Terms of Service

Effective date: August 2, 2026

These Terms of Service (the “Terms”) are an agreement between CareBinder (“CareBinder,” “we,” “us”) and the organization that creates an account (“Customer,” “you”) governing use of the CareBinder service at carebinderhq.com (the “Service”). By creating an account or using the Service you agree to these Terms on behalf of your organization and represent that you have authority to do so.

1. The Service

CareBinder tracks employee credentials for home care agencies, sends expiration reminders by SMS and email, and generates compliance reports. We may improve or modify features over time; we will not materially reduce the core functionality of a paid plan during a paid term.

2. Accounts

You are responsible for your users’ access credentials and for all activity under your account. Notify us promptly of any unauthorized use. You must provide accurate account and billing information.

3. Trial, fees, and billing

• New accounts get a 30-day free trial. No credit card is required to start; the trial converts to a paid plan only when you choose one.
• Paid plans are flat-rate monthly or annual subscriptions billed in advance through Stripe. Plan tiers are based on the number of activecaregivers; deactivated caregivers don’t count.
• Subscriptions renew automatically until canceled. You can cancel any time from the billing page; cancellation takes effect at the end of the current billing period, and fees already paid are non-refundable except where required by law.
• If a trial or subscription lapses, your data is retained and the account becomes read-locked — we do not delete your data for billing reasons.

4. Your data

You own the data you put into the Service (“Customer Data”), including caregiver records and credential documents. You grant us the rights needed to host, process, transmit, and display Customer Data solely to provide the Service. We handle personal information as described in our Privacy Policy. You can export your data at any time, including after your subscription lapses.

5. Your responsibilities

• Lawful basis for contact. You represent that caregivers whose phone numbers you enter are your employees or contractors, that you have informed them they will receive work-related credential reminders by text, and that you have any consent required by applicable law (including the TCPA) to send them such messages. CareBinder honors STOP requests automatically and permanently; you must not attempt to circumvent an opt-out.
• Accuracy. Credential dates, statuses, and reports reflect the data you enter or import. You are responsible for reviewing imports and keeping records current.
• No prohibited data. Do not store Social Security numbers, dates of birth, health/medical records, or other data categories the Service is not designed for. The Service manages employment credentials; it is not a medical records system and is not intended to store protected health information.
• Acceptable use.No unlawful use, no attempts to breach security or access other tenants’ data, no reselling the Service, and no use of the SMS features to send marketing or non-credential-related messages.

6. Compliance is still yours

CareBinder is a record-keeping and reminder tool. It does not provide legal advice, and using it does not by itself make you compliant with any law, regulation, or survey requirement. Regulatory requirements vary by state and payer; you remain solely responsible for your organization’s compliance decisions.

7. SMS program

Reminder texts are employer-directed work notifications sent on your behalf. Message frequency varies with credential status (typically up to three reminders per expiring credential). Message and data rates may apply to recipients. Recipients can reply STOP to opt out or HELP for assistance. Wireless carriers are not liable for delayed or undelivered messages. Delivery depends on carrier networks and recipient devices and is not guaranteed; the in-app reminder log is the system of record for what was sent.

8. Availability and support

We work to keep the Service available and back up data regularly, but the Service is provided “as is” and “as available.” We may suspend access for maintenance, security, non-payment, or violation of these Terms, with notice where practical.

9. Disclaimers and limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA. OUR TOTAL LIABILITY UNDER THESE TERMS IS LIMITED TO THE AMOUNTS YOU PAID US IN THE TWELVE MONTHS BEFORE THE CLAIM AROSE (OR $100 IF YOU ARE ON A FREE TRIAL). Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you.

10. Indemnification

You will defend and indemnify CareBinder against third-party claims arising from Customer Data, your use of the Service in violation of these Terms, or your failure to obtain any legally required consent to contact caregivers.

11. Termination

You may stop using the Service and cancel at any time. We may terminate for material breach that goes uncured for 30 days after notice, or immediately for serious misuse. On termination we will make your data available for export for at least 30 days, after which we may delete it.

12. General

These Terms are governed by the laws of the State of Washington, excluding its conflicts rules, and disputes will be resolved in the state or federal courts located in Washington. These Terms plus the Privacy Policy are the entire agreement and supersede prior discussions. If any provision is unenforceable, the rest remain in effect. We may update these Terms; for material changes we will notify account owners by email at least 14 days before they take effect, and continued use after that constitutes acceptance.

Contact

Questions: legal@carebinderhq.com