Terms of Service

This is the agreement between you and Tailboard. By using the service you agree to it. It is written plainly on purpose.

1. What Tailboard is

Tailboard is a tool for running short workplace safety meetings and keeping a record of who attended. It provides written safety talks based on published OSHA standards, collects signatures from attendees, and produces a printable record. Alongside the meeting it keeps the rest of a small contractor's safety paperwork: a job safety analysis the foreman fills in on site, an employee roster with certifications, a document folder, and a calendar that reads the jobs from the calendar you already keep. Depending on your plan it also keeps inspections, equipment and vehicle logs, incident reports and the injury log, corrective actions, safety committee minutes, a written safety program and site safety plans.

Tailboard Enterprise is the same service for a general contractor, with pages for its jobs and the subcontractors on them: their shared records, alerts, a sign-in at the site gate, permits to work, and observations the general contractor assigns to a subcontractor. A free GC board lets a general contractor see the shared records of up to five subcontractors on one job without an account.

2. What Tailboard is not

This matters more than anything else here, so read it twice.

• It is not a safety program. It does not replace hazard assessments, competent-person evaluations, equipment-specific training, written programs, or anything else your regulator requires.
• It is not legal or regulatory advice. Our talks cite OSHA standards for reference. Whether you are compliant is between you, your regulator, and your own safety professional.
• It does not guarantee compliance. Nobody can sell you that. Using Tailboard will not prevent a citation, an inspection finding, or an injury.
• Signatures are attendance records, not verified electronic signatures. A name and a drawn mark collected on a phone carry about the same weight as a paper sign-in sheet. There is no identity verification. Do not represent them as more than that.
• Certification tracking is a reminder, not a compliance check. Tailboard reminds you about dates you typed in. It does not verify that a card exists, that it is genuine, or that it is the right card for the work. If a date is entered wrongly, the reminder will be wrong.
• The employee register is a snapshot, not a credential check. The compliance register prints what your company has recorded. It is not evidence that anyone holds any qualification.
• The meeting deadline is a reminder, not a ruling on whether you comply. If you tell us which state you work in, we count down to the interval that state's rule names and we print the citation so you can read it yourself. We do not know your headcount, your exemptions, which jobs you have running, or what your own program promises. Whether the rule applies to you, and whether you have met it, is between you, your regulator, and your own safety professional. Working days are counted without a holiday calendar, so the date we show can fall earlier than the rule requires.
• The prequalification packet is your own records, printed. It reproduces what your company has entered and what your crew has signed. It is not an audit, not a certification, and not a submission to any prequalification service. Whether it satisfies a general contractor or a platform is entirely their decision.
• A job safety analysis is your own hazard assessment, written by your own people. The templates are a starting list, not a complete one. Whether the hazards on a job were identified, and whether the controls were the right ones, is the competent person's judgment, not ours. A signed JSA records that the crew saw it. It does not make the job safe. A filed JSA carries a certification that the hazards were assessed and the PPE selected, naming the job, the address, who assessed it and when, and citing the rule of the crew's state; that is a statement that the assessment was done and recorded, not that it was complete or correct.
• What a general contractor sees is a copy of your records, not our review of them. Whether a subcontractor is on track, whether its insurance or cards meet a general contractor's requirements, and whether work may go ahead are judgments for the general contractor and the subcontractor. Alerts, card checks at the gate and insurance dates are reminders built from what was entered; they do not verify that anyone is qualified, insured or safe to work.
• A permit to work is the general contractor's approval, not ours. The checklists start as suggestions for the general contractor to check against its own program and change. A permit records who asked, who approved, what was ticked and how the work was closed out. It does not make the work safe.

Safety on your job site is your responsibility. It always was.

3. Your account

You must be 18 or older and authorized to act for your company. Keep your password to yourself; you are responsible for what happens under your account. Two-step sign-in with an authenticator app is available to every account and required for anyone who reaches our operations console. Tell us promptly at support@tailboardsafety.com if you think your account has been compromised.

Paid tiers include a fixed number of seats. A seat is a person who signs in. Crew members who only sign a talk, or who use the crew page with an Employee ID and PIN, do not need an account and never count against your seats.

These terms are between Tailboard and your company. Your crew use Tailboard under your account and are not asked to agree to them; the crew page shows them a short notice of what is kept about them, with the privacy notice linked. Telling your crew what you record about them is yours to do, as the privacy notice sets out.

An Employee ID and PIN are not an account. They open the crew page for your company and the handful of things you have chosen to put on it, and nothing else - no records, no settings, no other person's details. You decide who is on your roster and therefore who can be issued one, you can reset any PIN, and marking somebody as no longer with the company ends their access at once. A four-digit PIN is a convenience for people working in gloves, not a strong secret; we rate-limit it and lock it after eight wrong tries, and you should treat the crew page as you would a noticeboard in the yard rather than a filing cabinet.

Each account has a role - Owner, Superintendent, Office, Safety officer or Foreman - and the Owner chooses it. On Tailboard Enterprise the Owner can also limit people to certain jobs and require two-step sign-in for everyone in the account. Roles limit what a person can see and do inside your account. They are a convenience for you, not a control we enforce on your behalf: if you give someone a role that lets them read every record, that is your decision.

4. Payment

Subscriptions are billed in advance through Stripe, either monthly or for a year at a time, whichever you choose at checkout. Prices are in US dollars and exclude any tax that may apply to you.

A subscription renews automatically at the end of each month or year, at the price you are then paying, and is charged to the card on file until you cancel. About two weeks before a yearly subscription renews, we email the account's Owners the date and the amount.

Every tier starts with a free trial, and the trial is how you decide. A monthly subscription gets a 14-day trial, and a yearly subscription gets a 30-day trial. The trial comes before the first charge: nothing is taken until it ends, and when it does you are billed in full for the term you chose - one month, or twelve. You can cancel at any point during the trial from your dashboard, in which case you pay nothing at all. We will not have taken your money, so there is nothing to give back. The trial is for a company's first subscription. A company that cancels and comes back, or subscribes after a demo, is billed from the start.

After the trial, payments are not refundable. That applies to a month and to a year alike, in whole and in part. You can cancel at any time from your dashboard: cancelling stops the next payment, and you keep the service until the end of the period you have already paid for. We do not refund unused months on a yearly subscription, we do not pro-rate a cancellation, and we do not refund a period because it went unused. The trial exists so that you never have to ask. The one exception is ours to keep, not yours to ask for: if we end the service or your account ourselves, section 14 says what we refund.

Tailboard Enterprise is priced by a written quote and invoiced as that quote says, rather than bought online. Everything else in these terms applies to it unless the quote says otherwise in writing. Connecting to a general contractor's job, and sharing with it, costs a subcontractor nothing beyond its own plan.

If we change prices, existing subscribers get at least 30 days' notice by email before it takes effect. A price you are already paying does not change underneath you.

5. Your records after you leave

When you cancel, your subscription stops at the end of the period you have paid for. After that your account becomes read-only: you keep Records, Billing and Account, and you can still open, print and save as PDF every record. You cannot start new meetings, add employees, or change settings.

That read-only access lasts 90 days from cancellation. Export your records as PDF before that window closes. After it, we may delete them.

You should keep your own copies regardless. Do not make us the only place your training records exist.

6. Your content

The meeting records, job safety analyses, documents, employee roster, certification and license details, crew names, and signatures in your account belong to you. We store and process them so we can provide the service, and for nothing else. We do not sell them and we do not use them to train anything.

You are responsible for having the right to collect and hold information about the people in your account. That includes telling them if you switch location recording on, and telling them to expect email from us if you add their address so they receive certification reminders. Those reminders are sent on your instruction, to people who have no relationship with us.

Collect what you need and no more. We deliberately accept only the last four characters of a driver's license number, and we would suggest you apply the same restraint to anything you record in a free-text field.

Sharing with a general contractor. When you share with a general contractor - by a link, on a free GC board, or on a Tailboard Enterprise job - you choose what goes with it: which crews and from what date, which kinds of record, and, only if you tick them, your certificate of insurance, your prequal answers and your crew's cards (names, card types and dates). The general contractor sees what you chose for as long as you share it. You can leave a job or end a link at any time; that stops further access, but it cannot take back what the general contractor already saw, printed or saved. An observation a general contractor assigns to you becomes a corrective action in your own records, and a permit you close out is sealed like your other records.

If you are the general contractor. Use what your subcontractors share only to manage safety and compliance on the jobs they shared it for. The site sign-in collects a name and a company, and the first time on a job a signed orientation: tell the people coming onto your site, and make sure your orientation and your permit checklists say what your own program requires. The people you add to your Enterprise account, the jobs each can see, and what you assign to a subcontractor are your decisions.

Feedback and quotes. Anything you send through Give feedback is yours, and you can send it as bluntly as you like. We will quote you on our website only if the Owner of the account checked the box saying we may, and only after sending you the exact wording first. You can withdraw that at any time by email and we will take it down.

7. Sealed records

When a meeting is closed it is sealed. A note or photos added at filing are covered by that seal, so they cannot be changed or swapped afterward any more than a signature can. The same happens to a job safety analysis when it is filed, to an inspection when it is filed, to a repair when it is signed off, and likewise to incident reports and their updates, corrective actions when they are closed, safety committee minutes, signed safety programs and site safety plans, insurance renewal packets, and permits to work when they are closed out. If any part of a sealed record were changed afterwards, the check below would show it. Anyone you give the code to can check at tailboardsafety.com/verify that the record has not changed since it was sealed. No account is needed to check.

