Terms of Service

1. Description of the Service

StationClipboard provides software tools for Fire, EMS, and public safety organizations.

Depending on the modules enabled by an organization, the Service may include tools for:

• Organization management
• Personnel records
• Roles and permissions
• Announcements
• Timekeeping and clock-in records
• Scheduling and availability
• Training records
• Certification tracking
• Credits and engagement tracking
• Policy distribution and acknowledgments
• Electronic signatures
• Station display boards
• Incident reporting and NERIS-related reporting
• Asset and equipment tracking
• Integrations with third-party services
• Reports, exports, notifications, and audit logs

Some modules are optional and may be enabled, disabled, configured, or restricted by organization administrators.

We may add, update, modify, suspend, or remove features over time.

2. Organizations and Administrators

Organizations are responsible for managing their own StationClipboard account, including:

• Creating and managing member accounts
• Assigning roles and permissions
• Enabling or disabling modules
• Entering and maintaining accurate records
• Managing uploaded files
• Reviewing and approving records
• Configuring Organization settings
• Determining who may access data
• Complying with applicable laws, policies, and recordkeeping obligations

Organization administrators are responsible for ensuring that users only receive access appropriate for their role.

StationClipboard is not responsible for internal Organization decisions, including employment actions, scheduling decisions, payroll decisions, discipline, certification decisions, policy enforcement, or member status decisions made using information in the Service.

3. Accounts and Access

Users are responsible for maintaining the confidentiality of their login credentials, passwords, kiosk PINs, and account access.

You agree to:

• Provide accurate information
• Keep your account information current
• Use only your own account
• Not share your password or PIN
• Not access another user's account
• Notify your Organization or StationClipboard of suspected unauthorized access
• Use the Service only as authorized by your Organization

Your access may be limited, changed, suspended, or removed by your Organization or by StationClipboard where appropriate.

4. Privacy

Our collection, use, storage, and protection of information is described in our Privacy Policy.

The Privacy Policy is incorporated into these Terms by reference.

Organizations are responsible for providing required notices and obtaining required consents from their members, employees, volunteers, contractors, administrators, or other users.

5. Biometric and Face ID Features

StationClipboard may offer an optional Face ID clock-in feature.

If enabled by an Organization, Face ID allows members to clock in or out using face recognition at a kiosk or approved device.

Use of Face ID is optional unless otherwise lawfully required and configured by the Organization. Alternative clock-in methods, such as PIN or username/password, should be available where required by law or Organization policy.

Organizations are responsible for:

• Providing legally required notice before biometric enrollment
• Obtaining legally required consent before biometric enrollment
• Allowing appropriate alternatives where required
• Handling member requests to disable or delete Face ID enrollment
• Complying with applicable biometric privacy laws

StationClipboard does not sell biometric data and does not use Face ID data for advertising.

Face ID is addressed in more detail in the Privacy Policy.

6. Customer Data and Ownership

"Customer Data" means information, files, records, content, and data submitted to the Service by or on behalf of an Organization or its users.

As between StationClipboard and the Organization, the Organization owns its Customer Data.

The Organization grants StationClipboard a limited license to host, process, store, transmit, display, and use Customer Data only as needed to:

• Provide the Service
• Operate enabled modules
• Provide support
• Maintain security
• Troubleshoot errors
• Generate reports or exports requested by authorized users
• Comply with applicable law
• Enforce agreements

StationClipboard does not claim ownership of Customer Data.

7. Uploaded Content and Files

Users and Organizations are responsible for content and files uploaded to the Service.

You represent that you have the right to upload, store, share, or process any content you submit.

You agree not to upload content that:

• Violates any law
• Infringes another person's rights
• Contains malicious code
• Contains unlawful, abusive, threatening, or harassing material
• Contains sensitive information that your Organization is not authorized to store in the Service
• Violates these Terms or any applicable agreement

StationClipboard may remove or restrict content if we believe it violates these Terms, creates a security risk, or exposes StationClipboard, users, or Organizations to legal risk.

