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, 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.

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 17 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. Meeting Mode and Team Calls

The Service includes "Meeting Mode," a shared space where members of a team may take notes together and, optionally, start or join a live audio and video call.

Consent and recording. The Service does not record calls, and provides no recording, playback, or download of call audio or video. You agree not to record, capture, or transcribe a call by any other means — including screen-recording software or a separate device — without the knowledge and consent of every participant. Several U.S. states, including California, require the consent of all parties to record a confidential communication. Compliance with those laws is your responsibility, not ours.

Restricted data applies to speech. The prohibitions in Section 8 apply to anything said aloud on a call or captured by transcription exactly as they apply to text you type. You agree not to discuss, dictate, or otherwise introduce Protected Health Information or other restricted data during a call or while transcription is enabled.

Transcription. Transcription is provided by your web browser's own speech recognition service, not by us. When you enable it, your browser transmits captured audio to its vendor for processing and returns text. We do not control that service, its accuracy, or its retention practices. Transcribed text is a convenience and may be incomplete or wrong; you are responsible for reviewing anything you save from it.

Availability and limits. Calls are carried by a third-party provider and are offered on an as-is basis with no guarantee of availability, quality, capacity, or duration. Calls end automatically after a fixed period unless extended, participant counts are limited, and we may change or withdraw calling functionality at any time, including where usage exceeds the capacity we have provisioned.

Conduct. The acceptable-use obligations in Section 7 apply in full to conduct on a call, including audio, video, and anything visible in your camera's field of view.

10. AI Features

The Service includes optional features that use an artificial-intelligence model to tidy dictated text, summarize a transcript, read a photograph of a page, and turn a spoken instruction into a proposed entry. These features run only when you choose to invoke them.

Restricted data applies to anything you send to them. The prohibitions in Section 8 apply in full to text you dictate, sentences you speak to the assistant, and — in particular — to anything visible in a photograph you take. A photograph of a form, chart, or handwritten page may contain Protected Health Information even where you did not intend to capture it, and photographing such a page introduces that information into the Service. You are responsible for what you point the camera at.

Processing by a third party. When you use one of these features, the specific item you are working on is transmitted to our AI provider for processing and the result is returned to you. Photographs are read and discarded and are not stored by us. Your client list is not transmitted. Questions about your own records are answered on your device. Further detail, including the identity of the provider, is in our Privacy Policy.

Output is a draft, not a record. Anything these features produce — a transcription, a summary, a proposed entry — may be incomplete, mistaken, or misattributed. Nothing is saved to your records until you review it and confirm. You are responsible for the accuracy of anything you accept, and you should check any transcription against the original before relying on it.

Not advice. These features perform clerical work: transcribing, organizing, and filing what you tell them. They do not provide medical, clinical, legal, or professional advice, must not be relied upon for any such purpose, and are not a substitute for the judgment of a qualified professional.

Availability. AI features depend on a third-party service and a working connection. They are offered on an as-is basis with no guarantee of availability, accuracy, or continuity, and we may change or withdraw them at any time. The rest of the Service does not depend on them.

11. 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 using the export options in each section.

12. 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, LiveKit for carrying the audio and video of team calls, 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.

13. 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.

14. 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.

15. Disclaimer of Warranties

16. Limitation of Liability

17. 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.

18. 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.

19. 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.

20. 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.

21. Contact

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

OtterLabs Technologies LLC
Email: eddyrivera@otterlabs.us