Terms of Service

Effective date: 8 March 2026  |  Last updated: 8 March 2026

1. Introduction

These Terms of Service ("Terms") govern your use of the TraineeRecords platform and related services, including PharmacyCompliant, SiteCompliant, and any other industry-specific services (collectively, the "Service") operated by One World Learning Ltd ("we", "us", "our"), a company registered in Ireland with offices at the National Software Centre, Mahon, Cork, Ireland.

By accessing or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

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

2. Definitions

• "Account" means the account you create to access the Service.
• "Customer" means the organisation that subscribes to the Service.
• "User" means any individual who accesses the Service, including administrators, managers, and trainees/employees added by the Customer.
• "Customer Data" means all data uploaded, entered, or generated within the Service by or on behalf of the Customer, including employee records, training data, SOPs, compliance forms, certifications, and audit trails.
• "Subscription" means the paid plan under which the Customer accesses the Service.

3. The Service

TraineeRecords is a compliance management platform that helps regulated businesses manage standard operating procedures (SOPs), training records, certifications, compliance forms, and related documentation. The Service includes features such as:

• SOP creation, assignment, and sign-off tracking
• AI-assisted drafting of procedures and documentation
• Training and certification tracking with expiry date monitoring
• Compliance forms and checklists
• Compliance dashboards and reporting
• Expiry alerts and reminder notifications
• Multi-location and multi-site management

4. Account Registration and Security

To use the Service, the Customer must create an Account and provide accurate, complete, and current information. The Customer is responsible for:

• Maintaining the confidentiality of login credentials
• All activity that occurs under their Account
• Promptly notifying us of any unauthorised use of the Account
• Ensuring that Users comply with these Terms

We reserve the right to suspend or terminate Accounts that violate these Terms or that we reasonably believe are being used fraudulently.

5. Subscriptions and Payment

5.1 Subscription Plans

Access to the Service requires a paid Subscription. Details of available plans, features, and pricing are provided during the onboarding process or on our website. We may update pricing from time to time with reasonable notice.

5.2 Payment

Subscription fees are payable in advance on a monthly or annual basis as agreed. All fees are quoted in euros unless otherwise stated and are exclusive of VAT where applicable.

5.3 No Setup Fee

Unless otherwise agreed in writing, there is no setup fee for new Subscriptions.

5.4 Cancellation

Either party may cancel the Subscription by providing 30 days' written notice. On cancellation:

• Access to the Service will continue until the end of the current billing period
• The Customer may request an export of their Customer Data within 30 days of the cancellation date
• Customer Data will be deleted within 90 days of the subscription end date unless the Customer requests earlier deletion

No refunds are provided for partial billing periods.

6. Customer Data and Ownership

6.1 Customer Owns Their Data

The Customer retains all rights, title, and interest in their Customer Data. We do not claim ownership of any Customer Data.

6.2 Licence to Us

The Customer grants us a limited, non-exclusive licence to use, process, and store Customer Data solely for the purpose of providing and improving the Service.

6.3 Data Export

The Customer may request an export of their Customer Data at any time during the Subscription. We will provide the data in a standard, machine-readable format within a reasonable timeframe.

6.4 Data Processing

Where we process personal data on behalf of the Customer, we do so as a data processor under GDPR. Our obligations as a processor are set out in our Data Processing Agreement, which forms part of these Terms. See also our Privacy Policy.

7. AI-Assisted Features

Specifically:

• AI-generated content is provided as a draft to assist the Customer. It is not legal, regulatory, or professional compliance advice.
• The Customer is solely responsible for reviewing all AI-generated content for accuracy, completeness, and suitability for their specific regulatory requirements before approving, publishing, or assigning it.
• We do not warrant that AI-generated content will meet the requirements of any specific regulator, standard, or inspection framework.
• The Customer should not rely on AI-generated content without independent review by a person with appropriate knowledge of their industry and regulatory obligations.

8. Compliance Responsibility

Without limiting the generality of the above:

• The Service provides alerts, reminders, and notifications (including certification expiry alerts) as a convenience to help the Customer manage their compliance obligations. These alerts are not a substitute for the Customer's own monitoring and management of their compliance requirements.
• The Customer acknowledges that no software system can guarantee 100% uptime, delivery of every notification, or error-free operation. Alerts may fail to send or be delayed due to technical issues, server downtime, email delivery failures, incorrect data entry, or other factors beyond our reasonable control.
• The Customer remains solely responsible for monitoring their own certification expiry dates, training requirements, SOP reviews, and all other regulatory obligations — regardless of whether the Service sends a reminder.
• We are not responsible for any regulatory non-compliance, failed inspections, fines, penalties, lost contracts, or other consequences arising from the Customer's reliance on the Service's alert or notification features.
• The Service does not provide legal, regulatory, or professional advice. Template SOPs, compliance forms, and checklists provided within the Service are starting points that the Customer must review, customise, and take ownership of.
• The Customer is responsible for ensuring that the data entered into the Service (including certification dates, training records, and employee information) is accurate and up to date.

