ZEKTRX Platform Terms of Service

# ZEKTRX Platform Terms of Service

Effective date: 25 May 2026
Version: 2026-05-25

These Terms of Service govern access to and use of the ZEKTRX platform, including RAMS Builder AI, document control, job planning, site operations, HR, training, stock, commercial, messaging, reporting, integrations, AI tools, mobile/field workflows and any related websites, applications, APIs, downloads, generated documents or support services.

These terms are written to be operationally clear for trade, construction, facilities, subcontractor and site-work businesses. They are not a substitute for legal, health and safety, financial, employment, insurance or professional compliance advice. You should obtain independent professional advice where required.

## 1. Parties and acceptance

1. "ZEKTRX", "we", "us" and "our" mean the operator of the ZEKTRX platform.
2. "Customer", "you" and "your" mean the person, company, partnership, sole trader, contractor, subcontractor, organisation or other legal entity that creates an account, uses the platform, buys a plan, invites users, uploads content or otherwise receives the service.
3. "User" means any owner, admin, manager, supervisor, document controller, operative, subcontractor, client viewer or other individual using the platform under a Customer account.
4. By creating an account, signing in, accepting an invite, buying a plan, using a paid or trial feature, uploading information, generating a document, signing a document, clocking in, sending a message or otherwise accessing the platform, you agree to these terms.
5. Company owners, admins and managers confirm that they have authority to bind their business and to invite users to use ZEKTRX.
6. Users must only use ZEKTRX for lawful business purposes and must comply with company policies, site rules, applicable law, regulator guidance and professional duties.
7. Additional operative terms apply to operative users and site users. If the operative terms conflict with these platform terms for operative usage, the stricter operational or safety requirement applies.

## 2. Platform purpose and important safety disclaimer

1. ZEKTRX is a software platform for operational paperwork, planning, evidence, compliance management and workflow coordination.
2. The platform can help create, store and organise documents such as RAMS, risk assessments, method statements, toolbox talks, inspection checklists, permits, O&M records, company policies, training records, HR records, stock records, commercial records and reports.
3. Generated documents and AI outputs are draft assistance only. They must be reviewed, amended and approved by a competent person before use.
4. ZEKTRX does not replace the legal duties of employers, principal contractors, contractors, designers, duty holders, managers, supervisors, competent persons or workers.
5. You remain responsible for site-specific assessment, suitability of controls, competence, supervision, statutory inspections, permits, emergency arrangements, worker consultation, client requirements, insurance requirements and legal compliance.
6. You must not rely on ZEKTRX as the sole source of legal, health and safety, employment, tax, accounting, structural, engineering, design, fire, environmental, medical or other professional advice.
7. You must not use generated content where it is obviously incomplete, inaccurate, unsafe, unsuitable, out of date or inconsistent with the real site conditions.

## 3. Account registration and access

1. You must provide accurate account, company, billing and contact information.
2. You are responsible for keeping sign-in details secure and for all activity under your account.
3. You must promptly remove users who no longer work for, represent or require access to your organisation.
4. You must assign appropriate roles and permissions. Owner and admin accounts may be required to use multi-factor authentication.
5. We may refuse, suspend or restrict access if we reasonably believe an account is being misused, is insecure, violates these terms, creates legal risk, exceeds fair usage or threatens platform reliability.
6. You must notify us promptly if you suspect unauthorised access, compromised credentials or misuse of an invited account.
7. You must not share accounts between individuals. Each person should have their own user account where individual accountability, signatures, approvals, clock-ins or audit trails matter.

## 4. Plans, billing and limits

Plan limits are part of these terms. Limits may include AI document generations, saved projects, company profiles, full users, operative users, storage, stored documents, support level and retention periods.

### Trial
- Price: £5/month.
- Trial: 14 days. Renews to Trade at £49/month unless downgraded or cancelled.
- AI documents: 5.
- Saved projects: 50.
- Company profiles: 1.
- Full users: 2.
- Operative users: 10.
- Storage: 5GB.
- Stored documents: 250.
- Site media retention: 14-day trial. Trial uploads are retained during the active trial period.
- Support: Trial support.

