Credolex Terms of Service

Effective date: September 1, 2026
Provider: Credolex LLC, a Washington limited liability company, 806 Chewiliken Valley Rd, Riverside, WA 98849 ("Credolex," "we," "us," or "our")

These Terms of Service (the "Terms") govern access to and use of the Credolex websites at credolex.com and app.credolex.com, the Credolex credential and compliance tracking application, the public sandbox demonstration, reminder emails, data export tools, and all related services (together, the "Service"). By creating an account, accepting an invitation, submitting an access request, using the sandbox, or otherwise using the Service, you agree to these Terms. If you are accepting on behalf of a company or other legal entity, you represent that you have authority to bind that entity, and "Customer," "you," and "your" refer to that entity.

If you do not agree to these Terms, do not use the Service.

1. Definitions

1.1 "Account" means the Credolex organization record created for a Customer facility and every user login associated with it.

1.2 "Authorized User" means an individual whom Customer has invited to the Account in an owner, staff, or read-only role.

1.3 "Customer Data" means all data, text, files, and other content that Customer or its Authorized Users submit to the Service, including roster information, credential and screening dates, in-service hours, notes, and email addresses of Customer's personnel.

1.4 "Documentation" means the help content, requirement library descriptions, and written product materials that Credolex makes available for the Service.

1.5 "Order" means the plan tier, billing period, and fees that Customer selects on the pricing page at credolex.com/pricing or in a written order accepted by Credolex.

1.6 "Personnel" means the employees, contractors, agency workers, volunteers, and students of Customer whose information Customer enters into the Service.

1.7 "Requirement Library" means the federal and state requirement definitions, regulatory citations, and suggested tracking items that Credolex includes in the Service.

1.8 "Sandbox" means the publicly accessible demonstration facility at app.credolex.com/#/sandbox.

2. The Service

2.1 What Credolex does. The Service is a record-keeping and reminder tool. It stores the dates and hours that Customer records against credentials, screenings, health items, and training requirements for Customer's Personnel, computes a status from those records and the current date, displays that status on a dashboard, and sends email reminders at intervals before a recorded item lapses.

2.2 What Credolex does not do. The Service does not verify credentials with any licensing board, registry, laboratory, or government agency. It does not obtain, review, or store the underlying documents. It does not determine whether any individual is legally permitted to work. It does not provide legal, regulatory, clinical, or human-resources advice. Every status the Service displays is derived entirely from the dates Customer entered and is only as accurate and complete as those entries.

2.3 Requirement Library. The Requirement Library is provided for convenience as a starting point. It reflects Credolex's reading of selected federal regulations and, where offered, a state overlay, as of the date each entry was written. Regulations change, surveyors interpret them, and facilities differ. Customer is solely responsible for determining which requirements apply to its facility and Personnel, for the accuracy of any requirement Customer adds or modifies, for any requirement Customer switches off, and for confirming any item marked as a suggestion or starting point against the law that governs Customer. Nothing in the Requirement Library is legal advice or a representation that compliance with the listed items satisfies any law.

2.4 Reminders are a courtesy, not a guarantee. Email reminders depend on the accuracy of the email addresses Customer enters, on third-party email delivery networks, on Customer's own mail filtering, and on the continued operation of scheduled jobs. Credolex does not warrant that any reminder will be sent, delivered, opened, or acted upon. Customer remains responsible at all times for monitoring the expiration of its Personnel's credentials and for meeting every regulatory deadline, with or without a reminder from the Service. Customer agrees that the dashboard, not the reminder email, is the authoritative view of status, and that Customer will review it at intervals appropriate to its regulatory obligations.

2.5 Changes to the Service. Credolex may modify, add, or remove features of the Service and may update the Requirement Library at any time. Credolex will use reasonable efforts to give advance notice by email or in the application of any change that materially reduces core functionality of a paid plan.

3. Accounts and Access

3.1 Eligibility. The Service is offered to businesses and organizations in the United States and to individuals who are at least 18 years old acting on behalf of such an organization. The Service is not directed to consumers or to children.

