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Terms of Service

Last updated: May 22, 2026

These Terms of Service govern your access to and use of the ResiOnboarding platform. By accessing or using the platform, you agree to these Terms of Service. If you are using the platform on behalf of an organization, you represent that you have authority to bind that organization to these Terms of Service.

1. Purpose of the Platform

ResiOnboarding provides software tools designed to support senior living move-in coordination, resident onboarding, first-90-day engagement, satisfaction tracking, operational task management, and resident experience workflows. The platform is intended to help organizations improve coordination, communication, task follow-up, and the resident onboarding experience.

ResiOnboarding is not intended to replace clinical judgment, medical decision-making, care planning, physician direction, electronic health record systems, required regulatory documentation, emergency response systems, or any required clinical documentation system.

2. Standard Accounts Are for Non-PHI Use

Unless otherwise agreed in writing, standard ResiOnboarding accounts are intended for non-clinical, non-PHI use. Standard accounts may be used for general onboarding workflows, move-in coordination, resident experience tracking, department task assignments, satisfaction feedback, and operational follow-up.

Users may not enter, upload, transmit, store, or otherwise submit protected health information, medical records, diagnoses, medications, physician orders, care plans, clinical notes, hospital discharge information, therapy notes, incident reports containing health information, or other health-related information into a standard account.

Customer and its users are solely responsible for ensuring that information submitted to the platform is appropriate for the account type and permitted use.

3. Protected Health Information and HIPAA-Configured Accounts

If a customer's use of ResiOnboarding requires the creation, receipt, maintenance, storage, transmission, or processing of protected health information, the customer must notify ResiOnboarding before submitting such information.

Protected health information may only be submitted to ResiOnboarding if all of the following have occurred:

  1. The customer has entered into a signed Business Associate Agreement with ResiOnboarding;
  2. The customer's account has been configured for HIPAA-related use;
  3. ResiOnboarding has confirmed in writing that the account is authorized for PHI-related workflows; and
  4. The customer and its users follow all applicable account, security, access, privacy, and acceptable use requirements.

A standard ResiOnboarding account is not authorized for protected health information unless these requirements have been met.

Nothing in these Terms of Service replaces, modifies, or overrides a signed Business Associate Agreement. If a Business Associate Agreement applies, the terms of that agreement will govern the handling of protected health information.

4. Customer Responsibilities

Customers are responsible for their own use of the platform and for the actions of their authorized users. Customers are responsible for determining whether their use of the platform involves protected health information, confidential information, regulated data, or other sensitive information.

Customers are responsible for:

  • Managing user access and permissions;
  • Ensuring only authorized users access the platform;
  • Training users on appropriate platform use;
  • Preventing users from entering protected health information into standard accounts;
  • Maintaining their own internal privacy, security, compliance, and operational policies;
  • Ensuring that information entered into the platform is accurate, appropriate, lawful, and permitted under the customer's account type;
  • Promptly notifying ResiOnboarding of any suspected unauthorized access, misuse, security incident, or improper submission of protected health information;
  • Complying with all applicable laws, regulations, licensing requirements, facility policies, and professional standards.

Customers acknowledge that ResiOnboarding does not control the information customers or users choose to enter into the platform. Customers are responsible for all customer data submitted by their users.

5. User Responsibilities

Users agree to use ResiOnboarding only for lawful, authorized, and appropriate purposes. Users are responsible for maintaining the confidentiality of their login credentials and for all activity that occurs under their account.

Users may not:

  • Share login credentials;
  • Attempt to access information they are not authorized to view;
  • Upload prohibited, unlawful, misleading, harmful, or unauthorized information;
  • Enter protected health information into a standard account;
  • Use the platform for clinical decision-making, medical advice, diagnosis, treatment, care planning, or emergency response;
  • Interfere with the security, integrity, availability, or performance of the platform;
  • Attempt to bypass access controls or security features;
  • Attempt to reverse engineer, copy, scrape, resell, or misuse the platform;
  • Upload malicious code, viruses, malware, or harmful files.

6. Document Uploads, Notes, Comments, and Free-Text Fields

Users should exercise caution when uploading documents or entering information into notes, comments, messages, survey responses, support requests, or other free-text fields.

