Version 1.1 | Effective Date: September 30, 2026
These Terms of Use (the “Terms”) govern access to and use of the websites, applications, portals, and related services provided by OurRecords, Inc. (“OurRecords,” “we,” “us,” or “our”) (collectively, the “Services”). By accessing or using the Services, you agree to these Terms.
If you access or use the Services on behalf of a business, organization, governmental entity, or other legal entity, you represent that you are authorized to bind that entity to these Terms.
1. Relationship to Customer Agreements
Many customers use the Services under a separate written agreement with OurRecords, which may include an order form, master services agreement, subscription agreement, data processing agreement, business associate agreement, service level agreement, or other negotiated terms (collectively, a “Customer Agreement”).
If a Customer Agreement applies to your use of the Services and conflicts with these Terms, the Customer Agreement will control with respect to the subject matter of the conflict. These Terms are intended to govern use of the Services where no more specific written terms apply and to supplement applicable Customer Agreements.
2. The OurRecords Platform
OurRecords provides a configurable business-to-business software platform used by organizations, including organizations operating in highly regulated industries, to request, collect, review, manage, maintain, and exchange business, compliance, credentialing, quality, documentation, and related information.
Customers may configure the Services to request information or documentation from vendors, suppliers, clients, business partners, employees, contractors, service providers, and other persons or organizations with whom they interact. The types of information and workflows configured by a customer may vary based on the customer’s business, industry, policies, contractual requirements, regulatory obligations, and operational needs.
OurRecords provides the technology that enables these workflows but does not determine every category of information a customer may request or the business purpose for which a customer uses that information.
3. Authorized Users and Accounts
The Services may be accessed by individuals authorized by an OurRecords customer or by OurRecords. You are responsible for providing accurate account information and maintaining the confidentiality of your credentials.
You may not share credentials in a manner that circumvents authorized access controls. You are responsible for activity performed through your account to the extent permitted by applicable law and the applicable Customer Agreement.
If you believe your account or credentials have been compromised, you must promptly notify your organization administrator or OurRecords support and take reasonable steps to secure the account.
4. Customer Data and User-Submitted Content
“Customer Data” means information, records, files, documents, content, or other materials submitted to or processed through the Services by or on behalf of a customer or its authorized users.
As between OurRecords and the customer, the customer retains its rights in Customer Data. OurRecords does not acquire ownership of Customer Data merely because it is submitted to or processed through the Services.
Customers and users are responsible for ensuring they have the necessary rights, permissions, authority, and lawful basis to submit, request, collect, disclose, or otherwise process Customer Data through the Services.
OurRecords may process Customer Data as necessary to provide, secure, support, maintain, and improve the Services; carry out customer instructions; support the customer’s authorized use of the Services; comply with applicable law; and satisfy applicable contractual obligations.
OurRecords may use aggregated or de-identified operational information that does not identify a customer or individual to operate, secure, measure, and improve the Services, subject to applicable law and contractual restrictions.
Customer Data processed through OurRecords AI or automated-processing features will not be used by OurRecords or its subprocessors to train shared or public artificial intelligence or machine-learning models unless the applicable customer expressly authorizes such use in writing.
5. Regulated and Sensitive Information
Because the Services are configurable and may be used in regulated environments, Customer Data may include confidential, sensitive, regulated, or otherwise protected information.
Customers are responsible for determining whether their use of the Services is appropriate for the information they choose to process and for complying with laws and regulations applicable to their collection, use, disclosure, retention, and other processing of that information.
Where specific legal or contractual requirements apply to particular categories of information, those requirements may be addressed through an applicable Customer Agreement, data processing agreement, business associate agreement, or other written terms.
6. Permitted Use
Subject to these Terms and any applicable Customer Agreement, OurRecords grants authorized users a limited, non-exclusive, non-transferable, revocable right to access and use the Services for the customer’s legitimate business purposes.
Authorized uses may include creating or responding to requests, submitting or reviewing records, managing requirements, using forms and workflows, generating reports, communicating with authorized participants, and using other functionality made available through the Services.
7. Prohibited Conduct
You may not use the Services to:
- Violate applicable law, regulation, court order, or the rights of another person or organization.
- Access or attempt to access accounts, systems, data, or functionality without authorization.
- Circumvent authentication, authorization, security, usage, or technical controls.
- Introduce malware, malicious code, or other harmful material.
- Disrupt, overload, impair, probe, scan, or test the vulnerability or performance of the Services without OurRecords’ written authorization.
- Use the Services to send unlawful spam, phishing messages, or other abusive communications.
- Copy, reverse engineer, decompile, disassemble, or attempt to derive source code from the Services except to the extent such restriction is prohibited by law.
- Use the Services to develop or benchmark a competing product except with OurRecords’ written authorization.
- Upload or process information that you do not have the right or lawful authority to process.
8. Customer Responsibilities
Customers are responsible for the configuration and administration of their use of the Services, including determining appropriate requirements, workflows, user access, data requests, retention practices, and authorized recipients.
