Terms of Service for WorkspaceX

Effective Date: April 14, 2026
Version: 1.1
Last Updated: May 5, 2026

These Terms of Service (“Terms”) govern access to and use of WorkspaceX, including the WorkspaceX website, mobile applications, web applications, software, services, documentation tools, scheduling tools, training tools, administrative workflows, and related features (collectively, the “Service”).

By accessing or using the Service, creating an account, creating or managing an organization, accepting these Terms, or continuing to use the Service after these Terms are made available, you agree to be bound by these Terms. If you are using the Service on behalf of an organization, you represent and warrant that you are authorized to accept these Terms on behalf of that organization and to bind that organization to these Terms.

If you do not agree to these Terms, do not use the Service.

1. Definitions

“Customer,” “you,” or “your” means the person or organization that creates, manages, accesses, or uses the Service.

“Organization” means a business, agency, provider, care organization, or other entity using the Service for its staff, participants, clients, residents, patients, operations, documentation, scheduling, training, or related workflows.

“Authorized User” means any employee, contractor, administrator, supervisor, staff member, or other person who accesses the Service under an Organization's account.

“Customer Data” means data, records, files, text, images, documentation, schedules, notes, signatures, uploaded content, participant/client information, employee information, and other information submitted to or processed through the Service by or on behalf of Customer or its Authorized Users.

“WorkspaceX,” “we,” “us,” or “our” means WorkspaceX and its owners, operators, affiliates, service providers, contractors, representatives, and personnel involved in providing the Service.

2. Organization Authority

If you create an Organization account, accept these Terms, sign up for a trial, purchase the Service, configure the Service, invite users, or submit legal or compliance information on behalf of an Organization, you represent and warrant that you have authority to act for that Organization.

If you do not have authority to bind the Organization, you may not accept these Terms or use the Service on behalf of that Organization except as an Authorized User under an account created by an authorized representative.

The Organization is responsible for all activity under its account and for ensuring that its Authorized Users comply with these Terms, applicable policies, and applicable law.

3. Accounts and Credentials

You are responsible for maintaining the confidentiality and security of usernames, passwords, login credentials, devices, and account access methods. You may not share login credentials or allow unauthorized access to the Service.

Customer is responsible for promptly disabling or requesting disabling of accounts for users who leave the Organization, no longer require access, or should no longer have access.

WorkspaceX is not responsible for losses, unauthorized access, data changes, data loss, business interruption, or other harm caused by Customer's failure to manage accounts, permissions, devices, passwords, user roles, employee status, or access controls.

4. Permitted Use

WorkspaceX is designed to support organization-based staff operations, scheduling, documentation, onboarding, training, administrative workflows, and related business processes.

Customer may use the Service only for lawful business purposes and only in accordance with these Terms, applicable documentation, applicable subscription terms, and applicable laws and regulations.

Customer is solely responsible for determining whether the Service is appropriate for Customer's operations, regulatory environment, staffing model, documentation obligations, payer requirements, record retention requirements, and compliance obligations.

5. Customer Responsibilities

Customer is solely responsible for:

  • verifying the accuracy, completeness, and timeliness of all records, documentation, schedules, signatures, exports, reports, and other information created, entered, stored, displayed, or generated through the Service;
  • maintaining policies, procedures, supervision, training, and internal controls for its operations;
  • ensuring that staff and users enter accurate and timely information;
  • reviewing documentation before relying on it for billing, payroll, compliance, service delivery, audits, licensing, Medicaid, Medicare, insurance, legal, regulatory, employment, or operational purposes;
  • maintaining any records, backups, downloads, exports, or copies required by Customer's business, legal, contractual, payer, licensing, or regulatory obligations;
  • configuring user roles, permissions, locations, participants, staff assignments, scheduling settings, documentation settings, and organization settings correctly;
  • complying with all laws, regulations, contracts, payer rules, employment rules, privacy rules, healthcare rules, and documentation requirements applicable to Customer;
  • obtaining all consents, permissions, authorizations, and notices required for Customer's use of the Service;
  • responding to audits, investigations, disputes, claims, employee issues, participant/client issues, payer requests, and regulator requests;
  • maintaining appropriate backup procedures and business continuity procedures outside the Service where required by Customer's operations.

WorkspaceX provides tools to assist Customer, but WorkspaceX does not assume Customer's legal, regulatory, clinical, operational, employment, payroll, billing, documentation, supervision, or compliance responsibilities.

6. No Sole Reliance

The Service is a workflow and documentation support tool. Customer must not rely solely on the Service as the only method for ensuring staffing coverage, service delivery, documentation accuracy, payroll accuracy, billing accuracy, compliance, participant/client safety, regulatory compliance, record retention, or business continuity.

Customer is responsible for maintaining independent procedures to verify critical records, review schedules, confirm services, preserve required records, and continue operations if the Service is unavailable, delayed, interrupted, incorrect, corrupted, or incomplete.

