Terms of Service

TRAINEDRESPONDER TERMS OF SERVICE Last updated: August 23, 2026 Please read these Terms of Service ("Terms") carefully before using the TrainedResponder platform (the "Service"). The Service is operated by InformaDev LLC, d/b/a TrainedResponder ("TrainedResponder", "we", "us"). By creating an account, accepting an invitation, or otherwise using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service. 1. THE SERVICE TrainedResponder is a multi-tenant software platform that helps emergency management agencies and volunteer organizations manage training, qualifications, ratings, and ranks for their members. The organization that invited you (your "Organization") administers your account and controls the training content available to you. 2. ELIGIBILITY AND ACCOUNTS You must provide accurate, current, and complete information when setting up your account and keep it up to date. You are responsible for safeguarding your password and for all activity that occurs under your account. Notify your Organization administrator immediately of any unauthorized use. 3. ACCEPTABLE USE You agree to use the Service only for its intended training and qualification-management purposes and in compliance with all applicable laws and your Organization's policies. You will not: (a) access data that does not belong to you or your Organization; (b) attempt to disrupt, probe, or circumvent the security of the Service; (c) upload unlawful, infringing, or malicious content; or (d) use the Service to harass or harm others. 4. ORGANIZATION RESPONSIBILITY Your Organization is responsible for the training content, qualifications, ranks, ratings, and member data it manages within the Service, and may impose additional terms or policies on your use. Records of your training progress, completions, and qualifications are maintained on behalf of your Organization. An Organization that uses the Service is additionally responsible for: (a) having a lawful basis to collect the personal information it enters into the Service, and giving its members whatever notice its program and applicable law require; (b) obtaining parental or guardian consent before entering a member under 18 where its program or applicable law requires it; (c) the accuracy of the records it enters, and for responding to its own members' privacy requests, which are the Organization's to answer because the records are the Organization's; (d) managing who within the Organization holds Owner, OrgAdmin, or UnitAdmin access, and removing that access promptly when a person leaves; and (e) not entering categories of data the Service is not built for. Protected health information subject to HIPAA, payment card numbers, and Social Security numbers must not be placed in a member record, a custom member data field, or an uploaded document. 5. PRIVACY AND DATA PROTECTION We process personal and training data to provide the Service. Our Privacy Policy, available at https://trainedresponder.com/Home/Privacy, describes what we collect, why, who it is disclosed to, how long we keep it, and the privacy rights available to you. Our Cookie and Tracking Notice, available at https://trainedresponder.com/Cookies, lists every cookie the Service sets. For the personal information an Organization and its members put into the Service, the Organization is the business and controller and TrainedResponder is the service provider and processor, as those terms are used in the California Consumer Privacy Act and other United States state privacy laws. Our Data Processing Addendum, available at https://trainedresponder.com/DataProcessing, sets out the terms that govern that processing. The Data Processing Addendum is incorporated into these Terms by reference and forms part of them. Where the Data Processing Addendum and the remainder of these Terms conflict on the handling of personal information, the Data Processing Addendum controls. We do not sell personal information, and we do not share it for cross-context behavioral advertising or targeted advertising. If we become aware of a breach of security affecting personal information in the Service, we will notify affected account Owners without undue delay and no later than 72 hours after we confirm it, as described in the Data Processing Addendum. 6. INTELLECTUAL PROPERTY The Service, including its software, design, and platform content, is owned by TrainedResponder and its licensors and is protected by intellectual-property laws. Training materials created by your Organization remain the property of that Organization. You receive a limited, non-exclusive, non-transferable right to use the Service for its intended purpose. 7. AI-ASSISTED CONTENT GENERATION Depending on your subscription, the Service offers optional AI tools that draft course content and exam questions ("AI Output"). When you use these tools, the material you upload and your lesson text are sent to a third-party AI provider (currently Google or Anthropic) for processing. Member records are never sent to an AI provider. AI Output is a draft for expert review. It is not authoritative training content. AI systems produce text that can be wrong, incomplete, out of date, or confidently mistaken, and they can misstate the source material they were given. AI OUTPUT IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF ACCURACY, COMPLETENESS, OR FITNESS FOR A PARTICULAR PURPOSE. WE DO NOT WARRANT THAT AI OUTPUT WILL BE CORRECT OR ERROR-FREE. Your Organization is responsible for reviewing AI Output before publishing it to members. That review must be performed by a person qualified in the subject matter. Your Organization remains solely