Terms of Service

1. Who We Are

OtterLabs Technologies LLC is a California limited liability company. Our business registration details appear in the footer of this page.

2. The Service

OtterLabs Technologies provides a web-based application that helps small teams record and share day-to-day operational data. The Service enables you and your authorized teammates to manage client records, referrals, mileage routes, member work hours, approvals, and related team information. The Service also offers an optional feature to mirror team data into a Google Sheet of your choosing.

3. Eligibility

To use the Service, you must:

• Be at least 18 years of age
• Be legally capable of entering into a binding contract under the laws of your jurisdiction
• Have a valid Google or Microsoft account for authentication
• Not be prohibited from receiving services under the laws of the United States or any other applicable jurisdiction

If you are using the Service on behalf of a business, organization, or other entity, you represent that you have the authority to bind that entity to these Terms, and "you" includes both you individually and the entity.

4. Your Account

You access the Service by signing in with a third-party identity provider (Google or Microsoft). You are responsible for:

• Maintaining the confidentiality and security of your Google or Microsoft account credentials
• All activity that occurs under your account
• Notifying us promptly if you suspect unauthorized access to your account by emailing eddyrivera@otterlabs.us

You may not share your account credentials or transfer your account to any other person. The Service may be subject to a beta access password, which you may not share with anyone outside of your team without our written consent.

5. Teams, Roles, and Permissions

The Service uses a three-tier role system within each team:

• Owner. The user who created the team. The Owner has full control over team settings, can promote or demote Admins, grant or revoke per-section visibility permissions for Members, configure the Google Sheets sync, and delete the team.
• Admin. A user the Owner has elevated. An Admin can grant or revoke per-section visibility permissions for Members and remove Members from the team, but cannot affect other Admins or the Owner.
• Member. A standard team participant. By default, a Member can see only their own contributions in the Clients, Referrals, Mileage, Member Hours, and Approvals sections. The Owner or an Admin may grant a Member visibility into the full team data in any of those sections individually.

By inviting a teammate to your team (e.g., by sharing the team join code), you agree that you have the right to share team data with that person and that you accept responsibility for the access you grant them.

6. Your Content and Our Rights

You retain ownership of all data you enter into the Service. By using the Service, you grant OtterLabs Technologies a limited, non-exclusive, worldwide, royalty-free license to host, store, copy, process, transmit, and display your data solely as needed to provide and support the Service, including the optional Google Sheets sync feature when you enable it.

You represent and warrant that you have all rights necessary to enter the data you submit and that doing so does not violate any law or third-party right, including privacy rights of the individuals whose information you record.

7. Acceptable Use

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party right
• Store, transmit, or distribute malware, viruses, or other harmful code
• Attempt to gain unauthorized access to the Service, other users' accounts, or our infrastructure
• Interfere with or disrupt the integrity or performance of the Service
• Reverse engineer, decompile, or attempt to extract the source code or trade secrets of the Service, except where such restriction is prohibited by law
• Use the Service to harass, abuse, defame, or harm any person
• Use the Service to collect or store the personal information of individuals without an appropriate lawful basis
• Resell, sublicense, or commercially exploit the Service or any part of it without our prior written consent
• Use the Service in ways that violate the privacy or other rights of the individuals whose data you record (clients, referrals, etc.)

8. Restricted Data; No Protected Health Information

For purposes of these Terms, "Protected Health Information" has the meaning given at 45 C.F.R. § 160.103 and includes individually identifiable health information that is transmitted or maintained in any form or medium, including information that relates to an individual's past, present, or future physical or mental health or condition, the provision of healthcare to the individual, or the past, present, or future payment for the provision of healthcare to the individual, where that information identifies the individual or there is a reasonable basis to believe it can be used to identify the individual.

To minimize sensitive data exposure, the Service is designed to record only limited identifiers (for example, a client identifier may be stored as only its last four digits). You agree to use only the fields the Service provides for their intended purpose and not to circumvent these limitations by entering full identifiers, full medical histories, diagnoses, prescription details, or other sensitive health information in free-text fields such as notes.

You also agree not to use the Service to store, process, or transmit any of the following:

• Full Social Security numbers, full driver's license numbers, full passport numbers, or other full government-issued identification numbers
• Full payment card numbers, full bank account numbers, or other financial account credentials
• Information of children under the age of 13 in any manner that would subject the Service to the Children's Online Privacy Protection Act ("COPPA")
• Information that is classified, controlled, or otherwise restricted by the U.S. government or any other government from being processed by a service such as this one
• Any other data category for which you do not have a clear lawful basis to enter into the Service

You represent and warrant that you will not introduce any of the above categories of data into the Service. You acknowledge that doing so is a material breach of these Terms. We reserve the right, in our sole discretion and with or without notice, to suspend or terminate any account, team, or other access to the Service that we reasonably believe has introduced restricted data of the kinds described in this Section 8, and to require the prompt deletion or remediation of any such data. You are solely responsible for any consequences arising from the introduction of restricted data into the Service, and your indemnification obligations under Section 15 apply to any such introduction.