### Starter
- Price: £19/month or £190/year.
- AI documents: 15.
- Saved projects: 15.
- Company profiles: 1.
- Full users: 1.
- Operative users: 10.
- Storage: 5GB.
- Stored documents: 250.
- Site media retention: 6 months. Suitable for light site evidence and occasional project records.
- Support: Standard support.

### Trade
- Price: £49/month or £490/year.
- AI documents: 50.
- Saved projects: 50.
- Company profiles: 1.
- Full users: 3.
- Operative users: 50.
- Storage: 50GB.
- Stored documents: 1000.
- Site media retention: 12 months. Keeps a full year of site media, photos, uploads and evidence.
- Support: Priority support.

### Business
- Price: £99/month or £990/year.
- AI documents: 150.
- Saved projects: unlimited.
- Company profiles: 3.
- Full users: 8.
- Operative users: 150.
- Storage: 250GB.
- Stored documents: 5000.
- Site media retention: Indefinite. Long-term retention for operational teams and audit evidence.
- Support: Priority support.

### Contractor
- Price: £199/month or £1990/year.
- AI documents: 400.
- Saved projects: unlimited.
- Company profiles: 10.
- Full users: 20.
- Operative users: unlimited.
- Storage: 1024GB.
- Stored documents: 20000.
- Site media retention: Indefinite. Long-term retention for heavy multi-site operational records.
- Support: Priority onboarding and dedicated support priority.

### Enterprise
- Price: Custom.
- AI documents: custom.
- Saved projects: custom.
- Company profiles: custom.
- Full users: custom.
- Operative users: custom.
- Storage: customGB.
- Stored documents: custom.
- Site media retention: Custom. Retention is set by contract, SLA and compliance requirements.
- Support: SLA and dedicated account management.

### Pay as you go
- Price: No subscription price.
- AI documents: 1.
- Saved projects: 1.
- Company profiles: 1.
- Full users: 1.
- Operative users: 0.
- Storage: 1GB.
- Stored documents: 25.
- Site media retention: Project based. Retained against the paid project pack or linked subscription.
- Support: PAYG support.

### No active plan
- Price: No subscription price.
- AI documents: 0.
- Saved projects: 0.
- Company profiles: 0.
- Full users: 0.
- Operative users: 0.
- Storage: 0GB.
- Stored documents: 0.
- Site media retention: Not included. Storage retention starts when a paid plan is active.
- Support: No active plan.

1. Published prices, checkout links and plan features may change for future purchases or renewals.
2. Taxes, VAT, card fees, currency conversion charges and marketplace fees may apply.
3. Trials convert, expire or restrict access according to the checkout terms shown at purchase.
4. PAYG products, top-ups and add-ons may have separate limits, expiry periods and use restrictions.
5. If a plan limit is reached, we may warn, block the limited action, require an upgrade, require a top-up, pause storage growth or restrict access to non-essential features.
6. Downgrading or cancelling may reduce limits, disable features, shorten future retention and prevent new uploads, but does not remove your responsibility to export or preserve records you are legally required to keep.
7. Billing portal and checkout services may be provided by Stripe or another payment provider. We do not store full card details unless a payment provider makes limited billing metadata available to us.
8. You authorise us and our payment providers to process payments, renewals, trials, plan changes, tax information, receipts and fraud checks.
9. You remain responsible for ensuring the selected plan fits your legal record-keeping, storage, user and business requirements.

## 5. Fair usage policy

1. ZEKTRX is designed for normal business use under the selected plan, not for bulk extraction, automated scraping, resale, unmanaged high-volume processing or use that degrades the service for others.
2. Fair usage applies to AI generation, PDF generation, uploads, downloads, API calls, messaging, storage, imports, exports, malware scanning, OCR, preview generation, support requests, integrations and background jobs.
3. We may rate-limit, queue, throttle, cap, pause or review usage that is excessive, abusive, unsafe, fraudulent, technically harmful or materially above the intended plan profile.
4. AI usage counts may include RAMS generation, method statement generation, risk assessment generation, COSHH generation, major AI rewrites, summaries, scopes and AI-assisted document building. Manual edits, viewing saved records, ordinary PDF export, calculators and standard document management do not normally count as AI document generations.
5. Storage includes uploaded files, PDFs, images, signatures, site evidence, attachments, generated documents, backups, imports and other retained records.
6. We may ask you to upgrade, buy add-ons, reduce usage, archive data, remove unnecessary files or move to an enterprise arrangement if usage is materially above plan expectations.
7. Circumventing usage limits by creating duplicate companies, duplicate users, shared accounts or artificial workloads is not permitted.

