Terms of Use

1. Acceptance and Eligibility

These Terms of Use (“Terms”) are a binding agreement between You and Veridia Technologies LLC (“Veridia,” “We,” “Us,” or “Our”) governing Your access to and use of the Sites and the Service. By accessing the Sites, clicking to accept, executing an Order Form that references these Terms, or otherwise using the Service, You agree to be bound by these Terms. If You do not agree, do not use the Service.

You must be at least 18 years old and able to form a binding contract to use the Service. If You are using the Service on behalf of an organization, You represent and warrant that You have the authority to bind that organization to these Terms, and “You” refers to that organization.

Your use of the Service may also be governed by a separate written agreement between You and Veridia (for example, a Master Services Agreement or an Order Form). If any conflict exists, that signed agreement controls over these Terms to the extent of the conflict.

2. Definitions

Capitalized terms have the meanings given below or where defined elsewhere in these Terms.

“Authorized User”

means an individual whom a Client permits to access and use the Service under the Client's account — typically an HR administrator, manager, or other staff member of the Client.

“Client” or “Customer”

means the employer or other organization that subscribes to or is authorized to use the Service to onboard its personnel, including under an Order Form.

“Content” or “Customer Data”

means the data, documents, forms, and other information submitted to or generated through the Service by or on behalf of a Client or its Users, including completed Form I-9, Form W-4, and company onboarding documents.

“Documentation”

means the user guides, help materials, and other documentation Veridia makes available for the Service.

“Employee User”

means an individual being onboarded by a Client who accesses the Service to complete onboarding forms and provide required information.

“Order Form”

means an ordering document or online subscription flow, executed by or on behalf of a Client, that references these Terms and specifies the Service purchased, the fees, and the subscription term.

“Service” or “Services”

means the Veridia employee-onboarding platform, applications, and related products that enable employers to onboard employees — including the Form I-9, E-Verify, the Form W-4, and other company-specific documents such as employee handbooks — together with the Sites and Documentation.

“Sites”

means Veridia's website at www.veridia.tech and its subpages.

“Veridia,” “We,” “Us,” or “Our”

means Veridia Technologies LLC.

“You” or “Your”

means the Client, Authorized User, or Employee User accessing or using the Service, as the context requires.

3. The Service and License Grant

Veridia provides an employee-onboarding platform that helps employers onboard their personnel — including the Form I-9, E-Verify, the Form W-4, and other company-specific documents such as employee handbooks. We may add, modify, improve, or discontinue features of the Service from time to time.

Subject to these Terms and any applicable Order Form, Veridia grants You a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to access and use the Service solely for Your internal business purpose of onboarding personnel and completing the associated forms and records. All rights not expressly granted are reserved by Veridia.

4. Accounts and Registration

To use certain features, You must register for an account and provide accurate, current, and complete information. You are responsible for keeping Your account information up to date and for maintaining the confidentiality of Your account credentials.

• You are responsible for all activity that occurs under Your account.
• Accounts are for a single named user and must not be shared, though a Client may reassign an account to another individual within its organization.
• You must notify Us promptly of any unauthorized use of Your account or any other suspected security breach.
• We may disable or suspend credentials if We reasonably believe they are being used in violation of these Terms or pose a security risk.

5. Customer Responsibilities and Compliance

Veridia provides a tool that supports compliance; it does not assume Your legal obligations and does not guarantee any compliance outcome. As a Client, You are solely responsible for complying with all laws that apply to Your hiring and onboarding practices, including the Immigration Reform and Control Act and Form I-9 requirements, E-Verify program rules, tax-withholding and Form W-4 requirements, anti-discrimination laws, and applicable privacy and recordkeeping laws.

Without limiting the foregoing, You are responsible for:

• Completing each Form I-9 (and any reverification) accurately and within the timeframes required by law, and reviewing and confirming the accuracy and completeness of all I-9, W-4, and E-Verify records;
• Providing required notices to, and obtaining any required consents from, Your Authorized Users and Employee Users;
• Determining and carrying out Your own document-retention, reverification, and recordkeeping obligations, and retaining Your own authoritative copies of Your records;
• Using the Service, and the E-Verify program, in a manner that does not unlawfully discriminate against, or otherwise violate the rights of, any applicant or employee; and
• The truthfulness and accuracy of the information that You and Your Users enter into the Service, including Employee User self-attestations and Form W-4 elections.

Timing reminders, validations, and workflow features within the Service are provided to assist You and do not relieve You of, or guarantee Your compliance with, any legal deadline or requirement.

