These Terms of Service govern access to and use of the Policereports.ai platform and related services. Please read them carefully. If your agency has signed a separate agreement with us, that agreement controls.
These Terms of Service ("Terms") govern access to and use of the Policereports.ai platform, website, software, documentation and related services (collectively, the "Services"). The Services are provided by 2357 Solutions LLC, a Florida limited liability company with its principal place of business at 111 2nd Ave NE, Ste 536, St. Petersburg, FL 33701 ("Policereports.ai", "we", "us" or "our").
By accessing or using the Services, or by clicking to accept these Terms, you agree to be bound by them. If you are entering into these Terms on behalf of an agency, department or other organization, you represent that you have authority to bind that entity, and "you" and "Customer" refer to that entity. If you do not agree to these Terms, do not access or use the Services.
If Customer has executed a separate written agreement with us covering the Services (a "Master Agreement"), including any purchase order, contract or terms required by Customer as a public entity, that agreement controls and supersedes these Terms to the extent of any conflict. These Terms apply where no such agreement exists, and otherwise supplement it. Commercial, security and data handling arrangements are agreed with each agency on a case by case basis.
The Services are intended for law enforcement agencies, public safety and correctional agencies, other government entities and their Authorized Users, and for approved partners and resellers. You represent that you are accessing the Services in that capacity and that your use complies with all laws, regulations and agency policies applicable to you.
Policereports.ai provides AI-assisted documentation and investigative support tools, including draft report generation, form completion, evidence and record analysis, and related workflow features. We may modify, add to or discontinue features from time to time. We will not materially reduce core functionality during a paid subscription term without notice.
The Services produce drafts and analytical aids. They do not produce official records, findings of fact, legal conclusions or evidence.
Customer and its Authorized Users are solely responsible for reviewing, verifying, correcting and approving all Output before it is filed, submitted, relied upon, disclosed or used in any official, investigative, evidentiary or judicial proceeding. Output may contain errors, omissions or inaccurate inferences.
Customer remains the author and custodian of record for all reports and records created using the Services, and remains responsible for compliance with its own recordkeeping, disclosure, evidentiary and reporting obligations. Nothing provided through the Services constitutes legal advice.
Customer is responsible for maintaining the confidentiality of account credentials, for all activity under its account, and for ensuring Authorized Users comply with these Terms. Credentials may not be shared between individuals. Customer must notify us promptly at info@policereports.ai of any suspected unauthorized access.
Customer and Authorized Users shall not:
As between the parties, Customer retains all right, title and interest in Customer Data and Output. Customer grants us a limited, non-exclusive license to host, process, transmit and display Customer Data solely to provide, secure and support the Services, and as otherwise directed by Customer. We claim no ownership of Customer Data and we do not sell Customer Data.
We do not use Customer Data to train, fine-tune or otherwise improve any artificial intelligence or machine learning model, whether our own or that of any third party.
Customer Data is processed solely to deliver the Services to Customer. We contractually require our AI subprocessors to apply the same restriction.
We maintain administrative, technical and physical safeguards designed to protect Customer Data, including encryption in transit and at rest, access controls, logging and personnel screening where required.
We also support client-side encryption, allowing Customer Data to be encrypted on Customer's device before it is transmitted to us. Whether client-side encryption is enabled for a given deployment, and how encryption keys are managed, is agreed with each agency on a case by case basis in the applicable agreement.
Our security posture and applicable compliance attestations are described at policereports.ai/our-commitment-to-security. Where Customer is subject to the FBI CJIS Security Policy or comparable requirements, the parties will execute any required security addendum, and our handling of criminal justice information is governed by that addendum.
Our processing of personal data is described in our Privacy Policy. For Customer Data processed on Customer's behalf, Customer is the controller or responsible government authority, and we act as a processor or service provider acting on Customer's documented instructions.
The Services may integrate with third party systems, including records management and computer aided dispatch systems. We are not responsible for third party systems, their availability, or their handling of data once transmitted at Customer's direction.
Fees, license counts and billing terms are agreed on a case by case basis and set out in the applicable order form, quote, purchase order or Master Agreement. Unless stated otherwise, fees are exclusive of taxes and are non-refundable except as required by law. We may change fees effective at the start of a renewal term on at least thirty (30) days written notice.