3.2 Access requests and invitations. Access to the Service is by invitation. Submitting the request form on credolex.com does not create an Account or entitle you to one. Credolex may accept or decline any request in its discretion.

3.3 Authentication. Sign-in is by a one-time link sent to an invited email address. Customer is responsible for maintaining the security of the email accounts of its Authorized Users, for all activity that occurs under its Account, and for promptly removing Authorized Users who no longer require access. Customer must notify Credolex at security@credolex.com immediately upon learning of any unauthorized use of its Account.

3.4 Roles. Customer designates the role of each Authorized User. Owners may invite and remove users, change facility settings, delete Personnel records, and export or delete Customer Data. Customer is responsible for assigning roles appropriately.

3.5 Personnel are not parties. Personnel whose information appears in the Service are not parties to these Terms and have no account with Credolex unless Customer invites them as Authorized Users. Customer is responsible for its relationship with its Personnel, including any notice or consent that applicable law or Customer's own policies require before their information is entered into the Service or before reminder emails are sent to them.

4. Customer Data

4.1 Ownership. As between Customer and Credolex, Customer owns all Customer Data. Credolex claims no ownership interest in it.

4.2 License to Credolex. Customer grants Credolex a non-exclusive, worldwide, royalty-free license to host, copy, process, transmit, display, and back up Customer Data solely to provide, secure, support, and improve the Service, to send reminder and service emails, to comply with law, and as otherwise instructed by Customer in writing. Credolex will not sell Customer Data, use it for advertising, or disclose it to third parties except to the subprocessors listed in the Credolex Data Processing Addendum, as required by law, or as Customer directs.

4.3 Customer responsibilities. Customer represents and warrants that (a) it has all rights, consents, and authority necessary to submit Customer Data to the Service and to have it processed as described in these Terms and the Credolex Privacy Policy; (b) its collection and use of Personnel information complies with applicable employment, privacy, and health-information laws; (c) Customer Data does not include Social Security numbers, dates of birth, home addresses, financial account numbers, resident or patient information, or images of identity or health documents, none of which the Service is designed to hold; and (d) Customer Data does not infringe or misappropriate any third party's rights.

4.4 Health-related entries. The Service is designed to hold dates and completion status of employee health items (for example, the date of a tuberculosis screening or the date of a hepatitis B vaccination or declination) and not the clinical result, reason, or any diagnosis. Customer agrees not to enter clinical results, diagnoses, or medical details in any free-text field. Customer acknowledges that these entries are employment records maintained by Customer in its capacity as an employer, and that Credolex processes them solely on Customer's behalf.

4.5 Export. Customer may export its complete roster, status, and record history as spreadsheet files at any time from the Settings page. Credolex recommends that Customer maintain its own copies of the exported data.

4.6 Deletion. Customer may delete individual Personnel records and their history at any time through the Service. Deletion within the Service is permanent and cannot be reversed by Credolex. Customer is responsible for meeting any record-retention obligation imposed on it by law before deleting a record. Customer may request deletion of its entire Account and all Customer Data by emailing support@credolex.com from an owner's address; Credolex will complete the deletion within 30 days and confirm in writing.

4.7 Aggregated data. Credolex may generate and use data about usage of the Service that is de-identified and aggregated so that it does not identify Customer, any Authorized User, or any Personnel, for the purposes of operating, benchmarking, and improving the Service. Credolex will not attempt to re-identify such data.

5. The Sandbox

5.1 The Sandbox is a demonstration facility that is open to anyone with the link, requires no sign-in, and is visible to and editable by every visitor. Everything entered into the Sandbox is public and is deleted and rebuilt every night.

5.2 You must not enter any real personal information, real facility information, or any confidential information into the Sandbox. Credolex has no obligation of confidentiality, security, or retention with respect to anything entered into the Sandbox, and any such entry is at your sole risk.

