You agree to be bound by these Terms by any of the following actions: (a) downloading, installing, or launching any ResponderRMS application; (b) creating an account; (c) joining an Agency or accepting an invitation to an Agency; (d) requesting or participating in a demonstration, trial, or pilot; (e) subscribing to or paying for the Service; (f) accessing or browsing the Site; or (g) accessing or using any portion of the Service. If you accept these Terms on behalf of an Agency or other entity, you represent and warrant that you have full legal authority to bind that Agency or entity to these Terms, and references to “you” include that Agency or entity. If you do not have such authority, or you do not agree to these Terms, do not access or use the Service or Site.

• “Agency” means a fire department, EMS agency, fire district, municipality, emergency response organization, or other organization authorized to use the Service.
• “Authorized User” means an individual whom the Agency authorizes to access the Service under the Agency’s account, including members, employees, volunteers, and contractors.
• “Customer Data” means data, content, records, or other information that Customer or its Authorized Users submit to, upload to, or generate within the Service.
• “Service” means the ResponderRMS platform, mobile and web applications, APIs, documentation, and related hosted services made available by ResponderRMS.
• “Site” means the website located at responderrms.com and any related ResponderRMS web properties.
• “Subscription” means a paid plan or order under which Customer is granted access to the Service for a defined term.
• “Beta Features” means any features identified as beta, preview, alpha, evaluation, early access, pilot, or otherwise not generally available.
• “AI Features” means any artificial intelligence, machine learning, summarization, drafting, narrative-generation, transcription, recommendation, classification, prediction, or similar automated capabilities made available within the Service.

ResponderRMS provides a mobile-driven Resource Management System, Computer-Aided Dispatch, and operational management platform designed for Fire and EMS agencies and adaptable for other emergency response organizations such as emergency management, dispatch centers, hospitals, colleges, utilities, industrial response teams, municipalities, and allied public-safety agencies, to support personnel, apparatus, incident, response, and operational workflows. The Service is a tool intended to support, not replace, lawful agency policies, professional judgment, certified dispatch systems of record, public-safety answering points (PSAPs), or 911 services.

THE SERVICE IS NOT A 911 SERVICE, IS NOT A PRIMARY EMERGENCY DISPATCH SYSTEM OF RECORD, AND MUST NOT BE RELIED UPON AS THE SOLE OR PRIMARY MEANS OF DISPATCHING, TRACKING, OR COMMUNICATING WITH RESPONDERS DURING A LIFE-SAFETY EMERGENCY.

You must be at least 18 years of age and authorized by your Agency to enter into these Terms. You are responsible for all activity that occurs under your account and for ensuring that all Authorized Users comply with these Terms and all applicable laws, regulations, and Agency policies. You must promptly notify us at legal@responderrms.com of any suspected unauthorized access or security incident affecting your account.

You agree not to, and not to permit any Authorized User to:

• Use the Service in violation of any law, regulation, accreditation standard, or third-party right.
• Use the Service as the sole or primary means of dispatching emergency resources or replacing certified PSAP / 911 infrastructure.
• Upload Protected Health Information (PHI), Criminal Justice Information (CJI), or other regulated data except in accordance with a separately executed written agreement with ResponderRMS (e.g., BAA, CJIS addendum) that expressly permits it.
• Reverse engineer, decompile, scrape, copy, resell, sublicense, or create derivative works of the Service.
• Introduce malware, attempt to gain unauthorized access, interfere with the Service’s operation, or circumvent security or rate limits.
• Use the Service to harass, surveil, profile, or discriminate against any individual or group in violation of law.
• Misrepresent your identity, Agency affiliation, or authority to act on behalf of an Agency.

ResponderRMS may suspend or terminate access immediately, without liability, for any actual or suspected violation of this Section.

Customer acknowledges and agrees that it is solely responsible for the operation, supervision, and administration of its Agency’s use of the Service. Without limiting any other obligation in these Terms, Customer is responsible for:

• Creating, managing, and monitoring user accounts and roles within the Service.
• Assigning and reviewing user permissions and access rights.
• Promptly removing former employees, members, volunteers, or contractors and revoking their access.
• Protecting credentials, enforcing strong authentication, and securing devices used to access the Service.
• Maintaining independent operational procedures, policies, training, and supervision sufficient to continue safe operations without the Service.
• Maintaining backup communication and notification methods, including radio, traditional station alerting, and primary CAD/PSAP channels.
• Maintaining official records, evidence, and reporting in authoritative systems of record as required by law, regulation, accreditation standard, retention schedule, or Agency policy.
• The accuracy, quality, legality, and appropriateness of Customer Data, and for obtaining all consents and notices required to collect, use, and share it.

