Terms of Service

These terms are between GuardPostSync LLC, a Texas limited liability company doing business as GuardPostSync ("GuardPostSync", "we", "us"), and the company that subscribes ("you", "your", "the Company").

By creating an account or using the service you agree to these terms. If you are agreeing on behalf of a company, you confirm you are authorised to bind it.

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1. What the service is

GuardPostSync is scheduling software for U.S. contract security firms. It holds your officer roster, records each officer's state security licence, schedules officers to posts, and refuses to assign an officer whose licence is expired, the wrong class, or issued by the wrong state.

What it is not. GuardPostSync does not employ anyone, does not supply officers, does not verify licences with any state agency, and does not decide who is qualified. You enter your officers and their licence details. The software checks what you entered against the rules you configured. It is a tool your staff use, not a compliance authority.

You remain responsible for compliance. Texas Occupations Code Chapter 1702, Texas DPS Private Security rules, and the equivalent law in every state you operate in apply to you, not to us. A schedule the software permitted is not a legal opinion that the assignment was lawful. You must independently satisfy yourself that every officer you deploy is properly licensed.

2. Who may use it

The service is for U.S. contract security firms and their W-2 employees.

You confirm that everyone you add is your employee. The service is not designed for and may not be used to schedule independent contractors, 1099 workers, subcontracted officers, or workers sourced from a marketplace or staffing platform.

Your officers use the service through accounts you create for them. Your client sites are not users and receive no access. All users must be at least 18.

3. Your account

You are responsible for everything done under your accounts, including by your staff and your officers. Keep credentials secure and tell us promptly at security@guardpostsync.com if you believe an account has been compromised.

You choose who inside your company holds which role. We do not police your internal permissions.

4. Plans, seats and price

Three plans, billed monthly or annually in advance:

Annual billing is 10% below twelve monthly payments, charged up front.

Seats are counted as active officers on your roster. At your plan's limit the service will not let you add another officer until you upgrade or deactivate someone. Deactivating frees a seat; historical records are retained under §10.

We may change prices on 30 days' notice by email, effective at your next renewal. If you do not accept a change, cancel before renewal and you will not be charged the new price.

A new company starts with a 21-day free trial. You add a card when you sign up and nothing is charged during the trial. When the trial ends, the plan you chose is charged to that card at the price shown above, and renews each month (or each year, on annual billing) until you cancel. Cancel from your billing page before the trial ends and you are not charged at all. You can also end the trial early and start paying from the billing page.

5. Payment

Payments are processed by Stripe. You give your card details to Stripe, not to us. We never see, store or handle your card number.

Subscriptions renew automatically for the same term until cancelled. Charges are in U.S. dollars and exclude any applicable sales tax, which we may add where required to collect it.

6. Cancelling

Cancel at any time from your billing page. Cancellation takes effect at the end of the period you have already paid for — or, during a free trial, at the end of the trial, with nothing charged.

We do not refund partial periods, including annual plans cancelled mid-term. If you believe you were charged in error, contact billing@guardpostsync.com within 60 days and we will look at it.

7. What happens if you stop paying

This clause is deliberate. Please read it.

If a payment fails we will tell you and retry, and the dashboard says so. Nothing changes for 14 days from the first failure — or 3 days, if the failed payment is the first one after a free trial.

After that — and equally if you cancel or your subscription lapses — the manager console locks: you cannot schedule, assign, broadcast shifts, export hours, or add officers or posts. Your billing page stays open so you can update the card, and the console reopens as soon as payment succeeds.

What never stops, whatever your billing status: your officers keep the GuardPostSync app and every shift they are already assigned to, with its address, post orders and contacts. They can still confirm an offer they were already sent, and take an open shift you already published. The licence-compliance check still applies to every one of those.

The reason: a billing dispute must never become the reason an officer loses their schedule, or the reason a shift already published goes uncovered at 2am. The officer standing at that gate is not a party to our payment arrangement. The pressure belongs on the account owner, not on the roster.

We may terminate the account entirely for prolonged non-payment under §11, on notice. Until we do, your officers' schedules keep running.

8. Acceptable use

You may not:

• use the service to schedule anyone who is not your W-2 employee;
• upload licence or identity documents you are not authorised to hold;
• upload **Social Security numbers, tax forms, bank details, background-check

results or health information** — the service is not built for this data and must not be used to store it;

• attempt to access another company's data, probe the service for

vulnerabilities without our written permission, or circumvent rate limits;

• resell the service or provide it to a third party as your own;
• use it to harass anyone, including messaging officers who have opted out.

