1. Agreement to terms
These Terms of Service (“Terms”) govern your access to and use of the DutyFile website and application and related services (“Service”) provided by Duty File LLC (“DutyFile,” “we,” “us,” or “our”). By accessing or using the Service, or by accepting these Terms on behalf of an agency, you agree to be bound by them. If you do not agree, do not use the Service.
If you enter into these Terms on behalf of an agency or other organization, you represent that you have authority to bind that organization, and “you” refers to that organization.
2. The Service
DutyFile is software that helps law enforcement agencies record, track, and export professional training records — such as range qualifications, defensive tactics sessions, mandatory training, attendance, and certification data. We may update, add, or discontinue features over time.
3. Appropriate use — training records only
The Service is intended solely for professional training-records management. You must not use DutyFile to store or process criminal justice information (CJI), CJIS-regulated data, case files, investigative or intelligence material, protected health information, or other sensitive operational data. You are responsible for ensuring the data you enter is appropriate for the Service and for the accuracy of the records you maintain.
4. Accounts and eligibility
You must provide accurate account information and keep it current. You are responsible for maintaining the confidentiality of login credentials and for all activity under your account. Accounts are intended for authorized agency personnel. Notify us promptly of any unauthorized use or suspected security breach.
5. Acceptable use
You agree not to:
- Use the Service in violation of any applicable law or regulation.
- Access data you are not authorized to access, or attempt to breach or circumvent security or access controls.
- Upload malicious code, or interfere with or disrupt the integrity or performance of the Service.
- Reverse engineer, copy, or create derivative works of the Service except as permitted by law.
- Resell, sublicense, or use the Service to build a competing product.
6. Customer data and ownership
As between the parties, your agency owns the data it enters into the Service (“Customer Data”). You grant us a limited license to host, process, and use Customer Data solely to provide and support the Service and as described in our Privacy Policy. We own the Service and all related software, content, and intellectual property, excluding Customer Data.
7. Free trials, plans, and fees
We may offer free trials and paid subscription plans. Final pricing is being established with our first agencies and will be presented before a paid subscription begins. Unless stated otherwise, paid plans are billed in advance and are non-refundable except as required by law or expressly stated. Fees exclude taxes, which you are responsible for where applicable. We may change pricing on renewal with reasonable notice.
8. Confidentiality
Each party may access confidential information of the other. Each party agrees to protect the other’s confidential information and to use it only as needed to exercise rights and perform obligations under these Terms.
9. Third-party services
The Service may interoperate with third-party services (for example, hosting and payment providers). We are not responsible for third-party services, and your use of them may be subject to their own terms.
10. Service availability
We strive to keep the Service available and reliable but do not guarantee uninterrupted or error-free operation. We may perform maintenance, and we may suspend access where necessary to protect the Service or comply with law.
11. Disclaimers
The Service is provided “as is” and “as available” without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. DutyFile is a record-keeping tool; you remain responsible for your training program and for meeting any legal, POST, or accreditation requirements that apply to your agency.
12. Limitation of liability
To the maximum extent permitted by law, DutyFile will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenues, data, or goodwill. Our total liability arising out of or relating to the Service will not exceed the amounts you paid us for the Service in the twelve (12) months before the event giving rise to the claim.
13. Indemnification
You will defend, indemnify, and hold harmless DutyFile from and against claims, damages, and expenses arising out of your use of the Service, your Customer Data, or your violation of these Terms or applicable law.
14. Term and termination
These Terms apply while you use the Service. You may stop using the Service at any time. We may suspend or terminate access if you materially breach these Terms or if required to protect the Service or comply with law. Upon termination, your right to use the Service ends; we will make Customer Data available for export or delete it in accordance with our agreement and the Privacy Policy.
15. Governing law and disputes
These Terms are governed by the laws of the State of California, USA, without regard to conflict-of-law principles. The parties consent to the exclusive jurisdiction of the state and federal courts located there, except where applicable law requires otherwise for a government entity.
16. Changes to these Terms
We may update these Terms from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised Terms.
17. Contact us
Questions about these Terms? Contact us at info@dutyfile.com.