Terms and conditions

01

Definitions

• “NORMIQ”, “we” — [Denumirea societății] S.R.L., with its registered office at [Registered office], Bucharest, Romania, CUI [CUI], the provider of the Platform.
• “The Platform” — the NORMIQ web application, together with the related website, applications, APIs and documentation.
• “Client” — the legal entity or authorised natural person entering into the contract with NORMIQ: an OSH specialist or an external prevention and protection service, or an employing company.
• “User” — any person who accesses the Platform through an account created by the Client or on the Client's behalf (administrators, OSH specialists, workplace supervisors, employees being trained).
• “Trained employee” — a person in an employment relationship with a company served by the Client, who goes through the training and signs the records in the Platform.
• “Training record” — the occupational safety and health training document generated and signed in the Platform.
• “Subscription” — the right to use the Platform, for the period and within the limits of the plan contracted.

02

Acceptance of these terms

By creating an account, by signing an offer or a contract, or simply by using the Platform, the Client and the Users accept these Terms, together with the Privacy policy and the data processing agreement. If you do not agree, do not use the Platform.

The Platform is intended for professional use only. The person creating the account on behalf of a Client declares that they have the authority to bind that Client contractually.

03

Description of the service

Depending on the plan contracted, the Platform provides:

• online OSH training: training materials per job role, with tracked progress and versions kept on record;
• testing: a question bank, random selection and a verifiable history of results;
• electronic signature on training records, in role order, from any device;
• automatically generated training records, a permanent archive and export of the dossier for inspections;
• a deadline schedule with automatically calculated due dates and notifications for overdue items;
• a compliance dashboard, bulk import of employees and an audit log.

The Platform is a tool for organising and documenting OSH training, in line with Legea nr. 208/2021 (the Romanian act allowing safety training in electronic form) and HG nr. 259/2022 (the government decision on OSH training documents kept in electronic form). It does not replace the prevention and protection service, the risk assessment, on-the-job training or the employer's legal liability under Legea nr. 319/2006 (the Romanian occupational safety and health act). NORMIQ is not a certification body and does not issue attestations; the Platform is not “approved” by a public authority, and the acceptance of electronic documents during an inspection follows directly from the law.

Emergency situations training (PSI, fire safety) is not covered by the service unless it is expressly mentioned in the plan contracted.

04

Accounts and access

• The Client is responsible for the accounts created under its organisation, for the accuracy of the data and for assigning roles.
• Login credentials are personal and confidential. The User is responsible for every action taken from their account and must tell us immediately about any unauthorised access.
• NORMIQ may impose security measures, such as additional-factor authentication, and may temporarily suspend access where there are signs of compromise.

05

The Client's obligations

• to use the Platform in accordance with the law, with these Terms and with the rights of third parties;
• to have the legal basis needed to upload employee data and to inform those employees about the processing, in its capacity as data controller;
• to make sure the training materials uploaded or selected are appropriate to the job roles and to the risks at the workplaces concerned, and that they meet the minimum legal requirements (subject matter, duration, frequency);
• not to attempt to access other clients' data, not to disrupt the operation of the Platform, not to subject it to security testing without our written agreement, and not to use it to develop a competing product;
• not to upload content that is unlawful or offensive or that infringes intellectual property rights.

06

Electronic signature and the legal value of the documents

Training records are signed with an electronic signature, under Regulation (EU) No 910/2014 (eIDAS, the EU regulation on electronic identification and trust services) and Legea nr. 214/2024 (the Romanian act on electronic identification and trust services), a form admitted for OSH training records by HG nr. 259/2022. By using the Platform, the Client and the Users agree that the electronic signature applied in the Platform has, between them, the effects of a handwritten signature.

The law allows a simple, advanced or qualified electronic signature on training records (HG nr. 1425/2006, art. 81(3^1)), each with a different evidentiary value: a qualified signature benefits from the legal presumption of equivalence with a handwritten signature; for the other levels, in a dispute, the burden of proving the validity of the signature falls on the party relying on it. For every signature the Platform keeps the elements of proof (identity, timestamp, IP address, document fingerprint, audit log) precisely to support that proof. A Client that needs the qualified level can ask us for a dedicated offer.

07

Client data and data protection

• Data uploaded by the Client remains the Client's property. NORMIQ uses it only to provide the service, as a processor, under the data processing agreement and the Privacy policy.
• The Client can export the records, the archive and the employee data at any time, in common formats.

