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Terms of Service

Last updated October 27, 2026

These Terms govern use of the Fire SOP Advisors portal (the “Service”), operated by [COMPANY LEGAL NAME], a [STATE OF FORMATION] business doing business as Fire SOP Advisors (“we”, “us”). The fire department or emergency services organization that engaged us is the “Customer”. Each person the Customer or we give access to is a “User”. If the Customer has signed a separate services agreement with us, that agreement controls where it conflicts with these Terms.

1. Access and accounts

Access is by invitation only. Customer administrators decide who is on their department's roster and what role each person has, and are responsible for removing or deactivating people who leave. Users sign in with one-time links or codes sent to their email address, so each User is responsible for keeping their email account secure and must not share sign-in links or codes. Tell us right away at support@firesopadvisors.com if you believe someone has accessed the Service without permission.

2. Customer data

The Customer owns the SOPs, documents, roster information and sign-off records it puts into the Service (“Customer Data”). We use Customer Data only to provide, secure and support the Service, to follow the Customer's instructions, and as required by law. We do not sell Customer Data or use it for advertising. We may use de-identified, aggregated information about how the Service is used to operate and improve it; that information does not identify the Customer or any individual.

Many Customers are public agencies subject to public-records laws. The Customer is responsible for responding to public-records requests about its records. On request we will help the Customer export the records it needs.

3. What the Service does and doesn't do

The Service organizes SOPs, tracks reviews and revisions, records member acknowledgments, and maps SOPs to standards the Customer selects. Compliance maps, findings and program scores are management aids. They are not legal advice, a certification, or a guarantee of compliance with NFPA standards, OSHA regulations, ISO ratings, accreditation criteria or state or local law. The Customer and its authority having jurisdiction decide which requirements apply, and the Customer remains responsible for the content, adoption, training and enforcement of its SOPs. Standards are referred to by number and title only; the Service does not provide the text of copyrighted standards.

4. Electronic acknowledgments

When a User selects “Sign” on an SOP, the Service records that the User has read and understands that version, with the date and time. Users agree that this electronic acknowledgment has the same effect as a handwritten one. Officers may also record acknowledgments collected in person, such as at training; the record shows who entered them. The Customer decides whether electronic acknowledgments meet its own policies and record-keeping requirements.

5. Acceptable use

Users must not:

• upload protected health information, patient care reports, criminal justice information, or other data whose handling is restricted by law (for example HIPAA or CJIS);
• upload anything unlawful, infringing, or that the User has no right to share;
• try to access another department's records, probe or bypass security controls, or use another person's account;
• upload malware, scrape the Service, or put unreasonable load on it;
• copy, resell or reverse engineer the Service.

6. Availability, support and backups

We work to keep the Service available and secure, and we keep daily and off-site backups, but we don't guarantee uninterrupted or error-free operation. We may perform maintenance, ideally outside normal business hours. Customers should keep their own copies of important records using the exports the Service provides (SOP register and printable audit reports). Support is available at support@firesopadvisors.com.

7. Fees

Fees, if any, are set out in the Customer's proposal, order or services agreement with us.

8. Suspension and termination

The Customer may stop using the Service at any time under the terms of its agreement with us. We may suspend access that threatens the security or integrity of the Service or violates these Terms, and we will tell the Customer as soon as practical. After the Customer's account ends, we will make its records available for export for 30 days, then delete them from active systems within 90 days. Copies in backups are deleted as those backups expire.

9. Confidentiality

We treat Customer Data as confidential, limit access to people who need it to provide the Service, and require our service providers to protect it. See the Privacy Policy and the list of subprocessors.

10. Disclaimers

Except as stated in these Terms or a signed agreement, the Service is provided “as is” and “as available”, and we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement, to the extent the law allows.

11. Limitation of liability

To the extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or data, arising from the Service. Our total liability for any claim relating to the Service is limited to the fees the Customer paid us for the Service in the 12 months before the claim. These limits don't apply to a party's gross negligence, willful misconduct, or obligations that can't be limited by law.

12. Responsibility for content

To the extent permitted by the law that governs the Customer, the Customer is responsible for claims arising from Customer Data or from its Users' misuse of the Service.

13. Governing law

These Terms are governed by the laws of [STATE OF FORMATION], without regard to conflict-of-law rules, unless the Customer is a public agency whose law requires otherwise.

14. Changes

We may update these Terms. If a change is material, we will notify Customer administrators and ask Users to accept the updated Terms the next time they sign in.

15. Contact

[COMPANY LEGAL NAME], [MAILING ADDRESS]. Email: support@firesopadvisors.com.