1. The agreement
These terms are an agreement between CertlyPro LLC (“CertlyPro,” “we,” “us”) and the fire department, EMS agency or other organization that creates a CertlyPro account (the “agency” or “you”). The person who creates the account, or who accepts these terms for an agency, confirms they have the authority to do so.
If your agency and CertlyPro sign a separate written contract or order (for example, a purchase agreement required by a city or district), that contract controls wherever it differs from these terms.
2. What CertlyPro does
CertlyPro lets an agency keep a list of its members and their certifications, see who is current, expiring or expired, check certifications against public sources such as state EMS registries, collect copies of new cards, send members reminder texts and emails, and keep an audit log. We may improve or change features over time; we won't remove a core feature your agency relies on without notice.
3. Your users and accounts
- Your agency decides who gets access (owners, coordinators and viewers) and is responsible for what they do in CertlyPro.
- Sign-in links go to each user's email. Keep email accounts secure, and remove people who no longer need access.
- Tell us right away if you think an account has been misused.
4. Your agency's records
Your agency owns the records it puts into CertlyPro and the records collected for it (“agency records”). You let us store and use them only to provide CertlyPro to you, to keep it secure and working, and as the law requires. We handle them as described in our Privacy Policy. We don't sell them and don't use them for advertising.
You are responsible for your agency records. In particular, your agency confirms that:
- It has the right to give us each member's information, including their email and mobile number, and to have us contact members for the agency.
- Each member whose mobile number it adds gave that number to the agency and agreed to get credential reminder texts, as described on how members get texts, and the agency will tell members about the texts when it adds them.
- It will stop a member's texts in CertlyPro when the member asks the agency to, and will keep members' contact details up to date.
- It will follow the laws that apply to it, including its own records retention and public records duties.
5. Texts and emails
- We send reminder texts and emails for your agency, in its name, about members' certifications only. You may not use CertlyPro to send marketing or any other kind of message.
- We honor every opt-out. A member who replies STOP gets no more texts until they reply START, whatever number is entered for them. Texts go out only between 8am and 9pm in your agency's time zone. Our text message terms apply to every text.
- Texts and emails can be delayed, filtered or not delivered, for reasons outside our control (carriers, spam filters, wrong numbers). They support your agency's process; they don't replace it.
6. Your agency makes the decisions
CertlyPro is a tracking and reminder tool. It does not certify, license or clear anyone to work, and it does not give legal or medical advice.
- Your agency decides which certifications it requires and whether a member is qualified to work a shift. CertlyPro's statuses (current, expiring, expired) are calculated from the dates in your records and are there to help, not to decide.
- Information from state registries (such as ADHS), the American Heart Association, other issuers, and photos members send comes from third parties. It can be late, incomplete or wrong, and registries can change or go offline. When it matters, confirm a certification with the body that issued it.
- Card details read from an eCard, and any match between a member and a registry record, can be wrong. Your coordinators should review them.
7. What not to put in CertlyPro
- Patient care reports, medical records or other health information about patients or members.
- Criminal history or background check results.
- Social Security numbers or financial account numbers.
- Anything you don't have the right to share, or anything unlawful.
Also, don't try to get into another agency's records, test or disrupt CertlyPro's security, or resell access to CertlyPro.
8. Pilots and fees
A free pilot costs nothing for the period we agree on. After that, fees, billing and payment terms are as set out in your order or contract with us. If you don't continue after a pilot, your account closes as described in section 11.
9. Public records
If your agency is a public body, your agency records may be public records. Your agency decides how to answer a public records request. We will send you any request we receive for your records and help you retrieve the records you need to respond.
10. Security and confidentiality
We keep agency records confidential and protect them with reasonable safeguards, as described in our Privacy Policy. If we learn of a breach affecting your agency records, we will tell your agency promptly, share what we know, and help with any notices the law requires.
11. Ending the service
Your agency can stop using CertlyPro at any time, subject to any term in your order or contract. We can suspend or end an account that breaks these terms or puts others at risk, with notice where we can give it. When an account ends, we give your agency a copy of its records on request and then delete them, as described in our Privacy Policy.
12. Disclaimer
We work hard to keep CertlyPro accurate and available, but it is provided “as is” and “as available.” To the extent the law allows, we disclaim all other warranties, including fitness for a particular purpose, and we don't promise that CertlyPro, registry data or message delivery will be uninterrupted or error-free.
13. Limits on liability
To the extent the law allows: neither party is liable to the other for indirect, incidental, special or consequential damages, or for lost profits or data; and our total liability for any claim about CertlyPro is limited to the fees your agency paid us in the 12 months before the claim (or $100 during a free pilot). These limits don't apply where the law doesn't allow them, and nothing in these terms asks a public agency to indemnify anyone or give up a right that the law or its own code says it can't.
14. Changes to these terms
We may update these terms. We update the effective date when we do, and we tell agency owners by email at least 30 days before a significant change takes effect. Continuing to use CertlyPro after that means your agency accepts the change.
15. Governing law
Arizona law governs these terms. Any dispute will be heard in the state or federal courts in Maricopa County, Arizona, unless your agency's contract with us says otherwise.
16. Other terms
These terms, the Privacy Policy, the text message terms and any order or contract are the whole agreement between us. If part of these terms can't be enforced, the rest still applies. Neither party may transfer this agreement without the other's consent, except to a successor of its business that agrees to it.
17. Contact
legal@certlypro.com
CertlyPro LLC, 29 Calle La Espalda, San Clemente, CA 92673