6. Acceptable Use

You agree not to, and not to permit any User or third party to:

• Use the Service for any unlawful, fraudulent, or discriminatory purpose, or in violation of any applicable employment, immigration, or privacy law;
• Upload or transmit malicious code, or attempt to disrupt, probe, overload, or gain unauthorized access to the Service or its systems;
• Copy, modify, reverse engineer, decompile, or create derivative works of the Service, except to the extent this restriction is prohibited by law;
• Resell, sublicense, rent, or otherwise make the Service available to any third party except as expressly permitted;
• Scrape or harvest data from the Service, or use it to build a competing product; or
• Submit information You do not have the right to provide.

7. Customer Data and Ownership

As between You and Veridia, You own Your Customer Data. You grant Veridia a worldwide, non-exclusive license to host, store, process, transmit, and display Your Customer Data solely as needed to provide and support the Service and as otherwise permitted in these Terms and Our Privacy Policy.

You are solely responsible for the legality, reliability, and accuracy of Your Customer Data and for having the rights and consents necessary to provide it to Us. We may generate and use aggregated or de-identified data derived from use of the Service to operate, secure, analyze, and improve Our products, provided such data does not identify You, Your Users, or any individual.

8. Privacy and Data Security

Our collection and use of personal information in connection with the Service is described in Our Privacy Policy, which is incorporated into these Terms by reference. Where Veridia processes personal information on behalf of a Client, that processing is also subject to any applicable data processing agreement between the parties.

We maintain administrative, technical, and physical safeguards designed to protect Customer Data, including encryption in transit and at rest and access controls. No method of transmission or storage is completely secure, and We cannot guarantee absolute security.

9. Third-Party and Government Services

The Service interoperates with third-party services and government systems that Veridia does not control, including E-Verify and the systems of the U.S. Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS), and the Social Security Administration (SSA).

• If You use E-Verify through the Service, You are responsible for independently enrolling in E-Verify, executing any required Memorandum of Understanding (MOU) with DHS, remaining in good standing, and complying with all E-Verify program rules and the terms of that MOU.
• The availability and behavior of E-Verify, USCIS, DHS, SSA, and other third-party systems are outside Our control. We are not responsible for the unavailability, downtime, errors, delays, or rule changes of any third-party or government system, or for results returned by those systems.
• Your use of third-party services may be subject to those providers' own terms, and We are not responsible for their acts or omissions.

10. Fees, Subscriptions, and Billing

Fees for the Service, the subscription term, and the billing terms are as set out in Your Order Form or other written agreement with Us. Unless that agreement states otherwise:

• Subscriptions renew automatically for successive terms unless either party gives notice of non-renewal before the end of the then-current term;
• Fees are invoiced in advance and are due within thirty (30) days of the invoice date, are non-cancelable, and are non-refundable except as expressly stated;
• Overdue amounts may accrue interest and We may suspend the Service for non-payment after reasonable notice; and
• Fees are exclusive of taxes, which are Your responsibility except for taxes on Our net income.

11. Intellectual Property

The Service, the Sites, the Documentation, and all related software, design, content, and technology — including all source code, algorithms, and know-how — are owned by Veridia and its licensors and are protected by intellectual-property laws. Except for the limited rights expressly granted to You, these Terms do not transfer any ownership or other rights in the Service to You.

If You provide feedback or suggestions about the Service, You grant Veridia a perpetual, irrevocable, royalty-free license to use that feedback to improve and develop Our products and services, without obligation to You.

12. Confidentiality

Each party may receive confidential information of the other. The receiving party will use the disclosing party's confidential information only to perform under these Terms, will protect it using at least reasonable care, and will not disclose it except to personnel and contractors who need it and are bound by confidentiality obligations.

Confidential information does not include information that is or becomes public through no fault of the receiving party, was lawfully known before disclosure, is independently developed, or is rightfully obtained from a third party. A party may disclose confidential information if legally compelled, provided it gives reasonable prior notice where permitted.

13. Service Availability, Changes, and Support

We use commercially reasonable efforts to make the Service available, but the Service may be unavailable from time to time, including for planned maintenance, updates, or events outside Our control. We may modify, update, or discontinue features of the Service, and We will use reasonable efforts to avoid materially degrading core functionality during a paid subscription term.

Support is provided as described in Your Order Form or Our then-current support materials. Support does not cover issues caused by misuse, unauthorized modifications, Your systems or networks, or failures of third-party or government systems such as E-Verify.

14. Disclaimers — No Legal Advice; Service Provided “As Is”

Veridia provides software, not legal, tax, or accounting advice. Nothing in the Service or on the Sites is legal, tax, or accounting advice, and You are not relying on Veridia for advice regarding electronic signatures, employment-eligibility verification, the Form I-9 or Form W-4, E-Verify or designated-agent duties, records retention, or any other legal requirement. You should obtain advice from qualified professionals regarding Your specific obligations.

