# Orgma Shared business subscription terms
Version 1.0, approved 25 September 2026.
Applies to Orgma Shared when the service is activated and this version is presented to the customer.
## 1. Who the agreement is with
Orgma Shared is supplied by Triton Safety Limited trading as Orgma. The customer
is the organisation identified in the order and workspace. The representative
accepting these terms must have authority to act for that organisation. Shared
is supplied for business use. Contact: support@getorgma.com.
Company number 11602941. Registered office: 7 Bournemouth Road,
Chandler's Ford, Eastleigh, SO53 3DA, United Kingdom. VAT number GB492438955.
The accepted order, these terms and the Shared data processing agreement form
the agreement. A separately negotiated signed order takes precedence for its
expressly identified changes. Data processing provisions govern the handling
of customer personal data where there is a conflict on that subject.
## 2. The service
Shared provides a hosted workspace for training matrices, employee and
subcontractor records, original certificate evidence, expiry visibility,
role requirements and review history. Authorised colleagues use individual
accounts to access the same organisation's saved information.
Customers can build a matrix, import supported spreadsheets, and upload
certificate files or photographs. Processing prepares proposed details and
matches for human review. It does not authenticate a certificate, establish a
person's identity, or certify competence or legal compliance. The customer
must check originals, dates, person matches and requirements before relying on
the result. An induction number is a reference, not proof of induction.
The customer decides which training and qualifications its roles require,
whether an original certificate is genuine and current, whether a person is
competent, and whether anyone may be assigned to work. Orgma's extracted
fields, expiry reminders and matrix views are aids to those decisions, not
an independent certification or a substitute for checking source evidence.
## 3. Accounts and customer responsibilities
The customer controls who joins its workspace and each person's permissions.
Credentials must not be shared. The customer must promptly remove access that
is no longer needed and notify Orgma of suspected account compromise.
The customer is responsible for having authority to upload information,
providing appropriate notices to affected people, defining role requirements,
reviewing important outputs, and keeping exported information secure. It must
not use Shared unlawfully, interfere with other customers, circumvent limits,
or attempt unauthorised access. Do not upload information unnecessary for the
training record, particularly medical details, identity documents or other
sensitive information without first agreeing its suitability with Orgma.
## 4. Plans and allowances
| Plan | Active people | Colleague accounts | Monthly pages | Additional introductory pages | Storage | Monthly | Annual |
| --- | ---: | ---: | ---: | ---: | ---: | ---: | ---: |
| Starter | 50 | 5 | 250 | 500 | 5 GB | £59 | £599 |
| Team | 200 | 10 | 750 | 2,000 | 20 GB | £99 | £999 |
| Business | 500 | 20 | 1,500 | 5,000 | 50 GB | £199 | £1,999 |
| Business Plus | 1,000 | 30 | 2,500 | 2,500 | 100 GB | £249 | £2,499 |
Prices exclude VAT. Archived people do not count towards paid active capacity.
Colleague accounts are people who log in, distinct from workforce profiles.
Evidence retained for archived people continues to use storage.
The Free plan includes five profiles in total, including archived people, two
colleague accounts, 100 MB storage, 25 introductory pages, and five monthly
pages starting in the next UTC calendar month. It does not require a payment
card. It does not automatically convert to a paid subscription.
A processing page means one document page or uploaded photograph. Reading
saved records, editing details and checking expiry dates use no pages. Monthly
allowances reset at 00:00 UTC on the first day of each calendar month and do not
roll over, including for annual subscriptions. Paid introductory pages are
additional and expire 90 days after first paid activation. Monthly pages are
used first. A plan change does not restart the introductory period or reset
usage. During that period, an upgrade increases the introductory ceiling to
the new plan's total rather than issuing a second full allowance.
An automatic retry of the same original does not consume the allowance twice.
A failed processing attempt can retain a reservation so it can be retried;
contact support if a failed attempt cannot be recovered. There are no automatic
overage charges. Reaching the processing limit pauses new processing, not
access to saved records. Reaching storage or account limits prevents further
additions. Extra processing is available only if separately agreed; no price
or automatic purchase is implied by these terms.