responsible for the accuracy of its training content, for the correctness of its exam questions and answer keys, and for the conformance of its training program with any standard, protocol, or authority having jurisdiction that applies to it — including but not limited to NFPA standards, state EMS protocols, and FEMA or ICS requirements. We do not review your content and we do not certify it against any standard. As stated in the Disclaimer of Warranties, completion of training within the Service does not by itself certify real-world competency or authorize any field activity. This applies with equal force to training content drafted with AI tools. Content generated for your Organization belongs to your Organization. Because AI systems generate text probabilistically from similar prompts, other customers may receive similar or identical output, and we make no claim of exclusivity in AI Output. You may not use the AI tools to generate content you know to be unsafe, unlawful, or contrary to a standard your Organization is bound by. 8. FEES, AI ALLOWANCES, AND REFUNDS Subscription fees are billed in advance and are non-refundable except where refund is required by law. You may cancel at any time; cancellation takes effect at the end of your current billing cycle, and your organization moves to read-only access at that point. We do not issue prorated refunds for a partial billing period. Your plan includes a monthly allowance of AI generations. An allowance is not currency: it has no cash value, it does not carry over from month to month, it cannot be transferred, and it is not refundable. A generation counts against your allowance only when it succeeds and returns usable output. If a generation fails, or the AI returns nothing usable, it does not count against your allowance and costs you nothing. We do not refund generations, restore allowance, or issue credit because you were not satisfied with the quality of AI Output. AI Output is a starting point that you review and edit, and the allowance pays for the attempt, not for a particular result. 9. AVAILABILITY AND CHANGES We strive to keep the Service available but do not guarantee uninterrupted or error-free operation. We may modify, suspend, or discontinue features at any time. We may also update these Terms; material changes will be made available through the Service, and continued use after an update constitutes acceptance. Where a change materially reduces the data protections in the Data Processing Addendum, we will give account Owners at least 30 days' notice by email before it takes effect. 10. DISCLAIMER OF WARRANTIES THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. Completion of training within the Service does not by itself certify real-world competency or authorize any field activity; those determinations rest with your Organization. 11. LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY LAW, TRAINEDRESPONDER WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF DATA, ARISING FROM YOUR USE OF THE SERVICE. This limitation applies to any claim arising from or relating to AI Output. TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNT YOUR ORGANIZATION PAID US IN THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. 12. TERMINATION, DATA EXPORT, AND DELETION Your Organization may suspend or remove your access at any time. We may suspend or terminate access for violations of these Terms. Provisions that by their nature should survive termination will survive. An Organization may export its data at any time while its account is open. On termination or expiration of a subscription, the Organization has 30 days to request an export, after which we delete or de-identify its personal information within 60 days of the end of the subscription term. We may retain what the law requires us to keep, including invoices and payment records for tax and accounting purposes, and residual copies persist in encrypted backups until they age out on their rotation. Anything retained remains subject to the Data Processing Addendum for as long as we hold it. 13. GOVERNING LAW These Terms are governed by the laws of the State of Washington, without regard to conflict-of-law principles. The exclusive venue for any dispute arising out of these Terms is the state or federal courts located in King County, Washington. 14. TEXT MESSAGING (SMS) If your Organization uses the Service's scheduling and activation features, you may optionally opt in, in your member profile, to receive text messages from TrainedResponder: emergency activation alerts sent by your Organization through the Service, confirmations of your replies, and subscription-management responses. Message frequency varies with your Organization's activity. Message and data rates may apply. Consent to receive text messages is not a condition of membership, participation, or purchase. You may opt out at any time by replying STOP to any message or by disabling SMS in your member profile; reply HELP for help, or contact [email protected]. Mobile numbers and opt-in status are shared with our SMS delivery provider solely to deliver these messages; we will not share mobile information with third parties for promotional or marketing purposes. Our full SMS Policy is available at https://trainedresponder.com/Home/SmsPolicy. 15. CONTACT Questions about these Terms should be directed to your Organization administrator or to InformaDev LLC at [email protected]. Privacy requests, and requests for a countersigned copy of the Data Processing Addendum, should be sent to [email protected]. By accepting, you acknowledge that you have read and agree to these Terms of Service.