Terms and Conditions

Effective and last updated August 23, 2026

These Terms and Conditions govern access to and use of Equiply. In these Terms, “Equiply,” “we,” “us,” and “our” refer to the provider of the service. “You” means the person using Equiply and, where applicable, the business, research laboratory, institution, or other organization on whose behalf the service is used.

By creating an account, accepting a workspace invitation, requesting an administrator code, accessing a pilot workspace, or otherwise using Equiply, you agree to these Terms and our Privacy Policy. If you use Equiply for an organization, you confirm that you have authority to accept these Terms on its behalf. If you do not agree, do not use the service.

1. The Equiply service

Equiply provides tools that may include resource booking, inventory and maintenance management, tasks, meetings, calendars, documents, electronic signatures, chat, workgroups, announcements, reports, storage, mail connections, administration, and related collaboration features. Some features may be experimental, limited to selected users, or unavailable in a particular plan, region, device, or workspace.

We may add, change, suspend, or remove features to improve security, reliability, legal compliance, or product design. During testing, workflows, limits, interfaces, and data formats may change more frequently than in a generally available service.

2. Eligibility and authority

You must be legally capable of entering into these Terms. Equiply is intended for professional, organizational, and research use and is not directed to children under 13. An organization that provides accounts to younger users is responsible for obtaining any required consent and complying with applicable safeguarding and privacy law.

3. Accounts and security

• You must provide accurate, current information and keep it updated.
• You are responsible for protecting your password, verification codes, recovery methods, devices, and active sessions.
• You must not share individual credentials or allow another person to impersonate you.
• You must promptly notify us of suspected unauthorized access or security incidents involving your account.
• You are responsible for activity performed through your account unless caused by our failure to use reasonable security measures.

4. Workspaces, administrators, and members

Workspace administrators control membership, roles, permissions, workgroups, resources, organizational settings, and much of the content within their workspace. Administrators must grant only appropriate access, remove access when it is no longer required, and ensure that their use of Equiply complies with their organization’s policies and applicable law.

Your organization may access, manage, export, retain, or delete organizational content and may suspend or remove your workspace membership. Disputes about internal roles, permissions, records, or employment matters are primarily between you and your organization. Platform creator access is limited to service administration, security, support, compliance, and other legitimate operational needs.

5. Pilot and testing participation

Testing features may contain defects, interruptions, unfinished functionality, or compatibility changes. You should verify important actions and maintain independent copies of information needed for safety, regulatory compliance, business continuity, or research integrity. You agree to report discovered security weaknesses responsibly and not exploit or disclose them in a way that creates harm.

Feedback, suggestions, and ideas you voluntarily provide may be used without restriction or payment to improve Equiply, provided that we do not identify you publicly without permission.

6. Acceptable use

You must use Equiply lawfully and responsibly. You must not:

• violate law, regulation, court order, contractual duties, privacy rights, intellectual property rights, or confidentiality obligations;
• upload malware, malicious code, unlawful material, deceptive content, spam, or content intended to harm another person;
• attempt to access another account, workspace, file, message, signature request, system, or network without authorization;
• probe, bypass, disable, or interfere with authentication, authorization, rate limits, security controls, audit records, or service operation;
• scrape, reverse engineer, copy, resell, or commercially exploit the service except as permitted by law or a written agreement;
• use automated requests or uploads that impose an unreasonable load or adversely affect other users;
• misrepresent identity, authority, approval, certification, attendance, completion, or signature status; or
• use Equiply as the sole control for hazardous equipment, emergency response, clinical decisions, or other safety critical activity.

We may investigate suspected misuse and restrict activity when reasonably necessary to protect users, third parties, or the service.

7. Your content and permissions

You retain ownership of content you submit. You grant Equiply a worldwide, nonexclusive, royalty free license to host, copy, process, transmit, display, back up, and otherwise use that content only as necessary to operate, secure, support, and improve the service and to meet legal obligations. This license ends when the content is deleted from active systems, subject to reasonable backup, audit, security, and legal retention.

You are responsible for ensuring that you have the rights, notices, consents, and lawful basis required to upload, share, sign, record, or otherwise process content and personal information. Do not place regulated, highly sensitive, export controlled, classified, patient, or confidential data in Equiply unless your organization has confirmed that the service and its configuration are appropriate for that information.

8. Documents, files, and storage

File visibility depends on workspace permissions, sharing choices, and product functionality. You are responsible for checking recipients and permissions before sharing. Storage limits, upload limits, supported formats, retention periods, and download availability may vary by plan. We may block files that are unsafe, unlawful, unsupported, or harmful to service operation.

Although we use safeguards and backups appropriate to the service, no storage system is infallible. You must keep independent copies of irreplaceable documents, research records, signed originals, and information required for legal or regulatory retention.

9. Electronic signatures

Equiply may allow users to request and apply electronic signatures, initials, acknowledgements, and related fields. You are responsible for deciding whether electronic signing is lawful and suitable for a particular document, verifying signatory identity when required, obtaining consent, and retaining any additional evidence required by applicable law or organizational policy.

Equiply does not provide legal advice, notarization, identity certification, or a guarantee that every signature will be enforceable in every jurisdiction. Audit information supports the workflow but does not replace professional legal review where one is needed.

