Terms of Service

ReproTrack is a documentation and record-integrity tool for medical device reprocessing. It helps clinics log reprocessing activity, seal those records so that later changes are detectable, and export inspector-ready evidence bundles.

ReproTrack is not a sterilization device, a medical device, a regulatory authority, an inspection body, or a guarantee of any compliance status. It does not perform, validate, or supervise the physical reprocessing of instruments. The accuracy of any record depends entirely on what Customer staff enter.

Content provided through the Service — including AI-generated drafts, summaries, regulation search results, copilot answers, checklists, and reference material — is for general informational purposes only and does not constitute legal, regulatory, medical, or other professional advice. You are responsible for confirming the current requirements that apply to your clinic with the relevant authorities or your own advisors.

ReproTrack does not guarantee that any clinic will pass an inspection, achieve or maintain compliance with any standard or regulation, or avoid any finding, fine, penalty, or other outcome. Compliance depends on each clinic's own practices, staff, and equipment. The Service is a tool to help you document and demonstrate your own work; it is not a substitute for that work.

ReproTrack is an independent product. It is not affiliated with, sponsored by, endorsed by, or approved by the College of Physicians and Surgeons of Ontario (CPSO), the Royal College of Dental Surgeons of Ontario (RCDSO), Public Health Ontario, any Public Health Unit, the CSA Group, or any other regulator or standards body. References to these organizations and their standards are descriptive only, to indicate the context the Service is designed to support.

You are responsible for:

• the accuracy, completeness, and timeliness of all data entered into the Service;
• performing and validating actual reprocessing in accordance with applicable standards and manufacturer instructions;
• training your staff and maintaining your own compliance program;
• safeguarding account credentials and devices, and configuring access appropriately;
• not entering Protected Health Information (see Section 6); and
• using the Service in compliance with applicable laws.

The Service is designed to capture information about reprocessing processes — what was reprocessed, by whom, in which cycle — not patient identities. You agree not to enter Protected Health Information or other personal health information into the Service. ReproTrack is not intended to be, and should not be relied on as, a system of record for patient health information.

Certain features use artificial intelligence to generate drafts, summaries, and answers. AI output may be incomplete, inaccurate, or out of date, and must be reviewed and verified by qualified personnel before being relied upon or submitted to any regulator. AI features are never to be used for clinical decisions. ReproTrack is not responsible for actions taken based on unreviewed AI output.

ReproTrack's daily seals and signed export bundles are designed to make changes to sealed records detectable by independent parties. They do not make records impossible to alter, and they do not prove that a record reflects what physically happened — a clinic that logs an inaccurate entry will seal that inaccurate entry. The verification mechanism proves integrity (records have not been changed since sealing), not accuracy. No security or cryptographic measure is absolute, and we make no representation that the Service cannot be compromised.

We work to keep the Service available and reliable, but it is provided on an “as is” and “as available” basis without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement, to the fullest extent permitted by law. We do not warrant that the Service will be uninterrupted, error-free, or secure.

You can export your records and signed verification bundles. Exported bundles are designed to remain independently verifiable using the published public key and the included offline verifier, even if ReproTrack ceases operation. You are responsible for retaining your own copies of exported records for the period your regulations require. We do not warrant indefinite hosting or retention beyond what is set out in your order form.

Fees, trial terms, included seats, overage rates, and one-time onboarding charges are as published or as stated in your order form. Trial end dates are confirmed in writing before a trial begins. Onboarding hardware, where included, is described in your order form. Taxes are additional where applicable.

Either party may terminate as set out in the order form. On termination you may export your data for a reasonable period; after that, we may delete Customer data in the ordinary course. Sections that by their nature should survive termination (including disclaimers, limitations of liability, and indemnities) survive.

To the fullest extent permitted by law, ReproTrack will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, goodwill, or for fines, penalties, or losses arising from a failed inspection or regulatory action, even if advised of the possibility. Our total aggregate liability arising out of or relating to the Service will not exceed the fees you paid to us for the Service in the twelve (12) months before the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under applicable law.

You agree to indemnify and hold ReproTrack harmless from claims, damages, and expenses arising out of your data, your use of the Service, your reprocessing practices, or your breach of these Terms, except to the extent caused by ReproTrack's own gross negligence or wilful misconduct.

We may update the Service and these Terms from time to time. Material changes to these Terms will be posted here with an updated effective date; continued use after changes take effect constitutes acceptance.

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there, without regard to conflict-of-laws rules. The courts of Ontario have exclusive jurisdiction, subject to any contrary terms in a signed order form.

Questions about these Terms can be sent through our contact page.