9. Limitation of Liability

9.1 Maximum Liability

To the maximum extent permitted by law, the total aggregate liability of One World Learning Ltd arising out of or in connection with the Service or these Terms — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — shall not exceed the total fees paid by the Customer in the 12-month period immediately preceding the event giving rise to the claim.

9.2 Exclusion of Consequential Loss

We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of profits, revenue, or business
• Loss of contracts or business opportunities
• Regulatory fines, penalties, or enforcement actions
• Failed inspections or audit findings
• Reputational damage
• Loss of data (except to the extent caused by our wilful misconduct)
• Cost of procuring substitute services

This applies regardless of whether such damages were foreseeable and whether we were advised of the possibility of such damages.

9.3 Exceptions

Nothing in these Terms excludes or limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any other liability that cannot be excluded or limited under applicable law

10. Service Availability and Uptime

We will use commercially reasonable efforts to make the Service available 24 hours a day, 7 days a week. However, we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide reasonable advance notice where possible)
• Emergency maintenance or security patches
• Factors beyond our reasonable control, including internet connectivity issues, third-party service outages, or force majeure events

We shall not be liable for any loss or damage arising from Service downtime or unavailability.

11. Intellectual Property

11.1 Our Intellectual Property

The Service, including its design, code, features, documentation, and branding (including the TraineeRecords, PharmacyCompliant, SiteCompliant, and CareCompliant names and logos), is owned by One World Learning Ltd and is protected by intellectual property laws. The Customer receives a limited, non-exclusive, non-transferable licence to use the Service for the duration of the Subscription.

11.2 Template Content

SOP templates, compliance form templates, and checklist templates provided within the Service are licensed to the Customer for use within the Service only. They may not be extracted, redistributed, or resold.

11.3 Feedback

If you provide suggestions, ideas, or feedback about the Service, we may use them without restriction or obligation to you.

12. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorised access to the Service or other users' accounts
• Interfere with or disrupt the Service or its infrastructure
• Reverse engineer, decompile, or disassemble any part of the Service
• Resell, sublicence, or provide access to the Service to third parties without our written consent
• Upload malicious code, viruses, or harmful content
• Use the Service to store or process data that is not related to compliance management

13. Suspension and Termination

13.1 Suspension

We may suspend access to the Service immediately if:

• The Customer fails to pay fees when due (after 14 days' written notice)
• We reasonably believe the Account is being used in violation of these Terms
• Required by law or regulatory authority

13.2 Termination by Us

We may terminate the Subscription with 30 days' written notice for any reason. In the event of termination by us without cause, we will provide a pro-rata refund of any prepaid fees.

13.3 Termination for Breach

Either party may terminate immediately if the other party materially breaches these Terms and fails to remedy the breach within 14 days of written notice.

13.4 Effect of Termination

On termination, the Customer's access to the Service will cease. The Customer may request an export of their data within 30 days. Sections 6.1 (data ownership), 8 (compliance responsibility), 9 (limitation of liability), 11 (intellectual property), and 16 (governing law) survive termination.

14. Indemnification

The Customer agrees to indemnify, defend, and hold harmless One World Learning Ltd, its officers, directors, and employees from and against any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising from:

• The Customer's use of the Service
• The Customer's breach of these Terms
• The Customer's violation of any applicable law or regulation
• Any claim by a third party (including employees, trainees, or regulators) relating to the Customer's compliance obligations or the accuracy of data entered into the Service by or on behalf of the Customer

15. Force Majeure

Neither party shall be liable for any failure or delay in performing obligations under these Terms where such failure or delay results from circumstances beyond the reasonable control of that party, including but not limited to natural disasters, acts of government, pandemic, internet or telecommunications failures, power outages, or cyberattacks.

16. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of Ireland. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Ireland.

17. Changes to These Terms

We may update these Terms from time to time. We will notify Customers of material changes by email and/or by posting a notice on the Service at least 30 days before the changes take effect. Continued use of the Service after the effective date of updated Terms constitutes acceptance of those Terms.

If you do not agree with the updated Terms, you may cancel your Subscription before the changes take effect.

18. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it valid and enforceable, or if it cannot be modified, it shall be severed. The remaining provisions shall continue in full force and effect.

19. Entire Agreement

These Terms, together with our Privacy Policy and any Data Processing Agreement, constitute the entire agreement between you and One World Learning Ltd regarding the Service. They supersede all prior agreements, representations, and understandings.

20. Contact Us

If you have any questions about these Terms of Service, please contact us:

• Email: info@traineerecords.com
• Post: One World Learning Ltd, National Software Centre, Mahon, Cork, Ireland