Terms of Service
Last updated: March 16, 2026
1. Service Description
SmartVax provides an AI-assisted immunization intake, document review, compliance evaluation, and secure record-sharing platform for educational institutions including K-12 schools, colleges, universities, and childcare organizations (the “Service”). The Service includes browser-based document upload, OCR-assisted data extraction, compliance tracking against published rule profiles, and secure transfer packet generation.
2. Eligibility and Accounts
The Service is available to authorized representatives of educational institutions and to guardians who have been granted access by a participating institution. Staff accounts are provisioned by institutional administrators. Guardian accounts are created through the parent portal registration process. You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.
3. Data Ownership
Institutions retain full ownership of all student records, immunization data, uploaded documents, and compliance evaluations submitted to or generated by the Service. SmartVax does not claim ownership of institutional data. We process your data solely to provide and improve the Service as directed by your institution.
4. Acceptable Use
You agree not to:
Use the Service for any purpose other than immunization record management and compliance workflows
Upload content that is fraudulent, misleading, or violates applicable law
Attempt to access records or accounts for which you are not authorized
Interfere with the security, integrity, or availability of the Service
Reverse-engineer, decompile, or attempt to extract source code from the Service
Use the Service to build a competing product or service
5. AI-Assisted Processing
The Service uses artificial intelligence and optical character recognition to extract data from uploaded documents. AI-assisted extractions are presented for staff review before becoming operational data. SmartVax does not guarantee the accuracy of AI-generated extractions. Institutional staff are responsible for reviewing and approving extracted data before it is used for compliance decisions.
6. Compliance Evaluations
SmartVax evaluates immunization records against published rule profiles based on CDC schedules and state-specific requirements. Compliance evaluations are informational and are not a substitute for professional medical advice or official regulatory determinations. Institutions are responsible for verifying compliance status and making enrollment decisions in accordance with applicable law.
7. Service Availability
We strive to maintain high availability but do not guarantee uninterrupted access to the Service. We may perform scheduled maintenance, updates, or modifications that temporarily affect availability. We will provide reasonable notice of planned maintenance when possible.
8. Confidentiality and Security
We implement industry-standard security measures to protect institutional data. Our security practices include encryption, access controls, audit logging, and infrastructure isolation. Details of our security posture are available on our Security page and upon request for institutional evaluation.
9. Limitation of Liability
To the maximum extent permitted by applicable law, SmartVax shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, arising from your use of the Service, AI-assisted extraction errors, compliance evaluation results, or any inability to access the Service.
10. Indemnification
You agree to indemnify and hold harmless SmartVax from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any rights of a third party.
11. Termination
Either party may terminate the service relationship with 30 days written notice. Upon termination, we will provide a reasonable period for data export. We may suspend or terminate access immediately for violations of these Terms or for non-payment.
12. Modifications
We may update these Terms from time to time. Material changes will be communicated to institutional administrators via email or through the Service at least 30 days before they take effect. Continued use of the Service after changes constitutes acceptance.
13. Governing Law
These Terms are governed by and construed in accordance with the laws of the Commonwealth of Massachusetts, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Massachusetts.
14. Contact
For questions about these Terms, contact us at [email protected].