Terms and Conditions of Service

Welcome to Tramansys (the "Platform"). Please read these Terms and Conditions ("Terms") carefully before using our software application, as they form a legally binding contract between you (the "Client", "Workspace Administrator", or "User") and the individual creator and operator of Tramansys ("we", "us", or "the Operator").

By creating a workspace, importing workforce data, or logging into the platform, you agree to be bound by these Terms.

1. The Nature of the Service

Tramansys is a software-as-a-service (SaaS) utility designed to assist organisations in tracking and managing staff certification, up-skilling, and training compliance records.

The Platform is an administrative tracking tool. It does not provide legal, regulatory, or health and safety advice. The Client remains solely responsible for ensuring their workforce meets all industry-specific regulatory, legal, and safety compliance obligations.

2. Eligibility and Acceptable Use

By using this Platform, you represent and warrant that you are at least 18 years of age and possess the legal authority to bind the Client (the organisation) to these Terms.

You agree not to:

• Attempt to bypass, disable, or circumvent any security-related features of the Platform.
• Reverse engineer, decompile, copy, or disassemble any aspect of the Platform.
• Use any automated scripts, scrapers, or tools to extract data from the Platform without prior written consent.
• Use the Platform for any fraudulent, abusive, or illegal activities.

3. "As-Is" Provision and Limitation of Liability (CRITICAL)

The Platform is provided on an "AS-IS" and "AS-AVAILABLE" basis without any warranties of any kind, either express or implied.

While we strive to maintain high availability and performance, the Operator does not warrant that the Platform will be completely error-free, that automated email notification alerts (dispatched via third-party systems) will always land in user inboxes, or that data transformations (such as matrix unpivoting or CSV ingestion data healing) will perfectly map human input errors.

IN NO EVENT SHALL THE OPERATOR BE LIABLE FOR ANY REAL-WORLD WORKPLACE AUDIT FAILURES, REGULATORY FINES, SAFETY LAPSES, LOST PROFITS, OR INDIRECT DAMAGES RESULTING FROM THE USE OF, OR INABILITY TO USE, THE PLATFORM. The Operator’s total maximum liability to you for any claims arising out of these Terms shall not exceed the total amount of fees paid by you to the Operator for the service during the one (1) month prior to the claim.

4. Client Responsibilities and Data Accuracy

By importing data into the platform (via file uploads, CSV matrices, or manual entry), the Client establishes themselves as the Data Controller for that information.

• The Client guarantees they have the explicit legal right, authority, or consent to upload their employees' personal details (Names, Emails, Roles, Certification Records) to the platform.
• The Client accepts full responsibility for verifying the accuracy of all imported and healed compliance data before committing records to their production database.
• The Operator reserves the right to immediately terminate any workspace that uploads fraudulent data, spoofed email targets, or malicious payloads.

5. Intellectual Property

The Operator retains all rights, title, and interest (including all intellectual property rights) in and to the Platform (including all code, designs, graphics, text, and logos). You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform solely for your internal business operations in accordance with these Terms.

6. Billing, Payments, and Subscriptions

To access certain features or active workspace capacities, you may be required to purchase a subscription.

• Payment Processing: All billing is processed securely via Stripe, Inc. You agree to pay all fees associated with your selected subscription tier or seat count.
• Subscription & Seat Management: Subscriptions are billed on a recurring monthly or annual basis based on the number of active user seats. Active seat counts are calculated using a daily high-water mark (the maximum number of active users configured in the workspace at any point during a given day). The Operator reserves the right to adjust billing tallies or audit active seat counts to prevent system abuse.
• Currency & Location Lock: An organisation's subscription currency, flat-rate pricing tier, and seat rate are locked in at the moment of workspace registration based on the detected signup region (United Kingdom in GBP, European Union in EUR, or United States in USD). Once created, these financial parameters cannot be modified or transferred to another currency.
• UI Preference vs. Financials: Changing the workspace layout settings inside the application (such as using the toggle slider to switch between British English and American English spelling/date formats, or choosing a custom visual theme like Light, Dark, or System mode in your user profile) is entirely cosmetic. Adjusting these visual interface display settings will never alter, convert, or recalculate the underlying currency, subscription amount, or the active Stripe billing configuration.
• Price Changes: We reserve the right to modify subscription fees at any time, with at least thirty (30) days' notice. Your continued use of the Platform after the change constitutes agreement to the new pricing.

7. Third-Party Infrastructure Sub-Processors

To provide a secure and high-performing cloud ecosystem, the Platform utilises trusted third-party infrastructure tools. By using the service, you acknowledge that your data will be securely processed by:

• Supabase, Inc. (For encrypted cloud database hosting and user authentication workflows)
• Resend, Inc. (For transactional email notification delivery loops)
• Stripe, Inc. (For secure, tokenised subscription and custom billing management)

8. Termination and Data Deletion

Workspace owners may request to cancel their service at any time. Upon formal termination or workspace deletion requests by an administrator, the Operator will gracefully revoke platform access and permanently purge all associated user records, compliance matrices, and training logs from our live production databases within thirty (30) days, in accordance with our Privacy Policy.

9. Modifications to these Terms

We reserve the right to modify or replace these Terms at any time. If a revision is material, we will provide at least fifteen (15) days' notice prior to any new terms taking effect. By continuing to access or use our Platform after those revisions become effective, you agree to be bound by the revised terms.

10. Governing Law

These Terms, and any disputes arising out of them, shall be governed by and construed in accordance with the laws of England and Wales.

11. Contact Information

If you have any questions or feedback regarding these Terms, please contact us via our Help & Support page or reach out to us at [email protected].