These Terms apply for as long as Customer uses the Services. Subscription terms and renewal are governed by the applicable order form or Master Agreement.
We may suspend access, in whole or in part, where necessary to address a material security risk, a violation of Section 8, or non-payment. Any suspension will be limited in scope and duration to what is reasonably necessary. Except in cases of security risk or legal compulsion, we will give notice and a reasonable opportunity to cure before suspending. Either party may terminate for material breach not cured within thirty (30) days of written notice.
Data export and deletion arrangements, including timeframes, format and any escrow or archival requirements, are agreed with each agency on a case by case basis in the applicable order form or Master Agreement.
Where no such terms have been agreed, Customer may request export of Customer Data in a commonly used machine readable format following termination or expiration, and we will delete Customer Data from production systems on written request within a reasonable period, and from backups on the normal backup expiration cycle, except where retention is required by law.
Customer remains responsible for retaining records required under its own retention schedules.
We and our licensors retain all right, title and interest in the Services, including all software, models, interfaces, templates, documentation and trademarks. No rights are granted except the limited right to use the Services during the subscription term. Nothing in these Terms transfers ownership of the Services.
If Customer provides suggestions or feedback about the Services, we may use it without restriction or obligation to Customer. Feedback must not include Customer Data.
Each party will protect the other's confidential information with at least reasonable care and use it only for purposes of these Terms. This obligation does not apply to information that is public, independently developed, or lawfully received from a third party. Customer acknowledges it may be subject to public records laws; disclosure required by such laws is not a breach, provided Customer gives us reasonable advance notice where permitted.
Except as expressly stated in a Master Agreement, the Services are provided "as is" and "as available". To the maximum extent permitted by law, we disclaim all warranties, express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose, accuracy and non-infringement.
We do not warrant that the Services will be uninterrupted or error free, or that Output will be accurate, complete or suitable for any particular use. See Section 6.
To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, exemplary or punitive damages, or for lost profits, revenue or data, arising out of or relating to the Services, even if advised of the possibility.
Except for liability arising from a party's gross negligence, willful misconduct or breach of confidentiality obligations, each party's total aggregate liability arising out of or relating to these Terms will not exceed the amounts paid or payable by Customer for the Services in the twelve (12) months preceding the event giving rise to the claim, unless a different limit is agreed in the applicable Master Agreement.
Nothing in this section limits liability that cannot be limited under applicable law.
We will defend Customer against third party claims that the Services, as provided by us and used in accordance with these Terms, infringe a United States patent, copyright or trade secret, and will pay damages finally awarded, provided Customer promptly notifies us and permits us to control the defense.
Customer will defend and indemnify us against third party claims arising from Customer Data or from use of the Services in violation of these Terms or applicable law, to the extent permitted by the laws governing Customer. Where Customer is a government entity prohibited by law from providing indemnification, this obligation applies only to the extent legally permitted and does not otherwise invalidate these Terms.
Customer represents that it is not located in, organized under the laws of, or ordinarily resident in a country or territory subject to comprehensive United States sanctions, and is not a party identified on any United States restricted party list. Customer will not export, re-export or otherwise make the Services available in violation of United States export control or sanctions laws.
These Terms are governed by the laws of the State of Florida, without regard to its conflict of law principles. The exclusive venue for any dispute is the state or federal courts located in Pinellas County, Florida, and each party consents to personal jurisdiction there.
Where Customer is a United States government entity whose applicable law requires that its own state or federal law govern, that requirement controls to the extent legally mandated, and the remainder of these Terms continues to apply. The United Nations Convention on Contracts for the International Sale of Goods does not apply.
We may update these Terms. For material changes we will provide notice through the Services or by email to the account contact at least thirty (30) days before they take effect, and will update the Last Updated date above. Continued use after the effective date constitutes acceptance. Where a Master Agreement is in place, changes take effect only as that agreement provides.
2357 Solutions LLC
111 2nd Ave NE, Ste 536
St. Petersburg, FL 33701, United States
General: info@policereports.ai
Press: press@policereports.ai
