Terms of service

At a glance

This summary gives you the key points. The full terms follow in the numbered sections below.

1. The operating company

Certinuity is a product of, and is operated by:

Aventruks DOOEL Skopje Mateja Matevski 22, Skopje, North Macedonia Email: info@certinuity.com Phone: +389 71 333 194

"Certinuity", "we", "us" and "our" in these terms mean Aventruks DOOEL Skopje. "You" and "your" mean the organisation that uses Certinuity, and "users" means the people it gives access to.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

2. Acceptance of these terms

You accept these terms when you tick the box on the trial form, accept an invitation to a Certinuity organisation, choose a paid plan, or otherwise use the platform at https://platform.certinuity.com.

The person who accepts must be at least 18 years old. If you accept on behalf of an organisation, you confirm that you have authority to bind it. Certinuity is a service for businesses and is not offered to consumers.

These terms apply together with our Privacy notice, our Cookie policy and our Data Processing Agreement. If they conflict, these terms prevail on service matters and the Data Processing Agreement prevails on data protection matters.

3. The website

You may use certinuity.com to learn about Certinuity, request a trial or book a demo. The information on the website, including pricing examples and sample documents, is provided for general information and does not form part of your contract, except where these terms refer to it. Do not submit other people's details through the website forms without their permission, and do not use automated tools to submit forms or copy the website.

4. The service

Certinuity is a multi-tenant software service for supplier document compliance. Depending on your plan, it lets you:

• Keep an approved supplier list per facility, with the documents each supplier must hold
• Track validity and expiry of certificates, insurance, declarations and other documents
• Email supplier contacts requests and reminders in their language, with a personal upload link that needs no account
• Set up workflows that decide who is emailed about what, and when
• Review uploads in one queue, approve or reject them with a reason, and approve by exception with a written reason and end date
• Produce the audit register per facility as a PDF, and download files
• Import supplier spreadsheets, and export all of your data at any time

The platform is available in several interface languages, and supplier emails and upload pages in more. The current lists are shown in the platform.

5. Accounts and sign-in

5.1 Setting up your organisation

When you request a trial, we set up your organisation and email the person who signed up the details to sign in. That person becomes the Owner of the organisation. We may decline a request, for example if it looks automated or is not from a business.

5.2 Users and roles

The Owner and Admins invite users by email. Invitations are valid for 7 days. Each user has one of these roles: Owner, Admin, Reviewer or Read-only, and access to all facilities or a list of them. Read-only access, for example for an external auditor, can end automatically on a set date. Only the Owner can transfer ownership or delete the account.

5.3 Security of sign-in

Users sign in with their email address and a password. Each user can also switch on two-step sign-in, which adds a one-time code sent by email.

Each user must use their own sign-in, and must not share it. You are responsible for:

• Keeping your users' passwords, and the one-time codes we email for two-step sign-in, confidential
• Keeping the email accounts of your users secure, since sign-in codes and links are sent there
• All activity under your users' accounts
• Telling us straight away at info@certinuity.com if you suspect unauthorised access

Users can see their signed-in devices and sign them out in My profile.

6. Your responsibilities as a customer

You are responsible for:

• The accuracy of the data you and your users enter, including supplier contact details and document requirements
• Having a lawful basis to store your supplier contacts' details in Certinuity and to have us email them on your behalf, and telling them how their data is used
• Giving access only to people who need it, and removing users who no longer do
• The decisions you take in Certinuity, including approvals, rejections and exceptions
• Using Certinuity in line with the law, including data protection law

7. Free trial

7.1 Trial terms

New organisations get a 30-day free trial. No card is needed to start, and nothing is charged unless you choose a plan.

7.2 When the trial ends

To keep using Certinuity after the trial, the Owner or an Admin chooses a plan and pays. If you do not, your data is kept for 60 days after the trial ends and then permanently deleted. You can choose a plan at any time during those 60 days to continue where you left off.

7.3 Changes to trials

We may change the trial offer for new trials. The terms in force when your trial started apply until it ends.

8. Plans, prices and billing

8.1 Plans

The plans, their prices, supplier and facility limits and features are those shown on our pricing page when you choose or change a plan. A supplier counts towards your plan's limit when it has at least one requirement in any facility. Archived suppliers do not count.

8.2 Yearly billing

You can pay monthly or yearly. If you choose yearly billing, you pay for 12 months in advance at the yearly price shown on the pricing page. The exact amount is shown at checkout.

8.3 Currency and VAT

Prices are set in USD and exclude VAT. Paddle adds VAT or sales tax at checkout where it applies, and issues the invoice or receipt for every payment.

8.4 Payment

Payments are processed by Paddle. Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns. You pay through Paddle's checkout, using the payment methods it offers. Paddle charges the renewal at the start of each monthly or yearly period for the plan you chose, until you cancel. We never receive or store your payment details.

