Terms of Service

1. Agreement to Terms

These Terms of Service (“Terms”) govern access to and use of the Ovault LLC software platform (“Service”) operated by Ovault LLC (“Company,” “we,” “us,” or “our”).

By accessing or using the Service, the subscribing organization (“Agency” or “Department”) agrees to be bound by these Terms.

The Service is intended for authorized law enforcement agencies and government organizations.

2. Description of Service

Ovault LLC provides a cloud-based administrative software platform for law enforcement agencies.

The Service is designed to assist agencies with internal administrative processes such as:

• Department forms
• Policy storage
• Administrative workflows
• Internal documentation
• Customizable internal records
• Department activity tracking

Departments may customize forms, questions, and internal workflows within the platform.

3. Service Limitations

Ovault LLC is not a Records Management System (RMS) and does not provide:

• Police incident report writing
• Criminal case management
• Evidence tracking or chain-of-custody systems
• Dispatch or 911 functionality
• Official criminal record storage

Agencies are responsible for maintaining any legally required records within their official systems.

Ovault LLC is intended to supplement administrative workflows, not replace legally required law enforcement record systems.

4. Authorized Users

Access to the Service is limited to:

• Government agencies
• Law enforcement agencies
• Personnel authorized by the subscribing agency

Users must maintain the confidentiality of login credentials and report unauthorized access.

The agency is responsible for all activity conducted under its accounts.

5. Data Ownership

• All information entered into the Service by an agency remains the property of that agency
• Ovault LLC does not claim ownership of agency data
• Ovault LLC may only process data for purposes of operating, maintaining, and improving the Service

6. Data Security

Ovault LLC uses reasonable technical and administrative safeguards designed to protect user data.

However, no system can guarantee absolute security.

Agencies should avoid storing highly sensitive or legally restricted information unless permitted by their policies.

7. Compliance With Law

Users agree to comply with all applicable laws, regulations, and departmental policies when using the Service, including those applicable within Delaware and any other jurisdictions in which the agency operates.

8. Legal Reporting Obligations

Where required by law, Ovault LLC may disclose information to appropriate authorities in response to:

• Legal process
• Court orders
• Regulatory requirements
• Suspected illegal activity

Such disclosures may include reporting to federal agencies such as the Financial Crimes Enforcement Network (FinCEN) when required under applicable laws including the Bank Secrecy Act.

9. Acceptable Use

Users may not:

• Use the Service for unlawful purposes
• Attempt to gain unauthorized system access
• Interfere with or disrupt system operations
• Upload malicious code or harmful software

Violation may result in suspension or termination.

10. Service Availability

Ovault LLC will make reasonable efforts to maintain system uptime but does not guarantee uninterrupted service.

The Service may occasionally be unavailable due to:

• Maintenance
• Updates
• Technical issues

11. Subscription and Fees

Use of the Service may require payment of subscription fees pursuant to a separate agreement between the agency and Ovault LLC.

Failure to pay applicable fees may result in suspension or termination of service.

12. Termination

Ovault LLC may suspend or terminate access if:

• These Terms are violated
• Required by law
• Security risks are identified
• Subscription agreements end

Upon termination, agencies may request export of their data within a reasonable timeframe.

13. Limitation of Liability

To the maximum extent permitted by law, Ovault LLC shall not be liable for:

• Indirect or consequential damages
• Loss of data
• Operational disruptions
• Agency misuse of the Service

The Service is provided “as is.”

14. Indemnification

The subscribing agency agrees to indemnify and hold harmless Ovault LLC from claims arising from:

• Agency misuse of the Service
• Violation of laws or policies
• Improper data handling

15. Governing Law

These Terms shall be governed by the laws of Delaware.

Legal disputes shall be resolved within that jurisdiction.

16. Contact Information