Terms of Service

1. Agreement

By creating an account, signing in, or using HazDox, you agree to these Terms. If you use HazDox for a company or other organization, you represent that you have authority to bind that organization, and “you” includes that organization.

ShipMate consulting, training, special-permit, safety data sheet, and other professional work is not part of HazDox unless a separate written agreement says it is. If these Terms conflict with an order, invoice, or other agreement we sign with you for HazDox, the signed agreement controls.

2. The service

HazDox is a web application that helps facility teams prepare hazardous materials and dangerous goods shipments. Depending on what is enabled for your account, the service may include:

• Shipper facility records and consignee (customer) records.
• A product catalog with hazard information, packaging notes, and quantity limits by mode of transport.
• A shipment workflow for highway transportation under the U.S. Hazardous Materials Regulations (49 CFR), air transport under the IATA Dangerous Goods Regulations (passenger and cargo aircraft), and ocean transport under the IMDG Code.
• Checks for a 24-hour emergency response telephone number, packaging limits, an air Q-value, and a simplified hazard-segregation table.
• Shipping papers, package marks and labels, barcodes, and carrier pickup documents.
• A declarant name and job title that can be printed on shipping papers.
• An AI assistant that answers questions about the rules and catalog data used in the application.

HazDox is a documentation and workflow tool. It does not carry freight, operate as your carrier, answer emergency-response calls, or act as your dangerous goods consultant.

3. Not a compliance determination

You are the offeror, the shipper, or a person acting for them. You, and not ShipMate, are responsible for the classification, description, packaging, marking, labeling, placarding, documentation, emergency response information, and training required for any material you offer for transport.

Regulations change, and they depend on the material, the packaging, the quantity, the mode, the jurisdictions the shipment passes through, and any special permit or approval that applies. HazDox applies a simplified set of checks and reference values. Those checks can be incomplete, out of date, or wrong for a particular shipment. A document HazDox lets you generate may still describe a forbidden shipment. A warning HazDox shows may still relate to a shipment that is lawful. Before you offer anything for transport, a trained person must check the shipment against the current text of the regulations that apply, your own procedures, and any permit or approval you rely on.

A shipper’s certification, dangerous goods declaration, or other sign-off that appears on a HazDox document is the certification of the person who signs it, or of the person whose name is printed on it. ShipMate does not sign, certify, or offer your shipments.

HazDox does not make anyone a trained hazmat employee. Function-specific training required by 49 CFR, the IATA Dangerous Goods Regulations, the IMDG Code, or another applicable rule remains your obligation.

4. Eligibility and accounts

You must be at least 18 years old and able to form a binding contract. You must give us a working email address and keep your account information accurate. The name and job title on your profile can be printed on shipping papers, so they need to be the name and title you intend to use.

You may sign in with an email and password, or with Google. You are responsible for activity under your account and for keeping your credentials confidential. Email shipmate@shipmate.com if you believe the account has been compromised.

An organization may have more than one user, and some users may be administrators. Administrators may be able to view and change the organization’s records. You are responsible for the people you allow to use your account and for the permissions you give them.

We may refuse, suspend, or close an account that breaks these Terms, that we reasonably believe is being used to prepare false or unlawful shipping papers, or that creates a security risk.

5. Your responsibilities

You agree that:

• Information you enter — including proper shipping names, identification numbers, hazard classes, packing groups, quantities, packaging, addresses, and emergency response telephone numbers — is accurate, or that you will correct it before anyone uses a generated document.
• You will not offer a shipment for transport on the strength of a HazDox document alone. A person who is authorized and trained for that shipment will review it first.
• Any emergency-response contract you record in HazDox, such as a CHEMTREC contract number, is a contract you or your organization holds. ShipMate is not a party to that contract and does not answer calls placed to a number stored in the application.
• You will follow the export-control, sanctions, and import laws that apply to you and to the goods you describe.
• You will not use HazDox to prepare a document you know, or reasonably should know, is false.

6. Acceptable use

You will not:

• Probe, scan, or test the vulnerability of the service, or bypass authentication, except in a test we have authorized in writing.
• Interfere with the service or with another customer’s use of it, or attempt to gain access to another customer’s data.
• Upload malware, or content you do not have the right to store.
• Scrape the service, or use it to build a competing product from our software, prompts, or non-public reference logic.
• Reverse engineer the service, except where the law does not allow us to restrict that.
• Share a login so that people outside your organization can use access you were not authorized to share.
• Use the AI assistant to seek help in committing a crime, including the unlawful transportation of dangerous goods.

