Terms of Service

These Terms of Service ("Terms") constitute a binding legal agreement between you ("User," "you," or "your") and Guidara, LLC ("Guidara," "we," "us," or "our"). By creating an account, accessing, or using the Guidara platform, applications, or related services (collectively, the "Service"), you acknowledge that you have read, understood, and agree to be legally bound by these Terms. If you do not agree, you must not access or use the Service.

1. Eligibility and Accounts

You represent and warrant that you are at least 18 years of age and have the legal capacity to enter into binding contracts. If you are accepting these Terms on behalf of a company, organization, or other legal entity, you represent that you have the authority to bind that entity to these Terms.

You agree to provide accurate and complete registration information, to keep your information current, to maintain the confidentiality of your login credentials, and to accept full responsibility for all activities that occur under your account. You must notify Guidara immediately at support@guidara.io if you become aware of any unauthorized use of your account or any other breach of security.

2. License Grant

Subject to your compliance with these Terms, Guidara grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service solely for its intended purpose: managing clinical supervision documentation, hour tracking, and related supervisory workflows. All rights not expressly granted are reserved by Guidara and its licensors.

3. Acceptable Use

You agree not to: (a) use the Service for any unlawful purpose; (b) attempt to gain unauthorized access to the Service, other accounts, or related systems or networks; (c) interfere with or disrupt the integrity or performance of the Service; (d) transmit viruses, malware, or harmful code; (e) infringe upon the intellectual property or privacy rights of others; (f) reverse engineer, decompile, or disassemble any portion of the Service; (g) use the Service to store or transmit content that is defamatory, obscene, or otherwise objectionable; or (h) misuse the Service in any manner not expressly authorized by these Terms.

4. User Content and Data Ownership

"User Content" means any data, text, documents, files, or other materials you upload, submit, or create through the Service, including but not limited to supervision notes, supervision agreements, timesheets, hour logs, competency evaluations, uploaded documents, and any other records related to your supervision relationships.

You retain all ownership rights in your User Content. Guidara does not claim ownership of your supervision records, documents, or data. By using the Service, you grant Guidara a limited, non-exclusive, worldwide license to host, store, process, display, and transmit your User Content solely as necessary to provide, maintain, and improve the Service. This license terminates when your User Content is deleted from the Service, subject to reasonable backup and retention periods described in Section 9.

You represent and warrant that you have all necessary rights to submit your User Content and that your User Content does not violate the rights of any third party or any applicable law.

5. Subscriptions, Payment, and Billing

Access to certain features of the Service requires a paid subscription. By subscribing, you agree to pay all applicable fees in accordance with the pricing and billing terms presented at checkout.

• Automatic renewal. Unless otherwise stated, subscriptions renew automatically at the end of each billing cycle at the then-current rate until you cancel. You may cancel your subscription at any time through your account settings or by contacting us.
• Price changes. We may change subscription pricing from time to time. If we increase pricing, we will provide at least 30 days' advance notice before the change takes effect for your next billing cycle. Your continued use of the Service after a price change becomes effective constitutes acceptance of the new pricing.
• Failed payments. If a payment fails, we will attempt to process it again and may notify you. If payment remains unsuccessful after reasonable attempts, we may suspend your access to paid features until the payment issue is resolved. Your data will not be deleted during a suspension for non-payment.
• Refunds. Payments are generally non-refundable except as required by applicable law. If you believe you have been charged in error, contact us at support@guidara.io and we will review the charge.
• Free trials. If we offer a free trial, you will not be charged until the trial period ends. If you do not cancel before the trial expires, your subscription will automatically convert to a paid plan at the posted rate.

6. Intellectual Property Rights

All rights, title, and interest in and to the Service, including but not limited to software, text, graphics, logos, trademarks, and proprietary content, are owned by Guidara or its licensors and are protected by intellectual property laws. Except as expressly permitted by these Terms, you may not reproduce, modify, distribute, display, or create derivative works from any portion of the Service.

"Guidara" and related logos and product names are trademarks or service marks of Guidara, LLC, whether or not registered. You may not use these marks without our prior written consent.

7. Third-Party Services

The Service may interoperate with third-party products or services, including but not limited to authentication providers, payment processors (Stripe), email delivery services (MailerLite), calendar integrations (Google Calendar, Microsoft Outlook via Pyas), and hosting infrastructure. Your use of such third-party services is governed by their respective terms and privacy policies, and Guidara is not responsible for their availability, accuracy, acts, or omissions.

8. Clinical and Regulatory Disclaimer

Guidara is a documentation and practice management tool for clinical supervision workflows. Guidara is not a healthcare provider, a covered entity under HIPAA, or a provider of clinical, legal, or licensure advice.

The Service is designed to help supervisors and supervisees document their supervision relationship, track hours, and organize records. It is not intended to store Protected Health Information (PHI) as defined by HIPAA. Users are responsible for ensuring that any content they enter into the Service complies with applicable privacy laws and regulations, including HIPAA where applicable. If your supervision notes reference identifiable client information, you are responsible for de-identifying that information or ensuring you have appropriate authorization to include it.

Guidara does not guarantee that use of the Service will satisfy any specific licensing board's requirements. Supervision requirements vary by state, license type, and licensing board. You are solely responsible for verifying that your documentation practices meet your board's standards.

9. Data Export and Account Closure

You may export your supervision data at any time while your account is active using the export features available within the Service.