7. Not Legal, Medical, Clinical, Payroll, Tax, or Compliance Advice

The Service does not provide legal, medical, clinical, tax, payroll, accounting, billing, regulatory, or compliance advice. Any templates, workflows, alerts, checklists, documentation fields, reports, summaries, or other features are provided for operational support only.

Customer is responsible for obtaining professional advice from qualified professionals as needed and for determining whether its use of the Service satisfies Customer's obligations.

8. User Content and Customer Data

Customer retains ownership of Customer Data. Customer grants WorkspaceX a limited right to host, store, transmit, process, display, reproduce, back up, analyze, and otherwise use Customer Data solely as necessary to provide, secure, maintain, support, improve, and operate the Service; comply with law; enforce agreements; prevent misuse; and perform related business operations.

Customer is responsible for the legality, accuracy, quality, integrity, and appropriateness of Customer Data.

Customer must not submit data to the Service unless Customer has all rights, permissions, consents, notices, and authorizations required to do so.

9. Protected Health Information and BAA

If Customer is a covered entity or business associate under HIPAA and uses the Service to create, receive, maintain, or transmit protected health information (“PHI”), Customer may be required to enter into a Business Associate Agreement (“BAA”) with WorkspaceX before using the Service for PHI.

The BAA, where applicable, supplements these Terms and governs PHI-related obligations. If there is a conflict between the BAA and these Terms regarding PHI, the BAA controls only for that PHI- specific conflict.

Customer must not submit PHI to the Service unless a required BAA is in effect and Customer is authorized to use the Service for PHI.

10. Availability, Downtime, and Changes

WorkspaceX may modify, update, suspend, discontinue, limit, or change the Service, features, interfaces, workflows, storage, integrations, or availability from time to time.

The Service may be unavailable, delayed, interrupted, degraded, incomplete, or affected by maintenance, updates, infrastructure failures, internet issues, third-party services, hosting providers, app stores, device issues, browser issues, network issues, security events, data migrations, bugs, errors, or circumstances outside our control.

WorkspaceX does not guarantee that the Service will be uninterrupted, timely, secure, error-free, loss-free, corruption- free, or available at all times.

Customer is responsible for maintaining appropriate contingency plans for downtime, service interruption, data access issues, scheduling continuity, documentation continuity, and business continuity.

11. Data Loss, Data Corruption, Backups, and Exports

Although WorkspaceX may use reasonable technical and organizational measures designed to protect Customer Data, no software, storage system, database, network, cloud provider, device, application, or service can be guaranteed to prevent all loss, deletion, corruption, unauthorized access, downtime, failed sync, failed save, failed export, failed upload, or failed transmission.

Customer is responsible for regularly reviewing, exporting, downloading, reconciling, and preserving records required for Customer's business, legal, payer, licensing, regulatory, employment, payroll, or compliance obligations.

WorkspaceX is not responsible for lost, deleted, corrupted, delayed, unavailable, incomplete, inaccurate, or inaccessible data except to the limited extent expressly required by applicable law or a separate written agreement signed by WorkspaceX.

Customer's sole remedy for data-related issues is for WorkspaceX to use commercially reasonable efforts, where reasonably possible, to attempt to restore or correct affected data from available backups or system records. WorkspaceX does not guarantee that any data can be restored or corrected.

12. Reports, Exports, Calculations, and Automations

Reports, exports, summaries, calculations, alerts, schedules, time totals, documentation statuses, compliance indicators, training statuses, and automated outputs may contain errors, omissions, delays, formatting issues, stale data, incomplete data, or incorrect assumptions.

Customer is responsible for verifying all outputs before using them for payroll, billing, audits, service documentation, compliance, employment decisions, regulatory submissions, reimbursement, legal disputes, participant/client care, or operational decisions.

13. Acceptable Use

Customer and Authorized Users must not:

  • use the Service unlawfully or in violation of contracts, policies, regulations, or third-party rights;
  • access or attempt to access accounts, data, systems, or networks without authorization;
  • share accounts or login credentials;
  • interfere with, disrupt, overload, scan, probe, reverse engineer, or attempt to compromise the Service;
  • upload malware, malicious code, harmful files, or content designed to disrupt the Service;
  • use the Service to harass, abuse, exploit, harm, or unlawfully monitor any person;
  • submit false, misleading, unlawful, or unauthorized information;
  • use the Service in a way that creates legal, security, privacy, operational, or reputational risk for WorkspaceX;
  • bypass role-based permissions, audit logs, security controls, or usage restrictions.

14. Suspension and Termination

WorkspaceX may suspend or terminate access to the Service, in whole or in part, if:

  • Customer or an Authorized User violates these Terms;
  • payment is not made when due;
  • continued access creates legal, security, privacy, operational, compliance, or reputational risk;
  • Customer uses the Service unlawfully or in a way that may harm WorkspaceX, other customers, users, or third parties;
  • required legal agreements, including a BAA where applicable, are not accepted or become outdated;
  • WorkspaceX is required to do so by law, court order, regulator, app store, infrastructure provider, or other authority.