5.3 The Sandbox is provided as-is for evaluation only and is not part of any paid plan. Credolex may modify, reset, or remove the Sandbox at any time.

6. Plans, Fees, and Billing

6.1 Plans. Plan tiers, the number of Personnel each tier covers, and current fees are stated on the pricing page at credolex.com/pricing and are incorporated into these Terms. A plan covers the number of active Personnel stated for that tier. If Customer's active Personnel count exceeds its tier, Credolex may require Customer to move to the appropriate tier at the start of the next billing period.

6.2 Free plan. Credolex offers a free plan for facilities with up to ten active Personnel. Credolex may change the limits of, add conditions to, or discontinue the free plan on 30 days' notice by email or in the application. The free plan is provided without any commitment as to support response time, availability, or continued operation.

6.3 Paid plans and automatic renewal. Paid plans are billed in advance, monthly or annually as selected in the Order. Each paid plan renews automatically at the end of its billing period for a further period of the same length, at the then-current fee for Customer's tier, until Customer cancels. Customer may cancel at any time through the Service or by emailing support@credolex.com from an owner's address. Cancellation takes effect at the end of the current billing period, and Customer retains access until then.

6.4 Payment. Fees are stated and payable in United States dollars. Payment is collected through a third-party payment processor; Credolex does not store full payment card numbers. Customer authorizes Credolex and its payment processor to charge the payment method on file for all fees when due, including renewal fees. If a payment fails, Credolex may suspend the Account after 10 days' notice until payment is received.

6.5 Refunds. Except where required by law or expressly stated in these Terms, fees are non-refundable and there are no refunds or credits for partial billing periods, unused Personnel capacity, or downgrades. If Credolex materially reduces core functionality of a paid plan under Section 2.5 and Customer cancels within 30 days of the notice, Credolex will refund the prepaid fees for the unused remainder of the billing period.

6.6 Price changes. Credolex may change fees for a paid plan on at least 30 days' notice by email. The new fee applies at the next renewal after the notice period. Customer may cancel before the renewal to avoid the new fee.

6.7 Taxes. Fees exclude sales, use, and similar taxes. Customer is responsible for all such taxes other than taxes on Credolex's net income. If Credolex is required to collect a tax, it will be added to the invoice.

7. Acceptable Use

Customer will not, and will not permit any Authorized User or third party to:

(a) use the Service to store or transmit any information that Customer does not have the right to store or transmit, or any information described in Section 4.3(c);

(b) use the Service in a manner that violates any applicable law, including employment, privacy, anti-discrimination, and health-information laws;

(c) attempt to access another customer's data, the underlying database, or any part of the Service that Customer is not authorized to access, or probe, scan, or test the vulnerability of the Service without prior written permission from security@credolex.com;

(d) interfere with or disrupt the integrity or performance of the Service, including by submitting automated requests at a volume that a reasonable person would consider abusive;

(e) reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent applicable law expressly permits;

(f) copy, resell, sublicense, rent, lease, or otherwise make the Service available to any third party, or use it to build a competing product;

(g) remove or obscure any proprietary notice; or

(h) use the Service to send unsolicited communications, or use reminder emails for any purpose other than notifying Customer's own Personnel about Customer's own compliance items.

Credolex may suspend an Account or an Authorized User immediately, with notice as soon as practicable, if Credolex reasonably believes this Section has been violated or that continued access presents a security risk to the Service or to other customers.

8. Intellectual Property

8.1 Credolex property. The Service, the Requirement Library, the Documentation, the Credolex name and logo, and all software, designs, text, and other materials that Credolex provides are and remain the property of Credolex and its licensors and are protected by copyright, trademark, and other laws. Except for the limited right to use the Service under these Terms, Credolex grants no rights in them.

8.2 Feedback. If Customer or an Authorized User provides suggestions, ideas, or other feedback about the Service, Credolex may use that feedback without restriction or compensation, and Customer assigns to Credolex all rights in it.