Paddle emails an invoice or receipt for every payment, and you can also find your orders at https://paddle.net.

8.5 Failed payments

If a renewal payment fails, Paddle retries it and lets you know. If a payment is still outstanding 7 days after it was due, we notify the Owner and the account is marked as payment failed. If it is still outstanding after 14 days, the account becomes read-only until payment is made. If payment remains outstanding for more than 60 days, we may end the subscription under section 20.

8.6 Price changes

We may change our prices. We will tell you at least 30 days before a change applies to you. A change never applies to a period you have already paid for.

8.7 Refunds

Refunds follow our Refund policy: a 30-day money-back guarantee on every payment.

9. Plan changes, limits and cancellation

9.1 Changing plan

You can move up or down a plan at any time in Billing. Moving up applies straight away: you pay the difference for the rest of the current billing period, and the new plan's limits and features are available at once. Moving down applies from your next billing date, with no charge and no credit for the current period; you keep your current plan until then.

9.2 Supplier and facility limits

If adding or importing suppliers would take you over your plan's supplier limit, the addition is refused and you are pointed to Billing. Suppliers you already have keep working. If you move to a plan with lower limits, you cannot add suppliers or facilities beyond the new limits until you are within them.

9.3 Cancelling

The Owner or an Admin can cancel in Billing. The cancellation takes effect at the end of the paid period, and until then you can resume the plan. After that, the account becomes read-only, your data is kept for 60 days so you can export it, and it is then permanently deleted.

9.4 Deleting the account

The Owner can delete the account in Settings. Deletion is scheduled 14 days ahead and can be cancelled in Settings until then. Read-only users lose access straight away. After 14 days, the account and its data are permanently deleted. Deleting the account also cancels the subscription. Refunds follow our Refund policy.

10. Supplier contacts and upload links

10.1 Emails on your behalf

Certinuity sends emails to your supplier contacts on your behalf, showing your organisation's name as the sender, with replies going to your organisation. You decide who is emailed and when, through your requests, reminders and workflows.

10.2 Upload links

Each supplier gets one personal upload link. Anyone who has the link can upload documents for that supplier, so treat it like a key. You can reset it at any time on the supplier page, which stops the old link working.

10.3 Files

Uploads are limited by the formats and maximum size set for each document, up to 50 MB per file. We refuse web page and SVG files. Uploaded files go to your review queue and do not count as approved until one of your users approves them.

10.4 Translations

Supplier emails and upload pages are available in several languages. Some translations are machine translations and may not be perfect. You can edit the subject and introduction of supplier emails in your email templates.

11. Acceptable use

You and your users must not:

• Break any law, or infringe anyone's intellectual property or privacy
• Upload malicious code, or files you have no right to store
• Try to gain access to another organisation's data, another user's account, or our systems
• Bypass or test the security of the platform, including tenant isolation and rate limits, without our written permission
• Interfere with the performance of the platform, or access it with bots or scrapers except through features we provide
• Use Certinuity to send unsolicited emails, or email people who are not contacts of your suppliers
• Use Certinuity as general file storage, unrelated to supplier compliance
• Reverse-engineer the platform, or resell or sublicense access without our written agreement

If you break these rules, we may remove content, suspend users or the account, or end the subscription. For breaches that are not urgent, we will first give you notice and a chance to fix the problem.

12. Your data

12.1 Ownership

You own all data that you, your users and your suppliers put into Certinuity ("customer data"), including supplier records, files, decisions and the audit trail. We claim no rights over it.

12.2 Our use of your data

You give us permission to store and process customer data only to provide, secure and support the service, as described in the Data Processing Agreement. This permission ends when the data is deleted.

12.3 Export

The Owner and Admins can export all customer data at any time from Settings. The export is a ZIP file with a CSV file per record type, every file, and the full audit log. The download link is valid for 7 days.

12.4 Keep your own copies

We take care to keep your data safe, but we recommend that you export important data from time to time.

13. Data protection

When you store personal data in Certinuity, you are the controller and we are your processor. The Data Processing Agreement forms part of these terms and applies automatically. Our Privacy notice explains how we handle the personal data for which we are the controller, such as account, billing and website data.

14. Intellectual property

14.1 Our rights

Certinuity, including its software, design, texts, templates, logos and documentation, belongs to Aventruks DOOEL Skopje and its licensors. During your subscription or trial, we give you a non-exclusive, non-transferable licence to use it for your own business, in line with these terms and your plan. You may not copy, modify or distribute any part of it, or use our name and logo without our written permission.

14.2 Feedback

If you send us suggestions, we may use them freely, without any obligation to you.

15. Availability and support

15.1 Availability

We aim to keep Certinuity available at all times, but we do not guarantee uninterrupted access. It may be unavailable during maintenance, for which we give notice when we can, or because of events outside our control.

