Prepara — Terms of Use
Last updated: August 10, 2026
DRAFT — NOT YET LEGALLY REVIEWED. This document is a working draft prepared for internal review and for gathering feedback from prospective users. It must be reviewed by a licensed attorney before Prepara accepts payment or before any organization relies on it. Bracketed items require completion.
1. Agreement to these Terms
These Terms of Use ("Terms") are a legal agreement between [ENTITY NAME], a [STATE] limited liability company ("Prepara," "we," "us," or "our") and the organization that creates an account and uses the Prepara platform (the "Organization," "you," or "your").
By creating an account, accessing, or using Prepara (the "Service"), you agree to these Terms. If you do not agree, do not use the Service.
You must be at least 18 years old to create an account.
2. Authority to bind your Organization
Prepara is provided to organizations, not to individuals in their personal capacity. By creating an account on behalf of an Organization, you represent and warrant that you are authorized to enter into these Terms on that Organization's behalf and to bind it to them. If you do not have that authority, do not create an account.
The Organization — not the individual who created the account — is the party to these Terms and the owner of the data submitted through the account.
3. What Prepara is — and what it is not
Prepara is a documentation, discovery, and organization tool. It helps an organization identify gaps in its operational readiness practices, record what it does, store supporting documents, track renewal and expiration dates, and assemble that material into an organized portfolio it can share with its insurance broker, board, or other stakeholders.
Prepara is a tool for efficiency, cross-checking, and convenience. It is not a broker, an insurer, an adjuster, a law firm, or a safety consultancy.
3.1 No professional advice
The Service does not provide legal, insurance, risk-management, safety, medical, or other professional advice. All content — including assessment questions, recommendations, improvement roadmaps, standard operating procedure ("SOP") templates, guidance text, and any flags or prompts about your answers — is general informational content only.
This applies without exception to content addressing child safety and protection, emergency preparedness, medical response, facility safety, and vehicle and driver policies. These are areas where requirements vary substantially by jurisdiction, denomination, insurer, and circumstance, and where the consequences of error are serious.
You are solely responsible for determining what your Organization actually requires. You should consult your own insurance broker, attorney, denominational authority, local emergency services, and any applicable regulator before relying on anything produced through the Service.
3.2 No guarantee of outcomes
Prepara does not promise, guarantee, or predict:
- that you will obtain, retain, or be able to renew insurance coverage;
- any particular premium, rate, deductible, or policy term;
- that any claim will be paid, denied, or handled in any particular way;
- that you will satisfy any legal, regulatory, licensing, accreditation, denominational, or insurer requirement;
- that using the Service will prevent, reduce, or mitigate any injury, loss, damage, or liability.
Nothing produced by the Service is a certification, accreditation, audit, inspection, or endorsement of your Organization's practices, safety, or compliance.
3.3 The Prepara Score
The Service generates a numeric "Prepara Score" and related category scores.
The Prepara Score is derived entirely from answers your Organization supplies about itself. It is self-reported and is not independently verified, audited, or validated by Prepara or any third party. Its accuracy depends entirely on the accuracy and completeness of what you enter.
The Prepara Score is not an insurance rating, an underwriting score, an actuarial measure, a risk classification, or a prediction of premiums, coverage availability, claim outcomes, or loss experience. It is an internal, proprietary organizational tool intended to help you see where your own documentation practices stand and where they might improve. No insurer, broker, or other third party is obligated to give it any weight, and Prepara makes no representation that any of them will.
Where the Service describes a score as "verified," that term means only that supporting documents have been uploaded and associated with particular items within the Service. It does not mean Prepara has reviewed, authenticated, audited, or validated those documents or their contents.
3.4 The Broker Portfolio and other generated documents
The Service can assemble your entries and uploads into a portfolio document and a supporting-documents archive.
These outputs reproduce and organize what you provide. Prepara does not verify, endorse, or vouch for their accuracy or completeness. You are responsible for reviewing any output before sharing it with a broker, insurer, board, regulator, or anyone else, and for ensuring it is accurate, current, and appropriate to share.
