Terms of Service

Effective Date: February 19, 2026

These Terms of Service ("Terms") govern your use of the ePCR Software electronic patient care reporting application and related services (the "Service") provided by ePCR Solutions LLC ("we," "us," or "our"). By accessing or using the Service, you agree to be bound by these Terms.

      Important: The Service is designed to assist with medical incident documentation. It is not a substitute for professional medical judgment, emergency medical services (911), or clinical decision-making systems.
    

1. Service Description

ePCR Software provides a HIPAA-compliant, offline-first Progressive Web Application for electronic patient care reporting. The Service includes:

Incident documentation and management
Encrypted local and cloud data storage
Role-based access control and user management
Offline data capture with automatic synchronization
Audit trail and compliance reporting
Supervisor review workflows
Custom fields and organizational branding

2. Account Terms

2.1 Account Creation

Accounts are created by your organization's administrator. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.

2.2 Account Security

You agree to:

Keep your password confidential and use a strong, unique password
Complete any required password changes (including initial temporary passwords)
Not share your account credentials with any other person
Notify your administrator immediately of any unauthorized account access
Lock your session when stepping away from your device

2.3 Device Enrollment

The Service supports multi-device enrollment for passwordless access. You are responsible for enrolling only trusted devices and promptly reporting lost or stolen devices to your administrator for revocation.

3. Acceptable Use

You agree to use the Service only for its intended purpose of medical incident documentation. You agree not to:

Use the Service for any unlawful purpose
Attempt to bypass security controls, access controls, or encryption
Access data you are not authorized to view based on your assigned role
Share, export, or disclose protected health information (PHI) except as permitted by HIPAA and your organization's policies
Attempt to reverse-engineer, decompile, or extract source code from the Service
Introduce malicious code, viruses, or other harmful material
Interfere with or disrupt the Service's infrastructure

4. Data Ownership and Responsibility

4.1 Your Data

Your organization retains all ownership rights to the data entered into the Service. We do not claim any ownership rights over your incident reports, patient data, or organizational content.

4.2 HIPAA Responsibilities

Your organization is responsible for:

Determining what constitutes PHI in your use of the Service
Training staff on HIPAA compliance and proper use of the Service
Configuring appropriate data retention policies
Managing user access levels and promptly revoking access for departing staff
Reviewing emergency access events
Reporting suspected breaches to us and affected parties as required by law

4.3 Data Accuracy

You are responsible for the accuracy and completeness of all information entered into the Service. The Service provides tools for data entry but does not validate clinical accuracy.

5. Service Availability

5.1 Offline Functionality

The Service is designed to function offline. However, certain features (synchronization, push notifications, and multi-device access) require an internet connection. We are not responsible for data discrepancies that may arise from extended offline periods or synchronization conflicts.

5.2 Uptime

We strive to maintain high availability for our cloud services but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance when possible. The offline-first design ensures you can continue working during cloud outages.

6. Intellectual Property

The Service, including its design, code, features, and documentation, is the intellectual property of ePCR Solutions LLC and is protected by copyright and other intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service for your organization's internal purposes.

7. Payment Terms

Payment terms, pricing, and billing cycles are specified in your organization's service agreement. Failure to maintain payment may result in service suspension or termination. Your data will be preserved for a reasonable period following termination to allow for export.

8. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that:

The Service will be uninterrupted or error-free
Data synchronization will be instantaneous in all conditions
The Service meets all regulatory requirements specific to your jurisdiction

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, EPCR SOFTWARE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF DATA, LOSS OF REVENUE, OR LOSS OF BUSINESS OPPORTUNITIES, ARISING FROM YOUR USE OF THE SERVICE.

Our total liability for any claims arising under these Terms shall not exceed the amount paid by your organization for the Service in the twelve (12) months preceding the claim.

10. Indemnification

You agree to indemnify and hold harmless ePCR Solutions LLC from any claims, damages, or expenses arising from your violation of these Terms, your misuse of the Service, or your organization's failure to comply with applicable laws including HIPAA.

11. Termination

Either party may terminate the service relationship with written notice as specified in your service agreement. Upon termination:

Your access to the Service will be revoked
We will provide a reasonable window for you to export your data
After the export window, your data will be permanently deleted from our systems
Local data on enrolled devices should be cleared by your administrator

We may immediately suspend or terminate access for material violations of these Terms or for conduct that threatens the security of the Service.

12. Changes to Terms

We may modify these Terms from time to time. We will notify registered users of material changes at least 30 days before they take effect. Continued use of the Service after changes become effective constitutes acceptance of the updated Terms.

13. Governing Law

These Terms are governed by the laws of the State of Michigan, United States, without regard to conflict of law principles. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Michigan.

14. Contact Us

For questions about these Terms, please contact us: