programs, or a passing score — is a reflection of what was entered by your users. It is not a determination by us that a contractor is safe, qualified, insured, or legally permitted to perform work.
Approval to perform work, and the decision to allow any contractor or worker on site, remains solely your organisation’s responsibility and must be made by a competent person in accordance with your own procedures and applicable law.
Nothing in the platform constitutes legal, insurance, engineering, or occupational health and safety advice. Where such advice is required, consult a qualified professional in your jurisdiction.

6. Self-reported data and verification

Safety performance figures (including EMR, OSHA recordable rates, and lost-time rates), insurance limits, expiry dates, program confirmations, orientation records, and signatures are entered or uploaded by your users or your contractors. We do not independently verify, audit, or authenticate them.
The platform does not confirm that a certificate of insurance is genuine, currently in force, or that the limits shown meet the requirements of any contract. Confirm coverage with the issuing broker or insurer before relying on it.
Document extraction and other automated features may read values from an uploaded image. Extracted values must be reviewed by a person before they are saved and relied upon.

7. Built-in policy and form templates

The platform ships with a sample safety policy and a library of form templates, including a Hold Harmless and Indemnification Agreement. These are starting points for your own program.
Templates are not tailored to your jurisdiction, industry, contracts, or collective agreements, and we do not warrant that any template is enforceable, complete, or sufficient to satisfy any regulator, insurer, or client requirement. Enforceability of hold harmless, indemnity, and waiver provisions varies by jurisdiction.
Your organisation must review, adapt, approve, and version every policy and form before use, and should have them reviewed by qualified legal counsel and a competent health and safety professional.

8. AI-assisted features

Some features use third-party AI models to draft text, summarise records, or read values from uploaded documents.
AI output is a draft suggestion. It can be incomplete, out of date, or wrong. It is not a compliance determination, a legal opinion, or a safety assessment, and it must be reviewed by a competent person before you act on it.
AI features never approve, reject, suspend, or modify a contractor. Those decisions require an action by one of your users, and the action is recorded in the audit log.
You are responsible for confirming that use of these features is acceptable under your own policies, and for the accuracy of anything you send or save that was drafted with them.

9. Reminders and alerts

Expiry reminders and status alerts are a convenience. They depend on the data being accurate, on email delivery succeeding, and on the service being available.
We do not guarantee that any reminder will be generated, delivered, or received before a deadline. You remain responsible for independently monitoring insurance, certifications, approvals, and other time-sensitive obligations.

10. Your responsibilities

You are responsible for the operation of your contractor safety program, including its design, the suitability of its requirements, and the decisions taken using the platform.
You are responsible for ensuring users are trained, that approvals are made by authorised persons, and that any override of a warning or blocking item is justified and recorded.
Separation of duties is strongly recommended: the person who entered a contractor’s evidence should not be the only person who approves it. The platform records every self-approval in the audit log, and offers a setting that blocks self-approval outright. Whether that setting is on, and whether an override is acceptable, is your decision as the operator of the program.
You are responsible for complying with all laws applicable to you and your contractors, including employment, immigration, privacy, and occupational health and safety law.

11. No warranty

The service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all implied warranties, including fitness for a particular purpose, merchantability, accuracy, and non-infringement.
We do not warrant that the service will be uninterrupted, error-free, or that it will identify every compliance deficiency, expiry, or risk in your program.

12. Limitation of liability

To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, lost data, work stoppage, regulatory fines or penalties, personal injury, property damage, or the cost of substitute services, however arising.
Our total aggregate liability arising out of or relating to the service is limited to the fees you paid to us in the twelve months preceding the event giving rise to the claim.
Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for fraud or wilful misconduct.

13. Indemnity

You agree to indemnify and hold us harmless from claims, damages, and costs (including reasonable legal fees) arising out of your use of the platform, the data and instructions you provide, your contractor safety program, and any decision you take relating to a contractor or worker.

14. Billing

Paid plans are billed in USD per company, in advance, on a monthly or annual basis. Every plan includes the full platform; plans differ only in contractor-firm capacity.
Payments are processed by Stripe. Fees are exclusive of taxes unless stated otherwise.
You can cancel at any time; access continues until the end of the paid period.

15. Availability, support, and changes

We work to keep the service available, but it is provided without an uptime guarantee unless a signed agreement states one. Support is provided by email.
We may update these terms or the service over time. Material changes to these terms will be announced on this page with a new effective date.

16. Termination

You may stop using the service at any time. We may suspend or terminate access for material breach of these terms, non-payment, or use that puts other customers at risk.
On termination, we handle your data as described in the privacy notice.

17. Record retention and legal hold

Occupational health and safety law requires you to keep certain records for set periods — incident and injury records, exposure records, training records, and equipment inspections are common examples, and some exposure records must be kept for decades.
Those retention periods are yours to meet, not ours. We recommend you confirm the required period for each record type in your jurisdiction and record it in your own retention schedule.
We keep your records for as long as your subscription is active. If your subscription ends, we make an export available and then delete the data after a wind-down period, unless you ask us in writing to keep it longer or the law requires us to keep it.
A legal hold suspends deletion. If you tell us that records are subject to litigation, an investigation, or a regulator’s request, we will preserve them until you release the hold in writing, and we will not delete them even if the subscription has ended.
Because deletion is permanent, export your records before cancelling if you rely on this platform as your system of record.
Our own audit log, billing records, and security logs are retained separately for the periods described in the privacy notice.

18. Electronic signatures and records

Where the platform captures a signature, acknowledgment, or sign-off, it is intended to create an electronic signature that is legally effective under applicable electronic commerce legislation, including the Uniform Electronic Commerce Act as adopted in Canadian provinces and the federal Personal Information Protection and Electronic Documents Act, and the US ESIGN Act and UETA where those apply.
Each signature record captures the signer’s name, the date and time, the content signed, and the device and network details available at signing, and is retained with the record it relates to.
By using the signature features you confirm that the person signing has consented to sign electronically, and that the electronic record will satisfy any writing or signature requirement that applies to you.
A scanned or photographed signature on a printed form is stored as an image. The platform records that the image was uploaded, but it cannot verify who physically signed the paper.
You are responsible for giving signers any notice or consent that your jurisdiction or your own policies require before an electronic signature is collected.

19. Governing law

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there, and the parties submit to the exclusive jurisdiction of the courts of Ontario.
If your order form or master agreement names a different jurisdiction, that jurisdiction governs instead.
Nothing in this section prevents either party from seeking urgent injunctive relief in any court of competent jurisdiction to protect its confidential information or intellectual property.

Contact

Questions about these terms: lcloon@roadrunner.com

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