Terms of service

1. Agreement

These terms govern use of Common Ground (the "Service"), operated by Road Command LLC("we", "us"). By using the Service, or by signing an order or quote that references it, the organization using it ("Customer", "you") agrees to these terms. If you are agreeing on behalf of an organization, you confirm you have authority to bind it.

2. What the Service does

The Service sends periodic anonymous check-in questions to people the Customer nominates, collects their written responses, and produces a summarized brief for the Customer's supervisors and leadership. Responses are collected without names and are reported only in aggregate.

3. Customer responsibilities

These are the obligations that matter most, because the Service handles other people's words.

• Tell your people. You will inform the individuals you enrol that the Service is in use, what it does, and how their responses are handled.
• Have the right to enrol them. You confirm you may lawfully provide us the email addresses you upload, and that doing so complies with the employment and data protection law that applies to you.
• Do not use it for surveillance. You will not attempt to identify individual respondents, or to use the Service to monitor, single out, or retaliate against any person.
• Do not use it as a reporting channel. The Service is not a whistleblowing, grievance, safety, or misconduct reporting mechanism, and must not be presented to your people as one. You remain responsible for providing appropriate channels for those matters and for acting on anything you learn through any channel.
• Keep credentials secure. You are responsible for the passcodes and identity provider settings you configure, and for who you give supervisor access to.
• Keep your roster current. You are responsible for adding and removing people as your team changes.

4. Our anonymity commitment

We will not attempt to attribute a response to a named individual, and we will not build features whose purpose is to do so. The Service stores no link between an email address and a response. We will not disclose response content to anyone other than the Customer's authorized supervisors, except where required by law.

We cannot, however, prevent a reader from inferring an author from distinctive content. Anonymity protects the record; it cannot protect the recognizability of what someone chooses to write.

5. AI-generated content

Monthly briefs are generated by an AI model from the pooled responses. They are summaries, and they can be incomplete, mistaken, or misleading. You agree that:

• briefs are provided for discussion and awareness, not as findings of fact, and are supplied without warranty as to accuracy;
• you will not use a brief as the sole basis for any employment decision — including discipline, promotion, compensation, or termination — affecting any individual;
• you are responsible for exercising your own judgment before acting on anything a brief contains.

6. Acceptable use

You will not, and will not permit anyone to:

• attempt to gain unauthorized access to the Service, other customers' data, or our infrastructure;
• probe, scan, or load-test the Service without our written permission;
• resell or provide the Service to a third party without our agreement;
• use the Service to collect information unlawfully, or in a way that would breach anyone's rights.

7. Fees

The Service is quoted per organization. Fees, billing period, and payment terms are set out in the order or quote agreed between us. Unless that document says otherwise, fees are invoiced in advance and are non-refundable for the period already begun.

8. Data and privacy

Our handling of personal data is described in the privacy policy, which forms part of these terms. In respect of the personal data of your people, you are the controller and we are the processor, acting on your documented instructions.

As between us, you retain all rights in the content submitted through your account. You grant us the limited licence needed to host, process, and summarize it in order to provide the Service.

9. Confidentiality

Each party will protect the other's confidential information with at least reasonable care and use it only to perform under these terms. This does not apply to information that is public through no fault of the receiving party, was already known to it, or must be disclosed by law.

10. Availability

We aim to keep the Service available and working, but we do not commit to a specific uptime level unless a separate service level agreement says so. We may perform maintenance, and may change or discontinue features, giving reasonable notice of material changes where we can.

11. Disclaimers

To the fullest extent permitted by law, the Service is provided "as is" and we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, or that briefs will be accurate or complete.

12. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data. Our total aggregate liability arising out of these terms will not exceed the fees paid by you for the Service in the twelve months preceding the event giving rise to the claim.

Nothing here limits liability that cannot lawfully be limited, including for fraud or death or personal injury caused by negligence.

13. Term and termination

• These terms run for as long as you use the Service or as set out in your order.
• Either party may terminate for material breach that is not cured within 30 days of written notice.
• On termination we will, on request, delete your organization and its data — departments, roster, responses, and briefs. If you want an export, ask before termination takes effect.

14. Changes to these terms

We may update these terms. If a change is material we will update the date above and notify customers. Continuing to use the Service after a change takes effect means you accept it.

15. Governing law

These terms are governed by the laws of [ADD STATE], without regard to its conflict of laws rules, and the courts located there will have exclusive jurisdiction.

16. Contact

Road Command LLC, [ADD BUSINESS MAILING ADDRESS] — admin@roadcommand.co.