8.3 Customer name. Credolex will not use Customer's name or logo in marketing materials or customer lists without Customer's prior written consent, which may be given by email.

9. Confidentiality

9.1 "Confidential Information" means non-public information disclosed by one party to the other in connection with the Service that is marked confidential or that a reasonable person would understand to be confidential. Customer Data is Customer's Confidential Information. The non-public features, security design, and pricing terms of the Service are Credolex's Confidential Information.

9.2 Each party will use the other's Confidential Information only to perform under these Terms, will protect it with at least the care it uses for its own similar information and no less than reasonable care, and will disclose it only to its employees, contractors, and advisors who need to know it and are bound by obligations at least as protective as this Section.

9.3 Confidential Information does not include information that is or becomes public through no fault of the receiving party, that the receiving party already knew without restriction, that is independently developed without use of the disclosing party's information, or that is rightfully received from a third party without restriction.

9.4 A party may disclose Confidential Information to the extent required by law or court order, provided it gives the other party prompt notice where legally permitted and reasonable assistance in seeking protective treatment.

10. Security and Privacy

10.1 Credolex will maintain administrative, technical, and physical safeguards designed to protect the security, confidentiality, and integrity of Customer Data, as described in the Credolex Data Processing Addendum. These include encryption of Customer Data in transit and at rest, tenant isolation enforced in the database, role-based access, and an append-only change log.

10.2 Credolex will notify Customer without undue delay, and in any event within 72 hours after confirming, any unauthorized access to or disclosure of Customer Data in Credolex's possession, and will provide the information reasonably available to Credolex to allow Customer to meet its own notification obligations.

10.3 Credolex's collection and use of personal information is described in the Credolex Privacy Policy and, for health-related information, the Credolex Consumer Health Data Privacy Policy, each of which is incorporated into these Terms. Where Customer requires it, the Credolex Data Processing Addendum applies to Credolex's processing of Customer Data on Customer's behalf and is incorporated into these Terms upon Customer's written acceptance.

10.4 Customer acknowledges that Credolex is not a covered entity under the Health Insurance Portability and Accountability Act ("HIPAA"), and that employment records maintained by an employer in its role as employer are excluded from HIPAA's definition of protected health information. If Customer nonetheless determines that Customer Data includes protected health information, Customer must notify Credolex at legal@credolex.com and execute the Credolex Business Associate Agreement before submitting that information.

11. Warranties and Disclaimers

11.1 Mutual. Each party warrants that it has the authority to enter into these Terms.

11.2 Credolex. Credolex warrants that the Service will perform materially as described in the Documentation. Customer's exclusive remedy for breach of this warranty is for Credolex to use reasonable efforts to correct the non-conformity and, if Credolex cannot do so within 30 days of written notice, for Customer to terminate the affected plan and receive a refund of prepaid fees for the unused remainder of the billing period.

11.3 DISCLAIMER. EXCEPT AS EXPRESSLY STATED IN SECTION 11.2, THE SERVICE, THE REQUIREMENT LIBRARY, THE SANDBOX, ALL REMINDERS, AND ALL DOCUMENTATION ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, CREDOLEX DISCLAIMS ALL OTHER WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. CREDOLEX DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT ANY REMINDER WILL BE SENT OR DELIVERED, THAT ANY STATUS DISPLAYED IS CORRECT, THAT THE REQUIREMENT LIBRARY IS COMPLETE, CURRENT, OR APPLICABLE TO CUSTOMER, OR THAT USE OF THE SERVICE WILL RESULT IN COMPLIANCE WITH ANY LAW, REGULATION, SURVEY STANDARD, ACCREDITATION REQUIREMENT, OR CONTRACT.

11.4 Regulatory outcomes. CUSTOMER ACKNOWLEDGES THAT IT, AND NOT CREDOLEX, IS THE REGULATED PARTY, AND THAT CREDOLEX HAS NO CONTROL OVER AND NO RESPONSIBILITY FOR CUSTOMER'S DECISIONS ABOUT WHOM TO SCHEDULE, EMPLOY, OR PERMIT TO WORK, OR FOR THE FINDINGS OF ANY SURVEYOR, INSPECTOR, ACCREDITING BODY, OR AGENCY.

