Terms of Service

Accounts

StaffBinder is provided to agencies and their authorized users. You are responsible for maintaining account security, keeping account and agency information accurate, and controlling who has access to your organization.

You are responsible for activity that occurs under your account, including actions taken by invited users or administrators within your agency workspace.

By creating or using an account, you agree that StaffBinder may send service-related communications needed to operate the platform, including registration, trial, billing, account status, support, security, and reminder notices.

Use of Service

You agree to use StaffBinder only for lawful purposes and in compliance with applicable regulations. Your organization is responsible for the records entered into the platform and how those records are used.

You may not use StaffBinder to upload unlawful content, interfere with platform security, attempt unauthorized access, or use the service in a way that could harm StaffBinder, other customers, or third parties.

Subscriptions and Billing

StaffBinder uses recurring subscription billing. Plans renew automatically unless canceled or changed through the billing workflow before the next renewal date.

Payment methods, invoices, taxes where applicable, and subscription management may be handled by a secure third-party payment provider.

Plan prices, storage limits, and included features are shown during signup, checkout, or plan management. Changes to plans may take effect immediately or at the end of the current billing period depending on the billing workflow.

Free Trial

StaffBinder may offer a free trial. At the end of the trial, continued access may require an active plan and valid payment method.

Unless checkout clearly states otherwise, no payment is due during a no-card trial. If you start a paid subscription, recurring billing terms shown at checkout apply.

Payments and Billing Issues

If payment cannot be processed, StaffBinder may pause or limit actions such as document uploads, reminders, or other write operations until the billing issue is resolved.

Read-only access may remain available for a limited time, but StaffBinder may restrict access further for unpaid, canceled, disputed, or high-risk accounts.

Fees already paid are generally non-refundable except where required by law or expressly approved by StaffBinder.

Subscription Cancellation

You may cancel your subscription through your billing page, the hosted billing portal when available, or by contacting support. Cancellation usually prevents future renewals and access may continue until the end of the current paid billing period.

Canceling a subscription does not automatically delete your agency account or all account data. Account cancellation and deletion are handled separately under the account cancellation policy below.

Plan Limits

Plans include document capacity limits. If usage exceeds your plan, you may need to upgrade before additional uploads or storage-heavy actions are available.

Data Responsibility

Your organization retains ownership of the data it enters into StaffBinder. You are responsible for ensuring your use of the platform complies with applicable privacy, employment, healthcare, licensing, and compliance obligations.

StaffBinder is a recordkeeping and workflow tool. It does not replace professional legal, compliance, HR, licensing, or healthcare advice.

Sensitive Data

StaffBinder may allow your organization to store sensitive staff information and compliance records. You should only enter sensitive information when it is necessary for your legitimate business or compliance needs.

Your organization is responsible for obtaining any required notices, authorizations, or consents from staff members before uploading or maintaining their records in StaffBinder.

Account Cancellation and Data Retention

Agency owners may request account cancellation from settings. Account cancellation schedules the workspace for closure after a 30-day recovery period unless recovered before the effective date.

After the recovery period, StaffBinder may deactivate or remove operational access to the account. Some information may be retained for legal, billing, tax, audit, fraud prevention, backup, security, dispute resolution, or legitimate business record purposes.

Recovery and continuity copies may persist for a limited period according to standard retention practices before being overwritten or removed.

Suspension and Termination

StaffBinder may suspend or terminate access for non-payment, misuse, security risk, or violation of these terms.

Suspension or termination may limit uploads, reminders, billing changes, account administration, or other write actions while preserving records needed for security, billing, audit, or legal purposes.

Security

StaffBinder takes reasonable measures to protect the platform and customer data. No system can be guaranteed completely secure, and users are responsible for protecting their login credentials.

You must promptly notify StaffBinder if you believe an account, password, staff record, document, or other sensitive information has been accessed without authorization.

Service Providers

StaffBinder may use third-party providers for hosting, payments, communications, storage, recovery, monitoring, and support operations. These providers are used to operate, secure, and support the service.

Limitation of Liability

StaffBinder is provided as is. To the fullest extent permitted by law, StaffBinder is not liable for indirect, incidental, special, consequential, or punitive damages resulting from use of the platform.

Changes to Terms

These terms may be updated from time to time. Continued use of StaffBinder after updates means you accept the revised terms.