Unless the customer has a signed Business Associate Agreement with ResiOnboarding and the account has been configured and authorized for HIPAA-related use, users may not upload or enter medical records, diagnoses, medication lists, physician orders, care plans, clinical notes, hospital discharge records, therapy notes, incident reports containing health information, or other protected health information.

ResiOnboarding may provide warnings, reminders, checkboxes, or other guardrails to remind users not to submit protected health information into standard accounts. Users are responsible for following these warnings and using the platform appropriately.

7. No Medical, Clinical, Legal, Regulatory, or Professional Advice

ResiOnboarding does not provide medical, clinical, legal, regulatory, financial, or professional advice. Information displayed in the platform is intended for operational coordination, task management, resident onboarding support, and resident experience workflows only.

The platform should not be used to make clinical decisions, diagnose conditions, determine care needs, create care plans, replace required clinical documentation, satisfy regulatory documentation obligations, or respond to medical emergencies. Customers and users remain solely responsible for following their own professional standards, licensing requirements, regulatory obligations, policies, procedures, and applicable laws.

Customers should consult qualified clinical, legal, compliance, regulatory, or professional advisors as appropriate.

8. No Emergency Use

ResiOnboarding is not an emergency communication system, nurse call system, medical alert system, electronic health record, incident reporting system, or emergency response platform. The platform should not be used to request urgent assistance, report medical emergencies, communicate time-sensitive clinical concerns, or replace existing emergency response procedures.

Customers and users are responsible for using their organization's established emergency, clinical, safety, and escalation procedures.

9. Business Associate Agreement

If ResiOnboarding and a customer enter into a Business Associate Agreement, that agreement will govern ResiOnboarding's responsibilities with respect to protected health information, to the extent applicable.

If there is a conflict between these Terms of Service and a signed Business Associate Agreement regarding protected health information, the Business Associate Agreement will control for matters related to protected health information.

Customers should not submit protected health information unless a Business Associate Agreement has been fully executed and the account has been authorized for HIPAA-related use.

10. Customer Data

Customers retain responsibility for the information they and their users submit to the platform. Customers represent and warrant that they have all necessary rights, permissions, authorizations, and legal basis to submit customer data to ResiOnboarding and to allow ResiOnboarding to process such information for the purpose of providing the platform.

Customers are responsible for ensuring that submitted information is accurate, appropriate, lawful, and permitted under the customer's account type and applicable agreements.

ResiOnboarding is not responsible for the accuracy, completeness, legality, appropriateness, or content of customer data submitted by customers or users.

11. Account Access and Security

Customers and users are responsible for maintaining appropriate access controls, user permissions, passwords, and internal security practices. Users must keep login credentials confidential and must promptly report any suspected unauthorized access, account compromise, improper disclosure, or misuse of the platform.

ResiOnboarding may use reasonable administrative, technical, and organizational safeguards designed to protect the platform and information submitted through it. However, no system can guarantee absolute security, and customers are responsible for using the platform appropriately, limiting access to authorized users, and maintaining appropriate internal safeguards.

12. Acceptable Use

Customers and users agree not to use ResiOnboarding in any way that:

  • Violates applicable law or regulation;
  • Violates the rights of another person or organization;
  • Involves unauthorized submission of protected health information;
  • Involves unauthorized access to another customer's information;
  • Interferes with platform security, integrity, availability, or performance;
  • Attempts to bypass access controls or security features;
  • Uploads harmful, malicious, unlawful, infringing, or misleading content;
  • Uses the platform for emergency medical response, clinical diagnosis, treatment decisions, care planning, or direct clinical decision-making;
  • Harasses, abuses, threatens, defames, or harms another person;
  • Attempts to copy, resell, sublicense, reverse engineer, scrape, or misuse the platform.

13. Third-Party Services

ResiOnboarding may use third-party service providers to support hosting, database management, authentication, deployment, communications, analytics, security, support, and other operational functions. Customer use of the platform may involve third-party services that are necessary to provide and maintain the platform.

