Terms of Use and Service

1. Agreement to these Terms

These Terms of Use and Service (the “Terms”) govern access to and use of the screenings4u DOT website, subscription software, DOT agency portals, C/TPA portal, Employer portals, Employee and Driver portals, checkout, account setup, integrations and related services made available by Workforce DOT, LLC (“screenings4u DOT,” “we,” “us,” or “our”). By creating an account, purchasing a subscription, accepting an invitation, or using a portal, you agree to these Terms on behalf of yourself and, where applicable, the organization you represent.

If you do not have authority to bind an organization, you may use the Services only in your individual authorized capacity.

2. Software platform; not a regulator or professional adviser

screenings4u DOT provides software tools for organizing DOT workforce compliance operations. The platform may support program configuration, covered-person records, random pools and selections, testing orders, result and document workflows, notifications, reporting, audit history, billing, C/TPA portfolio administration and other operational functions.

screenings4u DOT is not the U.S. Department of Transportation or any DOT operating administration and does not replace official regulations, agency guidance, a Designated Employer Representative, Medical Review Officer, Substance Abuse Professional, laboratory, collection site, attorney or other qualified professional. Customers remain responsible for determining which laws, rules, testing requirements and deadlines apply to them.

3. Accounts, portals and authorized users

Access is role-based and may include C/TPA Administrator, C/TPA Staff, Employer Administrator, DER, HR Administrator, Supervisor, Employee/Driver and other authorized roles. You must provide accurate account information, protect authentication credentials, promptly remove access for users who are no longer authorized, and use the correct portal for your organization and role.

You are responsible for activities performed through your authorized accounts except to the extent caused by our breach of these Terms or applicable law. We may suspend or restrict access when reasonably necessary to protect the Services, other users, data, payment integrity or security.

4. Customer data and regulatory records

You and your organization control the accuracy and lawfulness of data submitted to the Services. Depending on the modules used, Customer Data may include organization information, employee/driver information, DOT agency and position information, testing orders and results, program enrollments, random pool records, credentials, documents, consent and acknowledgment records, training information, billing information and audit activity.

You represent that you have the rights, notices, authorizations and lawful basis necessary to provide Customer Data and instruct us to process it. You must not upload information that you are prohibited from collecting, using or disclosing.

5. Subscriptions, billing and plan access

Paid software plans are billed according to the price, billing frequency and limits shown at checkout or in an applicable order. Current direct DOT software plans are configured as recurring subscriptions, and separate testing, implementation, migration, integration or other services may carry additional charges.

Plan entitlements, usage limits, included features and optional add-ons may vary by plan and customer type. Enterprise features may include capabilities such as white label, integrations, audit history and broader administration where shown in the applicable plan comparison. Subscription access may be updated when a plan is upgraded, downgraded, suspended, past due or cancelled.

6. Payment processing and renewals

Subscription checkout may be processed through Stripe or another approved payment processor. By submitting payment information, you authorize applicable recurring charges and represent that you are authorized to use the selected payment method. The payment processor’s terms and privacy practices also apply to its processing.

Unless otherwise stated in writing, recurring subscriptions renew automatically for successive billing periods until cancelled. Cancellation generally stops future renewal and does not retroactively undo charges for a billing period that has already begun. Refund eligibility is governed by our Refund Policy.

7. C/TPA and sponsored portal relationships

C/TPA customers may manage multiple Employer clients, sponsored Employer portals, consortium or employer pools, client-facing records, billing and related workflows. A C/TPA is independently responsible for its services to its clients, its regulatory obligations, its agreements with Employers and workers, and any client billing it creates through the platform.

Where an Employer portal is sponsored or administered by a C/TPA, access and branding may reflect the applicable C/TPA relationship. screens4u DOT does not become the Employer’s DER or assume the C/TPA’s regulatory duties merely by providing the software.

8. Third-party services and integrations

The Services may connect with or rely on third parties such as payment processors, email providers, testing or fulfillment systems, laboratories, collection sites, training providers, cloud infrastructure and customer-selected integrations. Third-party services are governed by their own terms. We are not responsible for third-party outages, decisions, results or content, but we will use commercially reasonable efforts to operate supported integrations as described in the Services.

9. Acceptable use

You may not use the Services to violate law; access another customer’s data without authorization; interfere with security or availability; introduce malicious code; scrape or reverse engineer the Services except where law expressly permits; attempt to bypass role, entitlement or portal restrictions; misrepresent test results or regulatory records; or use the Services to harass, discriminate against or unlawfully monitor any person.

10. Intellectual property

The Services, software, workflows, user interfaces, documentation, branding and related intellectual property are owned by Workforce DOT, LLC, Roseland Companies, LLC or their licensors. Subject to payment and compliance with these Terms, we grant the customer a limited, non-exclusive, non-transferable right to use the Services for its internal authorized business purposes during the subscription term.

You retain ownership of Customer Data. You grant us the rights necessary to host, secure, process, transmit, back up and otherwise handle Customer Data to provide, support and improve the Services and to comply with law.

11. Security and support access

We use access controls, private storage for regulated documents, short-lived signed links for protected file access, audit logging and other safeguards appropriate to the Services. No system can be guaranteed completely secure.

Administrative support access may be controlled through documented support-consent and support-session workflows where implemented. Customers should not send passwords or other authentication secrets by email or support forms.

12. Availability, changes and maintenance

We may update features, interfaces, security controls, integrations and infrastructure. We may perform maintenance or take emergency action where needed to protect the Services. We will not materially reduce a paid plan’s core functionality during a current prepaid billing period without a reasonable business or security reason.

13. Disclaimers

Except as expressly stated in a written agreement and to the maximum extent permitted by law, the Services are provided “as is” and “as available.” We do not warrant that software use alone will satisfy every regulatory obligation, prevent every violation, ensure a particular testing outcome, or eliminate the need for qualified personnel and official regulatory review.

14. Limitation of liability

To the maximum extent permitted by law, neither Workforce DOT, LLC nor its affiliates will be liable for indirect, incidental, special, exemplary, punitive or consequential damages, or for lost profits, revenues, business opportunities or goodwill, arising from the Services. Any direct-liability cap stated in an applicable signed order or agreement will control. Where no separate signed agreement establishes a cap, our aggregate liability for claims arising from a paid subscription will not exceed the fees paid to screenings4u DOT for the affected subscription during the twelve months preceding the event giving rise to the claim, except where law prohibits that limitation.

15. Suspension and termination

You may stop using the Services and may cancel a recurring subscription according to the available account or support process. We may suspend or terminate access for material breach, nonpayment, fraud, security risk, unlawful use or where required by law. Provisions that by their nature should survive termination—including payment obligations, ownership, confidentiality, disclaimers, limitations and dispute provisions—will survive.

16. Governing law

These Terms are governed by the laws of the State of Illinois, without regard to conflict-of-law principles, except where applicable law requires otherwise. Nothing in these Terms limits rights that cannot lawfully be waived.

17. Changes to these Terms

We may update these Terms as the Services, law or business practices change. The effective date above identifies the current version. Material changes may also be communicated through the website, portal or email where appropriate. Continued use after an updated version becomes effective constitutes acceptance to the extent permitted by law.