## 6. Customer content and data

1. "Customer Content" means information, text, files, documents, photos, signatures, drawings, templates, company profiles, worker records, site records, messages, audit data, billing metadata and other material uploaded to or created in ZEKTRX by or for you.
2. You retain ownership of Customer Content, subject to the rights needed for us to provide, secure, operate, improve, support and troubleshoot the platform.
3. You grant us a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, process, display, convert, scan, index, analyse, back up and otherwise use Customer Content to provide the service.
4. You must have the rights, notices, lawful basis, permissions and consents needed to upload and process Customer Content, including personal data, worker data, location data, photos, signatures, HR data, training data, health-related employment records and client data.
5. You must not upload unlawful content, malicious content, confidential information you have no right to process, special category data without a lawful basis, payment card numbers outside approved payment flows, passwords, secrets, private keys, malware or material that infringes rights.
6. You are responsible for checking exported documents before issue and for preserving legally required records outside the platform where your business requires independent retention.

## 7. Third-party services and subprocessors

ZEKTRX uses third-party infrastructure, APIs and processors to provide the service. Depending on configuration and the features you use, data may be sent to or processed by third parties such as:

1. Supabase or PostgreSQL services for authentication, database, storage and backend infrastructure.
2. Vercel or equivalent hosting providers for application hosting, serverless functions, edge delivery, logs and deployment.
3. OpenAI or other AI model providers for AI-assisted drafting, summarisation, extraction, improvement and workflow suggestions.
4. Stripe or other payment providers for checkout, billing portal, subscription status, payment records, tax and fraud checks.
5. Cloudmersive, ClamAV or other malware scanning services for upload safety checks.
6. Sentry or similar observability tools for error monitoring, diagnostics, performance and security troubleshooting.
7. Google, Microsoft, Autodesk, Xero, QuickBooks, Companies House, Twilio/SendGrid, Resend or other integration providers where you connect or trigger those integrations.
8. Email, notification, file conversion, PDF, storage, map, weather, finance or communication providers where enabled by your account or environment.

By using features that depend on these services, you authorise us to transmit the necessary data to those providers. Third-party services may have their own terms, privacy notices, availability limits, security controls, geographic processing locations and retention periods. We are not responsible for third-party outages, API changes, account restrictions or provider decisions outside our reasonable control.

## 8. AI features

1. AI features may generate incorrect, incomplete, outdated, biased, duplicated or unsuitable output.
2. You must review AI output before relying on it, issuing it, submitting it to a client, using it on site or treating it as a legal/compliance record.
3. You should not input secrets, unnecessary personal data, highly sensitive data or information you are not authorised to process.
4. We may log AI usage metadata such as feature, user, company, time, model, status, token/usage estimates and rate-limit status for billing, abuse prevention, reliability and audit purposes.
5. AI output is not a certification, approval, competent-person sign-off, legal opinion or safety guarantee.

## 9. Documents, signatures and audit trails

1. Electronic signatures, acknowledgements, approvals, downloads, exports, issue records and audit events are recorded for operational evidence.
2. You are responsible for deciding whether a particular signature or record is legally sufficient for your jurisdiction, contract, client, regulator or insurer.
3. Users must not sign, approve or acknowledge documents for another person unless the workflow explicitly permits authorised delegation.
4. You must not alter records to misrepresent who completed, approved, signed, clocked in, inspected or reviewed work.
5. Exported PDFs and downloaded records should be checked for completeness, revision, project references, dates, signatories and attachments before use.

## 10. Integrations

1. Integrations may require you to connect third-party accounts and grant permissions.
2. You are responsible for ensuring integration permissions are appropriate and for disconnecting integrations when no longer required.
3. Integrated data may include emails, files, calendar events, drawings, finance records, customer records, supplier records, notifications and metadata.
4. We may disable integrations that fail, are misconfigured, expose security risk, breach provider terms or cause excessive usage.
5. Integration results are not guaranteed. You should verify critical records in the source system.

