1. Agreement
These Terms of Service (the “Terms”) are a contract between you and SentryReport (“we,” “us,” or “SentryReport”) for the incident reporting software and related websites we operate (the “Service”).
By creating an account, clicking to accept, or using the Service, you agree to these Terms and to our Privacy Policy. If you use the Service on behalf of an organization, you represent that you have authority to bind that organization, and “you” includes that organization.
If you do not agree, do not use the Service. We may update these Terms from time to time. The “Last updated” date will change, and continued use after the effective date of a revision constitutes acceptance of the revised Terms. Material changes will be posted on this page. If you are an Owner on a paid plan, we will also attempt to notify the email on that account.
2. The Service
SentryReport is software for security teams to file, review, export, and archive incident reports for a property. Features may include guided intake, media attachments, PDF and ZIP export, team membership, branding, intake questions you can turn on or off, activity logs, and billing.
We may add, change, or remove features. Some capabilities described in marketing (including AI narrative polish) may not be available yet and are not part of your current subscription unless they appear and work in your account. We do not guarantee that any particular feature will ship on a stated timeline.
The Service is not a substitute for emergency services, legal advice, insurance coverage, or your own record-keeping. You remain responsible for complying with applicable law, property rules, and any duty to report incidents to police, fire, or other authorities.
3. Accounts
You must provide accurate information and keep your email and password current. You are responsible for activity under your account. Notify us promptly if you believe your account is compromised.
You must be at least 18 years old, or the age of majority in your jurisdiction, whichever is higher. The Service is intended for business and organizational use, not for children.
One person may belong to more than one organization. Switching organizations in the product does not merge data between properties.
4. Organizations, roles, and authority
Each organization in SentryReport is one property. An organization has exactly one Owner. The Owner is the billing customer for that organization. Admins and Officers are invited or approved by an Owner or Admin.
- Owner — controls billing, join codes, branding, plan, and deletion of the organization, and has Admin capabilities.
- Admin — may manage team membership (approve, deny, remove, and change Officer/Admin roles), configuration, and reports, subject to plan limits.
- Officer — may create and submit reports for the organization. Visibility of an Officer’s own submitted or finalized reports is controlled by organization settings.
Joining an organization requires a join code issued by that organization. A request stays pending until an Admin or Owner approves or denies it. Regenerating a join code invalidates the old code for new requests; pending requests are not cancelled by a new code.
You must only join or create organizations you are authorized to represent. The Owner is responsible for who is approved, what they can see, and how Customer Content is used inside the organization.
5. Customer Content
“Customer Content” means reports, answers, media (photos, video, signatures), amendments, building and unit data, intake configuration, branding assets, audit-log entries you generate, and any other data you or your members submit to the Service.
As between you and us, you (or your organization) retain ownership of Customer Content. You grant us a worldwide, non-exclusive license to host, store, process, display, transmit, and create operational copies of Customer Content solely to provide, maintain, secure, and improve the Service, to prevent abuse, and to comply with law.
You represent that you have all rights needed to submit Customer Content, including consent or other legal basis for personal data of third parties that appear in reports (residents, visitors, complainants, and others). Do not upload content you are not allowed to store or share.
We do not claim ownership of your reports. We may delete or restrict Customer Content that violates these Terms or law, or when an Owner deletes the organization.
6. Acceptable use
You agree not to:
- Use the Service for any unlawful purpose, or to conceal unlawful activity.
- Attempt to access another organization’s data, probe, scan, or bypass security or rate limits.
- Reverse engineer the Service except as permitted by law, or resell, scrape, or use the Service to build a competing product using our non-public materials.
- Upload malware, or content that is exploitative, or that you do not have rights to process.
- Interfere with other customers’ use, or use the Service in a way that imposes an unreasonable load on our infrastructure.
- Misrepresent your role, impersonate others, or share join codes publicly if that would allow unauthorized access.
We may suspend or terminate accounts that violate this section.
7. Plans, payment, and limits
The Service is offered on Free, Standard, and Pro plans. Current prices, officer seats, storage, branding, and video-length limits are shown on our pricing page and in Billing. Limits are enforced in the product. Free includes a limited number of officers and media storage. Standard and Pro are paid monthly subscriptions billed in US dollars unless we state otherwise.
