Entravia® — Terms & Conditions

Effective Date: June 12, 2026

Last Updated: June 12, 2026

1. Introduction

Welcome to Entravia. These Terms & Conditions ("Terms") are a binding agreement between you (and the organization you represent, collectively "you" or "Customer") and Entravia, Inc., a Delaware corporation with offices at 200 Southdale Center, Edina, MN 55435 ("Entravia," "Company," "we," "our," "us"). These Terms govern your access to and use of our website, platform, APIs, and related services (collectively, the "Services"). By accessing or using the Services, you agree to these Terms. If you are accepting these Terms on behalf of an organization, you represent that you have authority to bind that organization.

2. Services Provided

Entravia provides software infrastructure for the Professional Employer Organization ("PEO") industry, including tools for businesses, brokers, and PEO providers to collect, structure, share, and compare submission data. Entravia operates as a general agency on placed PEO business as separately agreed with each PEO. Entravia is not itself a PEO, payroll processor, insurance carrier, broker of record, ERISA fiduciary, legal advisor, or tax advisor, and is not responsible for the performance, pricing, underwriting decisions, or service quality of any third-party PEO or insurance carrier. Decisions made based on quotes or proposals routed through the Services are solely between you and the selected provider.

3. User Accounts

You may need to create an account to access certain features. You agree to: (a) provide accurate and current registration information; (b) maintain the confidentiality of your credentials; (c) use a unique account per individual and not share login credentials; (d) enable multi-factor authentication where offered; (e) promptly disable or remove Authorized Users who no longer require access; and (f) notify us at security@entravia.co of any suspected unauthorized access. You are responsible for all activity conducted under your account.

4. Electronic Communications and Email Notifications

By creating an account, signing up for the Services, or otherwise using the Services, you consent to receive transactional email notifications from Entravia at the email address associated with your account. These communications relate to your account and use of the Services and may include, without limitation, account verification and security notices, application and RFP status updates, document submission confirmations, quote and proposal notifications, messages regarding your submissions or assignments, billing or payment confirmations where applicable, and other service-related notices necessary for us to provide the Services and perform our obligations under these Terms.

You agree that such emails constitute part of the Services, that they are not promotional or marketing messages unless separately identified as such, and that you may not opt out of essential transactional communications required to operate your account or deliver the Services. Marketing and other non-transactional communications, if any, are governed by our Privacy Policy.

You are responsible for keeping your account email address current and for ensuring that messages we send are not blocked by your email provider or spam filters.

5. Information Submission and Use

By submitting information through the Services, you represent and agree that:

  • The information you provide is accurate, current, and complete.
  • You have all rights, authorizations, and lawful bases necessary to submit any business, employee, payroll, benefits, or census data, including any consents required from individuals whose data is included.
  • You will not submit Protected Health Information ("PHI"), as defined under HIPAA, through public marketing surfaces, unsecured email, or any channel other than the permitted authenticated workflows within the Services.
  • We may share submitted information with selected PEO providers for the purpose of generating quotes and service proposals, and with sub-processors as described in Section 22.
  • We may generate and retain de-identified and aggregated data derived from your submissions to operate, secure, benchmark, and improve the Services. Such de-identified data shall not include any direct identifiers and will not be re-associated with you.

6. Optional Services

We may offer optional paid services that enhance your experience but are not required to access basic quoting functionality. Selection or rejection of optional services will not impact your ability to receive PEO matches.

7. Broker Access and Information Sharing

We may share your information with a broker if you voluntarily use a broker's invitation link or enter a private broker access code. Otherwise, your information will not be shared with brokers without your consent or administrative authorization.

8. Broker Agreement Terms

By using Entravia, brokers agree to abide by Entravia's standard partnership terms. Brokers acknowledge that Entravia negotiates its own separate agreements with PEO providers and their assigned representatives. Brokers may not alter, negotiate, or override Entravia's partnerships without prior written approval. No promises of compensation or commissions are made to brokers unless explicitly agreed to in a separate, signed agreement with Entravia.

