Terms of Service

1. Acceptance of These Terms

These Terms of Service ("Terms") are a legal agreement between you and Station Automation Solutions LLC ("Station Clipboard," "we," "us," or "our"), the operator of the Station Clipboard Department Portal and the website at stationclipboard.com (collectively, the "Service").

By accessing or using the Service — whether as a subscribing organization, an administrator, or an individual member — you agree to be bound by these Terms. If you do not agree, do not use the Service. If you are accepting these Terms on behalf of a department or organization, you represent that you have authority to bind that organization.

2. Description of the Service

Station Clipboard provides a cloud-based software platform built for Fire and EMS departments. The Department Portal includes modules for time and attendance, scheduling, training credits, certifications, communications, and related administrative tools, including an optional face-recognition time clock feature.

We may add, modify, or remove features over time as the product evolves. Some features are optional and must be enabled by a department administrator.

3. Accounts & Eligibility

• The Service is intended for use by Fire and EMS departments and their authorized personnel.
• You are responsible for maintaining the confidentiality of your login credentials, kiosk PIN, and account, and for all activity that occurs under your account.
• You agree to provide accurate account information and to keep it up to date.
• You must notify us promptly of any unauthorized use of your account or any other breach of security.

4. Organization & Administrator Responsibilities

Subscribing departments ("Organizations") and their administrators are responsible for the data they collect and manage within the portal. As described in our Privacy Policy, the Organization is the data controller and Station Clipboard acts as the data processor.

Administrators are responsible for:

• Managing member accounts, roles, and permissions within their organization.
• Obtaining any consent required by law before collecting member data — including any consent required before enrolling members in the optional biometric (face recognition) feature under applicable laws such as BIPA.
• Ensuring their use of the Service complies with applicable employment, labor, recordkeeping, and privacy laws.
• The accuracy of time records, schedules, certifications, and other data entered into the portal.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of these Terms.
• Access data belonging to organizations or members you are not authorized to access.
• Attempt to probe, scan, or breach the security of the Service or its infrastructure.
• Reverse engineer, decompile, or attempt to extract the source code of the Service, except where permitted by law.
• Upload malicious code, interfere with the operation of the Service, or place unreasonable load on our systems.
• Resell, sublicense, or provide the Service to third parties outside your organization without our written consent.

6. Customer Data & Ownership

Your organization retains ownership of the data it submits to the Service ("Customer Data"). You grant us a limited license to host, process, and transmit Customer Data solely as necessary to provide and support the Service.

We will handle Customer Data in accordance with our Privacy Policy. You are responsible for ensuring you have the rights and permissions necessary to submit Customer Data to the Service.

7. Privacy & Data Protection

Our handling of personal information — including account data, time and attendance records, and the optional biometric faceprints — is described in detail in our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you acknowledge the data practices described there.

8. Subscriptions, Fees & Billing

• Access to the Department Portal is provided on a subscription basis under the plan agreed with your organization.
• Fees, billing frequency, and payment terms are set out in your order or subscription agreement.
• Unless otherwise stated, fees are non-refundable except where required by law.
• We may change pricing on renewal with reasonable advance notice.
• Payment processing is handled by a third-party payment processor; we do not store full payment card details within the portal.

9. Intellectual Property

The Service, including its software, design, logos, and content (excluding Customer Data), is owned by Station Automation Solutions LLC and protected by intellectual property laws. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. No other rights are granted.

10. Third-Party Services

The Service relies on third-party providers for hosting, cloud object storage, content delivery, and payment processing. While we choose reputable providers, we are not responsible for the acts or omissions of third parties. Your use of any third-party service may be subject to that provider's own terms.

11. Service Availability & Modifications

We work to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free operation. We may perform maintenance, update features, or modify the Service from time to time. We may also suspend access temporarily where necessary to protect the security or integrity of the Service.

12. Suspension & Termination

• Your organization may cancel its subscription in accordance with your subscription agreement.
• We may suspend or terminate access if you materially breach these Terms, fail to pay fees, or use the Service in a way that poses a security or legal risk.
• Upon termination, your right to use the Service ends. We will make Customer Data available for export for a reasonable period, after which we will delete or de-identify it in accordance with our data retention practices.

13. Disclaimers

The Service is provided "as is" and "as available." To the fullest extent permitted by law, we disclaim all warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will meet every requirement or that records generated by the Service satisfy any specific legal or regulatory obligation — you remain responsible for your own compliance.

14. Limitation of Liability

To the fullest extent permitted by law, Station Automation Solutions LLC will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, revenue, or profits, arising out of or related to your use of the Service. Our total aggregate liability arising out of or related to these Terms will not exceed the amounts paid by your organization for the Service in the twelve (12) months preceding the event giving rise to the claim.

15. Indemnification

You agree to indemnify and hold harmless Station Automation Solutions LLC from any claims, damages, or expenses arising out of your misuse of the Service, your violation of these Terms, or your violation of any law or the rights of a third party — including claims arising from your collection or use of member data.

16. Governing Law & Disputes

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. Any disputes arising under these Terms will be subject to the exclusive jurisdiction of the state and federal courts located in Texas, unless otherwise required by applicable law.

17. Changes to These Terms

We may update these Terms as our product and legal requirements evolve. When we do, we will update the "Last Updated" date at the top of this page. Material changes will be communicated where appropriate. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.