Plain rules, written to be read.

These terms are a contract between you and TRACE NDT ("TRACE," "we," "us") governing your use of the TRACE application at tracendt.com. By creating an account or using the service, you agree to them. If you're accepting on behalf of a company, you're confirming you have the authority to bind that company.

TRACE is a record-keeping and tracking tool for NDT compliance programs: technician certifications, compliance items, documents, expiration dates, and related workflows. It organizes the information you put into it and surfaces dates and statuses based on that information.

Optional modules extend that same record-keeping to adjacent parts of the business — accreditation audits, examinations, equipment calibration, safety and radiation records, personnel and HR records, quality-system records, projects, estimating and client relationships, and invoicing. Each is record-keeping in its own domain. Section 3 applies to all of them equally: holding a record in TRACE is not the same as satisfying whatever obligation the record exists to evidence.

TRACE also records who did what: which named person holds a company's appointments, who signed a certification, who administered an examination, and who changed a record. Where it can check such a claim against the data you have given it — that an examiner is qualified in the method and is not examining themselves or their senior — it does, and it will refuse the entry if the check fails. That is a consistency check on your own records, not an independent verification of anyone's qualifications, and it does not transfer any part of the responsibility for those appointments or those signatures away from the people who hold them.

TRACE is not a substitute for your own compliance obligations, professional judgment, or quality program. You — not TRACE — remain solely responsible for meeting the requirements of the standards, customers, and auditors that govern your business, including verifying that the dates, records, and statuses in TRACE are accurate and complete.

Reminders, digests, and dashboards are conveniences calculated from the data you entered. They are not professional advice, and they do not guarantee that nothing is expired, missed, or non-compliant. An empty dashboard means TRACE has no record of a problem — not that no problem exists.

TRACE is not an HR, payroll, or employment-law service. It does not file any form with any agency, does not verify anyone's identity or eligibility to work, and does not make you compliant with any employment, identity-verification, or privacy law. It keeps the records you choose to keep.

The same applies to safety and regulatory records. Storing safety trainings, dosimetry results, audit records, or source leak tests in TRACE does not make you compliant with OSHA regulations, radioactive materials license conditions, or any contractor-qualification program, and does not itself satisfy any regulatory retention requirement. Responsibilities assigned by a license — including those of a named Radiation Safety Officer — remain with the people the license assigns them to. TRACE is not affiliated with ISNetworld, Avetta, Veriforce, or any similar platform, and does not submit anything to them on your behalf.

Keep your login credentials confidential — you're responsible for activity under your account. Two-factor authentication is required on consultancy staff accounts — an authenticator app, a one-time code emailed for each sign-in, or a passkey, which stands on its own — and available to every other account, where we recommend turning it on.

Provide accurate account information, and keep it current. Accounts are for your business's use; don't share logins between people — invite additional users instead.

The data you put into TRACE is yours. We claim no ownership of it, and we use it only to operate the service, as described in our Privacy Policy.

You're responsible for having the right to store the data you enter — for example, that you may lawfully keep records about your technicians and clients.

That responsibility extends to information other people give you through TRACE. If you switch on your lead form or use a deal's reply address, what a prospect submits or emails arrives in your account and is yours to account for: telling them who is collecting it and why, having a lawful basis to keep it, answering them if they ask what you hold, and deciding how long to keep it. They are your contacts, not our users — we hold what they sent on your behalf and will point them back to you if they come to us.

If a consultancy invited you as a client or technician user, your access and records are managed by that consultancy, and these terms apply to your use of the service.

A client company can change consultancies without leaving TRACE. Its current consultancy releases it, whoever it hires next presents the handover code the client passes on, and the company itself accepts — no consultancy can accept on a client's behalf. On acceptance the records belonging to that company (its technicians, certifications, documents, written practices, appointments and equipment) come under the incoming consultancy's management, and these terms then apply between that company and that consultancy. The commercial records the outgoing consultancy raised — invoices, estimates, deals and jobs — remain theirs, since changing adviser does not settle an account. The company keeps its own portal logins throughout.

Personnel records you keep in TRACE — including anything in the HR Records module, such as onboarding checklists, vision exam results, employment details, and the documents you upload — are yours and your responsibility. You are the data controller for them; TRACE processes them only to operate the service. You decide what to collect, you confirm you have a lawful basis to keep it, and you set how long it is retained and when it is destroyed.

Do not upload images of Social Security cards, passports, driver's licenses, or other government identity documents, full Social Security numbers, or medical test results unless you have a separate written agreement with us that covers them. Record that you verified a document and keep the copy in your own files — TRACE's checklists are built for exactly that. The restricted-document setting limits who inside your own account can open a file; it is an access control, not a legal safeguard, and it does not change your obligations under the laws that govern identity, employment, or medical information.

Paid plans are billed through Stripe on a monthly or annual cycle, at the prices shown on the pricing page when you subscribe. Prices for existing subscribers won't change without notice before your next billing cycle.

You can cancel or downgrade anytime from Account settings. Changing the plan or buying add-ons is limited to your consultancy's primary contact, so that one person is answerable for what the consultancy spends; any colleague can ask them, or ask us. Cancellation stops future charges; you keep paid access through the end of the current billing period. Fees already paid are non-refundable except where the law requires otherwise.

Trial periods, when offered, convert or expire as stated when the trial is granted. We may modify or discontinue trial offers.

Use TRACE only for lawful purposes. Don't attempt to break, probe, or overload the service; don't access other accounts' data; don't resell or sublicense the service; and don't upload malicious files. We may suspend accounts that put the service or other customers at risk, and we'll tell you if we do.

Controlled information. You agree not to upload or enter Controlled Unclassified Information (CUI), technical data controlled under ITAR or the EAR, or classified information at any level. TRACE runs on commercial cloud infrastructure that is not FedRAMP Moderate authorized, and DFARS 252.204-7012 requires that of any cloud service which stores, processes, or transmits CUI — so this is a limit we cannot waive, and asking us to make an exception isn't something we're able to do. If your contracts require these records inside an accredited boundary, ask us about a self-hosted install. The Security page explains this in full.

The Community area. If you take part in Community — the member profiles, forum, and mentoring — remember that consultants at other consultancies can read what you post, and post accordingly: no confidential client information, nothing you're under an obligation to keep private, and no abuse or harassment of other members. You keep ownership of what you write, and you grant us permission to display it to other members and to keep it visible if you later close your account, so conversations don't lose their replies. We may remove content or withdraw Community access where this section isn't met.

We work to keep TRACE available and fast, but the service is provided "as is" and "as available," without warranties of any kind, express or implied — including fitness for a particular purpose and uninterrupted or error-free operation. We may perform maintenance, and features may change as the product improves.

To the maximum extent permitted by law: TRACE is not liable for indirect, incidental, special, or consequential damages — including lost profits, lost contracts, failed audits, loss of accreditation, or regulatory penalties — even if we've been advised such damages are possible.

Our total liability for any claim arising from the service is capped at the amount you paid TRACE in the twelve months before the event giving rise to the claim.

Some jurisdictions don't allow certain limitations, so parts of this section may not apply to you.

You can stop using TRACE and cancel at any time. We may suspend or terminate accounts that materially violate these terms, with notice where practicable.

After termination or cancellation, contact us within 30 days if you want your data exported or permanently deleted, as described in the Privacy Policy.

If these terms change in any meaningful way, we'll update the date at the top and, for material changes, notify account holders by email before the change takes effect. Continuing to use the service after that means you accept the updated terms.

These terms are governed by the laws of the State of Nevada, without regard to conflict-of-law rules, and disputes will be resolved in the courts located there.