9. Acceptable Use

Brokers, PEO users, and all other users are only authorized to access customer information expressly assigned to them via customer consent or administrative permissions. You agree not to, and not to permit any Authorized User or third party to:

  • Access, share, sell, or misuse information you are not expressly authorized to access;
  • Reverse engineer, decompile, disassemble, or attempt to derive the source code of the Services, except to the extent expressly permitted by applicable law;
  • Scrape, crawl, harvest, or use automated means to extract data from the Services other than through documented APIs and rate limits;
  • Probe, scan, penetration-test, or attempt to compromise the security or integrity of the Services, multi-tenant isolation, or any other customer's data, except under a written authorized testing program;
  • Introduce malware, viruses, or other harmful code;
  • Use the Services to transmit unlawful, infringing, defamatory, or harassing content, or to violate any applicable law or regulation;
  • Circumvent authentication, rate limits, usage quotas, or access controls; or
  • Use the Services to build, train, or benchmark a competing product without our prior written consent.

10. Data Security

Our infrastructure is built to HIPAA and SOC 2 standards. Controls live in production today include TLS 1.2+ in transit and AES-256 at rest, Postgres row-level security for tenant isolation, role-scoped access for brokers, vendors, and administrators, append-only audit logging for sensitive actions, and least-privilege administrative access. Independent HIPAA attestation and a SOC 2 Type II report are underway with an independent compliance partner. No system is 100% secure, and you acknowledge that you provide information at your own risk.

For our current security commitment and the controls live in production today, please see our Security & Trust page, or visit our Trust Center.

11. Disclaimers

EXCEPT AS EXPRESSLY PROVIDED IN THESE TERMS, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ENTRAVIA DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

We do not guarantee specific outcomes, acceptance by any PEO, or cost savings. Decisions made based on PEO quotes are solely between you and the selected provider.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ENTRAVIA SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUES, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

EXCEPT FOR (a) A PARTY'S INDEMNIFICATION OBLIGATIONS, (b) A PARTY'S BREACH OF ITS CONFIDENTIALITY OBLIGATIONS, (c) A PARTY'S GROSS NEGLIGENCE, FRAUD, OR WILLFUL MISCONDUCT, OR (d) A PARTY'S INFRINGEMENT OR MISAPPROPRIATION OF THE OTHER PARTY'S INTELLECTUAL PROPERTY, EACH PARTY'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS SHALL NOT EXCEED THE GREATER OF (i) ONE HUNDRED U.S. DOLLARS ($100) OR (ii) THE FEES PAID BY CUSTOMER TO ENTRAVIA UNDER THESE TERMS IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

13. Changes

We may update these Terms from time to time. Material changes will be summarized in our changelog (Section 27) and noticed via email or in-product banner. Updates will be posted with a revised "Last Updated" date, and continued use of the Services after the effective date of any change constitutes acceptance of the updated Terms.

14. Governing Law, Venue & Dispute Resolution

These Terms are governed by the laws of the State of Delaware, without regard to its conflict of law provisions. The parties agree to attempt in good faith to resolve any dispute informally by notice to the other party at the contact addresses in Section 15 before initiating any legal proceeding, with at least thirty (30) days to attempt resolution.

Any dispute not resolved informally shall be brought exclusively in the state or federal courts located in the State of Delaware, and each party irrevocably consents to the personal jurisdiction and venue of those courts.

15. Contact

For any questions about these Terms, please contact us:

16. Trademarks

Entravia and the Entravia logo are trademarks of Entravia, Inc. All other trademarks, service marks, and trade names referenced on this site are the property of their respective owners. Unauthorized use of any trademark displayed on this site is strictly prohibited.

17. Definitions

For purposes of these Terms:

  • "Authorized User" means an individual employee, contractor, broker, or agent permitted by Customer to access the Services under Customer's account.
  • "Customer Data" means data, content, and information submitted to or processed by the Services by or on behalf of Customer or its Authorized Users.
  • "Documentation" means the user guides, help content, and policies that Entravia makes generally available for the Services.
  • "Personal Information" means information that identifies, relates to, or could reasonably be linked with an identified or identifiable natural person.
  • "PHI" and "ePHI" have the meanings given under HIPAA and its implementing regulations.
  • "Services" has the meaning in Section 1.
  • "Sub-processor" means a third party engaged by Entravia to process Customer Data in connection with the Services.

18. License & Intellectual Property

Subject to these Terms, Entravia grants Customer a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to access and use the Services during the term, solely for Customer's internal business purposes. All right, title, and interest in and to the Services, including all software, models, methods, designs, documentation, and improvements, are and will remain the exclusive property of Entravia and its licensors. No rights are granted other than those expressly set forth in these Terms.

Customer retains all right, title, and interest in and to Customer Data. Customer grants Entravia a worldwide, royalty-free license to host, copy, transmit, display, and process Customer Data solely as necessary to provide, secure, maintain, and improve the Services, to comply with law, and to create de-identified and aggregated data as described in Section 5.

If Customer provides Entravia with suggestions, feedback, or ideas regarding the Services ("Feedback"), Entravia may use and exploit such Feedback without restriction or obligation to Customer.

19. Confidentiality

Each party ("Recipient") may receive non-public information of the other party ("Discloser") that is identified as confidential or that should reasonably be understood to be confidential ("Confidential Information"). Recipient shall (a) use Confidential Information only to exercise rights and perform obligations under these Terms; (b) protect it using at least the same degree of care it uses to protect its own confidential information, and in no event less than reasonable care; and (c) not disclose it to any third party except to its personnel and advisors with a need to know who are bound by confidentiality obligations no less protective than these. Confidential Information does not include information that is or becomes publicly available without breach, was rightfully known prior to disclosure, is independently developed without use of Confidential Information, or is rightfully obtained from a third party without restriction. Recipient may disclose Confidential Information if required by law, provided it gives Discloser prompt notice where legally permitted. Obligations in this Section survive for three (3) years after termination, except that Confidential Information constituting a trade secret remains protected for so long as it qualifies as such under applicable law.

20. Privacy & HIPAA

Our Privacy Policy is incorporated into these Terms by reference and describes how we collect, use, and share Personal Information.

Customer shall not submit PHI through public marketing surfaces, unsecured email, or any channel other than authenticated workflows within the Services. Where Entravia processes PHI on behalf of a Covered Entity or Business Associate (as those terms are defined under HIPAA), the parties will execute Entravia's standard Business Associate Agreement ("BAA"), which is available on request at privacy@entravia.co. The executed BAA governs PHI handling and, in the event of any conflict between the BAA and these Terms with respect to PHI, the BAA controls.

Entravia maintains administrative, physical, and technical safeguards consistent with the HIPAA Security Rule (45 C.F.R. Part 164, Subpart C) and the principles of the AICPA SOC 2 Trust Services Criteria for Security, Availability, and Confidentiality.

21. Security & Incident Notification

Entravia will maintain commercially reasonable administrative, physical, and technical safeguards designed to protect the security, confidentiality, and integrity of Customer Data. In the event of a confirmed Security Incident (meaning unauthorized acquisition, access, use, or disclosure of Customer Data) affecting Customer Data, Entravia will notify affected Customer(s) without undue delay, and in any event within seventy-two (72) hours of confirmation. Notifications will include, to the extent then known and as applicable under HIPAA §164.410, a description of the incident, the categories and approximate number of records affected, mitigation steps taken, and a point of contact for further information. Notifications are not an acknowledgement by Entravia of fault or liability.

22. Sub-processors

Entravia uses a limited set of vetted Sub-processors to deliver the Services (for example, cloud hosting, database, transactional email, document parsing, and product analytics providers). A current list is available on request at privacy@entravia.co. We will provide reasonable advance notice of material changes to our Sub-processor list. Each Sub-processor is bound by written obligations no less protective of Customer Data than those in these Terms.

23. AI & Automated Processing

The Services use automated processing, including optical character recognition and large language models, to parse, classify, and structure data from uploaded documents. Outputs of automated processing are decision-support and are not legally binding figures or advice. Customer is responsible for reviewing and verifying any extracted or generated output before relying on it. Customer Data is not used to train third-party foundation models without Customer's prior written consent. Entravia may use Customer Data to train and improve its own internal models in accordance with Section 18 and Section 5, including the use of de-identified and aggregated data.

24. Beta Features

Entravia may make pre-release, alpha, beta, evaluation, or other early-access features available ("Beta Features"). Beta Features are provided "AS IS" and "AS AVAILABLE," may be changed or discontinued at any time, are not subject to any service-level commitments, and are excluded from Entravia's indemnification obligations.

25. Indemnification

By Entravia. Entravia will defend Customer from and against any third-party claim alleging that the Services, as provided by Entravia and used in accordance with these Terms, infringe a U.S. patent, copyright, or trademark or misappropriate a trade secret, and will indemnify Customer against damages and costs finally awarded by a court of competent jurisdiction or agreed in settlement. Entravia has no obligation for claims arising from Customer Data, Customer's combination of the Services with non-Entravia products, modifications not made by Entravia, or use of the Services in violation of these Terms.

By Customer. Customer will defend Entravia from and against any third-party claim arising out of or relating to (a) Customer Data; (b) Customer's breach of Section 5 (authority and lawful basis) or Section 9 (Acceptable Use); or (c) Customer's violation of applicable law, and will indemnify Entravia against damages and costs finally awarded by a court of competent jurisdiction or agreed in settlement.

26. Term, Suspension & Termination

These Terms apply for as long as Customer accesses or uses the Services. Either party may terminate for material breach by the other party that is not cured within thirty (30) days after written notice. Entravia may suspend or restrict access without prior notice if it reasonably determines that suspension is necessary to (a) prevent harm to the Services, Entravia, or other customers; (b) address a security risk, suspected fraud, or violation of Section 9; or (c) comply with applicable law or a request from a governmental authority.

Upon termination, Customer's right to access the Services ceases. For thirty (30) days following termination, Customer may request export of Customer Data through then-available export functionality. Thereafter, Entravia may delete Customer Data in accordance with its retention and deletion policies and applicable law, subject to backup, audit-log, and legal-hold requirements.

The following Sections survive termination: 5 (third sentence), 9, 11, 12, 14, 15, 16, 17, 18, 19, 20, 21, 22, 25, 26, 27, and 28.

27. Changelog

Material changes to these Terms will be summarized in this section going forward.

  • June 12, 2026: Comprehensive rewrite — named Entravia, Inc. as the contracting entity; added defined terms; expanded acceptable use, data security, HIPAA, security incident notification, sub-processors, AI/automated processing, beta features, mutual indemnification, term/suspension/termination, warranties disclaimer, governing law and venue, and standard boilerplate.

28. General

Age Representation. The Services are intended for users 18 years or older. By using the Services, you represent that you are at least 18.

Force Majeure. Neither party will be liable for any failure or delay in performance (other than payment obligations) caused by events beyond its reasonable control, including acts of God, war, terrorism, civil disturbance, labor disputes, governmental action, internet or telecommunications outages, denial-of-service attacks, pandemics, or third-party infrastructure failures.

Assignment. Neither party may assign these Terms without the other party's prior written consent, except that either party may assign these Terms in connection with a merger, acquisition, reorganization, or sale of all or substantially all of its assets, on written notice to the other party.

Entire Agreement. These Terms, together with the Privacy Policy and any executed BAA or order form, constitute the entire agreement between the parties regarding the Services and supersede all prior or contemporaneous understandings on that subject.

Severability; No Waiver. If any provision of these Terms is held unenforceable, the remaining provisions remain in full force and effect. A party's failure to enforce any right or provision is not a waiver of that right or provision.

Notices. Legal notices to Entravia must be sent to Entravia, Inc., 200 Southdale Center, Edina, MN 55435, with a copy to info@entravia.co. Notices to Customer may be delivered by email to the address on Customer's account or via in-product notification.

Independent Contractors. The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, fiduciary, or employment relationship.

E-SIGN Consent. You consent to receive communications, agreements, disclosures, notices, and records in electronic form and agree that electronic signatures, click-through acceptance, and electronically generated PDFs (including affidavits and certifications generated through the Services) have the same legal effect as handwritten signatures, to the maximum extent permitted by applicable law.