## 11. Security

1. You must use reasonable security controls, including strong passwords, MFA where required, proper role permissions and timely removal of users.
2. You must not attempt to bypass access controls, plan limits, malware scanning, authentication, rate limits, audit logging or security checks.
3. We may monitor security events and retain logs to protect the platform.
4. You must not upload malware, attempt vulnerability exploitation, perform denial-of-service activity, scrape, reverse engineer, interfere with platform operation or test security controls without written permission.
5. We may suspend access where required to investigate or contain a security incident.

## 12. Privacy and worker monitoring

1. Customers are responsible for providing workers and users with appropriate privacy notices, employment notices, policies and lawful basis information.
2. Some features may process personal data including names, emails, roles, signatures, photos, training records, HR records, location/GPS data, clock-in data, audit events, messages, device metadata and usage logs.
3. Operative and worker features may involve additional notices and acceptance under the operative terms.
4. Customers must ensure monitoring features are used proportionately, lawfully and transparently.

## 13. Availability, support and changes

1. We aim to provide a reliable service but do not guarantee uninterrupted, error-free or always-available operation.
2. Maintenance, third-party outages, security events, network issues, browser/device issues, high demand or force majeure events may affect availability.
3. Support level depends on your plan.
4. We may update, add, remove, rename or change features, limits, workflows, templates, integrations, AI models and UI where reasonably necessary.
5. Material terms changes may require renewed acceptance.

## 14. Customer responsibilities

You are responsible for:

1. Correctly configuring company profile, trade profile, users, roles, billing and document defaults.
2. Training users in safe and lawful use of the platform.
3. Verifying generated content and exported documents.
4. Maintaining appropriate insurance, legal compliance, employment compliance and health and safety management systems.
5. Backing up or exporting records where your business requires independent retention.
6. Obtaining worker, client, subcontractor and third-party permissions where needed.
7. Keeping payment details current and managing subscriptions.

## 15. Prohibited use

You must not use ZEKTRX to:

1. Break the law or facilitate unsafe work.
2. Misrepresent compliance, competence, approvals, signatures, inspections, clock-ins or attendance.
3. Harass, monitor unlawfully, discriminate against or retaliate against workers.
4. Upload malware, illegal material, stolen data or content you have no right to process.
5. Reverse engineer, scrape, resell or overload the platform.
6. Circumvent billing, security, fair usage, authentication or access controls.
7. Create documents intended to deceive clients, regulators, insurers, courts or workers.

## 16. Suspension and termination

1. You may stop using the platform or cancel paid plans subject to billing terms.
2. We may suspend or terminate access for non-payment, security risk, legal risk, misuse, breach of terms, excessive usage or platform abuse.
3. On termination, access to features may stop immediately or at the end of the paid period depending on the reason and plan.
4. You should export required records before cancellation or downgrade.
5. Some records may be retained for legal, security, billing, audit or backup purposes for a limited period.

## 17. Disclaimers and liability

1. The platform is provided on an "as is" and "as available" basis to the maximum extent permitted by law.
2. We do not guarantee that generated documents are legally compliant, site-suitable, regulator-approved, client-approved, insurer-approved or free from errors.
3. We are not liable for unsafe work, incorrect site controls, unreviewed documents, missing inspections, employment decisions, tax/accounting decisions, professional advice decisions or misuse of platform outputs.
4. To the maximum extent permitted by law, we exclude indirect, consequential, special, punitive and loss-of-profit damages.
5. Our total aggregate liability is limited to the fees paid by the Customer for the affected service during the 12 months before the event giving rise to liability, unless a different mandatory legal rule applies.

## 18. Indemnity

You agree to indemnify and hold us harmless from claims, losses, liabilities, damages, costs and expenses arising from your Customer Content, misuse of the platform, breach of these terms, unlawful processing, unsafe use of outputs, unauthorised user actions or violation of third-party rights.

## 19. Governing law and disputes

Unless a separate written contract states otherwise, these terms are intended to be governed by the laws of Scotland and disputes are intended to be handled by the Scottish courts. If mandatory consumer, employment, data protection or local law applies, those mandatory rights are not excluded.

## 20. Contact and records

You can download these terms from the platform. Your acceptance may be recorded with user ID, company ID, role, policy version, timestamp, IP address and user agent for audit purposes.