Orgma's internal provider spending controls do not reduce the processing
allowance purchased by the customer. If a service or funding interruption
prevents delivery of paid processing within its applicable allowance period,
Orgma will explain the interruption, take reasonable steps to restore service,
and offer an appropriate allowance extension or proportionate credit or refund
for the affected service. This does not affect rights under applicable law.
## 5. Payment, renewal and plan changes
Monthly subscriptions are charged monthly. Annual subscriptions are charged
in one annual payment. The order and checkout show the amount, frequency,
applicable tax and renewal arrangement before confirmation. Stripe processes
Shared payments on Orgma's behalf; Shared's current integration is separate
from the merchant of record arrangement used for Orgma Local.
Subscriptions renew until cancelled before the next renewal. Cancellation
stops the next renewal and keeps the purchased access through the paid period.
It does not ordinarily refund unused time, subject to applicable law, the
service remedies in this agreement and any express refund agreement.
A disputed or incorrect charge should be raised with
support promptly.
An authorised administrator can review supported plan changes. An immediate
upgrade shows its additional charge for approval and increases capacity only
after payment is confirmed. Supported downgrades take effect at renewal. The
app may restrict new additions to the selected smaller people allowance after
confirmation so that the downgrade can take effect. Existing evidence and
accounts are not silently deleted to fit a smaller plan. Contact support for
payment frequency changes or changes not offered in the app.
Editing access may pause if payment is not confirmed when the paid period ends.
The Local edition's 30 day editing grace period does not apply to Shared.
## 6. Customer data and confidentiality
The customer retains its rights in uploaded records, certificates, matrices and
exports. Orgma retains its software, brand and other intellectual property.
The customer permits Orgma and its authorised providers to process customer
data only to deliver, secure and support the service as described in the data
processing agreement. Uploading information does not transfer its ownership.
Each party will protect the other's confidential information, limit disclosure
to people and providers who need it, and require appropriate confidentiality
obligations. Legally required disclosure is permitted, with notice where lawful.
Shared stores records and originals in hosted services. Where AI assistance is
available and used, certificate images may be sent through the configured
processing provider. The processing agreement and privacy information must
identify the relevant providers and transfers. These terms make no promise
of UK only processing, zero provider retention, or perfect recognition.
## 7. Support, availability and exports
Contact support@getorgma.com for service help. Do not email passwords, complete
backups or unredacted employee certificates. If evidence is needed to resolve
an issue, Orgma will agree an appropriate route with the customer.
Orgma will provide the service with reasonable care and skill. Internet,
provider or maintenance interruptions can occur. No guaranteed uptime,
response time or round the clock support is included unless stated in a signed
order. Customers should maintain appropriate independent continuity arrangements
and periodically test their exports and portable backups. A forgotten portable
backup passphrase cannot be recovered by Orgma.
Orgma maintains separate database and original evidence recovery copies.
Database backups are scheduled daily and evidence file backups hourly. These
are recovery arrangements, not continuous replication or a guarantee that every
recent change has already been copied. An interruption or failed job can extend
the period since the last successful backup. Recovery requires checking the
available database and file copies together; no fixed recovery time is promised.
## 8. Ending access and returning data
Cancellation of renewal is not an instruction to erase the workspace. When
editing entitlement ends, saved records, evidence and available export functions
remain accessible subject to account security and the agreed retention period.
Customer copies and older backups may retain information removed from the live
workspace and remain under the customer's control.
Orgma provides at least 90 days of access for viewing and export after paid
editing access ends, subject to an earlier verified and lawful customer instruction
that Orgma has separately reviewed and confirmed.
Orgma notifies the owner at least 30 days before scheduled workspace deletion.
On termination, Orgma returns or deletes customer personal data at the customer's
choice, except where law requires retention. The processing agreement describes
how restricted recovery copies are handled.