Crews are records of their own with a state, and a meeting or JSA filed for a crew cites that crew's state. Renaming a crew never alters a sealed record; the name is what the seal covers.

A JSA can be deleted right up until it is signed and sealed, because jobs get canceled at the gate. Once sealed, it is treated like any other sealed record.

Job calendars. Linking a calendar means giving us its private subscribe address, which you are entitled to share. We read it, we do not write to it, and we keep two weeks of events at a time. The events are not records: nothing on the calendar is filed until someone starts and files a meeting or a job safety analysis from it. We cannot promise the calendar's host keeps serving the address, that its times are right, or that a read happens at a particular minute; the calendar remains the source of truth for the job, and the paperwork you file remains yours to check.

Two commitments follow from that, and we intend to keep both.

• We will not alter a sealed record on request. That applies to your request and to anyone else's. A record that can be quietly edited proves nothing, and the verification would be theater. If something in a sealed record is wrong, we can confirm that it is wrong, and we can delete it, but we will not rewrite it and re-seal it as though it had always said something else.
• A seal proves the file is unchanged, not that the meeting went well. It says: these names, this talk, this timestamp, unaltered since closing. It does not verify identity, and it is not a notarization.

8. Our content

The safety talks, the software, and the design are ours. Your subscription lets your company use and print them for your own safety meetings. It does not let you resell them, republish them, or build a competing product from them.

9. Acceptable use

Don't use Tailboard to break the law, to falsify safety records, to store data you have no right to hold, or to attack the service or other users. We may suspend an account that does, and will tell you why.

Falsifying attendance records is a serious matter and, in some jurisdictions, a criminal one. The timestamps exist to make that harder, and we will cooperate with a lawful investigation.

10. Availability

We aim to keep Tailboard running and will not pretend to a formal uptime guarantee we are not yet large enough to honor. The service is provided as is. There will be outages and there will be bugs.

If Tailboard is unavailable when you need to run a meeting, run it on paper. Download an editable talk in advance and keep a printed copy on the truck. A safety meeting should never wait on a website.

11. Limitation of liability

To the fullest extent the law allows, our total liability to you for any claim arising from the service is limited to the greater of what you paid us in the twelve months before the claim, or one hundred US dollars. We are not liable for indirect, incidental, special or consequential losses, lost profits, lost business, lost or corrupted data, regulatory fines, or injuries occurring on your job sites - whether or not we were told such losses were possible. This limit applies however the claim is framed, in contract, in tort, or otherwise.

Some jurisdictions do not allow these limits, in which case they apply to the extent permitted.

12. No warranty

Tailboard is provided as is and as available. To the fullest extent the law allows, we disclaim all warranties, whether express or implied, including any implied warranty of merchantability, fitness for a particular purpose, title, non-infringement, or that the service will be uninterrupted, timely, secure, error-free, or that it will meet any regulatory requirement that applies to you. No advice or information you get from us, whether spoken or written, creates a warranty we have not given here.

13. Your responsibility, and what you cover

You are the employer. You decide what work happens, who does it, what training they get, and whether a job is safe to run. Tailboard records that a meeting took place; it does not run your safety program and it does not supervise anybody.

You agree to indemnify and hold harmless Tailboard and its owner from any claim, demand, loss, liability, fine, penalty or expense - including reasonable legal fees - brought by a third party and arising out of:

• an injury, illness, death or property damage on a job site you control;
• a regulatory finding, citation or penalty issued to you;
• information you or your people entered, including certification dates, license details and employee records;
• a record you supplied to a general contractor, an insurer, a prequalification service or anyone else, and what they did in reliance on it;
• your breach of these terms or of any law that applies to you.

This does not apply to a claim caused by our own gross negligence or willful misconduct. Nothing in these terms limits any liability that cannot be limited by law, including liability for death or personal injury caused by our negligence, or for fraud.

Any claim you bring against us must be filed within one year of the event it arises from, unless your state gives you longer and does not allow that period to be shortened.

14. Ending the agreement

You can stop using Tailboard whenever you like. We can end an account for a serious breach of these terms, or wind the service down entirely with at least 60 days' notice and a chance to save your records.

If we wind the service down, or end your account for any reason other than a breach of these terms, we refund the part of a prepaid year you have not used, worked out by the day, to the card you paid with.

15. Changes

If we change these terms, we update the date above and email account holders. The next time anyone with an account or a free GC board signs in, they are asked to read and agree to the new terms before they carry on. If you don't agree, you can still cancel in Billing and print your records.

16. Governing law

These terms are governed by the laws of the State of Washington, United States, and any dispute belongs in the state or federal courts of Benton County, Washington.

17. Contact

Tailboard
Kennewick, Washington, United States
support@tailboardsafety.com