Upon termination or suspension, Customer remains responsible for exporting or preserving records needed for its operations, subject to any access limitations, legal holds, security concerns, payment status, retention rules, or applicable law.

15. Third-Party Services and Infrastructure

The Service may depend on third-party services, cloud hosting providers, app stores, payment processors, device operating systems, browsers, email providers, SMS providers, internet providers, analytics providers, security providers, support tools, infrastructure providers, and other vendors.

WorkspaceX is not responsible for failures, outages, delays, security incidents, data loss, policy changes, pricing changes, review delays, app store issues, or other acts or omissions of third parties.

16. Privacy

Use of the Service is also governed by the WorkspaceX Privacy Policy. The Privacy Policy explains how information may be collected, used, disclosed, retained, and protected.

17. Fees, Trials, and Billing

WorkspaceX may offer trial access, free access, paid subscriptions, usage-based features, or other pricing models. Billing and subscription management may be handled through the WorkspaceX website, invoices, payment processors, or other authorized billing channels outside the mobile app.

Unless otherwise stated in a separate written agreement, fees are non-refundable to the maximum extent permitted by law.

18. Disclaimers

To the maximum extent permitted by law, the Service is provided on an “as is,” “as available,” “with all faults,” and “as provided” basis.

WorkspaceX 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, data integrity, error-free operation, uninterrupted operation, compliance suitability, and that the Service will meet Customer's requirements or expectations.

No oral or written information, support response, documentation, marketing material, training material, message, or communication from WorkspaceX creates any warranty not expressly stated in these Terms.

19. Limitation of Liability

To the maximum extent permitted by law, WorkspaceX will not be liable for any indirect, incidental, special, consequential, exemplary, enhanced, or punitive damages; lost profits; lost revenue; lost business; lost opportunity; lost goodwill; business interruption; work stoppage; loss of use; loss, deletion, corruption, inaccessibility, or recovery of data; cost of substitute services; regulatory penalties; payer denials; billing losses; payroll errors; documentation errors; audit findings; employee disputes; participant/client disputes; or other commercial or operational damages arising out of or related to the Service, even if WorkspaceX has been advised of the possibility of such damages.

To the maximum extent permitted by law, WorkspaceX's total cumulative liability for all claims arising out of or related to the Service or these Terms will not exceed the greater of:

  • the amount Customer paid to WorkspaceX for the Service during the three months immediately before the event giving rise to the claim;
  • one hundred dollars ($100).

The limitations in this section apply to all theories of liability, including contract, tort, negligence, strict liability, warranty, statute, and any other legal theory, to the maximum extent permitted by law.

Some jurisdictions do not allow certain limitations or exclusions of liability, so some limitations may not apply to you. In those jurisdictions, liability is limited to the maximum extent permitted by law.

20. Indemnification

To the maximum extent permitted by law, Customer agrees to defend, indemnify, and hold harmless WorkspaceX from and against claims, damages, losses, liabilities, costs, penalties, fines, and expenses, including reasonable attorneys' fees, arising out of or related to:

  • Customer Data;
  • Customer's use or misuse of the Service;
  • Customer's violation of these Terms;
  • Customer's violation of law, regulation, contract, payer rule, employment obligation, privacy obligation, or third-party right;
  • Customer's operations, documentation, scheduling, staffing, billing, payroll, service delivery, supervision, training, or compliance decisions;
  • Customer's failure to verify records, exports, reports, schedules, calculations, or documentation;
  • Customer's failure to maintain required records, backups, exports, policies, or procedures;
  • actions or omissions of Customer's Authorized Users.

21. Electronic Communications and Records

By using the Service, creating an account, accepting these Terms, or continuing to use WorkspaceX, you consent to transact electronically with WorkspaceX. You agree that electronic records, electronic notices, electronic acceptances, clickwrap confirmations, checkboxes, typed names, timestamps, audit logs, and electronic signatures may be used in connection with the Service and legal agreements, to the maximum extent permitted by applicable law.

22. Updates to Terms

WorkspaceX may update these Terms from time to time. Updated Terms will be posted at this page or otherwise made available. The updated Terms will include an updated effective date, version, or last-updated date.

Continued use of the Service after updated Terms become effective constitutes acceptance of the updated Terms, unless a separate acceptance process is required.

23. Governing Law

These Terms are governed by the laws of the State of Idaho, without regard to conflict-of-law principles, unless applicable law requires otherwise.

24. Idaho Consumer Protection and Non-Waivable Rights

Nothing in these Terms is intended to waive rights or obligations that cannot be waived under applicable law, including applicable consumer protection, privacy, healthcare, employment, or other non-waivable legal requirements. To the extent any limitation, exclusion, disclaimer, or other provision is not enforceable under applicable law, it will apply only to the maximum extent permitted by law.

25. Contact

If you have questions about these Terms, contact:
support@myworkspacex.com