The Service may flag answers that appear incomplete or that a reviewer may question. These flags are informational aids only. They are not exhaustive, they are not a review of your Organization's practices, and the absence of a flag does not mean an answer is adequate, accurate, or complete.
4. Your account
You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. Notify us promptly at team@getprepara.com if you believe your account has been accessed without authorization.
You agree that the information you provide when creating an account is accurate and that you will keep it current.
5. Your content
5.1 Ownership
Your Organization retains all ownership of the information, documents, files, and other material it submits to the Service ("Your Content"). Prepara claims no ownership of Your Content.
5.2 Licence to operate the Service
You grant Prepara a limited, non-exclusive licence to host, store, copy, transmit, display, and process Your Content solely as necessary to provide, maintain, secure, and support the Service for you — including generating portfolios and archives at your direction, and enabling any third-party integration you choose to connect.
This licence exists only to run the Service. It ends when Your Content is deleted, subject to the retention periods in Section 8.
5.3 Your responsibilities regarding Your Content
Your Content may include sensitive material — including records relating to individuals, such as background-check results, certifications, and personnel information.
You represent and warrant that you have the right and all necessary permissions to upload Your Content, and that doing so does not violate any law, contract, or individual's rights.
You are responsible for:
- obtaining any consent or notice required before uploading information about an individual;
- complying with any law governing the collection, retention, and disclosure of background-check results, personnel records, or minors' information;
- deciding what to include in any portfolio or archive you generate and share;
- ensuring you do not upload material you are not permitted to store or disclose.
Do not upload material you are legally prohibited from storing or sharing.
5.4 Prohibited use
You agree not to use the Service to: violate any law; infringe anyone's rights; upload malicious code; attempt to access another organization's data; probe, scan, or test the Service's security without our written permission; interfere with the Service's operation; or resell or redistribute the Service.
6. Free and paid access
6.1 Current availability
Prepara is currently offered free of charge while in early access. We may change, limit, or discontinue free access at any time.
6.2 Paid subscriptions
We intend to offer paid subscriptions. When they become available, the following will apply, and you will be told which features require payment before you are asked to pay.
Anticipated structure: account creation and the readiness assessment (including a self-reported score) are expected to remain free. Continued access to the dashboard, improvement roadmap, document libraries, evidence storage, and the portfolio generator is expected to require a paid subscription.
Billing. Subscriptions are expected to be billed on an annual (and possibly monthly) basis, per Organization, in advance. Prices will be published before purchase. Payment will be processed by a third-party payment processor; Prepara does not store full payment-card details.
Renewal. Subscriptions renew automatically unless cancelled before the end of the then-current term. We will state renewal terms clearly at purchase.
Cancellation. You may cancel at any time. Cancellation takes effect at the end of your current billing period — you keep access until then. We do not provide prorated refunds for partial periods except where required by law or at our discretion in exceptional circumstances.
Refunds. [TO BE FINALIZED — refund policy not yet determined.]
Price changes. We may change prices with reasonable advance notice, effective at your next renewal.
6.3 Non-payment
If a subscription lapses, access to paid features ends. Your Content is not immediately deleted — see Section 8.
7. Availability, changes, and support
We aim to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free operation. The Service may be unavailable for maintenance, updates, or reasons outside our control.
We may add, change, or remove features. Where a change materially reduces functionality you rely on, we will make reasonable efforts to give advance notice.
Support is provided at team@getprepara.com on a commercially reasonable basis.
8. Data retention, export, and deletion
8.1 While your account is active
We do not proactively delete Your Content while your account remains active. If circumstances ever require us to delete or restrict content, we will notify you first, except where prohibited by law.
8.2 Export
You may export Your Content at any time, including your documents and records, in a form you can retain and use independently of Prepara. We will make reasonable efforts to keep this capability available.
8.3 After cancellation or termination
Following cancellation or termination, we retain Your Content for 90 days so that you may export it or reactivate. After that 90-day period, Your Content is deleted from active systems. Residual copies may persist in encrypted backups for a limited additional period before being overwritten in the ordinary course.
It is your responsibility to export anything you need before that 90-day period ends.
8.4 If Prepara discontinues the Service
If we decide to discontinue the Service, we will make our best effort to give you advance notice, together with instructions for exporting your material and recommendations for preserving your Organization's records independently.
