The rules for the facility calendar.

When you create a facility, accept an invite, sign in, or otherwise use CalSafe, you agree to these Terms of Service (the “Terms”). If you use CalSafe for a clinic, medical center, or other organization, you confirm you have authority to bind that organization. “You” then includes that organization.

The operator of the service at calsafe.io is CalSafe (“CalSafe,” “we,” “us”). Questions about these Terms go to support@calsafe.io. How we handle information is in the Privacy Policy.

CalSafe is a facility compliance calendar. You upload licenses, permits, DEA registrations, CLIA certificates, insurance declarations, calibration certificates, and similar credentials. Software reads printed fields. A person on your team confirms the entity, the issuing authority, and the dates before they reach the calendar. Renewals attach to the same record. Reminders go to the emails you list. You can print a coverage snapshot from the live calendar.

One workspace is one facility. CalSafe is built for private clinics, specialized medical centers, and diagnostic facilities, not for hospital-system credentialing desks.

CalSafe does not file renewals, interpret coverage, or tell you what the law requires. You still renew with the board, DEA, CMS, carrier, or vendor. Unusual cases stay with your counsel.

CalSafe is not an electronic health record, a practice-management system, a CMMS, or a hospital privileging suite. It is not legal, clinical, or regulatory advice. It is not a guarantee that a credential is valid, that a date is correct, or that the facility is in compliance.

You provide a full name, facility name, and an email. You sign in with a password or with Google. You are responsible for the people you invite, for keeping sign-in details under your control, and for activity on your seats. Tell us promptly if you think an account was used without permission.

We may refuse, suspend, or close a workspace if these Terms are broken, if payment fails and stays failed, or if we must do so to protect the service or other customers. We rate-limit sign-in, sign-up, uploads, invites, and checkout to reduce abuse.

Use CalSafe only for your facility’s credential calendar, and only in ways the product is built for. You will not:

• Upload patient charts, visit notes, lab results, or other protected health information. CalSafe is a credential calendar, not a medical record.
• Falsify confirmed fields, or try to put a date on the calendar without a person’s review.
• Access another facility’s workspace, probe or overload the service, or bypass rate limits.
• Reverse engineer the service except as the law allows.
• Store malware, send spam, or scrape the public site in a way that harms the service.
• Invite people who are not allowed to see the facility’s credentials.

You are responsible for the files you upload and for checking that extracted fields match the credential in front of you.

Files you upload remain your facility’s records. You grant CalSafe a limited license to store, display, and process them so we can run the service. That includes sending a file to our extraction provider to read printed fields, showing the file beside the review form, keeping superseded files in history, and generating the coverage snapshot.

A date does not become the live expiry until someone on your team accepts the fields. When you attach a renewal, the new file replaces the current row and the prior file is marked superseded. You can delete records you no longer need. Closing a workspace is described under suspension and closing, and in the Privacy Policy.

Vision extraction fills a form: document type, entity name, issuing authority, issue date, and expiry. It can misread a stamp, a two-sided card, a cropped photo, or a year. The calendar does not move until a person confirms. Do not treat an unconfirmed extraction as the official date.

We do not use your credentials to train CalSafe’s own models. The extraction provider’s terms govern how it handles API inputs. Details are in the Privacy Policy.

Signup starts a 14 day trial. No card is required to start. Seat count is not capped during the trial. After the trial, the calendar stays readable. Uploads, approvals, invites beyond a Clinic seat limit, and reminder emails pause until you choose Clinic or Practice.

Clinic is $49 per month or $490 per year, with five seats. Practice is $99 per month or $990 per year, with unlimited seats on that facility. Prices include tax. Billing is per facility workspace, not per license, DEA registration, or other credential. Current plan copy lives on pricing.

Payment is processed by Dodo Payments, who acts as merchant of record. Their checkout terms apply when you pay. Facility admins and managers can subscribe or change the plan, and can open the billing portal to update the card or cancel. If a payment fails, uploads and reminder emails stay paused until the card is updated.

Unless the law requires otherwise, we do not refund a paid period when you cancel. You keep entitled access through the end of the period you already paid. Demo mode, when we enable it, is not a paid subscription and has no billing.

Seats are people who sign in to scan, confirm, or view the calendar. The trial does not cap seats. Clinic includes five seats. Practice includes unlimited seats for that facility. Admins send invites by email and assign a role: admin, manager, or staff. Facility admins and managers set the facility timezone used for due-today and reminder emails.

Staff can scan, confirm, and view the calendar. Managers can also delete credentials, invite staff and managers, edit reminders, subscribe or change the plan, and open the billing portal. Admins can also change roles, remove people, and invite other admins.

You must only invite people who are allowed to see the credentials you store. You are responsible for removing access when someone leaves the facility.

Reminders go to the addresses you list in settings, on the lead times you choose. Email is sent when our mail provider is configured and the facility is entitled (trial still open, or an active plan). We log what was sent, skipped, or failed.

Reminders are an aid. They are not a promise that a message arrived, was read, or that a renewal was filed. Put the people who actually renew on the notify list, not a shared inbox nobody opens.

CalSafe, the site, the software, and the brand are ours. You keep ownership of your facility data and uploaded files. If you send feedback, we may use it to improve the service without any obligation to you.

We treat uploaded credentials and workspace data as confidential facility records. We do not sell them. We do not use them for advertising. We only access them to operate the service, to fix a problem you reported, to protect the service, or when the law requires it.

The service is provided “as is” and “as available.” To the fullest extent the law allows, we disclaim warranties of merchantability, fitness for a particular purpose, quiet enjoyment, and non-infringement.

We do not warrant that extraction is accurate, that reminders will prevent a lapse, that email will be delivered, or that the coverage snapshot is complete for an inspection. You must confirm dates against the credential and complete renewals with the issuing authority. Operational fines, downtime, and survey findings remain your responsibility.

To the fullest extent the law allows, CalSafe will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, fines, downtime, lost data, or replacement services, even if we were told they were possible.

Our total liability for claims arising out of these Terms or the service is limited to the amounts you paid us for the service in the twelve months before the claim. If you are on a trial and have paid nothing, that cap is fifty U.S. dollars ($50).

Some places do not allow these limits. In those places, the limits apply to the maximum extent permitted. These limits are a core part of how we can offer the trial and the listed prices.

You will defend and indemnify CalSafe against claims, damages, and reasonable legal fees arising from your files, your use of the service, your failure to confirm dates or to renew, or your violation of these Terms, except to the extent the claim is caused by our willful misconduct.

You may stop using CalSafe at any time and cancel a paid plan in the billing portal. We may suspend or close the workspace if you break these Terms, if invoices stay unpaid, or if we discontinue the service. If we discontinue CalSafe we will try to give reasonable notice so you can copy what you need.

To delete a workspace and the personal data in it, write support@calsafe.io from an admin email on the account. Timing and exceptions are in the Privacy Policy.

We may update these Terms. The effective date at the top of this page will change. Material changes will be posted here. Continued use after the new date means you accept the updated Terms. If you do not agree, stop using the service and cancel the plan.

These Terms are governed by the laws of the State of California, United States, without regard to conflict-of-law rules. Courts located in California have exclusive jurisdiction, except that either party may seek injunctive relief in any court of competent jurisdiction to protect confidentiality or intellectual property.

If a part of these Terms cannot be enforced, the rest still applies. These Terms and the Privacy Policy are the full agreement for the service. They replace prior discussions about CalSafe. They do not create a partnership, employment, or agency relationship.

CalSafe, calsafe.io. Email support@calsafe.io. A person on the team reads every message. If you need our legal entity name or mailing address for a vendor packet, write that same address.