10. Bookings, meetings, tasks, and operational records

Schedules, availability, reminders, recurring tasks, meeting links, maintenance records, and notifications are organizational aids. Users and administrators must verify critical dates, time zones, recurrence rules, reservations, equipment status, approvals, and safety requirements. Equiply does not guarantee that a resource is physically available, maintained, safe, or suitable merely because it appears bookable.

11. Communications and connected services

If you connect Gmail or another third party account, calendar, meeting provider, or service, you authorize Equiply to interact with it only for the features you select. You remain responsible for messages, invitations, files, and actions performed at your direction. You may disconnect a supported account, but third party services remain governed by their own terms, privacy policies, availability, and fees.

12. Privacy and data protection

Our Privacy Policy explains how Equiply processes personal information. Workspace administrators are responsible for giving required notices, selecting appropriate settings, responding to organizational data requests, and having a lawful basis for personal information they direct Equiply to process. Each party must comply with the data protection obligations that apply to it.

13. Plans, testing access, and payment

Equiply is free during the current testing phase. Free testing access is temporary and may include limits or features different from future plans. When testing ends, we may introduce a free version and optional paid plans. Unless you deliberately select a paid plan and complete the required subscription process, your account or workspace will revert to the free version then offered. No paid subscription will be created merely through continued use.

Before purchase, we will present the price, billing period, included limits, applicable taxes, renewal terms, and cancellation method. You authorize charges only when you actively complete that purchase. Unless law requires otherwise, fees already charged are nonrefundable. Promotional access, discounts, vouchers, and billing credits have no cash value, may have eligibility or expiry conditions, and may be withdrawn where obtained through error, abuse, or misrepresentation.

14. Availability, support, and changes

We aim to provide a reliable service but do not promise uninterrupted, secure, or error free operation. Maintenance, upgrades, provider failures, internet conditions, security events, and circumstances beyond reasonable control may cause interruption or data delay. Support channels, response times, service levels, and recovery objectives may vary by plan and are not guaranteed unless agreed in writing.

15. Suspension, cancellation, and termination

You may stop using Equiply at any time. Authorized administrators may remove members or close a workspace, subject to available controls and retention requirements. We may suspend or terminate access for material breach, security risk, misuse, nonpayment, legal requirements, prolonged inactivity, or discontinuation of the service. We will provide notice where reasonably possible and lawful.

Before closing an account or workspace, you should export information you need. Following termination, access may end immediately and content may be deleted according to our retention practices, although limited backups, audit records, transaction records, and information required by law may remain for a reasonable period.

16. Intellectual property

Equiply, its software, design, branding, documentation, and service content are owned by Equiply or its licensors and are protected by intellectual property law. These Terms give you a limited, revocable, nontransferable right to use the service for its intended purpose. They do not transfer ownership or permit use of our names, logos, or trademarks without written permission.

17. Disclaimers

To the maximum extent permitted by law, Equiply is provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose, satisfactory quality, noninfringement, and that the service will meet every operational, scientific, legal, or regulatory requirement. Nothing in these Terms excludes rights or warranties that cannot legally be excluded.

18. Limitation of liability

To the maximum extent permitted by law, Equiply and its officers, employees, contractors, and suppliers will not be liable for indirect, incidental, special, exemplary, consequential, or punitive loss, or for lost profits, revenue, opportunity, goodwill, research, business interruption, or data, arising from Equiply or third party services. Where liability cannot be excluded, our aggregate liability relating to the service will not exceed the amount you paid for Equiply during the twelve months before the event giving rise to the claim, or USD 100 if you used only a free or testing service.

This limitation does not apply where prohibited by law or to liability that cannot lawfully be limited.

19. Indemnity

To the extent permitted by law, an organization using Equiply agrees to defend and indemnify Equiply against third party claims, losses, and reasonable costs arising from its content, unlawful use, breach of these Terms, or violation of another person’s rights. This provision does not require an individual consumer to provide an indemnity that is prohibited by applicable consumer law.

20. Changes to these Terms

We may update these Terms as Equiply changes or to address legal, security, or operational requirements. We will update the effective date and give additional notice of material changes where required. If a material change requires consent, we will request it. Otherwise, continued use after the effective date means you accept the revised Terms.

21. Governing law and disputes

Applicable mandatory consumer and data protection rights remain unaffected. Unless a different law must apply, these Terms are governed by the laws applicable where Equiply is established, without regard to conflict of law rules. Before starting formal proceedings, you and Equiply agree to make a reasonable effort to resolve a dispute informally by written notice.

22. General provisions

If part of these Terms is unenforceable, the remaining provisions continue in effect. A delay in enforcing a right is not a waiver. You may not transfer these Terms without our consent, but we may transfer them as part of a reorganization, financing, merger, acquisition, or sale of the relevant business, subject to applicable law. These Terms, the Privacy Policy, and any plan specific terms presented at purchase form the agreement about Equiply and replace earlier statements about the same subject.

23. Contact

Questions about these Terms may be submitted through the Equiply support form available from the application. Privacy questions and requests are addressed in our Privacy Policy.