ALL DISPATCH, RESPONSE, MUTUAL AID, STAFFING, PERSONNEL ACCOUNTABILITY, UNIT STATUS, APPARATUS ASSIGNMENT, INCIDENT COMMAND, TACTICAL, MEDICAL, RESCUE, FIRE SUPPRESSION, HAZARDOUS MATERIALS, PATIENT CARE, REPORTING, AND OPERATIONAL DECISIONS REMAIN SOLELY THE RESPONSIBILITY OF THE CUSTOMER AND ITS PERSONNEL.

ResponderRMS does not verify, approve, supervise, command, or direct any emergency response activity and does not act as a dispatcher, communications officer, incident commander, or medical director. Information displayed by the Service — including unit recommendations, closest-unit calculations, suggested assignments, status changes, run cards, preplans, hydrant data, hazard data, and similar outputs — is informational only and must be independently verified by qualified personnel before being acted upon.

THE SERVICE IS NOT DESIGNED, INTENDED, OR WARRANTED TO SERVE AS THE SOLE OR PRIMARY LIFE-SAFETY-CRITICAL SYSTEM FOR DISPATCHING, COMMUNICATIONS, PERSONNEL ACCOUNTABILITY, INCIDENT MANAGEMENT, OR EMERGENCY RESPONSE OPERATIONS. EMERGENCY SERVICES, DISPATCH OPERATIONS, RESPONDER ACCOUNTABILITY, INCIDENT MANAGEMENT, MAPPING, REPORTING, AND RELATED PUBLIC-SAFETY ACTIVITIES INVOLVE INHERENT RISKS.

Customer acknowledges that the Service may experience outages, delays, inaccuracies, synchronization issues, notification failures, data loss, or other errors at any time and without warning, and shall maintain independent, redundant, and legally-compliant procedures and systems — including staffing, training, supervision, policies, communications systems, dispatch systems, mutual aid agreements, radio systems, and recordkeeping systems — sufficient to continue operations safely regardless of whether the Service is available, accurate, complete, or functioning as expected.

As between the parties, Customer retains ownership of Customer Data. Customer grants ResponderRMS a worldwide, non-exclusive, royalty-free license to host, process, transmit, display, back up, and otherwise use Customer Data solely to provide, secure, support, and improve the Service.

Customer is solely responsible for: (a) the accuracy, quality, legality, and appropriateness of Customer Data; (b) obtaining all consents and notices required to collect, use, and share Customer Data; (c) classifying data correctly and not submitting regulated data outside the scope of an executed agreement permitting it; and (d) maintaining independent backups, exports, and records as required by law, retention schedules, and Agency policy.

The Service is not intended to serve as the official records repository, evidence management system, or system of record of any Agency unless expressly agreed in writing by ResponderRMS. Customer remains solely responsible for records retention, evidence preservation, chain of custody, legal holds, litigation discovery, FOIA/FOIL/public-records compliance, HIPAA recordkeeping, and all other statutory, regulatory, accreditation, and contractual recordkeeping obligations. Customer is responsible for exporting and independently preserving any data needed for those purposes.

Free demos, trials, pilot programs, and Beta Features are provided “AS IS,” without warranty of any kind, and may be modified, suspended, or discontinued at any time. ResponderRMS shall have no liability arising from or related to Beta Features.

Paid Subscriptions are governed by the order form, quote, or online subscription you agree to. Fees are non-refundable except where required by law. You are responsible for all taxes other than ResponderRMS’s income taxes. Late amounts may accrue interest at the lesser of 1.5% per month or the maximum allowed by law, and we may suspend the Service for non-payment after reasonable notice.

Promotional pricing, including Founding Agency pricing, is discretionary, may be modified or discontinued for future customers at any time, and remains valid only while the qualifying Subscription remains active and in good standing.