Aggregated data, case studies and individual data — three distinct levels:

• Aggregated and anonymised data. NORMIQ may produce and use, including for marketing, benchmarking and product improvement, aggregated statistics from which no company and no individual can be identified, either directly or by combining them with other information (for example: the share of training sessions completed within the legal deadline, or the average time until a record is signed, by sector of activity or by company size band). The statistics are published only for groups large enough that no company or employee can be singled out, and the anonymisation process is irreversible: NORMIQ keeps no key matching the published data back to the Client.
• Case studies and references. NORMIQ may present the experience of an identifiable Client (even under a substitute name such as “Company Alfa”) only with that Client's prior written agreement, which can be withdrawn at any time for the future. The case study contains no employee-level data in any form and does not disclose the Client's confidential information.
• Individual data. The data of the employees being trained — including in pseudonymised form, with names replaced — is never used by NORMIQ for any purpose other than providing the service to the Client. Replacing the names does not turn this data into anonymous data; it remains the employer's personal data.

08

Subscription, prices and payment

• Prices, plan limits (number of companies, employees, users) and the billing period are those set out in the accepted offer or on the pricing page at the date of contracting.
• Invoices are issued in advance, for the contracted period, and are payable within the deadline stated on the invoice. Prices do not include VAT unless stated otherwise.
• Late payment entitles NORMIQ, after at least 10 days' prior notice, to suspend access to the Platform, except for the ability to export data.
• Price changes are communicated at least 30 days in advance and apply from the next billing period.
• Free trial periods, where offered, may be limited in functionality and may be ended by NORMIQ at any time.

09

Intellectual property

The Platform, the code, the design, the NORMIQ brand and the training materials supplied by NORMIQ are protected by intellectual property law and remain the property of NORMIQ or of its licensors. The Client receives a non-exclusive, non-transferable right, limited to the term of the Subscription, to use the Platform for its own needs. Materials uploaded by the Client remain the Client's, and the Client grants NORMIQ the licence needed to host and display them in the Platform.

10

Availability, maintenance and support

• We make reasonable efforts to keep the Platform continuously available, but we do not guarantee uninterrupted operation. Planned maintenance is announced in advance and carried out outside usual working hours whenever possible.
• Support is provided by email, on working days. The support team accesses a Client's data only at that Client's request, and the access is recorded in the audit log.
• We may change or withdraw features, with reasonable notice where the change significantly affects the use of the service.

11

Limitation of liability

• Legal liability for the training, protection and safety of employees remains with the employer and, where applicable, with the prevention and protection service. NORMIQ is liable for the operation of the Platform in accordance with these Terms, not for the content of the training, the accuracy of the data entered or the decisions taken on the basis of it.
• To the extent permitted by law, NORMIQ's total liability towards the Client, on whatever basis, is limited to the amount paid by the Client for the Subscription in the 12 months preceding the event.
• NORMIQ is not liable for indirect losses, loss of profit, fines imposed on the Client by the authorities as a result of the Client's own omissions, or unavailability caused by third-party providers, attacks or force majeure.
• Nothing in these Terms limits liability for wilful misconduct, gross negligence or for situations where the law prohibits such limitation.

12

Suspension and termination

• The Client may end the Subscription at any time, with effect from the end of the current billing period; amounts paid in advance are not refunded, except in the cases provided by law.
• NORMIQ may suspend or end access, with notice, in the event of a breach of these Terms, non-payment or use that endangers the Platform or other clients; termination is immediate in the case of serious breaches.
• After termination, the Client has 30 days to export its data. After that the data is deleted, except where the law requires us to keep it. Keeping training records until the statutory archiving period has expired remains the Client's responsibility, and the Client must retrieve them by export before they are deleted.

13

Confidentiality

Each party keeps confidential the non-public information received from the other in connection with the use of the Platform and uses it only for the purpose of performing the contract, for its duration and for three years after it ends. The obligation does not apply to information that has become public through no fault of the party, or whose disclosure is required by law.

14

Changes to these Terms

We may update these Terms. Significant changes are communicated to the Client at least 30 days before they take effect, by email or in the Platform. Continuing to use the Platform after that date means accepting the new Terms; a Client that does not accept them may end the Subscription before the date they take effect. This English text is a translation provided for convenience: in case of any conflict between the language versions, the Romanian version prevails.

15

Governing law and dispute resolution

These Terms are governed by Romanian law. The parties will try to settle any disagreement amicably; failing a solution within 30 days, the dispute is submitted to the competent courts in Bucharest. Clients who qualify as consumers enjoy the rights provided by consumer protection legislation and may turn to the Autoritatea Națională pentru Protecția Consumatorilor (ANPC, the Romanian consumer protection authority, anpc.ro) or to the European online dispute resolution platform.

16

Contact

[Denumirea societății] S.R.L., [Registered office], Bucharest, Romania, CUI [CUI], Trade Register [J__/____/____]. Email: hello@normiq.ro.