The Service is provided “as is” and “as available,” without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. Without limiting the foregoing, Veridia does not warrant that the Service or any forms, records, or output generated through it will be error-free or uninterrupted, will meet any federal, state, or local legal or regulatory requirement, or will produce any particular result — including any hiring, employment-eligibility, tax-withholding, or audit outcome.

15. Limitation of Liability

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, or goodwill, arising out of or relating to these Terms or the Service, even if advised of the possibility of such damages.

To the maximum extent permitted by law, Veridia's total aggregate liability arising out of or relating to these Terms or the Service will not exceed the amounts paid by You to Veridia for the Service in the twelve (12) months preceding the event giving rise to the claim. Without limiting the disclaimers above, Veridia is not liable for hiring or employment decisions, tax-withholding decisions, or the consequences of inaccurate information entered by You or Your Users. These limitations form an essential basis of the bargain and apply regardless of the theory of liability.

16. Indemnification

You will defend, indemnify, and hold harmless Veridia and its officers, employees, and agents from and against any third-party claims, losses, liabilities, damages, and expenses (including reasonable attorneys' fees) arising out of or relating to: (a) Your Customer Data; (b) Your or Your Users' use of the Service; (c) Your violation of these Terms or applicable law; or (d) Your hiring, onboarding, verification, or recordkeeping practices.

Veridia will defend You against third-party claims alleging that the Service, as provided by Veridia and used in accordance with these Terms, infringes that third party's intellectual-property rights, and will indemnify You for amounts finally awarded against You on such a claim. This obligation does not apply to claims arising from Your Customer Data, Your combination of the Service with other products, or Your use of the Service in violation of these Terms.

17. Term, Suspension, and Termination

These Terms apply while You access or use the Service. A paid subscription begins and renews as set out in Your Order Form. Either party may terminate for the other party's material breach that remains uncured thirty (30) days after written notice.

We may suspend Your access to the Service if You violate these Terms, fail to pay amounts when due after notice, or pose a security or legal risk. Upon termination or expiration, Your right to use the Service ends. We will make Your Customer Data available for export for a limited period (generally thirty (30) days) after termination, after which We may delete it in accordance with Our Privacy Policy and applicable law. You are responsible for retaining Your own authoritative copies of Your records, including I-9 records, as required by law. Provisions that by their nature should survive termination will survive.

18. Changes to These Terms

We may update these Terms from time to time. If We make material changes, We will use reasonable efforts to provide notice — for example, by posting the updated Terms here with a revised “Last updated” date or by other reasonable means. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Terms.

19. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Utah, without regard to its conflict-of-laws rules. Subject to any signed agreement between the parties, the state and federal courts located in Utah will have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Service, and each party consents to that jurisdiction and venue. To the extent permitted by law, each party waives any right to a jury trial. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

20. General

• Force majeure. Neither party is liable for any delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, including acts of God, outages or failures of telecommunications or government systems such as E-Verify, DHS, or SSA, labor disputes, or governmental action.
• Assignment. You may not assign these Terms without Our prior written consent. We may assign these Terms to an affiliate or in connection with a merger, acquisition, or sale of assets.
• Entire agreement; severability; waiver. These Terms, together with any Order Form and the Privacy Policy, are the entire agreement between the parties regarding the Service and supersede prior agreements on that subject. If any provision is held unenforceable, the remaining provisions remain in effect. A party's failure to enforce a provision is not a waiver of it.
• Notices. Legal notices to Veridia must be sent to the address below; We may provide notices to You by email or through the Service.
• Relationship. The parties are independent contractors; these Terms create no partnership, agency, or employment relationship.

21. Messaging (SMS) Terms

If You provide a mobile number and consent to receive text messages — for example, through Your employer's offer letter or onboarding paperwork — You agree to receive transactional onboarding messages from Veridia, sent on Your employer's behalf.

• Program. Messages may include a secure onboarding link, identity-verification prompts, and reminders that help You complete onboarding (including the Form I-9, E-Verify, and Form W-4).
• Frequency. Message frequency varies based on Your onboarding activity.
• Cost. Message and data rates may apply.
• Help. Reply HELP, or email help@veridia.tech.
• Opt out. Reply STOP at any time to stop receiving messages; You will receive a one-time confirmation. Opting out does not affect Your employment — Your employer can complete onboarding with You by another method.
• Delivery. Wireless carriers are not liable for delayed or undelivered messages.

See Our Privacy Policy for how We handle the information described above.

22. Contact Us

Questions about these Terms can be sent to:

Veridia Technologies LLC
Attn: Legal Department
1290 N Main Street
Bountiful, UT 84010

Phone: 1-801-797-1310
Email: legal@veridia.tech