The Service depends on, integrates with, or interoperates with services and infrastructure provided by third parties, including but not limited to: cloud hosting providers, authentication providers, mobile platform providers, mobile operating systems, mapping providers, push-notification providers, internet service providers and mobile carriers, GPS and location providers, station-alerting and paging providers, CAD integrations, and PSAP integrations (collectively, “Third-Party Services”).

ResponderRMS does not control and is not responsible for any Third-Party Service or for any outage, latency, signal coverage, location accuracy, API change, deprecation, discontinued integration, pricing change, policy change, security event, operating system change, or other action or inaction of a Third-Party Service that affects the Service. Customer’s use of Third-Party Services is governed by their respective terms.

ResponderRMS does not actively monitor incidents, alarms, personnel status, emergency communications, or Agency activity. ResponderRMS has no duty to monitor the Service for emergency events or to notify any person or Agency of emergencies, failures, or dangerous conditions. Customer remains solely responsible for monitoring its own operations and maintaining appropriate emergency communications.

ResponderRMS strives to make the Service available but does not guarantee uninterrupted, error-free, secure, or continuously available operation. The Service may be unavailable or impaired due to scheduled or emergency maintenance, updates, capacity limits, security events, or events outside our reasonable control, including but not limited to: acts of God, natural disasters, wildfire, flood, earthquake, severe weather, pandemic, war, terrorism, civil unrest, government action, labor disputes, power or telecommunications failures, internet or cloud-provider outages, denial-of-service attacks, mobile-carrier outages, GPS or satellite degradation, and failures of Third-Party Services.

YOU EXPRESSLY ACKNOWLEDGE THAT ANY INTERRUPTION, OUTAGE, DELAY, DATA LOSS, OR DEGRADATION OF THE SERVICE COULD OCCUR AT ANY TIME. RESPONDERRMS SHALL NOT BE LIABLE FOR ANY DAMAGES OF ANY KIND ARISING FROM SERVICE INTERRUPTIONS, UNAVAILABILITY, OR FORCE-MAJEURE EVENTS.

MAPPING, GEOCODING, REVERSE-GEOCODING, ADDRESS DATA, ROUTING, NAVIGATION, TURN-BY-TURN DIRECTIONS, DRIVE-TIME ESTIMATES, AUTOMATIC VEHICLE LOCATION (AVL), GPS COORDINATES, CLOSEST-UNIT CALCULATIONS, GEOFENCING, HYDRANT DATA, PREPLAN DATA, HAZARD DATA, AERIAL IMAGERY, AND OTHER LOCATION OR GEOSPATIAL INFORMATION MAY BE INCOMPLETE, DELAYED, INACCURATE, OUT-OF-DATE, OR UNAVAILABLE.

Such information must not be relied upon as the sole source of location, routing, or tactical decision-making. Customer is responsible for verifying location and geospatial data against authoritative sources and for maintaining traditional maps, radio communications, and other navigational and tactical backups.

PUSH NOTIFICATIONS, IN-APP NOTIFICATIONS, TEXT/SMS MESSAGES, EMAILS, PHONE CALLS, VOICE ANNOUNCEMENTS, PAGER INTEGRATIONS, STATION-ALERTING INTEGRATIONS, TONE-OUTS, RADIO INTEGRATIONS, WEBHOOK CALLBACKS, AND OTHER COMMUNICATIONS GENERATED OR TRANSMITTED BY THE SERVICE MAY BE DELAYED, DUPLICATED, REORDERED, FILTERED, BLOCKED, SILENCED, MISROUTED, OR FAIL ENTIRELY DUE TO CARRIER, DEVICE, OPERATING SYSTEM, NETWORK, THIRD-PARTY, OR OTHER CONDITIONS OUTSIDE RESPONDERRMS’S CONTROL.

Customer shall maintain independent alerting and notification methods — including radio, traditional station alerting, and primary CAD/PSAP notification channels — appropriate for its operations, and shall not rely on the Service as the sole method of notifying personnel of any incident, assignment, or status change.

ResponderRMS implements commercially reasonable administrative, technical, and physical safeguards designed to protect the Service. However, no system is perfectly secure.