Customers are also responsible for the accuracy and appropriateness of Customer Data they submit or require others to submit, and for evaluating whether records, credentials, attestations, reviews, validations, or other information are sufficient for the customer’s legal, regulatory, contractual, operational, or risk-management purposes.
9. Third-Party Information and Integrations
The Services may include information supplied by customers, users, third parties, external systems, or integrated services. OurRecords does not independently verify all third-party information unless the Services expressly identify a specific validation or verification function.
The Services may also provide links to or integrations with third-party services. Third-party services are governed by their own terms and privacy practices, and OurRecords is not responsible for third-party services outside our control.
10. Service Communications and Alerts
The Services may generate emails, notifications, alerts, reminders, or other communications based on customer configuration or user activity. OurRecords will use commercially reasonable efforts to generate such communications as designed, but delivery may depend on third-party networks, email systems, mobile carriers, recipient configurations, spam filters, contact information, and other factors outside OurRecords’ control.
Unless expressly stated in a Customer Agreement, alerts and notifications are supplemental tools and should not be relied upon as the sole means of satisfying a legal, regulatory, safety, credentialing, or compliance obligation.
11. Availability, Maintenance, and Changes
OurRecords may update, modify, maintain, or improve the Services from time to time. Planned or emergency maintenance may temporarily affect availability. Any service-level commitments applicable to a customer are governed by the applicable Customer Agreement.
We may change or discontinue features when reasonably necessary for security, legal compliance, product improvement, or other legitimate business reasons, subject to any applicable Customer Agreement.
12. Security
OurRecords maintains administrative, technical, and organizational safeguards designed to protect the Services and Customer Data against unauthorized access, use, alteration, disclosure, or destruction. No system can be guaranteed to be completely secure.
Users and customers are responsible for using reasonable security practices, including protecting credentials, configuring access appropriately, promptly removing access when no longer needed, and notifying OurRecords of suspected unauthorized access or security incidents.
13. Privacy
OurRecords’ collection and handling of personal information is described in our Privacy Policy. Where a Customer Agreement, data processing agreement, business associate agreement, or other written terms impose additional privacy or data-protection obligations, those terms will apply as provided in the applicable agreement.
14. Intellectual Property
OurRecords and its licensors retain all right, title, and interest in and to the Services, including the software, technology, design, interfaces, documentation, trademarks, and other materials provided by OurRecords, excluding Customer Data.
Except for the limited right to use the Services as authorized by these Terms or a Customer Agreement, no rights are granted to OurRecords intellectual property.
15. Feedback
If you provide suggestions, ideas, or feedback about the Services, OurRecords may use that feedback to improve or develop the Services without restriction or obligation, provided that OurRecords will not identify you publicly as the source without permission.
16. Suspension and Termination
OurRecords may suspend or restrict access to the Services when reasonably necessary to address a security risk, unlawful use, material violation of these Terms, or other circumstances permitted by an applicable Customer Agreement.
Where a Customer Agreement applies, suspension and termination rights, notice requirements, data-access rights, and post-termination obligations will be governed by that agreement.
17. Disclaimers
Except as expressly provided in an applicable Customer Agreement and to the maximum extent permitted by law, the Services are provided on an “as is” and “as available” basis. OurRecords does not warrant that the Services will be uninterrupted, error-free, or suitable for every customer’s specific legal, regulatory, or operational requirement.
Customers remain responsible for their own compliance decisions, policies, approvals, determinations, and business actions. The Services are tools to support customer workflows and do not constitute legal, regulatory, medical, financial, insurance, or other professional advice.
18. Limitation of Liability
If a Customer Agreement applies, the limitations and exclusions of liability in that Customer Agreement will control.
For use of the Services not governed by a separate Customer Agreement, to the maximum extent permitted by law, OurRecords will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenues, goodwill, or data, arising from or relating to use of the Services.
Nothing in these Terms excludes liability that cannot lawfully be excluded or limited.
19. Indemnification
To the extent permitted by law and except as otherwise provided in a Customer Agreement, you agree to indemnify and hold OurRecords harmless from third-party claims arising from your unlawful use of the Services, your violation of these Terms, or Customer Data that you submit or process without sufficient rights or authority.
20. Changes to These Terms
We may update these Terms from time to time to reflect changes in the Services, legal requirements, or business practices.
The updated Terms will be posted with a revised effective date. Where required by law or an applicable Customer Agreement, we will provide additional notice of material changes.
21. Governing Law
Unless a Customer Agreement provides otherwise, these Terms are governed by the laws of the State of Texas, without regard to conflict-of-law principles. Any mandatory rights available under applicable law remain unaffected.
22. Miscellaneous
If any provision of these Terms is found unenforceable, the remaining provisions will remain in effect.
A failure by OurRecords to enforce a provision is not a waiver of that provision.
You may not assign your rights under these Terms without OurRecords’ written consent, except as otherwise provided in an applicable Customer Agreement.
23. Contact Information
OurRecords, Inc.
Customer Support and Privacy Inquiries:
[email protected] | 877-300-2497
PO Box 250926
Plano, TX 75025
Effective Date: September 30, 2026