Terms of Service

1. Who this agreement is between

This agreement is between Alderworks LLC and the organization that subscribes to the service. Where these terms say “you” they mean that organization, and everyone who signs in under it. Where they say “we” they mean Alderworks LLC.

If you are signing in as an employee or contractor of a subscribing organization, that organization agreed to these terms on your behalf and controls your access.

2. What the service is

Alderworks Equipment Management Software is subscription software for recording and managing calibration, equipment, preventive maintenance, work orders, reference standards, certificates, and related quality records. We host it and make it available to you over the internet for as long as your subscription is active.

The service is a record-keeping and workflow system. It is not a calibration laboratory, an accreditation body, a certifying authority, or a substitute for one.

3. Accounts and access

A workspace is created either when you sign up for a trial, which makes a new workspace with you as its administrator, or by us on your behalf. Signing up never gives access to an existing workspace: further users are added by an administrator within it.

You are responsible for who you give access to, for the roles you assign them, and for anything done under those accounts. Credentials are personal and must not be shared. Tell us promptly if you believe an account has been compromised.

Your workspace is isolated from other customers’ workspaces. Roles within it separate administration from day-to-day execution, and you decide how to apply them.

4. Your records remain yours

You own the data you put into the service and the records the service produces from it. We do not sell it, and we do not use it to train anything or to build products for anyone else. We access it only to run the service, to fix a problem, or where you ask us to.

You can get your data out while your subscription is active, through the exports, reports, certificate registers, and audit packages the service provides. Export what you need before your subscription ends.

Some records can be shared publicly by you: certificates and equipment profiles can be published as links or QR codes for anyone holding the link to view. Whether to publish a record, and what it contains, is your decision.

5. Your quality system remains yours

This clause matters more than the rest, so it is stated plainly. The service helps you record and organize calibration and maintenance evidence. It does not make you compliant with any standard, scheme, regulation, or accreditation, and we do not represent that it does.

You remain responsible for:

• deciding which equipment needs calibrating, how often, to what tolerances, and against which standards;
• the competence of the people performing and reviewing the work;
• the accuracy of what is entered, including measurement results, procedure revisions, and technician records;
• whether the records the service produces satisfy your auditor, regulator, or customer;
• keeping whatever independent copies your own retention obligations require.

Automated reminders, due-date calculations, and status indicators are conveniences. They do not relieve you of responsibility for knowing when your equipment is due, and you should not rely on them as your only control.

6. Plans, trials, and billing

Plans, prices, and the limits each one carries are published on our pricing page and shown in your workspace before you subscribe. Limits are enforced by the software, and exceeding one prevents adding more rather than charging you more.

Subscriptions are billed through Stripe, monthly or annually in advance, in US dollars, and renew automatically for the same period until cancelled. Taxes are your responsibility unless we are required to collect them. We may change prices for a future period; a change never applies to a period you have already paid for.

A workspace may be provisioned on a trial. Trials end on the date shown in your workspace unless extended, no card is asked for to start one, and no charge is made unless you subscribe. When a trial ends without a subscription you can still sign in, read your records, and export them, but you cannot add equipment or people until you subscribe.

You can cancel at any time. Cancellation takes effect at the end of the period you have paid for, and you keep access until then. All payments are final. We do not refund a period you have paid for, in whole or in part, except where the law requires a refund. The 14-day trial exists so you can decide before paying, and your records stay readable and exportable after a subscription ends, so stopping never costs you your data.

7. Suspension, ending, and deletion

You may stop using the service at any time. We may suspend or end access if payment fails and is not resolved, if these terms are breached, or where continuing would be unlawful. Except where the problem is urgent, we will tell you first and give you a chance to put it right.

When a workspace is suspended, its data is retained for 30 days before permanent deletion becomes possible. That window exists so you can retrieve your records or resume. After it elapses, deletion is permanent and we cannot recover the data.

8. Acceptable use

You agree not to:

• falsify calibration, maintenance, or certificate records, or use the service to represent work as done that was not done;
• attempt to reach another customer’s workspace or data, or to circumvent access controls, plan limits, or audit logging;
• upload malware, or content you have no right to upload;
• probe, load-test, or interfere with the service without our written agreement;
• resell or provide the service to others as your own, unless we have agreed that in writing.

The audit trail records administrative and platform actions. It is part of how the service works and must not be treated as something to be worked around.

9. Availability

We work to keep the service available and to keep your data safe, but we do not promise uninterrupted availability. The service depends on third-party infrastructure, and maintenance, incidents, and outages will occur. Where we plan work that will interrupt the service, we will give notice where reasonably possible.

We do not currently offer a contractual uptime commitment. If you need one, talk to us before subscribing rather than assuming one applies.

10. Warranties and liability

The service is provided as it is. To the extent the law allows, we exclude implied warranties, including of merchantability, fitness for a particular purpose, and non-infringement. Nothing here excludes liability that cannot lawfully be excluded, and nothing here limits your rights as a consumer where those apply.

To the extent the law allows, neither party is liable for indirect or consequential loss, and our total liability arising out of this agreement is limited to the fees you paid us in the twelve months before the event giving rise to the claim.

You will indemnify us against claims arising from your data, your use of the service, or your breach of these terms.

11. SpecRun, ShiftHandover, RetainLog, PullPlan, CoverPlan, EquipLog and the Alderworks Quality Suite

SpecRun, ShiftHandover, RetainLog, PullPlan, CoverPlan, EquipLog and the Alderworks Quality Suite are software you download and run on your own computers. They are not part of the subscription service, and sections 2 to 9 of these terms do not apply to them. Each is licensed under the end user license agreement in the LICENSE file included in its download, which governs its use. Where that agreement and these terms differ about the product it covers, the license agreement applies.

Buying. Each is sold for the one-time price shown on its product page, paid through Stripe in US dollars, as a license for the organization named at checkout. There is no subscription and nothing renews. The download is available as soon as payment completes, and the link is emailed to the buyer. That link downloads the current release of the major version bought, so a 1.x license receives every 1.x release.

The license, in brief. One purchase licenses one organization to use the product on any number of devices it controls; a RetainLog license covers both of its editions. The software may not be redistributed or made available outside that organization. It is provided as it is, and our total liability for it is limited to the amount paid for the license. The license agreement sets these out in full.

All sales are final. A downloaded file cannot be returned, so purchases are not refunded, except where the law requires a refund. Each product page explains the product and shows it working before you buy.

Your records. The tools make no network requests, and nothing you enter in them reaches us. SpecRun records test results against the spec limits you enter, ShiftHandover builds shift handover records, RetainLog keeps retain records, PullPlan produces sampling plans, CoverPlan records time-off requests and EquipLog keeps calibration and maintenance records, but, as with the service, whether those limits, records and plans meet your quality system is your responsibility. What a purchase shares with us is described in the privacy policy.

12. Changes to these terms

We may change these terms. If a change materially affects you, we will give notice before it takes effect, and continuing to use the service after that date means you accept it. If you do not accept a change, you may cancel before it takes effect.

13. Governing law

This agreement is governed by the law of the State of Illinois, and the courts located in the State of Illinois have exclusive jurisdiction over disputes arising from it.

14. Contact

Questions about these terms, and any legal notice under them, go to support@alderworks.dev.