RESPONDERRMS SHALL NOT BE LIABLE FOR UNAUTHORIZED ACCESS, CYBERATTACK, RANSOMWARE, MALWARE, PHISHING, SOCIAL ENGINEERING, CREDENTIAL COMPROMISE, ACCOUNT TAKEOVER, DATA BREACH, OR ANY OTHER SECURITY EVENT EXCEPT TO THE EXTENT CAUSED SOLELY BY RESPONDERRMS’S WILLFUL MISCONDUCT.

Customer is responsible for managing user provisioning and de-provisioning, enforcing strong authentication and MFA where available, securing endpoints used to access the Service, training personnel on phishing and credential hygiene, and promptly reporting suspected incidents to legal@responderrms.com.

AI Features are provided solely as an assistive tool. AI Features may produce inaccurate, incomplete, biased, or misleading outputs and are not a substitute for the judgment, training, certifications, or authority of qualified personnel.

ALL AI-GENERATED CONTENT MUST BE REVIEWED, VALIDATED, EDITED, AND APPROVED BY QUALIFIED CUSTOMER PERSONNEL BEFORE ANY OPERATIONAL, INVESTIGATIVE, MEDICAL, LEGAL, EMPLOYMENT, OR RECORDS USE. AI OUTPUTS DO NOT CONSTITUTE PROFESSIONAL ADVICE AND MUST NOT BE TREATED AS THE OFFICIAL NARRATIVE, FINDING, OR DETERMINATION OF ANY AGENCY UNLESS REVIEWED AND ADOPTED BY AN AUTHORIZED PERSON.

THE SERVICE AND SITE ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY LAW, RESPONDERRMS DISCLAIMS ALL WARRANTIES, INCLUDING WITHOUT LIMITATION IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, RELIABILITY, COMPLETENESS, OR QUIET ENJOYMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

RESPONDERRMS DOES NOT WARRANT THAT THE SERVICE WILL MEET YOUR REQUIREMENTS, BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE; THAT DATA, LOCATION INFORMATION, OR NOTIFICATIONS WILL BE ACCURATE, TIMELY, OR DELIVERED; OR THAT DEFECTS WILL BE CORRECTED.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL RESPONDERRMS, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, LICENSORS, OR SUPPLIERS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, GOODWILL, DATA, USE, BUSINESS INTERRUPTION, RESPONSE DELAY, INJURY, DEATH, PROPERTY DAMAGE, OR OTHER INTANGIBLE LOSSES, WHETHER BASED IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER THEORY, ARISING OUT OF OR RELATING TO THE SERVICE, SITE, OR THESE TERMS, EVEN IF RESPONDERRMS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

UNDER NO CIRCUMSTANCES SHALL RESPONDERRMS BE LIABLE FOR ANY CLAIM ARISING FROM OR RELATING TO EMERGENCY RESPONSE OPERATIONS, DISPATCH ACTIVITIES, INCIDENT MANAGEMENT, RESPONDER ACCOUNTABILITY, PATIENT CARE, FIRE SUPPRESSION, RESCUE, HAZARDOUS MATERIALS OPERATIONS, MUTUAL AID, OR OTHER PUBLIC-SAFETY FUNCTIONS, INCLUDING ANY CLAIM THAT THE SERVICE FAILED TO DISPATCH, ALERT, NOTIFY, TRACK, LOCATE, OR REPORT.

RESPONDERRMS’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE, SITE, OR THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE FEES ACTUALLY PAID BY YOU TO RESPONDERRMS FOR THE SERVICE IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100.00).

These limitations apply notwithstanding the failure of essential purpose of any limited remedy and form an essential basis of the bargain between the parties.

To the maximum extent permitted by law, you agree to defend, indemnify, and hold harmless ResponderRMS and its affiliates, officers, directors, employees, agents, licensors, and suppliers from and against any and all claims, demands, actions, investigations, losses, liabilities, damages, judgments, settlements, fines, penalties, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to: (a) your or your Authorized Users’ access to or use or misuse of the Service or Site; (b) your Customer Data, including its accuracy, lawfulness, and the rights to submit it; (c) any dispatch, response, operational, tactical, medical, personnel, evidence, or recordkeeping decision made by you or your personnel, whether or not informed by the Service; (d) any death, bodily injury, property damage, environmental harm, civil-rights claim, employment claim, or other harm alleged to result from your use of, reliance on, or inability to use the Service; (e) your violation of these Terms, any law, or any third-party right; (f) any service interruption, outage, latency, data loss, mapping or location inaccuracy, notification failure, AI output, or cybersecurity event you allege caused you harm; and (g) your failure to maintain the independent backup, alerting, recordkeeping, and operational procedures required by these Terms. ResponderRMS may assume exclusive defense and control of any matter subject to indemnification, in which case you agree to cooperate.

