ReconFile

Terms of Service

Effective November 14, 2026

These Terms of Service (the "Terms") are an agreement between [COMPANY LEGAL NAME] ("we", "us") and the organization or individual ("Customer", "you") that uses ReconFile at https://reconfile.app(the "Service"). By creating an account or using the Service, you agree to these Terms. If you use the Service on behalf of an organization, you confirm you have authority to bind that organization.

1. The Service

ReconFile helps clinical research sites organize regulatory documents (such as FDA Form 1572, delegation of authority logs, CVs, medical licenses, GCP and protocol training records, and financial disclosure forms), extract credential information from them, and track missing, expiring, or expired credentials per trial site.

2. Accounts

  • You sign in with an email address and a one-time code sent to that address. Each person must use their own account; shared logins are not permitted.
  • You are responsible for activity under your account and for keeping access to your email account secure.
  • Tell us promptly at [CONTACT EMAIL] if you believe your account has been accessed without authorization.

3. Your data

You retain all rights to the documents you upload and the data extracted from them ("Customer Data"). You grant us a limited license to store, process, and display Customer Data only as needed to provide, secure, and support the Service. We do not sell Customer Data and do not use it to train AI models. How we handle personal information is described in our Privacy Policy.

4. No protected health information

The Service is not designed to process protected health information (PHI) as defined under HIPAA. You agree not to upload PHI or patient-identifiable information. Documents must be de-identified in accordance with 45 CFR 164.514 before upload. We are not a HIPAA covered entity or business associate under these Terms, and no business associate agreement is in place unless we sign one separately in writing.

5. AI-assisted extraction

The Service uses automated text extraction, optical character recognition, and AI models to read documents and populate credential records. This output can be incomplete or wrong. You are responsible for reviewing and verifying extracted data before relying on it. The Service is a tracking aid; it is not a substitute for your own regulatory review, sponsor or IRB requirements, or professional judgment, and it does not certify that a site is inspection-ready.

6. Acceptable use

You agree not to:

  • Upload content you do not have the right to share, or content containing PHI.
  • Upload malware or attempt to disrupt, probe, or gain unauthorized access to the Service or other customers' data.
  • Reverse engineer the Service, except where that restriction is prohibited by law.
  • Resell or provide the Service to third parties without our written consent.
  • Use the Service in violation of applicable law.

7. Fees

Fees, billing terms, and any trial period are set out in your order form or the pricing we provide to you. Unless otherwise agreed in writing, fees are non-refundable and exclude taxes. We may suspend the Service for accounts that are more than 30 days past due after notice.

8. Confidentiality

Each party will protect the other party's non-public information with reasonable care, use it only to perform under these Terms, and disclose it only to personnel and service providers who need it and are bound by similar obligations, or as required by law.

9. Records and retention

To support FDA 21 CFR Part 11 recordkeeping, the Service keeps an append-only audit trail of changes, and deleting a record marks it deleted rather than erasing it. On termination you may request an export of Customer Data. Retention and deletion are described in the Privacy Policy.

10. Disclaimer of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICE OR ITS OUTPUT WILL BE ACCURATE, COMPLETE, OR UNINTERRUPTED.

11. 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, REVENUE, OR DATA, AND OUR TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID US IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

12. Term and termination

These Terms apply while you use the Service. You may stop using the Service at any time. We may suspend or terminate access for material breach of these Terms that is not cured within 15 days of notice, or immediately where needed to protect the Service or other customers. Sections 3, 8, 9, 10, 11, and 14 survive termination.

13. Changes

We may update these Terms. We will post the new version here with a new effective date and, for material changes, notify account holders by email at least 15 days before they take effect. Continued use after that date means you accept the updated Terms.

14. Governing law

These Terms are governed by the laws of the State of [GOVERNING LAW STATE], without regard to conflict-of-law rules. The state and federal courts located in [GOVERNING LAW STATE] have exclusive jurisdiction over any dispute arising from these Terms.

15. Contact

[COMPANY LEGAL NAME], [COMPANY MAILING ADDRESS]. Email: [CONTACT EMAIL].

Terms of Service - Privacy Policy