TERMS OF USE
Cordial Systems, LLC
Effective Date: April 19, 2026
Welcome to Cordial Systems, LLC (“Cordial Systems,” “Company,” “we,” “our,” or “us”). These Terms of Use (“Terms”) govern your access to and use of our website, platform, and related services (collectively, the “Services”).
By accessing or using the Services, you agree to be bound by these Terms in full. If you do not agree, you may not use the Services. These Terms apply regardless of where you are located or from which jurisdiction you access the Services.
1. PURPOSE OF THE PLATFORM
Cordial Systems provides a structured operational platform designed to support agencies in managing workflows, operational readiness, reporting, training, and internal processes.
The Services are intended solely for:
• Internal operational management
• Workflow standardization
• Equipment and readiness tracking
• Reporting and administrative oversight
The Services are NOT intended for:
• Clinical decision-making
• Medical recordkeeping
• Storage or processing of patient health information
2. ELIGIBILITY AND USE
You may use the Services only if:
• You are authorized by your organization
• You are using the Services for legitimate business purposes
• You comply with all applicable laws and regulations, including those of your local, state, provincial, national, or international jurisdiction
Unauthorized use is strictly prohibited. If you are accessing the Services from outside the United States, you are responsible for ensuring that your use complies with all laws applicable in your jurisdiction. Cordial Systems makes no representation that the Services are appropriate or available for use in all locations.
3. ACCOUNT RESPONSIBILITY
If you are provided access to the platform, you are responsible for:
• Maintaining the confidentiality of your login credentials
• Ensuring access is limited to authorized personnel within your organization
• All activity conducted under your account
You must notify us immediately at support@cordialsystems.com of any unauthorized access or suspected security breach.
4. NO PROTECTED HEALTH INFORMATION (PHI)
The Services are not designed to store, transmit, or process Protected Health Information (“PHI”) as defined under the Health Insurance Portability and Accountability Act (“HIPAA”) or analogous state or international privacy laws.
By using the Services, you agree:
• Not to enter PHI or patient-identifiable data into the platform under any circumstances
• That any such entry is done entirely at your own risk
• That Cordial Systems is not a HIPAA-covered entity or business associate and assumes no responsibility or liability for PHI
• That you will ensure all individuals in your organization with platform access are informed of this restriction
5. ACCEPTABLE USE
You agree not to:
• Interfere with, disrupt, or compromise the integrity or performance of the Services
• Attempt unauthorized access to the platform, data, or associated systems
• Upload or transmit false, misleading, harmful, or unlawful information
• Circumvent system controls, permissions, or access restrictions
• Use the platform to develop, train, or support competing systems or services
• Violate any applicable local, state, federal, or international law or regulation through your use of the Services
We reserve the right to investigate suspected violations and to suspend or terminate access at our sole discretion.
6. INTELLECTUAL PROPERTY
All content, software, system design, interfaces, trademarks, and proprietary methodologies are the exclusive property of Cordial Systems, LLC and are protected under applicable intellectual property laws, including those of the United States and foreign jurisdictions.
You may not:
• Copy, reproduce, or distribute the platform or any portion thereof
• Reverse engineer, decompile, or attempt to extract system logic or source code
• Create derivative works based on the Services
• Register, claim, or assert rights over any Cordial Systems intellectual property
Use of the Services does not grant you any ownership rights or licenses beyond those expressly set forth in these Terms.
7. DATA OWNERSHIP AND USE
Agencies and users retain ownership of the data they input into the platform. Cordial Systems retains exclusive ownership of the platform, system architecture, and all derived system improvements.
Cordial Systems may use aggregated and de-identified data to:
• Improve the platform and user experience
• Develop analytics, benchmarking, and reporting capabilities
• Enhance system performance and reliability
We do not sell identifiable agency or user data to third parties. Where required by applicable law (including GDPR, CCPA, or other regional privacy regulations), Cordial Systems will honor lawful data subject rights requests and will work with affected users in good faith. Users in regulated jurisdictions are responsible for notifying Cordial Systems of applicable data rights obligations relevant to their use of the Services.
8. SERVICE AVAILABILITY
We strive to provide reliable, uninterrupted access to the Services but make no guarantee of:
• Continuous, error-free, or secure operation
• Uptime, availability, or compatibility with all systems or devices
• Availability of the Services in all geographic regions
We may modify, suspend, or discontinue any part of the Services at any time, with or without notice, and shall not be liable for such changes.
9. TERMINATION
We may suspend or terminate your access to the Services immediately and without prior notice if:
• These Terms are violated
• The Services are misused or used in an unauthorized manner
• Security concerns or legal obligations require such action
• Continued access poses risk to the platform, other users, or the Company
Upon termination, your right to access the Services ceases immediately. Provisions of these Terms that by their nature should survive termination will remain in effect.