We may suspend an account immediately, without notice, for conduct that puts the service or other customers at risk. We will tell you why and restore access when it is resolved.

9. Messages to your officers

The service sends email and, where an officer turns them on, text messages and app notifications to your officers about shifts, schedules and licence expiry.

You are responsible for the lawfulness of messages sent to your own employees. We provide the consent capture and record the exact wording each officer agreed to and when. You are responsible for not using the roster to send anything the officer did not agree to receive.

We honour STOP and HELP on every message. An officer who replies STOP is opted out across the whole service, including at any other company on the platform where they also work, and you cannot override this. Text messages are sent only between 8am and 9pm in the officer's local time, except a verification code the officer asks for themselves.

Email is never withheld. An officer who has not consented to SMS, or who has opted out, still receives shift offers and licence warnings by email. Declining SMS never costs an officer work.

10. Your data

You own your data. Rosters, credential records, schedules and everything else you enter remain yours. We do not sell it and we do not use it to train machine learning models. We use it only to run the service for you, as described in the Privacy Policy and the Data Processing Addendum.

Export. You can export your roster and hours at any time from within the product while your account is open.

On termination. Your data remains available for export for 30 days after termination. After that we delete it within 60 days, except where we must keep something to comply with law. Database backups age out on their own schedule and are gone within 7 days.

11. Termination

You may terminate at any time under §6.

We may terminate for material breach if you do not fix it within 30 days of written notice, or immediately for the conduct described in §8. We may discontinue the service entirely on 90 days' notice, refunding any prepaid period you have not used.

12. Availability and support

We aim to keep the service available but do not offer a contractual uptime guarantee or service credits at this subscription level.

Support is by email at support@guardpostsync.com. We aim to respond within one business day and do not commit to a response time.

13. Security

Our security measures are described in the Data Processing Addendum. In summary: encryption in transit and at rest, database-enforced separation between companies, private storage for credential images, scrubbing of personal information from error reports, and audit records for credential and assignment decisions.

We are not SOC 2 certified. We have designed toward that standard and intend to pursue certification, but we make no claim to hold it today. Any statement to the contrary is not authorised.

14. Our intellectual property

The software, its design, and everything in it other than your data belongs to us. You get a non-exclusive, non-transferable right to use it while you are a paying subscriber. You may not copy it, reverse-engineer it, or build a competing product from it. Feedback you send us may be used freely and without payment.

15. Warranty disclaimer

The service is provided "as is". We disclaim all warranties not expressly stated here, including merchantability, fitness for a particular purpose, and non-infringement.

Specifically, and without limiting that: we do not warrant that the service will prevent a non-compliant assignment. It checks what you entered. If a licence number was typed wrong, a card photograph was of the wrong document, or a licence was revoked without the state telling you, the software will not know.

16. Limitation of liability

Neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill, even if told such damages were possible.

Our total liability for all claims in any 12-month period is limited to the amount you actually paid us in the 12 months before the claim arose. At current prices that is $2,988 to $11,988. We say it plainly so it is not a surprise: this is small software sold at a small price, and the cap reflects that. If you need a higher cap, tell us before subscribing and we will discuss it separately.

These limits do not apply to either party's breach of confidentiality, to your payment obligations, or to anything that cannot be limited under applicable law.

17. Indemnity

You will defend and indemnify us against third-party claims arising from your use of the service in breach of these terms, your employment of the officers on your roster, your compliance or non-compliance with security-licensing law, and messages sent to your officers.

18. Changes to these terms

We may update these terms. For material changes we will give 30 days' notice by email to your account owner. Continuing to use the service after that means you accept them. If you do not, cancel before they take effect.

19. Governing law and disputes

These terms are governed by the laws of Texas, without regard to its conflict of laws rules.

Any dispute will be brought exclusively in the state or federal courts located in Travis County, Texas, and both parties consent to that jurisdiction.

Both parties waive the right to a jury trial and agree that any claim will be brought only in an individual capacity, and not as a plaintiff or class member in any class or representative proceeding.

20. Notices

Notices to you go to the email address on your account. Notices to us go to legal@guardpostsync.com and to 7104 Cherry Beam Path, Austin, TX 78744. Either is effective when sent.

21. General

These terms and the Data Processing Addendum are the entire agreement between us on this subject and replace anything said beforehand. If any part is unenforceable, the rest survives. Neither party waives a right by not enforcing it once. You may not assign these terms without our consent; we may assign them in a merger or sale of the business. Nothing here creates a partnership, agency or employment relationship between us.

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GuardPostSync LLC · 7104 Cherry Beam Path, Austin, TX 78744 · legal@guardpostsync.com