The Service and Site do not provide medical, legal, tactical, dispatch, or other professional advice. All decisions regarding response, treatment, deployment, evidence, or recordkeeping remain solely with you and your personnel, consistent with your training, certifications, policies, and applicable law.

ResponderRMS and its licensors own all right, title, and interest in and to the Service, Site, and all related intellectual property. Subject to these Terms, ResponderRMS grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service during your Subscription. All rights not expressly granted are reserved. Feedback you provide may be used by ResponderRMS without restriction or obligation.

ResponderRMS may collect, generate, and use anonymized, aggregated, de-identified, and statistical usage information derived from Customer’s use of the Service for analytics, benchmarking, security, fraud prevention, service improvement, product development, and business operations, provided that such information does not identify Customer, any individual, or any specific incident.

We may suspend or terminate the Service or your account at any time, with or without notice, for any actual or suspected breach of these Terms, non-payment, risk to the Service or other customers, or to comply with law. Upon termination, your right to use the Service ends immediately. Sections that by their nature should survive termination will survive, including ownership, disclaimers, limitation of liability, indemnification, and governing-law provisions.

DATA EXPORT AND RETRIEVAL.

Customer is solely responsible for exporting and independently retaining any Customer Data — including records, reports, incidents, personnel data, and any other content — that Customer wishes to preserve, prior to expiration, suspension, or termination of the Service. Following termination or expiration, and after any applicable retention period stated in the order form or ResponderRMS’s then-current data retention policy, ResponderRMS may permanently delete Customer Data from active systems and backups, without further notice and without liability, unless otherwise required by law or agreed in writing.

You represent that you are not located in, and will not use the Service from, any jurisdiction or by any person subject to U.S. export controls or sanctions that would prohibit access. If you are a U.S. federal, state, local, or tribal government end user, the Service is “commercial computer software” and “commercial computer software documentation” under applicable FAR/DFARS provisions and is licensed with only those rights provided to all other end users under these Terms. Nothing in these Terms shall be construed as a waiver of any sovereign immunity, governmental defense, or statutory protection to which a government Customer is otherwise entitled under applicable law.

These Terms are governed by the laws of the State of New York, United States, without regard to its conflict-of-laws principles. Except for claims for injunctive relief to protect intellectual property, the parties shall first attempt to resolve any dispute informally by good-faith negotiation for at least thirty (30) days. Any unresolved dispute shall be brought exclusively in the state or federal courts located in Suffolk County, New York, and where federal jurisdiction applies, in the United States District Court for the Eastern District of New York. Each party irrevocably consents to personal jurisdiction and venue in those courts.

EACH PARTY WAIVES ANY RIGHT TO A JURY TRIAL AND WAIVES ANY RIGHT TO PARTICIPATE IN, OR BE REPRESENTED IN, ANY CLASS ACTION, COLLECTIVE ACTION, REPRESENTATIVE ACTION, PRIVATE ATTORNEY GENERAL ACTION, CONSOLIDATED ACTION, COORDINATED ACTION, OR MASS ARBITRATION ARISING OUT OF OR RELATING TO THE SERVICE, SITE, OR THESE TERMS. CLAIMS MAY ONLY BE BROUGHT ON AN INDIVIDUAL BASIS.

We may update these Terms from time to time. Material changes will be communicated by updating the “Effective” date and, where appropriate, by additional notice. Continued use of the Service after changes take effect constitutes acceptance. We may also modify, suspend, or discontinue any part of the Service at any time.

These Terms, together with any order form or written agreement signed by both parties, constitute the entire agreement and supersede prior agreements regarding the Service. If any provision is held unenforceable, the remaining provisions will remain in full force. Failure to enforce a provision is not a waiver. You may not assign these Terms without our prior written consent; we may assign freely. Notices to ResponderRMS must be sent to legal@responderrms.com.

Questions about these Terms? Contact us at legal@responderrms.com.