Scheduled deletion review cannot begin before day 90 after editing access ends;
notice is due no later than day 60. If notice is late, review moves to at least
30 days after actual delivery. Once review authorises erasure, access is
quarantined for at least 24 further hours before scoped live deletion can finish.
Orgma will confirm the actual scope and timing to the customer rather than
promise deletion on day 90. An authorised customer can request an earlier
return or deletion; Orgma will verify and assess the instruction, applicable
law and technical steps and respond with what it can do and when. An earlier
request does not itself trigger the scheduled deletion process.
Reactivation before deletion cancels the scheduled closure. A separately agreed
Free plan transfer also cancels that closure; cancellation does not automatically
create a Free workspace or erase excess records.
Orgma may close a Free workspace after 12 months with
no authorised use, following at least 30 days' notice and an opportunity to keep
it active or export. A response from an authorised owner asking to retain an
active Free workspace stops that inactivity closure.
Either party may terminate for material breach not remedied within 30 days of
written notice. Orgma may take proportionate immediate steps for an active
security threat or unlawful use, and explain the reason where lawful. Data
return arrangements should remain available where safe and lawful. Ownership,
confidentiality, accrued payment rights and applicable liability provisions
survive termination.
## 9. Liability and disputes
The customer is responsible for checking certificates and other source records,
correcting proposed fields and matches, defining its requirements, and making
its own competence, deployment and legal compliance decisions. Subject to
applicable law, Orgma is not responsible for a loss to the extent it results
from inaccurate customer material, an unverified customer decision, or the
customer's failure to carry out those checks, rather than from Orgma's breach.
This allocation does not excuse a failure by Orgma to provide its service with
reasonable care and skill, keep agreed records and access protections, or
comply with its own data protection obligations.
Nothing excludes liability that cannot lawfully be excluded, including death
or personal injury caused by negligence, fraud or fraudulent misrepresentation.
The contractual limit below also does not apply to a party's deliberate
misconduct.
No agreement between Orgma and a customer restricts a data subject's statutory
rights or a regulator's powers, or removes either party's direct obligations
under data protection law. The following exclusions and limit operate only
to the extent permitted by applicable law.
Neither party is liable to the other under this agreement for indirect or
consequential loss, or for loss of profit, revenue, business opportunity or
anticipated savings. This does not by itself classify reasonable, evidenced
costs of restoring customer data following Orgma's breach as indirect loss.
The customer is not excused from paying charges properly due for the service.
Subject to the preceding exclusions and liabilities that cannot lawfully be
limited, each party's total aggregate liability to the other under or in
connection with this agreement, across all claims however arising, is limited
to the greater of £100 and the subscription fees paid or payable for the
affected Shared workspace in the 12 months before the first event giving rise
to the claim. Fees exclude VAT. Claims arising from the same event or related
events share one limit and cannot be split to increase it. The limit applies
to claims involving customer data, confidentiality and intellectual property
only where the law permits such a limit. The £100 minimum applies where the
workspace is on the Free plan or has paid less than £100 in that period.
This is a limit on certain contractual claims concerning the service; it
does not place a value on any certificate or promise that the limit will
apply to every kind of claim.
The agreement does not represent that Orgma holds any particular insurance or
promise that an insurer will pay a claim. Orgma's contractual obligations are
not conditional on an insurer accepting cover. Any separately negotiated
insurance commitment must be expressly agreed in writing after the relevant
cover has been verified.
The agreement is governed by the law of England and Wales, with disputes heard in its
courts, subject to mandatory applicable law. The parties should first try to
resolve concerns through their nominated contacts.
## 10. Changes and notices
Orgma will notify the workspace owner of material changes to these terms before
they take effect. Price changes apply at renewal after at least 30 days' notice.
A change will not retrospectively alter a paid period or recorded acceptance.
Where a change needs a new agreement, the authorised representative must accept
the new version. Notices use the account contact details; the customer must keep
them current. Contact support@getorgma.com for contractual notices or concerns.