15.2 Changes to the service

We improve Certinuity regularly. If we remove a feature that is part of your plan, we will give you at least 60 days' notice and, where fair, an alternative or a price adjustment.

15.3 Support

Support is by email at info@certinuity.com or by phone at +389 71 333 194. Plans that include priority support are marked on the pricing page.

16. Third-party services

Certinuity relies on a few third-party services, such as hosting of the platform in the European Union by DigitalOcean, email delivery by Microsoft and order processing by Paddle, listed in the Data Processing Agreement and the Privacy notice. We are not responsible for services we do not control, but we will work to limit the effect of any disruption on you.

17. Disclaimers

Certinuity is provided "as is" and "as available". To the extent the law allows, we give no warranties beyond those stated in these terms, including that it will meet your specific requirements or be free of errors.

Important: Certinuity is a record-keeping and communication tool. It does not check whether a certificate or other document is genuine, valid or suitable, and it does not guarantee the outcome of any audit or certification. Decisions about approving suppliers remain yours and should be made by qualified people.

18. Liability

18.1 Excluded damages

To the extent the law allows, we are not liable for indirect or consequential loss, or for loss of profit, revenue, business, goodwill or data, however it arises.

18.2 Cap

To the extent the law allows, our total liability under these terms is limited to the fees you paid us in the 12 months before the event that gave rise to the claim. During a free trial, or if you have paid nothing, it is limited to USD 100.

18.3 What is not limited

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

19. Indemnity

You will compensate Aventruks DOOEL Skopje for claims, losses and reasonable legal costs arising from your breach of these terms or the law, from customer data you or your users put into Certinuity, or from your failure to meet your obligations as a controller. This survives the end of these terms.

20. Suspension and termination

20.1 By you

You can cancel or delete your account as described in section 9.

20.2 By us

We may suspend or end your access, with notice where possible, if:

• You seriously breach these terms and do not fix the breach within 14 days of our notice
• Your use puts other customers, the platform or third parties at risk
• A payment is outstanding for more than 60 days
• The law or a court order requires it
• We reasonably believe your account has been compromised

While an account is suspended, reminder emails to suppliers stop and supplier upload links show a neutral page. If an investigation finds nothing wrong, we restore access promptly.

20.3 If we stop offering Certinuity

If we decide to discontinue Certinuity, we will give you at least 90 days' notice and help you export your data.

21. Effect of termination

When a subscription or trial ends, for whatever reason:

• The account becomes read-only, or access ends if we terminated for cause
• Customer data is kept for 60 days so you can export it, then permanently deleted, unless the account was deleted by the Owner, in which case section 9.4 applies
• Invoices and payment records are kept for 7 years, as the law requires
• Sections 12.1, 14, 17, 18, 19 and 23 continue to apply

22. Changes to these terms

We may update these terms. For minor changes, such as clarifications, we update the "Last updated" date. For material changes, for example to prices, data handling, liability or termination, we tell the Owner by email or in the platform at least 30 days in advance. If you do not agree, you can cancel before the change applies. Continuing to use Certinuity after that date means you accept the updated terms. Earlier versions are available on request.

23. Governing law and disputes

23.1 Governing law

These terms are governed by the law of the Republic of North Macedonia, without regard to its conflict-of-law rules.

23.2 Informal resolution first

Before starting formal proceedings, write to info@certinuity.com. We will try in good faith to resolve the dispute within 30 days.

23.3 Courts

If that fails, the competent courts in Skopje, North Macedonia have exclusive jurisdiction.

23.4 Regulators

Nothing in these terms stops anyone from complaining to a data protection authority or another regulator.

24. General

• Entire agreement: these terms, with the Privacy notice, Cookie policy and Data Processing Agreement, are the whole agreement between us about Certinuity and replace earlier discussions
• Severability: if a court finds a provision invalid, the rest stays in force and the invalid provision is replaced by the closest valid one
• Waiver: if we do not enforce a right straight away, we do not give it up
• Assignment: you may not transfer these terms without our written consent. We may transfer them, for example as part of a merger or sale of the business
• Force majeure: neither party is liable for delays caused by events beyond its reasonable control, except for payment obligations
• No third-party rights: only you and Aventruks DOOEL Skopje can enforce these terms
• Notices: we send notices to the Owner's email address; you send notices to info@certinuity.com
• Language: these terms are provided in English. If a translation differs, the English version prevails

25. Contact

Aventruks DOOEL Skopje Mateja Matevski 22, Skopje, North Macedonia Email: info@certinuity.com Phone: +389 71 333 194

Buyer support: info@certinuity.com or +389 71 333 194. Orders are processed by Paddle as Merchant of Record, and Paddle also handles questions about payments and returns.

For data protection questions you can also contact our Data Protection Officer, Martin Mihailovski, at martin@aventrux.com or +389 71 333 194.