These Terms of Service (“Terms”) govern access to and use of RsR — Record Storage & Retrieval (“RsR” or the “Service”), provided by Terabat Apps LLC (“Terabat Apps,” “we,” “us,” or “our”). By creating an account, accepting an order, or using the Service, the customer organization and its authorized users agree to these Terms.
1. The Service
RsR is a hosted physical-records tracking service. It helps organizations track storage boxes, departments, categories, locations and shelves, descriptive contents metadata, retention settings, holds, checkouts, returns, labels, and destruction-review activity.
RsR is not a legal, accounting, records-retention, or compliance advisory service. The Service does not determine which records an organization is legally required to keep or destroy.
2. Customer Accounts and Authorized Users
The customer is responsible for maintaining accurate account information, controlling who is authorized to use its tenant, assigning appropriate department access, and safeguarding login credentials. Users must not share accounts in a way that defeats access controls or audit history.
The customer represents that it has authority to enter, manage, and process the information it places in RsR.
3. Customer Data
“Customer Data” means the information entered into the customer’s RsR tenant, including current and legacy box numbers, descriptions, searchable contents metadata, notes, departments, categories, locations, retention settings, checkout information, hold information, destruction history, HRS historical metadata when enabled, and audit-related data.
RsR is intentionally designed as a physical-records metadata system. The normal hosted Service does not provide a repository for customer document files, scanned records, or uploaded record images.
The customer retains ownership of its Customer Data. Terabat Apps may process Customer Data only as needed to operate, secure, support, maintain, and improve the Service, comply with law, or carry out actions requested by the customer.
4. Retention and Destruction Decisions
The customer is solely responsible for establishing, reviewing, and applying its records-retention requirements. RsR may calculate dates, display eligibility, block boxes that are on hold or checked out, retain destruction-history metadata, and record destruction activity based on customer-configured information, but those features do not replace the customer’s legal or policy review.
Customers should verify that a box is eligible for destruction under their own policies and applicable requirements before physically destroying records.
5. Acceptable Use
Customers and users may not use RsR to violate law; interfere with the Service; probe or bypass access controls; upload malicious content through supported fields; attempt unauthorized access to another tenant; or use the Service in a way that materially harms Terabat Apps, other customers, or the Service.
Customers should avoid entering unnecessary sensitive personal information into free-text descriptions or contents fields.
6. Subscriptions, Billing, and Plan Limits
RsR base plans are capacity-based. Base-plan usage is measured by the number of active physical box records in the tenant, not by the highest box number, numbering range, or destroyed-history count. Current pricing and active-box limits are shown on the RsR website or at purchase.
Historical Record Search (HRS), when purchased or otherwise enabled, provides a separate historical-record allowance for searchable read-only metadata associated with destroyed boxes. HRS records do not consume active-box capacity. HRS capacity and pricing are separate from the base plan.
When a tenant reaches its active-box limit, RsR may prevent creation of additional active boxes or imports that would exceed the plan limit. Existing records remain accessible under an active subscription, including normal search and records-management workflows. Administrators may be shown capacity warnings before the limit is reached. Similar limits may apply to additional HRS records when the HRS allowance is full.
If payment becomes past due, Terabat Apps may provide a grace period, restrict the tenant to read-only access, or suspend service after reasonable notice, subject to the applicable plan or order. We will not use a payment issue as authorization to destroy Customer Data.
7. Availability, Maintenance, and Changes
We aim to provide reliable service, but uninterrupted or error-free availability is not guaranteed. Maintenance, security updates, infrastructure issues, internet failures, and events outside our reasonable control may affect availability.
We may modify or improve the Service over time. We will avoid intentionally removing core paid functionality without reasonable notice when doing so would materially reduce a customer’s subscribed service.
8. Security and Backups
Terabat Apps uses reasonable administrative and technical measures appropriate to the Service, including encrypted HTTPS connections and tenant-aware access controls. No internet service can be guaranteed completely secure.
Customers remain responsible for their physical records, internal access policies, and any independent records or exports they are required to maintain.
9. Intellectual Property
RsR, its software, interface, branding, documentation, and related materials are owned by Terabat Apps LLC or its licensors and are protected by applicable intellectual-property laws. These Terms do not transfer ownership of the Service to the customer.
The customer may use reports, labels, and exports generated from its own Customer Data for its internal business purposes.
10. Cancellation, Suspension, and Termination
A customer may cancel according to its subscription or order terms. Terabat Apps may suspend or terminate access for material breach, nonpayment, security risk, unlawful use, or conduct that threatens the Service or other customers.
Where practical, customers should export information they need before termination. Data-retention and deletion timing after account closure may be described in the applicable order, plan, or Privacy Policy.
11. Disclaimers
To the maximum extent permitted by law, RsR is provided “as is” and “as available.” Terabat Apps disclaims warranties that are not expressly stated in an applicable written agreement, including implied warranties of merchantability, fitness for a particular purpose, and noninfringement.
RsR does not guarantee that a customer’s retention schedules, descriptions, box contents, destruction decisions, or regulatory practices are correct.
12. Limitation of Liability
To the maximum extent permitted by law, Terabat Apps will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages; loss of profits; loss of business; or loss resulting from a customer’s physical destruction, misclassification, or mishandling of records.
Any aggregate liability limitation stated in an applicable paid order, subscription agreement, or other written agreement will control. Where no separate limitation is stated, applicable law will govern the extent to which liability may be limited.
13. Changes to These Terms
We may update these Terms as the Service, laws, or business practices change. The revised Terms will display an updated date. Material changes may also be communicated through the Service or other reasonable means.
14. Contact
RsR is provided by Terabat Apps LLC. Questions about these Terms may be submitted using the current contact information published at terabatapps.com.