Terms of Service
Last updated: July 5, 2026
1. Agreement
These Terms of Service ("Terms") govern access to and use of the TurnoutFlow platform, websites, and related services (the "Service"). By creating an account, signing an order form, or using the Service, you agree to these Terms on behalf of yourself and, where applicable, the fire department, EMS agency, or other organization you represent (your "Organization"). If you do not agree, do not use the Service.
2. The Service
TurnoutFlow provides recruitment, onboarding, and retention software for fire and EMS organizations. Each subscribing Organization receives a private, isolated workspace. Applicants use the Service to submit membership applications to a specific Organization; TurnoutFlow does not decide membership outcomes and is not a party to any relationship between an Organization and its applicants or members.
3. Accounts and access
Organization staff access the Service with individual credentials and are responsible for keeping them confidential. Applicants access their application through secure, single-use email links or an applicant account. You are responsible for all activity under your credentials. You must be legally able to enter into these Terms and must provide accurate account information. Notify us promptly of any suspected unauthorized access.
4. Your data
As between the parties, the Organization owns the applicant and member data it collects through the Service ("Organization Data"). The Organization is responsible for having a lawful basis to collect and process Organization Data, including any background screening or sensitive information it chooses to collect through its application process. TurnoutFlow processes Organization Data only to provide and support the Service, as described in our Privacy Policy, and does not sell it.
5. Acceptable use
You agree not to: misuse or attempt to circumvent security or tenant isolation; access data belonging to another organization; use the Service to send spam or unlawful communications; upload malicious code; submit false or fraudulent application information; scrape or bulk-extract data outside provided export features; or use the Service in violation of applicable law, including employment, volunteer-screening, and anti-discrimination law.
6. Fees and billing
Paid subscriptions are billed per Organization on a monthly or annual basis at the rates presented at purchase or in an order form. Fees are payable in advance and, except where required by law, are non-refundable. We may change pricing with at least 30 days' notice, effective at your next renewal. Payment processing is handled by our payment processor; we do not store full card numbers.
7. Term, suspension, and termination
Subscriptions renew automatically until cancelled. Either party may terminate for material breach that remains uncured 30 days after written notice. We may suspend access immediately for security risks, non-payment, or violation of these Terms. Upon termination, the Organization may request an export of its Organization Data within 30 days, after which we may delete it in the ordinary course of business.
8. Intellectual property
TurnoutFlow and its licensors own the Service, including all software, design, and documentation. We grant subscribing Organizations a limited, non-exclusive, non-transferable right to use the Service during their subscription. Feedback you provide may be used to improve the Service without obligation to you.
9. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, TURNOUTFLOW DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. TurnoutFlow does not warrant that the Service will be uninterrupted or error-free, and does not provide legal, HR, or compliance advice.
10. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS OR DATA. TURNOUTFLOW'S TOTAL LIABILITY ARISING OUT OF THE SERVICE WILL NOT EXCEED THE FEES PAID BY THE ORGANIZATION IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.
11. Changes to these Terms
We may update these Terms from time to time. Material changes will be communicated by email or in-product notice at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.
12. Contact
Questions about these Terms: [email protected].