10. DISCLAIMER OF WARRANTIES
THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.
To the fullest extent permitted under applicable law, Cordial Systems expressly disclaims all warranties, including but not limited to:
• Accuracy, completeness, or reliability of any information or output
• Fitness for a particular purpose
• Non-infringement of third-party rights
• System performance, uptime, or security
Some jurisdictions do not allow the exclusion of implied warranties. In such jurisdictions, the above exclusions apply only to the maximum extent permitted by law.
11. LIMITATION OF LIABILITY
To the fullest extent permitted by applicable law, Cordial Systems, its officers, directors, employees, agents, and licensors shall not be liable for:
• Indirect, incidental, special, consequential, or punitive damages
• Loss of data, revenue, profits, or business opportunities
• Operational disruptions or service outages
• Decisions made using, or in reliance upon, the Services
Total aggregate liability to you for any claims arising under or related to these Terms shall not exceed the total fees paid by you (if any) to Cordial Systems in the twelve (12) months preceding the claim.
Some jurisdictions do not permit limitation of liability for certain types of damages. In such cases, Cordial Systems’ liability will be limited to the maximum extent permitted by applicable law.
12. INDEMNIFICATION
You agree to indemnify, defend, and hold harmless Cordial Systems, LLC and its affiliates, officers, employees, agents, and licensors from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising from or related to:
• Your misuse of the Services
• Your violation of these Terms
• Your violation of any applicable law or third-party right
• Improper data entry, including unauthorized submission of PHI or regulated data
• Any claims by your organization’s employees, agents, or end users arising from their use of the Services
13. GOVERNING LAW
These Terms and any disputes arising out of or related to them shall be governed by and construed in accordance with the laws of the State of Colorado, United States, without regard to its conflict of law principles.
Users accessing the Services from outside the United States acknowledge that their use is also subject to applicable local laws. Nothing in these Terms limits Cordial Systems’ right to seek injunctive or other equitable relief in any jurisdiction where necessary to protect its intellectual property or platform integrity.
14. DISPUTE RESOLUTION
Before initiating any formal dispute, the parties agree to attempt resolution through good-faith negotiation for a period of thirty (30) days following written notice of the dispute.
If informal resolution is unsuccessful:
• Disputes shall first be submitted to non-binding mediation administered by a mutually agreed-upon mediator
• If mediation is unsuccessful, disputes shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association (AAA), conducted in Colorado
• Notwithstanding the foregoing, either party may seek emergency injunctive relief in any court of competent jurisdiction
For users located outside the United States, disputes may alternatively be submitted to binding arbitration in a mutually agreed neutral jurisdiction, provided that Colorado law shall still govern the substance of any dispute.
15. VENUE
For any matters not subject to arbitration, you consent to the exclusive jurisdiction of the state and federal courts located in the State of Colorado.
If you are accessing the Services from outside the United States, you acknowledge that Cordial Systems may also seek enforcement of these Terms in courts of competent jurisdiction in your local jurisdiction where necessary.
16. MULTI-JURISDICTION COMPLIANCE
Cordial Systems operates within the United States and may expand its Services to users in additional jurisdictions. You acknowledge and agree that:
• You are solely responsible for determining whether your use of the Services complies with all laws, regulations, and requirements applicable in your jurisdiction
• Cordial Systems does not warrant that the Services comply with the laws of any jurisdiction outside the United States
• Users subject to GDPR (European Union), PIPEDA (Canada), or other regional data protection frameworks are responsible for ensuring their use of the Services is lawful under those frameworks
• Cordial Systems reserves the right to restrict or discontinue access to the Services in any jurisdiction at any time
17. EXPORT COMPLIANCE
You agree to comply with all applicable U.S. and international export control laws and regulations. You represent that you are not located in, under the control of, or a national or resident of any country subject to U.S. trade embargo or sanctions, and that you are not on any U.S. government restricted party list.
18. CHANGES TO TERMS
We may update these Terms at any time. When we do, we will revise the “Effective Date” at the top of this document. For material changes, we will make reasonable efforts to notify active users via email or platform notification.
Your continued use of the Services following the posting of updated Terms constitutes your acceptance of those changes. If you do not agree to the updated Terms, you must discontinue use of the Services.
19. SEVERABILITY
If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. The remaining provisions of these Terms will continue in full force and effect.
20. ENTIRE AGREEMENT
These Terms, together with any additional agreements you enter into with Cordial Systems, constitute the entire agreement between you and Cordial Systems with respect to the Services, and supersede all prior or contemporaneous communications and proposals, whether electronic, oral, or written.
Cordial Systems, LLC • Questions? Contact us at cordialsystemsllc@gmail.com