Terms of Service

1. Who these terms are between

These terms are between [operator legal entity name] ("we", "us"), and the fire department, district, authority or other agency that holds the account ("you", "the department"). They cover use of ProbieTrack.

2. What the service is

ProbieTrack records the training, evaluation and probationary status of members of your department. It stores what your people enter and produces documents from it. It does not tell you whether your program complies with anything. It stores the guideline documents you upload and records which version was in force on a given date; it does not read, interpret or assess them, and no output of the service is a legal, employment or accreditation opinion.

3. Your data is yours

You own everything you put into the service, including the records your people create and the documents you upload. We hold it to run the service for you and for no other purpose. Specifically, we do not sell it, we do not share it between departments, and we do not use it to train models.

You can export all of it at any time, including while your account is suspended or lapsed, from Settings → Your data. We will also produce a complete archive on request.

4. Accounts and access

Accounts are created by invitation from an administrator at your department. Nobody can register themselves into your account. You are responsible for who you invite and for what tier of access you give them.

You should assume the service is holding personnel records, and treat access to it the way you treat access to a personnel file.

5. Support access

To help with a problem, we may sign in to your account as one of your administrators. When we do: the session is read-only, it expires automatically, a banner is shown on every page for its duration, and both its start and end are written to your own audit trail with the reason given, where your administrators can read them.

6. Payment

[Pricing, billing period, and what happens on renewal.] Payments are handled by Stripe; we do not store card details.

If payment lapses, your account becomes read-only. Your records are not deleted, hidden, or held back. You keep full read and export access to everything, and writing resumes when billing is current.

7. Ending the agreement

You can close your account at any time. Deletion begins a 30-day window during which nothing is destroyed and you can cancel or export. After that window, your data is permanently removed and cannot be recovered.

[Notice period, refunds on cancellation, and our right to terminate.]

8. Availability

[Uptime commitment, if any. Be honest here: a solo-operated service on a single server should not promise four nines.]

9. Liability

[Limitation of liability, indemnities, and cap. This needs counsel — the service holds employment records that may be produced in a grievance or litigation, and the exposure is not the same as for ordinary business software.]

10. Agencies we do not serve

We decline service to certain agencies for conflict-of-interest reasons, and the check runs before an account can be created. This is not a comment on any department; it is a boundary we hold for our own reasons.

11. Changes

[How changes are notified and when they take effect.]

12. Law and disputes

[Governing law and venue.]

13. Contact

[Contact address for notices.]

Last updated: 2026-09-11