Terms and Conditions

These Terms and Conditions govern your access to and use of ProCertMax.

ProCertMax is a certificate management and generation platform provided by TransFormIQ Ltd (“ProCertMax”, “we”, “us” or “our”).

By creating an account, starting a free trial, purchasing a subscription or using ProCertMax, you agree to these Terms and Conditions.

1. About ProCertMax

ProCertMax is a software-as-a-service platform designed to help training organisations manage certificate templates, trainers, courses, learner information and the generation and storage of training certificates.

ProCertMax provides software functionality only. We do not accredit training courses, approve trainers, verify qualifications or independently certify that a learner has successfully completed any training.

The customer remains responsible for ensuring that certificates generated using ProCertMax are accurate, authorised and compliant with any applicable accreditation, regulatory or awarding-body requirements.

2. Business Use

ProCertMax is intended primarily for businesses, training providers, organisations and professional users.

By registering, you confirm that you have authority to act on behalf of the organisation associated with the account where applicable.

3. Accounts

You must provide accurate and current information when registering.

You are responsible for:

• Maintaining the confidentiality of your login credentials.
• Ensuring only authorised users access your organisation's account.
• Keeping account information accurate and up to date.
• Notifying us promptly if you believe your account has been compromised.

You must not share login credentials with unauthorised persons.

4. Free Trial

Eligible new customers may receive a 14-day free trial.

During the trial, customers may access the functionality made available for trial accounts.

A trial does not guarantee continued access after the trial period expires.

At the end of the trial, continued access may require an active paid subscription.

We may limit repeated or abusive use of free trials.

5. Subscription Plans

ProCertMax offers subscription plans which may include Organisation Standard, Organisation Pro and Enterprise / Custom plans.

Each plan may include different limits, features, trainer capacity, certificate allowances and support levels.

Current subscription prices and plan details are displayed on the ProCertMax website or during the subscription and checkout process.

The price applicable to your subscription will be the price presented to you and accepted by you when you subscribe.

Plan features, limits and pricing may change over time. Where reasonably appropriate, we will communicate material changes affecting existing paid subscriptions.

6. Enterprise / Custom Plans

Enterprise / Custom pricing is agreed individually based on requirements such as trainer numbers, expected certificate volumes, onboarding requirements and support needs.

The final price and any additional commercial terms will be agreed with the customer before the Enterprise subscription begins.

Where separately agreed written Enterprise terms conflict with these Terms and Conditions, the separately agreed commercial terms will take precedence for that customer.

7. Payments

Paid subscriptions are processed through our payment provider, currently Stripe.

You agree to provide valid payment information and authorise the applicable subscription charges.

Unless otherwise agreed, subscriptions are billed monthly.

We do not store full payment card details ourselves. Payment information is handled by the relevant payment provider.

8. Automatic Renewal

Paid subscriptions automatically renew at the end of each billing period unless cancelled in accordance with these Terms and Conditions.

The applicable subscription fee will be charged using the payment method associated with your subscription.

9. Failed Payments

If a subscription payment fails or becomes overdue, we may restrict operational access to ProCertMax while payment is outstanding.

Access may be restored once the subscription returns to good standing.

We may provide access to billing or account recovery functionality while other operational features remain restricted.

10. Cancellation

You may cancel a subscription through the available billing management functionality.

Unless otherwise agreed, cancellation takes effect at the end of the current paid billing period.

You will normally retain access until the end of that paid period.

No further subscription renewal will be charged after cancellation takes effect.

Fees already paid are generally non-refundable except where required by law or expressly agreed otherwise.

11. Subscription Upgrades and Downgrades

Customers may upgrade their subscription where a higher plan is available.

Organisation Standard customers may upgrade to Organisation Pro using available self-service functionality.

Enterprise / Custom subscriptions require contact with ProCertMax to agree the appropriate commercial arrangement.

Downgrades are not permitted. Organisation Pro subscriptions cannot be downgraded to Organisation Standard, and Enterprise / Custom subscriptions cannot be downgraded to Organisation Pro or Organisation Standard.

A customer wishing to move to a lower service level must cancel the existing subscription and take out a new subscription, subject to the terms, pricing and availability in effect at that time.

12. Certificate Limits

Monthly certificate allowances are based on actual certificates generated during the applicable calendar month.

Current limits are:

• Standard — 500 certificates.
• Pro — 2,000 certificates.
• Enterprise / Custom — Tailored or unlimited capacity as agreed.

Previewing a certificate does not count as generating a certificate unless otherwise stated within the service.

13. Customer Content

Customers may upload information including:

• Certificate templates.
• Course information.
• Trainer information.
• Learner names and related information.
• Logos and organisation details.

You retain ownership of your Customer Content.