8. Sensitive Data Restrictions

Unless expressly authorized in a separate written agreement, the Service is not intended to store:

• Patient medical records
• EMS patient care reports
• Protected health information
• Social Security numbers
• Full government-issued identification numbers
• Criminal justice information requiring CJIS compliance
• Payment card numbers
• Highly sensitive legal, medical, or financial records unrelated to the intended use of the Service

Organizations are responsible for determining whether information they upload or enter is appropriate for the Service.

9. Public Safety and Emergency Use Disclaimer

StationClipboard is an administrative and operational support platform.

Unless expressly agreed in writing, StationClipboard is not:

• A 911 system
• A dispatch system
• A CAD replacement
• A life-safety command system
• A medical charting system
• A patient care reporting system
• A substitute for required agency reporting systems
• A substitute for professional judgment, supervision, command, or compliance review

Organizations should not rely on StationClipboard as the sole system for emergency dispatch, emergency communications, incident command, life-safety decisions, payroll compliance, legal compliance, or required government reporting.

10. Organization Compliance Responsibilities

Organizations are responsible for ensuring their use of the Service complies with laws, regulations, contracts, and policies that apply to them.

This may include, without limitation:

• Employment laws
• Volunteer service rules
• Payroll and wage laws
• Public records laws
• Records retention laws
• Fire service reporting requirements
• EMS rules
• Training and certification requirements
• Privacy laws
• Biometric privacy laws
• Department policies
• Municipal, county, district, state, or federal requirements

StationClipboard may provide tools, templates, exports, records, and reports, but the Organization remains responsible for verifying accuracy and compliance.

11. Acceptable Use

You agree not to:

• Use the Service for unlawful purposes
• Access data you are not authorized to access
• Attempt to bypass permissions or security controls
• Share credentials
• Use another person's account
• Upload malicious code
• Interfere with the Service
• Probe, scan, or test system vulnerabilities without written permission
• Reverse engineer, decompile, or attempt to extract source code, except where allowed by law
• Resell or sublicense the Service without written permission
• Use the Service to harass, threaten, abuse, or harm others
• Misrepresent records, attendance, certifications, time entries, reports, or approvals
• Use the Service in a way that could damage StationClipboard, other users, Organizations, or the public

12. Subscriptions, Fees, and Payment

Access to StationClipboard may be provided under a subscription, order form, quote, invoice, written agreement, or other approved arrangement.

Fees, billing frequency, included modules, limits, renewal terms, and payment requirements are set out in the applicable agreement with the Organization.

Unless otherwise stated in writing:

• Fees are non-refundable except where required by law
• Payment is due according to the invoice or agreement
• Late or failed payment may result in suspension or termination
• Pricing may change at renewal with reasonable notice
• Taxes, if applicable, are the Organization's responsibility

Payment processing may be handled by third-party providers. StationClipboard does not store full payment card numbers inside the portal.

13. Third-Party Services and Integrations

The Service may rely on or connect to third-party services, including hosting providers, cloud storage providers, payment processors, email providers, mapping or weather services, news services, analytics, monitoring tools, or other integrations.

Third-party services may be subject to their own terms and privacy policies.

StationClipboard is not responsible for third-party services, third-party content, third-party outages, or changes made by third-party providers.

14. Service Availability and Maintenance

We work to keep StationClipboard reliable and available, but we do not guarantee uninterrupted, error-free, or delay-free operation.

The Service may be unavailable due to:

• Maintenance
• Updates
• Security actions
• Infrastructure issues
• Third-party provider outages
• Internet disruptions
• Emergency repairs
• Events outside our control

We may modify, suspend, limit, or discontinue parts of the Service where necessary to maintain security, reliability, legal compliance, or product quality.

15. Beta, Trial, or Preview Features

Some features may be released as beta, trial, preview, experimental, or early-access features.

These features may be incomplete, unstable, changed, removed, or limited at any time.

Beta or preview features are provided for testing and feedback and should not be relied on for critical operations unless expressly approved in writing.

16. Reports, Exports, and Record Accuracy

StationClipboard may generate reports, exports, dashboards, logs, summaries, and records based on data entered by users or Organizations.

Organizations are responsible for reviewing records for accuracy before relying on them for payroll, compliance, training, certification, discipline, public records, reporting, legal, or operational purposes.