Supervisee Data Portability

Supervisees retain access to their account and supervision records regardless of whether their supervisor or organization cancels their subscription. If a supervisor or organization closes their account, the supervisee's account will transition to a read-only state. In read-only mode, supervisees can still log in, view their supervision records, and export their data. They will not be able to enter new timesheets, submit documentation, or take other actions that require an active supervision relationship.

This ensures that supervisees can access and export their supervision records at any point in the future, including years after a supervision relationship has ended. Licensing boards may request documentation long after supervision is completed, and Guidara is designed to support that need.

Supervisor and Organization Account Closure

If you are a supervisor or organization administrator and you cancel your subscription:

• Billing period access. You will retain full access to your account and data through the end of your current billing period.
• Data retention after cancellation. Guidara does not immediately delete your data upon account closure. Because supervisee accounts depend on supervisor and organization records to generate accurate exports (including supervisor names, credentials, and attestations), Guidara retains this data for as long as it is needed to support supervisee data portability. We do not guarantee a specific deletion timeline for closed supervisor or organization accounts.
• Reactivation. If you wish to reactivate your account after cancellation, contact us at support@guidara.io and we will work with you to restore access.
• Deletion requests. If you request permanent deletion of your data, we will process the request to the extent possible. However, records that are necessary to maintain supervisee data portability (such as your name, credentials, and attestations on supervision documentation) may be retained in a limited capacity even after your account data is otherwise deleted.

10. Disclaimer of Warranties

Guidara does not warrant that the Service will be uninterrupted, error-free, or free of harmful components, or that any data stored within the Service will not be lost or corrupted. You acknowledge that you use the Service at your own risk.

While this disclaimer is standard for software services, Guidara takes data security seriously and maintains commercially reasonable safeguards to protect your information. See our Privacy Policy for details on our security practices.

11. Limitation of Liability

To the fullest extent permitted by law, Guidara, its affiliates, officers, directors, employees, and agents shall not be liable for any indirect, incidental, consequential, special, or punitive damages, or for loss of profits, revenues, data, business opportunities, or goodwill, arising from or in connection with your use of or inability to use the Service, regardless of the theory of liability (contract, tort, strict liability, or otherwise), even if Guidara has been advised of the possibility of such damages.

To the maximum extent permitted by applicable law, Guidara's total cumulative liability to you for all claims arising from or related to the Service shall not exceed the greater of: (a) the total fees you paid to Guidara during the twelve (12) months immediately preceding the event giving rise to the claim, or (b) one hundred dollars ($100 USD).

12. Indemnification

You agree to indemnify, defend, and hold harmless Guidara, its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of or access to the Service; (b) your User Content; (c) your violation of these Terms; (d) your violation of any applicable law or regulation; or (e) your violation of any rights of a third party.

13. Dispute Resolution

Informal resolution first. Before initiating any formal proceeding, you agree to contact us at support@guidara.io and attempt to resolve the dispute informally for at least 30 days. Most disputes can be resolved this way.

Binding arbitration. If we cannot resolve the dispute informally, you and Guidara agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be resolved by binding arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules. The arbitration shall be conducted by a single arbitrator, in English, and shall take place in the State of Florida or remotely at your election. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

Class action waiver. You and Guidara agree that any dispute resolution proceedings will be conducted only on an individual basis and not as a class, consolidated, or representative action. If this class action waiver is found to be unenforceable, then the entirety of this arbitration provision shall be null and void.

Exceptions. Either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement or misappropriation of intellectual property rights.

14. Termination

Guidara may suspend or terminate your access to the Service at any time, with or without cause, if we reasonably determine that you have violated these Terms or pose a risk to the integrity, security, or reputation of the Service. Where practicable, we will provide notice before or at the time of suspension or termination.

You may terminate your account at any time by canceling your subscription and following the account closure process. Upon termination, the provisions of these Terms that by their nature should survive (including but not limited to Sections 4, 6, 8, 10, 11, 12, 13, and 15) will continue to apply.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of laws principles. Subject to the arbitration provisions in Section 13, any disputes not subject to arbitration shall be exclusively resolved in the state or federal courts located in Florida, and you consent to the personal jurisdiction of such courts.

16. General Provisions

• Amendments. Guidara reserves the right to modify or update these Terms at any time. If we make material changes, we will notify you by email or by posting a prominent notice within the Service at least 15 days before the changes take effect. The updated effective date will be posted at the top of these Terms. Continued use of the Service after such changes take effect constitutes acceptance of the revised Terms. If you do not agree with the revised Terms, you must stop using the Service.
• Entire agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and Guidara regarding the Service and supersede all prior or contemporaneous agreements, understandings, or representations, whether written or oral.
• Severability. If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.
• Waiver. The failure of Guidara to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision. Any waiver must be in writing and signed by Guidara to be effective.
• Assignment. You may not assign or transfer these Terms or your rights under them without Guidara's prior written consent. Guidara may assign these Terms, in whole or in part, without restriction (including in connection with a merger, acquisition, reorganization, or sale of assets). Any purported assignment in violation of this section is void.
• Force majeure. Guidara shall not be liable for any failure or delay in performance resulting from causes beyond our reasonable control, including but not limited to natural disasters, acts of government, internet or infrastructure outages, pandemics, or third-party service failures.
• Notices. Guidara may provide notices to you via the email address associated with your account or through the Service interface. Notices to Guidara should be sent to support@guidara.io.

17. Contact

If you have questions regarding these Terms, please contact us at support@guidara.io.

Guidara, LLC
Florida, USA

These Terms are intended to be legally binding. For legal advice specific to your circumstances, please consult with an attorney.