You grant us the limited right to process, store and use that content only as necessary to provide, secure, maintain and support ProCertMax.

14. Certificate Templates and Intellectual Property

You are responsible for ensuring that you have the necessary rights, permissions and approvals to upload and use any certificate template, logo, branding, accreditation mark or other material uploaded to ProCertMax.

You must not upload material that infringes another person's intellectual property rights.

ProCertMax does not independently verify whether an uploaded certificate template has been approved by an awarding body, accreditation organisation or other third party.

15. Certificate Accuracy

You are responsible for reviewing certificate information before issuing certificates to learners.

This includes checking, where applicable:

• Learner names.
• Course names.
• Training dates.
• Expiry dates.
• Trainer details.
• Certificate numbering.
• Branding.
• Approved template information.

Although ProCertMax is designed to automate certificate generation accurately, customers remain responsible for final certificate approval and distribution.

16. Acceptable Use

You must not use ProCertMax to:

• Create fraudulent or misleading certificates.
• Impersonate another organisation or trainer.
• Generate certificates for training that did not take place.
• Upload unlawful or infringing material.
• Attempt to gain unauthorised access to another account.
• Interfere with the security or operation of the platform.
• Reverse engineer, attack or deliberately misuse the service.
• Use the platform for unlawful purposes.

We may suspend access where we reasonably believe these rules have been breached.

17. Availability

We aim to provide a reliable service but do not guarantee that ProCertMax will always be uninterrupted or error-free.

Temporary interruptions may occur because of:

• Maintenance.
• Security updates.
• Hosting or infrastructure issues.
• Third-party service failures.
• Circumstances outside our reasonable control.

Where reasonably possible, we will seek to minimise disruption.

18. Third-Party Services

ProCertMax relies on third-party services which may include hosting, database, email and payment providers.

These may include services such as Stripe, Supabase, Vercel and email-delivery providers.

We are not responsible for failures caused entirely by third-party services outside our reasonable control, although we will take reasonable steps to restore affected functionality.

19. Support

Support levels depend on the subscription plan.

Current support arrangements are:

• Standard — Standard support.
• Pro — Priority support.
• Enterprise / Custom — Priority or tailored support.

We do not guarantee a specific support response time unless expressly agreed in writing.

20. Intellectual Property in ProCertMax

ProCertMax, including its software, design, branding, interfaces, processes and underlying technology, is owned by or licensed to TransFormIQ Ltd.

Your subscription gives you a limited, non-exclusive and non-transferable right to use ProCertMax for your organisation's legitimate business purposes while your account is authorised.

It does not transfer ownership of the software to you.

21. Data Protection

We process personal data in accordance with our Privacy Policy and applicable UK data protection law.

Where we process personal data on behalf of a customer, the customer remains responsible for ensuring it has an appropriate lawful basis for collecting and uploading that information.

Further details will be provided in the ProCertMax Privacy Policy and, where appropriate, applicable data-processing terms.

22. Suspension

We may suspend or restrict an account where reasonably necessary because of:

• Non-payment.
• Suspected fraudulent activity.
• Security risks.
• Unlawful use.
• Serious breach of these Terms and Conditions.
• Misuse affecting other customers or the platform.

Where appropriate, we will attempt to notify the account holder.

23. Termination

We may terminate access where there is a serious or repeated breach of these Terms and Conditions or where continued provision of the service would be unlawful.

Termination does not remove any payment obligations that arose before termination.

24. Limitation of Liability

Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so, including liability for fraud or fraudulent misrepresentation, or death or personal injury caused by negligence.

Subject to the above, to the extent permitted by law, we will not be liable for indirect or consequential losses, loss of profits, loss of business opportunity or losses arising from certificates issued using inaccurate information supplied or approved by the customer.

For paid customers, our aggregate liability arising from the service will ordinarily be limited to the subscription fees paid by the customer to ProCertMax during the 12 months immediately preceding the event giving rise to the claim, unless applicable law requires otherwise.

25. Customer Indemnity

You are responsible for claims arising from unlawful or unauthorised Customer Content, including certificate templates, logos or information that you did not have permission to use.

26. Changes to ProCertMax

We may improve, update or change features of ProCertMax over time.

We will seek to avoid materially reducing core functionality for existing customers without reasonable justification.

27. Changes to These Terms and Conditions

We may update these Terms and Conditions from time to time.

Where a change is material, we will take reasonable steps to notify affected customers.

Continued use of ProCertMax after updated Terms and Conditions take effect will constitute acceptance of those Terms where permitted by law.

28. Governing Law

These Terms and Conditions are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction over disputes relating to these Terms and Conditions, subject to any mandatory legal rights that apply.

29. Contact

ProCertMax is provided by: