Terms of Service

1. Acceptance of Terms

By accessing or using the Dufferin Fire Comprehensive Safety Management System ("DF-CSMS", "the Platform", "we", "us"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you must not access or use the Platform.

Access to DF-CSMS is granted exclusively to authorized Dufferin Fire staff, volunteers, and event personnel. Unauthorized access is strictly prohibited.

2. Authorized Use

DF-CSMS is an internal operational tool intended solely for use in connection with Dufferin Fire events and operations. You agree to use the Platform only for its intended purposes, which include:

• Conducting and recording fire safety inspections
• Documenting fire and general incidents
• Creating and managing medical records for event patients
• Coordinating emergency dispatch and response
• Tracking equipment, personnel, and event resources
• Issuing and managing safety violations and site issues

3. Account Responsibilities

Your account is personal to you and must not be shared with anyone else. You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Notifying a system administrator immediately if you suspect unauthorized access to your account
• Ensuring your profile information (name, role) is accurate and up to date

Accounts are provisioned by system administrators. You must not attempt to create accounts for others or elevate your own access permissions without authorization.

4. Role-Based Access and Responsibilities

Access to features within DF-CSMS is governed by your assigned role. You agree to:

• Only access and use features permitted by your assigned role
• Not attempt to circumvent role-based access restrictions
• Complete required training (e.g., HIPAA training) before accessing sensitive features
• Act in accordance with Dufferin Fire's operational policies at all times

5. Medical Records and HIPAA

Users with access to medical documentation features (Minor Medical, Major Medical, Waiver Forms) acknowledge that:

• They have completed the required HIPAA training provided within the Platform
• Patient health information (PHI) must be handled with strict confidentiality
• Medical records must not be shared, copied, or disclosed outside of authorized Dufferin Fire operations
• Any suspected breach of patient data must be reported to a system administrator immediately
• Locked records must not be tampered with; all edits are audit-logged

6. Accuracy of Records

You are responsible for the accuracy and completeness of any records you create or modify within the Platform. Falsifying, omitting, or misrepresenting information in inspection reports, incident records, medical documentation, or any other platform record is strictly prohibited and may result in immediate removal of access and further disciplinary action.

7. Prohibited Conduct

You must not:

• Use the Platform for any purpose other than authorized Dufferin Fire operations
• Attempt to gain unauthorized access to other users' accounts or data
• Reverse engineer, scrape, or extract data from the Platform in bulk
• Introduce malicious code, viruses, or disruptive software
• Use the Platform in any way that violates applicable law, including privacy laws and HIPAA
• Share screenshots or records containing patient PHI through unauthorized channels
• Deliberately enter false, misleading, or fabricated safety inspection or incident data

8. Audit Logging

All significant actions within the Platform — including creating, editing, and deleting records — are logged in an Audit Log. These logs record your user identity, the action taken, and a timestamp. By using the Platform, you consent to this logging as a condition of access.

9. Location Data

Certain features of the Platform (Live Map, Responder Tracking) may collect and transmit your GPS location while you are on an active shift. Location sharing is voluntary and can be stopped by ending your shift session. Location data is used solely for operational coordination during Dufferin Fire events and is not shared with third parties.

10. Intellectual Property

All software, design, and content within DF-CSMS is the property of Dufferin Fire or its licensors. You are granted a limited, non-transferable license to use the Platform solely for authorized operational purposes. No portion of the Platform may be reproduced, distributed, or used outside of its intended purpose without explicit written permission.

11. Termination of Access

System administrators may suspend or revoke your access to DF-CSMS at any time, with or without notice, for any violation of these Terms of Service or Dufferin Fire's operational policies. Upon termination, your obligation to keep all data confidential continues indefinitely.

12. Disclaimer of Warranties

The Platform is provided "as is" and "as available." Dufferin Fire makes no warranties, express or implied, regarding the Platform's availability, accuracy, or fitness for a particular purpose. The Platform is a support tool and does not replace sound professional judgment in emergency situations.

13. Limitation of Liability

To the fullest extent permitted by law, Dufferin Fire shall not be liable for any indirect, incidental, or consequential damages arising from your use of or inability to use the Platform. Your sole remedy for dissatisfaction with the Platform is to cease using it and notify a system administrator.

14. Changes to These Terms

We may revise these Terms of Service at any time. Updated terms will be reflected by the "Last updated" date above. Continued use of the Platform following any update constitutes your acceptance of the revised terms.

15. Contact

Questions about these Terms of Service should be directed to the Dufferin Fire event command team or a system administrator through official Dufferin Fire channels.