Terms of Service

1. Acceptance of Terms

By accessing or using IEP Coordinator ("the Service"), operated by IEP Coordinator ("we," "us," or "our"), you agree to be bound by these Terms of Service. If you are using the Service on behalf of a school district or organization, you represent that you have the authority to bind that organization to these terms.

2. Description of Service

IEP Coordinator is a compliance orchestration platform for special education. The Service helps school districts generate, review, and distribute IEP compliance documents through integration with the district's Google Workspace for Education.

Key characteristics of the Service:

• We are an orchestration service, not a data processor. We do not store student personally identifiable information (PII).
• All student data remains in your district's Google Workspace for Education.
• Documents are generated using compliance rules aligned with your state's special education regulations.
• The Service requires Google Workspace for Education integration to function.

3. Eligibility and Access

The Service is available to:

• School district staff authorized by their district administrator, authenticated via Google Workspace accounts.
• Parents and guardians with documented educational rights, accessing the Parent Portal via magic link authentication.

District administrators are responsible for managing which staff members have access. We do not provide access to individuals outside the district's authorized users.

4. District Responsibilities

As a subscribing district, you agree to:

• Maintain an active Google Workspace for Education subscription
• Authorize domain-wide delegation for our service account in your Google Admin Console
• Ensure only authorized staff have access to the platform
• Maintain accurate parent contact information for meeting invitations and notifications
• Review and approve all generated documents before distribution (per the two-tier approval workflow)
• Comply with all applicable federal and state laws, including FERPA and IDEA

5. Our Responsibilities

We commit to:

• Maintaining the Service with a target uptime of 99.5% during school hours (7:00 AM – 5:00 PM Eastern, school days)
• Generating documents aligned with current state compliance requirements
• Providing timely updates when regulatory requirements change
• Maintaining Errors & Omissions (E&O) insurance and Cyber Liability insurance
• Not storing student PII on our servers
• Providing support during business hours (response within 24 hours on business days)

6. Google Workspace Integration

The Service integrates with Google Workspace for Education using OAuth 2.0 and domain-wide delegation. By using the Service, you authorize us to:

• Upload documents to your district's Google Drive
• Create calendar events on behalf of case managers
• Send email notifications through your district's email system
• Read data from district-owned Google Sheets for student lifecycle tracking

You may revoke these permissions at any time through your Google Admin Console. Revoking permissions will prevent the Service from functioning.

7. Compliance Disclaimer

The Service is designed to assist with compliance documentation. However:

• The Service does not provide legal advice. Generated documents are based on our interpretation of regulatory requirements and should be reviewed by qualified personnel.
• Final responsibility remains with the district. The two-tier approval workflow (case manager verification, then supervisor/director approval) ensures human review of all documents before distribution.
• Regulations change. While we strive to keep our compliance rules current, districts should verify that generated documents meet the latest requirements.

8. Subscription and Pricing

• Subscriptions are billed annually based on student count as of October 1.
• Payment is due July 1 of each fiscal year.
• Mid-year subscriptions are prorated.
• Pricing tiers and current rates are available upon request or during the onboarding process.

9. Intellectual Property

• Our IP: The Service, including its compliance rules, document templates, software, and user interface, is owned by IEP Coordinator. Your subscription grants you a license to use the Service, not ownership of it.
• Your Data: All documents generated through the Service belong to your district. They are stored in your district's Google Workspace and you retain full ownership.
• Knowledge Base: Our compliance knowledge base is derived from publicly available regulations and training materials. Interpretive decisions and rule implementations are our proprietary work.

10. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" and "as available."
• We are not liable for compliance violations resulting from inaccurate data entered by district staff, documents approved and distributed without proper review, or changes in regulations that have not yet been incorporated into the Service.
• Our total liability to you shall not exceed the subscription fees paid by your district in the 12 months preceding the claim.
• We are not liable for any Google Workspace outages, as document storage and distribution depend on Google's services.

11. Termination

• Either party may terminate the subscription with 60 days written notice.
• Upon termination, we will delete all district orchestration metadata within 90 days.
• All documents in your district's Google Workspace remain yours and are unaffected by termination.
• We may suspend access immediately if we detect unauthorized use, security threats, or violation of these terms.

12. Acceptable Use

You agree not to:

• Share login credentials or allow unauthorized individuals to access the Service
• Attempt to reverse-engineer, decompile, or extract source code from the Service
• Use the Service for any purpose other than special education compliance documentation
• Interfere with or disrupt the Service or its infrastructure
• Upload malicious content or attempt to gain unauthorized access to other districts' data

13. Changes to These Terms

We may update these Terms from time to time. We will notify district administrators of material changes at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated terms.

14. Governing Law

These Terms are governed by the laws of the State of Maine, without regard to conflict of law principles. Any disputes shall be resolved in the courts of the State of Maine.