12. Limitation of Liability

12.1 EXCLUSION OF CERTAIN DAMAGES. TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT WILL CREDOLEX OR ITS MEMBERS, MANAGERS, EMPLOYEES, CONTRACTORS, OR SUPPLIERS BE LIABLE UNDER OR IN CONNECTION WITH THESE TERMS OR THE SERVICE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, BUSINESS, GOODWILL, OR DATA, OR FOR ANY REGULATORY FINE, CIVIL MONETARY PENALTY, SURVEY DEFICIENCY, CITATION, PLAN OF CORRECTION COST, DENIAL OF PAYMENT, LOSS OF CERTIFICATION OR LICENSURE, STAFFING COST, OR COST OF SUBSTITUTE SERVICES, HOWEVER CAUSED AND UNDER ANY THEORY OF LIABILITY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

12.2 CAP. TO THE FULLEST EXTENT PERMITTED BY LAW, THE TOTAL CUMULATIVE LIABILITY OF CREDOLEX AND ITS MEMBERS, MANAGERS, EMPLOYEES, CONTRACTORS, AND SUPPLIERS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE FEES ACTUALLY PAID BY CUSTOMER TO CREDOLEX FOR THE SERVICE IN THE TWELVE MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED UNITED STATES DOLLARS (US $100).

12.3 Basis of the bargain. The limitations in this Section apply to every claim, whether in contract, tort (including negligence), strict liability, or otherwise, and regardless of whether any remedy fails of its essential purpose. The parties agree that these limitations reflect a reasonable allocation of risk given that the Service is a low-cost record-keeping tool, that Customer retains full control over and responsibility for its regulatory compliance, and that Credolex would not offer the Service at its current fees without them. Some jurisdictions do not allow certain limitations, and in those jurisdictions Credolex's liability is limited to the fullest extent the law permits.

13. Indemnification

13.1 By Customer. Customer will defend, indemnify, and hold harmless Credolex and its members, managers, employees, and contractors from and against all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to (a) Customer Data, including any claim that Customer lacked the right or consent to submit it; (b) Customer's or its Authorized Users' use of the Service in violation of these Terms or applicable law; (c) any employment, licensure, scheduling, or regulatory decision made by Customer; or (d) any claim by Customer's Personnel relating to Customer's collection or use of their information or the reminder emails sent at Customer's direction.

13.2 By Credolex. Credolex will defend Customer against any third-party claim alleging that the Service, as provided by Credolex and used in accordance with these Terms, infringes a United States patent, copyright, or trademark, and will pay the damages and costs finally awarded or agreed in settlement. Credolex has no obligation for claims arising from Customer Data, from combination of the Service with items not supplied by Credolex, or from use after Credolex has notified Customer to stop. If the Service is or may become subject to such a claim, Credolex may modify it, procure the right to continue providing it, or terminate the affected plan and refund prepaid fees for the unused remainder of the billing period. This Section states Credolex's entire liability for infringement.

13.3 Procedure. The indemnified party will give prompt written notice of the claim, allow the indemnifying party sole control of the defense and settlement (provided no settlement imposes an obligation or admission on the indemnified party without its consent), and provide reasonable cooperation at the indemnifying party's expense.

14. Term, Suspension, and Termination

14.1 Term. These Terms begin when Customer first accepts them and continue until the Account is terminated.

14.2 Termination by Customer. Customer may terminate at any time by cancelling under Section 6.3 and requesting Account deletion under Section 4.6.

14.3 Termination by Credolex. Credolex may terminate these Terms and the Account (a) on 30 days' written notice for any reason, with a pro-rata refund of prepaid fees for the unused remainder of the billing period; (b) immediately if Customer materially breaches these Terms and, where the breach is curable, fails to cure within 15 days of notice; or (c) immediately if Customer becomes insolvent or ceases to operate.

