Terms of Service

PortalBase is for businesses. The person who accepts these terms must have authority to bind the Customer. You can't use the Service if you're under 16, or if the law bars you from doing so.

Features can change, be renamed or be removed, and some described on our website may be released in stages. Anything offered as a pilot or early access is offered as is, unless an order form says otherwise.

The Customer chooses which of its people get access, what each can do, and how they sign in. The Customer is responsible for the people it adds and for what they do in the Service.

• Keep sign-in details private. Tell us promptly if you think an account was misused.
• On shared devices, make sure each person signs in as themselves so records show who did the work.
• Remove people who no longer need access. Deactivating someone ends their access immediately.

The Customer owns its data: the records, files, photos, video, documents and settings that it and its people put into the Service ('Customer Data'). We don't take ownership of it.

The Customer gives us a limited right to host, process, transmit and display Customer Data as needed to run the Service, support the Customer, keep the Service secure and meet our legal duties. We handle personal information in Customer Data as described in our Privacy Policy and, where the Customer asks, a data processing agreement.

You can export all of your Customer Data, including records, media and history, in open formats, on your own, at any time. Submitted records can't be rewritten. A correction is a new version, and the original stays.

The Customer is responsible for having the right to put Customer Data into the Service, and for telling its people what it collects about them and why.

Don't do any of these with the Service:

• Break the law, or use it to harm, harass or deceive people.
• Upload anything you don't have the right to upload, or malicious code.
• Probe, scan or test our systems for weaknesses without our written permission.
• Get around limits, permissions or the separation between companies' data.
• Reverse engineer the Service, or copy it to build a competing one.
• Resell the Service, or let anyone use it who isn't your authorized person.
• Overload it, or use automated means other than our public API and the connectors we provide.

We may suspend access that breaks these rules, or that puts the Service or other customers at risk. Where we can, we'll tell you first.

Some features use AI to answer questions, translate or draft content. AI output can be wrong or incomplete. Treat it as a starting point. Your people are responsible for checking it, and for decisions made using it, especially decisions about safety.

PortalBase records and organizes the evidence your company produces. It doesn't decide whether you comply with any law, standard or audit, and it doesn't guarantee any regulatory or audit outcome. It doesn't replace the judgment of your safety and training leads, or training that has to be done in person or hands on. You are responsible for your own programs, procedures and legal obligations.

A failed inspection step or a flagged record is information for your people to act on. It isn't a substitute for stopping unsafe work.

Fees, billing terms and any trial or pilot are set out in an order form or other written agreement. Unless it says otherwise, fees are non-refundable, you pay on the stated schedule, and you're responsible for taxes other than ones on our income. If you're past due, we can suspend the Service after giving notice.

We own the Service, including its software, design, brand and documentation. These terms give you the right to use it during your term. They don't transfer ownership of anything.

If you send us feedback or ideas, we can use them without owing you anything. We won't say they came from you, and we won't disclose your Customer Data.

Each of us may receive the other's non-public information. We'll each use it only to deal with the other under these terms, protect it with reasonable care, and share it only with people who need it and are bound to keep it private. This doesn't cover information that's public, already known, independently developed, or lawfully received from someone else. We can disclose what the law requires, after telling the other when permitted.

The Service can connect to other systems the Customer chooses, such as a single sign-on provider, an HR system or a maintenance system. We're not responsible for those systems or how they handle information.

When the Customer allows it, its people can connect AI tools such as Claude, ChatGPT or Microsoft 365 Copilot. A connected tool acts as the person who connected it, with their permissions. The AI tool's own terms govern how its provider handles what it receives, and the person who connects it is responsible for what they ask it to do.

We work to keep the Service available and to fix problems quickly, but we don't promise it will be uninterrupted or error free. Because the apps work offline, your people can keep working without a connection and records sync later. Any uptime commitment or support level has to be in a written agreement.

These terms apply from when you first use the Service until your agreement ends. Either of us can end it as the order form says. Without an order form, the Customer can stop using it at any time, and we can end access on 30 days' notice, or right away for a serious breach.

When it ends, the Customer can export its Customer Data. After that we delete it within a reasonable time, except where the law makes us keep it. Sections that by their nature should survive, including data export, ownership, confidentiality, disclaimers, liability and the rules for disputes, will survive.

We'll provide the Service with reasonable care and skill.

Beyond that, the Service is provided 'as is' and 'as available'. To the fullest extent the law allows, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We don't warrant that the Service will meet every requirement you have, or that it will prevent every incident.

To the fullest extent the law allows, neither of us is liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data, even if told they were possible.

Each of us caps its total liability under these terms at the fees the Customer paid to PortalBase in the 12 months before the event that led to the claim. If the Customer hasn't paid fees, the cap is $100.

These limits don't apply to a Customer's duty to pay fees, to a breach of confidentiality, to infringement or misuse of the other's intellectual property, to the indemnities below, or to anything the law won't let us limit, including liability for fraud or willful misconduct.

The Customer will defend and pay for claims brought by a third party that arise from Customer Data, or from the Customer's use of the Service in breach of these terms or the law.

We'll defend and pay for claims brought by a third party that say the Service, as we provide it, infringes their intellectual property rights. We can end or change the feature, or end your use of it and refund prepaid fees for the rest of the term. We have no duty for claims caused by Customer Data, combinations with things we didn't supply, or use against these terms.

The party being defended must tell the other promptly, let it control the defense and settlement, and cooperate reasonably.

We may update these terms. We'll post the new version and update the date. For material changes, we'll tell the Customer's account contact before they take effect. If you keep using the Service after that, you accept them. If you don't agree, you can stop using the Service and export your data.

These terms are governed by the laws of the State of Texas, without regard to its conflict-of-law rules. Any dispute that we can't resolve by talking to each other will be brought in the state and federal courts located in Tarrant County, Texas, and both of us agree to those courts.

These terms and any order form are the whole agreement between us on this subject. If a part isn't enforceable, the rest still applies. If we don't enforce something, that isn't a waiver. You can't assign these terms without our consent, except to a successor of your whole business. We can assign them to a successor of ours. Neither of us is responsible for delays caused by events outside our reasonable control. We're independent contractors, not partners or agents of each other.

Notices to us go to hello@portalbaseai.com. Notices to you go to the contact you gave us.

Questions about these terms: hello@portalbaseai.com.