Because we cannot guarantee the Service's indefinite availability, you should not rely on Prepara as your Organization's sole or system-of-record storage for any document you are required to retain. Maintain your own copies of anything you must keep.
9. Your own retention obligations
Some material you may store in Prepara — background-check results, training records, incident documentation, insurance policies — may be subject to retention requirements under law, insurer requirements, or denominational policy.
Prepara does not track, advise on, or discharge those obligations. They remain entirely yours. Deleting something from Prepara does not satisfy any destruction requirement, and storing it in Prepara does not satisfy any retention requirement.
10. Third-party services and integrations
The Service is built on third-party infrastructure and may allow you to connect third-party platforms you already use.
If you connect a third-party service, you authorize Prepara to exchange data with it as needed for that integration. Your use of any third-party service is governed by that party's own terms and privacy practices, not ours. We are not responsible for third-party services, their availability, their security, or how they handle data once it reaches them.
Third parties currently used to operate the Service are identified in our Privacy Policy.
11. Aggregated and anonymized data
We may create aggregated, de-identified statistics from usage of the Service — for example, average readiness scores across organizations, or how commonly a practice is documented — and use them to improve the Service, to publish benchmarks, and for research or marketing.
Such data will not identify your Organization, any individual, or the contents of any document you upload, and will only ever be presented in aggregate form. We will not disclose your Organization's individual score or documents to any third party except as described in the Privacy Policy or with your direction.
12. Intellectual property
The Service — including its software, design, assessment content, SOP templates, scoring methodology, and the Prepara name and marks — is owned by Prepara and protected by intellectual property law. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service for your Organization's internal purposes.
Documents you generate through the Service for your own use are yours to use, keep, and share. You may not resell, redistribute, or make the Service's templates or content available as a competing product.
13. Disclaimer of warranties
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. To the fullest extent permitted by law, Prepara disclaims all warranties, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.
We do not warrant that the Service will meet your requirements, that it will be uninterrupted, timely, secure, or error-free, or that any content, recommendation, score, or output is accurate, complete, current, or suitable for any purpose.
14. Limitation of liability
TO THE FULLEST EXTENT PERMITTED BY LAW, PREPARA WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, or for any loss of profits, revenue, goodwill, data, or business opportunity, arising out of or relating to the Service — including any denial of coverage, adverse claim outcome, premium change, regulatory action, injury, or loss — even if we have been advised of the possibility.
OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID US IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).
These limitations apply regardless of the theory of liability and even if a limited remedy fails of its essential purpose. Some jurisdictions do not allow certain limitations, so some of these may not apply to you.
15. Indemnification
You agree to indemnify and hold harmless Prepara and its officers, members, employees, and agents from any claim, liability, damage, loss, or expense (including reasonable legal fees) arising out of: Your Content; your use of the Service; your violation of these Terms; your violation of any law or third-party right, including privacy rights of individuals whose information you upload; or your sharing of any output generated through the Service.
16. Termination
You may stop using the Service and close your account at any time.
We may suspend or terminate your access if you materially breach these Terms, if we are required to by law, or if we discontinue the Service. Except in cases of serious or repeated breach, we will make reasonable efforts to give notice and an opportunity to export Your Content.
Sections 3, 5.1, 5.3, 8, 9, 11, 12, 13, 14, 15, and 17 survive termination.
17. Governing law and disputes
These Terms are governed by the laws of [STATE], without regard to conflict-of-laws principles. Any dispute will be brought exclusively in the state or federal courts located in [COUNTY, STATE], and both parties consent to that jurisdiction.
[TO BE DECIDED WITH COUNSEL: whether to include an arbitration clause and class-action waiver.]
18. Changes to these Terms
We may update these Terms. If a change is material, we will give reasonable notice — by email or through the Service — before it takes effect. Continuing to use the Service after a change takes effect means you accept the updated Terms.
19. General
These Terms, together with the Privacy Policy, are the entire agreement between you and Prepara regarding the Service. If any provision is held unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.
20. Contact
[ENTITY NAME] [BUSINESS ADDRESS] team@getprepara.com