We may, in the future, offer a HIPAA-compliant configuration of the Service for users who execute a BAA with us. Until such a configuration is announced in writing and a BAA is executed between us, the restrictions in this Section 8 apply without exception.

9. Google Sheets Sync

The Service includes an optional feature, configurable by the team Owner, that exports team data to a Google Sheet you designate. When you enable this feature:

• You authorize the Service to access your Google Sheets via the https://www.googleapis.com/auth/spreadsheets OAuth scope.
• The Service will create new tabs ("Clients," "Referrals," "Mileage," "Member Hours," "Approvals," "People," "Activity") in your spreadsheet if they do not already exist and will overwrite the contents of those tabs with current team data on each sync.
• You are responsible for ensuring that the Google Sheet you designate is appropriate for your team's data and for managing who else has access to that sheet via Google's sharing controls.
• You are responsible for any cells, tabs, or data in the spreadsheet that you wish to preserve. The seven tabs listed above are managed by the Service and may be cleared and rewritten without notice on every sync.
• You may revoke access at any time at https://myaccount.google.com/permissions, which will stop future syncs.
• The restrictions in Section 8 (Restricted Data; No Protected Health Information) apply equally to data synced through this feature. You must not designate a Google Sheet for sync that contains, or that you intend to populate with, restricted data of the kinds described in Section 8.

Our use of Google user data is governed by Google's API Services User Data Policy and the Limited Use Requirements, as described more fully in our Privacy Policy.

10. Beta Status

By using a beta service, you acknowledge and accept these risks. We recommend maintaining your own backup of any data you consider critical, including by using the Google Sheets sync feature where available.

11. Third-Party Services

The Service relies on third-party services to function, including Google Cloud Platform (Firebase) for authentication and data storage, Microsoft Identity for users who sign in with Microsoft, OpenStreetMap and OSRM for map and routing functionality, and Netlify for static web hosting. Your use of those underlying services is subject to their respective terms and privacy policies. We are not responsible for the acts or omissions of third-party providers.

12. Privacy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your information. By using the Service, you consent to our practices as described in the Privacy Policy.

13. Suspension and Termination

You may stop using the Service at any time. To delete your account or your team's data, see Section 6 of our Privacy Policy or email eddyrivera@otterlabs.us.

We may suspend or terminate your access to the Service, with or without notice, if we reasonably believe that you have violated these Terms (including without limitation Section 8), that your use of the Service may cause legal exposure to us or to other users, or that we are required to do so by law. We may also discontinue the Service in whole or in part at any time. We will give reasonable advance notice of a planned discontinuation where practicable.

14. Disclaimer of Warranties

15. Limitation of Liability

16. Indemnification

You agree to indemnify, defend, and hold harmless OtterLabs Technologies LLC, its officers, directors, employees, agents, affiliates, and licensors from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of or access to the Service; (b) your violation of these Terms (including without limitation Section 8 regarding Restricted Data); (c) your violation of any law or third-party right, including any privacy right of the individuals whose data you record in the Service; or (d) any content or data you submit through the Service.

17. Governing Law and Disputes

These Terms are governed by the laws of the State of California, U.S.A., without regard to its conflict-of-law principles. The exclusive jurisdiction and venue for any action arising out of or relating to these Terms or the Service will be the state and federal courts located in California, and you consent to the personal jurisdiction of those courts.

You and OtterLabs Technologies agree to attempt in good faith to resolve any dispute informally before initiating any legal proceeding by emailing eddyrivera@otterlabs.us.

18. Changes to These Terms

We may update these Terms from time to time. When we do, we will update the "Last updated" date at the top of this page. For material changes, we will provide more prominent notice (for example, an in-app banner). Continued use of the Service after a change takes effect constitutes acceptance of the updated Terms.

19. General

• Entire agreement. These Terms, together with our Privacy Policy, constitute the entire agreement between you and OtterLabs Technologies LLC regarding the Service.
• Severability. If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
• Waiver. Our failure to enforce any right or provision will not be deemed a waiver.
• Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights to a successor or affiliate.
• No agency. Nothing in these Terms creates an agency, partnership, joint venture, or employment relationship.

20. Contact

If you have questions about these Terms, contact us at:

OtterLabs Technologies LLC
Email: eddyrivera@otterlabs.us