7. Your content

“Customer Content” means data you or your users submit to HazDox, including facility, customer, product, shipment, pickup, profile, and assistant conversations.

You keep ownership of Customer Content. You grant ShipMate a non-exclusive license to host, copy, display, and process Customer Content solely to provide, secure, and support the service, to comply with law, and to investigate abuse. We do not sell Customer Content.

You represent that you have the rights needed to submit Customer Content, including personal information about employees, consignees, and emergency contacts.

Hazardous materials regulations often require the offeror to keep shipping papers for a set period. That duty is yours. These Terms do not set your retention schedule. If your account ends, we may delete Customer Content after a reasonable time, except where we need to keep it to comply with law or to resolve a dispute. Export anything you are required to keep before you close the account.

8. The AI assistant

The assistant is optional. It produces text from a language model and from summaries of catalog and reference material available inside HazDox. It can be wrong, incomplete, or out of date, including when the answer is stated with confidence. An assistant reply is not legal advice, not a regulatory determination, and not a substitute for the regulation or for a trained person.

Do not put secrets into the assistant, and do not submit a safety data sheet or other document you are not allowed to send to a service provider. Conversations may be stored so you can return to them and so we can operate and secure the feature.

We do not use Customer Content to train a general-purpose model that ShipMate makes available to the public. A provider that processes an assistant request may keep prompts and outputs for a limited time under its own terms, to run the feature and to detect abuse.

9. Documents the service generates

Shipping papers, labels, barcodes, pickup manifests, and similar outputs are drafts for you to review, correct, sign where a signature is required, and keep. Required statements, formats, and emergency-response information differ by mode, carrier, and jurisdiction. You must confirm that a generated document meets the requirements for that shipment before you use it.

Printing a name and title on a document does not, by itself, satisfy a requirement that a particular person sign or certify the shipment. The person who is required to certify must actually do so.

10. Sample and reference data

HazDox may contain sample facilities, customers, products, and emergency-response entries so you can see how the workflow works. Sample data is not your operational data. Do not use it for a real shipment.

Quantity limits, Q-values, segregation results, and similar figures shown in the application are aids. They are not an official reprint of 49 CFR, the IATA Dangerous Goods Regulations, or the IMDG Code, and they are not a special permit, approval, or competent-authority determination. Those publications remain subject to the terms of their publishers. IATA publications in particular are not included in HazDox as a full text.

11. Fees

If we agree on a price in an order, invoice, or other writing, that document sets the amount, the term, and when payment is due. If no price has been agreed, access is a complimentary or evaluation use, and we may end it. Except where the law requires a refund, fees are not refundable once the period they cover has begun.

You are responsible for taxes on your use of the service, other than taxes on ShipMate’s net income. If a payment is overdue we may suspend access after notice.

12. Intellectual property

ShipMate and its licensors own HazDox, including the software, the screens, and the arrangement of the workflow. These Terms give you a limited, non-exclusive, non-transferable right to use the service during the period your account is active. They do not give you any other right in the ShipMate or HazDox names or logos. You may not remove proprietary notices.

If you send us a suggestion about HazDox, we may use it without any duty to pay you or to keep it confidential.

13. Third-party services

HazDox depends on other companies to host the application, store data, authenticate users (including Google sign-in), and produce AI responses. We do not control those companies, and their outages can affect HazDox. Google sign-in is also subject to Google’s terms.

Carriers, emergency-response contractors such as CHEMTREC, and the publishers of the regulations are not our subcontractors for your shipment. Your relationship with them is yours. A link from HazDox to a regulation, a safety data sheet, or another website is not an endorsement of that site, and we do not control it.

14. Confidentiality

We will use Customer Content only as these Terms allow, and we will protect it with reasonable administrative, technical, and physical safeguards. You will keep confidential any non-public information we give you about the service, including security details and unreleased features.

These duties do not cover information that is public through no fault of the receiving party, that the receiving party already rightfully knew, that the receiving party independently developed, or that must be disclosed by law. If we are compelled to disclose Customer Content, we will give you notice when the law allows it so you can seek a protective order.

15. Privacy

We collect account details (such as name, email address, job title, and authentication identifiers), records of how the service is used, and Customer Content. We use that information to run HazDox, sign you in, generate the documents you ask for, provide the assistant, protect the service, and write to you about the service.

You can correct your profile name and title in the application. For other access or correction requests, email shipmate@shipmate.com. The Privacy Policy describes how we handle personal information, and it controls if it differs from this section.

16. Disclaimers

HazDox is provided “as is” and “as available.” To the maximum extent permitted by law, ShipMate disclaims all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement, and any warranty that the service will be uninterrupted, error-free, or sufficient to make a shipment compliant with any law.

ShipMate does not warrant the accuracy or completeness of any proper shipping name, identification number, quantity limit, Q-value, segregation result, label, shipping paper, barcode, or AI response.

Some jurisdictions do not allow particular disclaimers. In those places, the disclaimers above apply to the fullest extent the law allows.

17. Limitation of liability

To the maximum extent permitted by law, ShipMate and its officers, employees, and contractors will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, carrier rejection, delay, regulatory fines or penalties, or for personal injury or property damage arising out of a shipment prepared with the service, even if we knew such damages were possible.

ShipMate’s total liability arising out of these Terms or the service will not exceed the amount you paid ShipMate for HazDox during the twelve months before the claim, or one hundred U.S. dollars if you paid nothing in that period.

These limits do not apply to liability the law does not allow us to limit, including liability for ShipMate’s fraud or willful misconduct. The price of HazDox reflects this allocation of risk. Hazardous materials transportation involves hazards that software cannot remove.

18. Indemnification

You will defend ShipMate and its officers, employees, and contractors against any third-party claim, and you will pay the damages, losses, fines, and reasonable attorneys’ fees, arising out of:

• Customer Content.
• A shipment, package, or document prepared with the service.
• Your breach of these Terms.
• Your violation of law, including the hazardous materials regulations that apply to a shipment.
• A dispute between you and a carrier, consignee, employee, or regulator about a shipment described in HazDox.

We will give you prompt notice of a claim we learn about, and reasonable cooperation. You may not settle a claim in a way that admits fault by ShipMate or that imposes an obligation on ShipMate, unless we agree in writing.

19. Suspension and termination

You may stop using HazDox at any time. We may suspend or end access if you materially breach these Terms, if the law requires it, if continuing the account would create a security or safety risk, or if we discontinue the service. If the reason is not safety, security, or a legal duty, we will try to tell you first.

Provisions that by their nature should continue — including ownership of Customer Content and of the service, confidentiality, disclaimers, limitation of liability, indemnification, and governing law — survive the end of these Terms.

20. Changes

We may change HazDox, including by adding or removing modes, checks, or the assistant. We may update these Terms by posting a new version on this page and changing the effective date. If a change is material, we will also try to email the address on your account before the change takes effect. If you keep using HazDox after the effective date, you agree to the updated Terms. If you do not agree, stop using the service.

21. Governing law and disputes

Oregon law governs these Terms, without regard to conflict-of-law rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Before either party files a claim, the parties will try to resolve the dispute informally for 30 days after one of them emails the other a short description of the dispute and the relief sought. If it is still unresolved, either party may bring it in the state courts of Deschutes County, Oregon, or in the United States District Court for the District of Oregon. Each party consents to personal jurisdiction and venue there.

To the extent the law allows, each party waives any right to a jury trial, and any right to bring or participate in a class, collective, or representative action. A claim may be brought only on an individual basis.

22. General

These Terms, together with any order or other written agreement we sign with you for HazDox, are the entire agreement between you and ShipMate about the service and replace earlier discussions about that subject.

If a court holds part of these Terms unenforceable, the rest stays in effect. If we do not enforce a provision, that is not a waiver of it. You may not assign these Terms without our consent. We may assign them to an affiliate, or to a successor in a merger, financing, or sale of the business to which the service relates.

Neither party is liable for a delay caused by an event outside its reasonable control. Notices to you may be sent to the email address on the account and are effective when sent. Notices to ShipMate must be sent to the postal address in the next section and by email to shipmate@shipmate.com, and are effective when both have been sent.

23. Contact

ShipMate, Inc.

780 Buckaroo Trail, Suite D
Sisters, Oregon 97759
United States

Mail may also be sent to PO Box 787, Sisters, Oregon 97759-0787.

Telephone: +1 (310) 370-3600
Email: shipmate@shipmate.com