For HIPAA-configured accounts, ResiOnboarding will use appropriate third-party service arrangements where required. Standard accounts should not be used to submit protected health information.

ResiOnboarding is not responsible for third-party services outside of ResiOnboarding's reasonable control, including outages, errors, security incidents, service interruptions, or changes made by third-party providers.

14. Platform Availability and Changes

ResiOnboarding may update, modify, improve, suspend, or discontinue portions of the platform from time to time. ResiOnboarding does not guarantee that the platform will be uninterrupted, error-free, secure, or available at all times.

ResiOnboarding may perform maintenance, updates, or changes that may temporarily affect platform availability. Customers are responsible for maintaining their own backup procedures, continuity plans, and alternative workflows as appropriate for their operations.

15. Suspension or Restriction of Access

ResiOnboarding may suspend, restrict, or terminate access to the platform if we believe that a customer or user has violated these Terms of Service, submitted prohibited information, created a security risk, misused the platform, failed to comply with applicable account requirements, violated applicable law, or used the platform in a way that may expose ResiOnboarding, other users, or customers to legal, security, privacy, regulatory, operational, or compliance risk.

16. Disclaimer of Warranties

The platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, ResiOnboarding disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, availability, reliability, security, or error-free operation.

ResiOnboarding does not warrant that the platform will meet every customer requirement, comply with every customer-specific regulation or policy, operate without interruption, or prevent all errors, unauthorized access, data loss, or security incidents.

17. Limitation of Liability

To the maximum extent permitted by law, ResiOnboarding and its owners, officers, employees, contractors, vendors, and affiliates will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of revenue, loss of business, loss of goodwill, data loss, service interruption, regulatory penalties, or other damages arising out of or related to use of the platform.

To the maximum extent permitted by law, ResiOnboarding's total liability for any claim arising out of or related to the platform or these Terms of Service will not exceed the amount paid by the customer to ResiOnboarding for the platform during the three months preceding the event giving rise to the claim, or one hundred dollars if no amount was paid.

Some jurisdictions do not allow certain limitations of liability, so some of these limitations may not apply to all users.

18. Indemnification

To the maximum extent permitted by law, customers agree to defend, indemnify, and hold harmless ResiOnboarding and its owners, officers, employees, contractors, vendors, and affiliates from and against any claims, damages, losses, liabilities, costs, penalties, fines, and expenses, including reasonable attorneys' fees, arising out of or related to:

  • Customer or user misuse of the platform;
  • Customer data submitted to the platform;
  • Unauthorized submission of protected health information;
  • Violation of these Terms of Service;
  • Violation of applicable laws, regulations, or third-party rights;
  • Failure to properly manage user access, permissions, training, or internal policies;
  • Use of the platform for clinical, emergency, regulatory, or professional purposes not authorized by ResiOnboarding.

19. Intellectual Property

ResiOnboarding, including its software, design, features, workflows, branding, logos, content, and related materials, is owned by ResiOnboarding or its licensors and is protected by applicable intellectual property laws. Customers and users may not copy, modify, distribute, resell, reverse engineer, or create derivative works from the platform except as expressly permitted in writing.

Customers retain ownership of customer data submitted to the platform, subject to ResiOnboarding's right to process such data as necessary to provide, maintain, secure, and improve the platform.

20. Privacy Policy

Use of the platform is also subject to the ResiOnboarding Privacy Policy. The Privacy Policy explains how ResiOnboarding may collect, use, and protect information. These Terms of Service and the Privacy Policy are separate documents. If a Business Associate Agreement applies, the Business Associate Agreement will govern protected health information as described in that agreement.

21. Changes to These Terms

ResiOnboarding may update these Terms of Service from time to time. When updates are made, the "Last Updated" date will be revised. Continued use of the platform after updated Terms of Service are posted means the customer or user accepts the updated Terms of Service.

22. Governing Law

These Terms of Service will be governed by the laws of [Insert Governing State], without regard to conflict of law principles.

23. Contact

If you have questions about these Terms of Service, account configuration, HIPAA-related use, or whether your organization requires a HIPAA-configured account, please contact ResiOnboarding at support@resionboarding.com.