Paid plans are billed through Stripe to the Owner. We do not store full payment card numbers. By starting a paid plan, you authorize Stripe and us to charge the payment method on file for the selected plan and any metered storage overage described in the product (for Standard and Pro, overage is billed per gigabyte above the included allotment at the rate then shown in Billing).
Subscriptions renew until cancelled. You may change or cancel through Billing and the Stripe Customer Portal, subject to the rules in the product (including restrictions on deleting an organization while a paid subscription is still in force). If payment fails, we may retry charges. Past-due organizations may keep their current plan while retries continue. If a subscription becomes unpaid, the organization may be moved to Free. A canceled paid plan may remain in effect until the end of the then-current period.
Fees are non-refundable except where required by law or where we expressly agree. Taxes may be added where applicable. We may change prices with notice to the Owner; the new price applies on the next renewal unless you cancel.
Storage, officer seats, and other limits are measured per organization. Exceeding a limit may block uploads, new officer approvals, or other actions until you upgrade, free capacity, or reduce usage.
8. Availability, support, and records
We aim to keep the Service available but do not guarantee uninterrupted or error-free operation. Maintenance, outages, and third-party failures (including Stripe, Supabase, and hosting) may occur.
SentryReport is not your only official file. You should export PDFs or ZIPs of reports you need to retain for legal, insurance, or operational purposes. We are not liable for loss of Customer Content except as these Terms allow, and you should maintain your own backups of records that matter.
Transactional notices (for example billing from Stripe, or authentication email from our identity provider) may be sent to the email on your account. You are responsible for keeping that email able to receive mail.
9. Intellectual property
The Service, including software, design, trademarks, and documentation, is owned by us or our licensors. These Terms do not grant you any right to use “SentryReport” or our marks except as needed to identify the Service.
Feedback you send us may be used without restriction or compensation.
10. Disclaimers
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT REPORTS WILL BE ADMISSIBLE IN ANY PROCEEDING, THAT THE SERVICE WILL MEET YOUR COMPLIANCE OBLIGATIONS, OR THAT CUSTOMER CONTENT WILL BE FREE FROM LOSS, CORRUPTION, OR UNAUTHORIZED ACCESS.
11. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE AND OUR SUPPLIERS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, OR GOODWILL, EVEN IF ADVISED OF THE POSSIBILITY.
OUR TOTAL LIABILITY ARISING OUT OF OR RELATED TO THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID US FOR THE ORGANIZATION GIVING RISE TO THE CLAIM IN THE TWELVE (12) MONTHS BEFORE THE CLAIM, OR (B) ONE HUNDRED US DOLLARS (US $100) IF YOU ARE ON FREE.
Some jurisdictions do not allow certain limitations. In those places, our liability is limited to the maximum extent permitted.
12. Indemnity
You will defend, indemnify, and hold us harmless from claims, damages, and expenses (including reasonable attorneys’ fees) arising from Customer Content, your use of the Service, your violation of these Terms or law, or a dispute among members of your organization.
13. Term and termination
These Terms remain in effect while you use the Service. You may stop using the Service at any time. An Owner may delete an organization when the product allows, which permanently deletes that property’s reports, members’ access to it, and media we store for it, subject to backups and legal holds.
We may suspend or terminate access if you breach these Terms, if required by law, or if we discontinue the Service. Upon termination, your license to use the Service ends. Sections that by their nature should survive (including intellectual property, disclaimers, limitation of liability, indemnity, and general terms) will survive.
14. General
These Terms are governed by the laws of the State of Florida, United States, excluding conflict-of-law rules. Except where prohibited, you agree that courts located in Florida have exclusive jurisdiction over disputes, and you consent to personal jurisdiction there.
If a provision is unenforceable, the rest remains in effect. We may assign these Terms in connection with a merger, acquisition, or sale of assets. You may not assign these Terms without our prior consent. These Terms, the Privacy Policy, and any plan details shown in Billing are the entire agreement for the Service and supersede prior discussions on that subject.
Notices to you may be sent to the email on your account or posted in the Service. Notices to us must be sent to privacy@sentryreport.com.