StationClipboard does not guarantee that reports or exports satisfy any specific legal, regulatory, payroll, employment, fire service, EMS, or public records requirement.

17. Intellectual Property

StationClipboard, the Service, software, design, logos, branding, page layouts, features, workflows, documentation, and related materials are owned by Station Automations Solutions LLC or its licensors.

These Terms grant you a limited, non-exclusive, non-transferable, revocable right to use the Service during your authorized access period.

No rights are granted except as expressly stated in these Terms.

You may not copy, reproduce, modify, distribute, sell, lease, sublicense, or create derivative works from the Service except as permitted by StationClipboard in writing.

18. Feedback

If you provide ideas, suggestions, bug reports, feature requests, or other feedback, you grant StationClipboard the right to use that feedback without restriction or compensation.

19. Confidentiality

Users and Organizations may have access to non-public information through the Service.

You agree to protect non-public information and only access, use, or disclose it as authorized by your Organization, these Terms, applicable law, and any applicable agreement.

Organizations are responsible for training and supervising their users regarding confidential records, personnel files, operational information, and sensitive data.

20. Suspension and Termination

StationClipboard may suspend or terminate access if:

• Fees are not paid
• A user or Organization violates these Terms
• Access creates a security risk
• Access creates legal risk
• The Service is misused
• Required by law
• An agreement expires or is terminated
• Continued access could harm StationClipboard, users, Organizations, or the public

Organizations may cancel or terminate according to their applicable agreement.

When access ends, the right to use the Service ends.

Data export, deletion, archival, or retention after termination will be handled according to the applicable agreement, Privacy Policy, and legal requirements.

21. Disclaimers

The Service is provided "as is" and "as available."

To the fullest extent permitted by law, StationClipboard disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, availability, accuracy, and reliability.

StationClipboard does not warrant that:

• The Service will be uninterrupted
• The Service will be error-free
• The Service will meet every Organization requirement
• Records will satisfy every legal or regulatory requirement
• Third-party services will remain available
• Data entered by users will be accurate
• Reports or exports will be accepted by any agency, court, auditor, employer, regulator, or authority

22. Limitation of Liability

To the fullest extent permitted by law, StationClipboard and Station Automations Solutions LLC will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, lost data, business interruption, reputational harm, or loss of goodwill.

To the fullest extent permitted by law, StationClipboard's total liability arising out of or related to the Service or these Terms will not exceed the amount paid by the Organization to StationClipboard for the Service during the twelve months before the event giving rise to the claim.

Some jurisdictions do not allow certain limitations, so some limitations may not apply.

23. Indemnification

To the fullest extent permitted by law, you and your Organization agree to defend, indemnify, and hold harmless StationClipboard, Station Automations Solutions LLC, and their owners, officers, employees, contractors, agents, and service providers from claims, damages, losses, liabilities, costs, and expenses arising from:

• Misuse of the Service
• Violation of these Terms
• Violation of law
• Violation of third-party rights
• Customer Data or uploaded content
• Failure to obtain required consent
• Unauthorized access caused by user or Organization conduct
• Internal Organization decisions based on data in the Service
• Employment, payroll, discipline, compliance, public records, or operational decisions made by the Organization

24. Governing Law and Venue

These Terms are governed by the laws of the State of Texas, without regard to conflict-of-law rules.

Unless otherwise required by law or stated in a separate written agreement, disputes arising from or related to these Terms or the Service will be handled in the state or federal courts located in Texas.

25. Changes to These Terms

We may update these Terms from time to time.

When we update these Terms, we will update the "Last Updated" date. Material changes may be communicated through the Service, website, email, or other reasonable means.

Continued use of the Service after updated Terms become effective means you accept the updated Terms.

26. Conflicts With Separate Agreements

If an Organization has a separate written agreement with StationClipboard or Station Automations Solutions LLC, that agreement may include additional or different terms.

If there is a direct conflict between these Terms and a signed written agreement, the signed written agreement controls for that Organization to the extent of the conflict.

27. Contact Us

Questions about these Terms may be sent to:

StationClipboard Owned and operated by Station Automations Solutions LLC Houston, Texas Email: hello@stationclipboard.com Phone: (979) 341-9333