14.4 Effect. Upon termination, Customer's right to use the Service ends. Customer may export Customer Data for 30 days after termination, after which Credolex will delete Customer Data from its production systems within 90 days and from backups as they expire in the ordinary course, except where retention is required by law. Sections 4.6, 4.7, 8, 9, 11, 12, 13, 14.4, 15, and 16 survive termination.

15. Governing Law and Disputes

15.1 Governing law. These Terms are governed by the laws of the State of Washington, without regard to its conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

15.2 Informal resolution. Before filing any claim, a party will give the other written notice describing the dispute and will engage in good-faith discussions for at least 30 days to try to resolve it.

15.3 Venue. Any claim that is not resolved informally will be brought exclusively in the state courts located in Okanogan County, Washington, or the United States District Court for the Eastern District of Washington, and each party consents to the personal jurisdiction of those courts. Either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or Confidential Information.

15.4 Jury and class waiver. TO THE FULLEST EXTENT PERMITTED BY LAW, EACH PARTY WAIVES ANY RIGHT TO A JURY TRIAL AND AGREES THAT ANY CLAIM WILL BE BROUGHT ONLY IN ITS INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING.

15.5 Limitation period. Any claim arising out of or relating to these Terms or the Service must be brought within one year after the claim accrues, or it is permanently barred.

15.6 Attorneys' fees. In any action to enforce these Terms, the prevailing party is entitled to recover its reasonable attorneys' fees and costs.

16. General

16.1 Entire agreement. These Terms, together with the Order, the Privacy Policy, the Consumer Health Data Privacy Policy, and, where accepted, the Data Processing Addendum and the Business Associate Agreement, are the entire agreement between the parties regarding the Service and supersede all prior or contemporaneous agreements and communications. In the event of conflict, an executed Business Associate Agreement controls as to protected health information, then an executed Data Processing Addendum controls as to processing of personal information, then these Terms, then the Order.

16.2 Changes to these Terms. Credolex may update these Terms from time to time. Credolex will post the updated Terms at credolex.com/terms with a new effective date and, for changes that materially reduce Customer's rights, will give at least 30 days' notice by email to the Account's notification address. Continued use of the Service after the effective date constitutes acceptance. If Customer does not agree, it must stop using the Service and may cancel under Section 6.3.

16.3 Notices. Notices to Credolex must be sent by email to legal@credolex.com or by mail to Credolex LLC, 806 Chewiliken Valley Rd, Riverside, WA 98849. Notices to Customer will be sent to the notification email address on the Account or displayed in the Service. Email notice is effective when sent, unless the sender receives a delivery failure.

16.4 Assignment. Customer may not assign these Terms without Credolex's prior written consent, except to a successor in a merger, acquisition, or sale of substantially all of its assets, with written notice. Credolex may assign these Terms to an affiliate or successor. Any other attempted assignment is void.

16.5 Force majeure. Neither party is liable for delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, including acts of God, natural disaster, war, terrorism, labor disputes, government action, internet or utility failures, or failures of third-party hosting or email providers.

16.6 Independent contractors. The parties are independent contractors. These Terms create no partnership, joint venture, agency, or employment relationship.

16.7 No third-party beneficiaries. There are no third-party beneficiaries of these Terms. Personnel are not third-party beneficiaries.

16.8 Severability and waiver. If any provision is held unenforceable, it will be modified to the minimum extent necessary and the remainder will remain in effect. A waiver is effective only if in writing and does not waive any later breach.

16.9 Export and government use. Customer will not use the Service in violation of United States export laws. The Service is commercial computer software; if acquired by a United States government entity, it is provided with only the rights set out in these Terms.

16.10 Contact. Questions about these Terms may be sent to legal@credolex.com. Support requests may be sent to support@credolex.com. Security reports may be sent to security@credolex.com.