SOPReady
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Effective: October 5, 2026

Terms of Service

These Terms of Service (“Terms”) govern your access to and use of SOPReady, a product of Gurfinkel Ventures LLC (“SOPReady,” “we,” “us,” or “our”). By creating an account or using the service, you agree to these Terms. If you do not agree, do not use SOPReady.

What changed on September 26, 2026. Three changes. §1 previously listed standards monitoring as part of the service; SOPReady has never monitored standards on a department’s behalf, so the claim is withdrawn rather than left standing. §7 previously said we delete a canceled department’s data after 30 days and purge backups within 90; we do not do that, so §7 now describes what actually happens and how to ask for deletion. §7 also now describes subscriptions as the one-year agreements they are — and states plainly that a subscription started before current pricing keeps its original price and terms. If you are already a customer, nothing about what you pay has changed. The prior version was effective April 12, 2026.

What changed on September 27, 2026. §7 only. Pricing is now stated as what it is: one product priced on the number of active members on your roster, billed annually, with no separate volunteer, career or combination plan and no discount or premium for any payment schedule. §7 also now says plainly that your price is fixed for the term you are in — roster changes during a term do not change what you are billed, and your roster is reviewed before renewal instead — and it defines who counts as an active member. Nothing here changes an existing subscription: a subscription started before this pricing continues on the price and billing terms agreed to at the time.

What changed on September 29, 2026. §7 only, and nothing about what anyone pays. §7 now records the monthly payment schedule that self-serve checkout offers — twelve equal payments across the same one-year agreement — and states what happens when a term ends: an annual subscription renews for another year unless you cancel first, and a monthly one stops being a one-year commitment after the twelfth payment and simply continues month by month. That is what the billing page has said and what our payment processor has done; §7 had not said it. §7 also now says that we make no tax determination for your department: we do not assert a sales-tax exemption on your behalf, and we apply one when you send us your certificate.

What changed on October 5, 2026. §7 only, and nothing about what anyone pays. The grace period after a failed payment was described as “a reasonable grace period”; §7 now states it as at least 30 days from the date we record the failed payment, which is what the product does. §7 also now says in the same breath that this is a window of access and not a payment term: invoices stay payable on the terms stated on them, which for a municipal purchase order is NET 30, and we do not offer NET 60. A longer access window stated on its own is the thing most easily misread as longer payment terms, which is why both halves are in one paragraph. Separately, the cancellation paragraph said you may cancel through the billing portal, full stop. For a monthly payment schedule inside its first year that is not what the portal does — it does not offer to end a term you have committed to, which the billing page has always said and this paragraph had not. §7 now states the exception and names the way to cancel in that case. Nothing about what may be canceled, or when a cancellation takes effect, has changed.

What changed on October 5, 2026 — founding department pricing. §7 only, and nothing about what any existing customer pays. §7 described every subscription as priced on roster size and paid either annually or in twelve monthly payments. A small number of departments have agreed founding pricing instead: a fixed annual amount for the whole department, billed annually, which does not change with the roster and is not re-rated at renewal. §7 now records that, and records that the 30-days’-notice price-change right stated above it does not reach a founding price — the permanence is the agreement, so the Terms have to say so rather than reserve the opposite. If your department is not on founding pricing, nothing in this change applies to you.

1. Service description

SOPReady is a Software-as-a-Service platform that helps fire departments generate, manage, distribute, and track compliance with Standard Operating Procedures. The service includes AI-assisted SOP drafting, member acknowledgment tracking, gap analysis against published standards, compliance reporting, and audit trail maintenance. SOPReady does not monitor regulatory standards on your behalf and does not undertake to notify you when a standard changes; keeping your SOPs current with the standards that apply to your department remains your responsibility.

2. Accounts and access

You must provide accurate, complete information when creating an account. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. Notify us immediately at hello@sopready.com if you suspect unauthorized access.

Department administrators (“admins”) control member access and are responsible for inviting, managing, and deactivating users within their department. SOPReady isolates each department’s data — members of one department cannot view or modify another department’s data.

3. AI-generated content

SOPReady uses artificial intelligence (currently Anthropic Claude) to generate draft Standard Operating Procedures based on your department profile and applicable regulatory standards. You acknowledge and agree that:

  • AI drafts may contain errors, omissions, outdated references, or content that is not applicable to your specific department. AI-generated content is a starting point, not a finished product.
  • Every AI-generated SOP is saved as a “draft” and requires explicit review and approval by a department administrator before it becomes operational policy. Nothing goes live automatically.
  • By approving an AI-generated SOP, you certify that you have reviewed its content and accept responsibility for its accuracy and applicability as your department’s official policy.
  • SOPReady, Gurfinkel Ventures LLC, and the underlying AI providers are not liable for any decision, action, injury, death, or damage arising from the use of AI-generated content, whether or not it has been reviewed by a human.

4. Not professional advice

SOPReady is a compliance management tool. It is not legal advice, fire-service consulting, safety consulting, or a substitute for the professional judgment of your chief, training officer, attorney, or other qualified professionals. You should consult with appropriate professionals regarding your specific compliance obligations.

5. Customer responsibilities

  • You are solely responsible for reviewing, approving, and maintaining all SOPs used by your department, regardless of whether they were generated by AI or written manually.
  • You are responsible for the accuracy of your department profile, member records, and acknowledgment data.
  • You are responsible for ensuring your use of SOPReady complies with applicable federal, state, and local laws, regulations, and standards.
  • Acknowledgment records within SOPReady document that a member viewed and acknowledged a SOP. These records are compliance documentation, not performance evaluations.

6. Data ownership

You own all department data uploaded to or created within SOPReady, including SOPs, member records, acknowledgments, audit logs, and compliance reports. SOPReady retains a limited, non-exclusive license to process this data solely for the purpose of providing and improving the service.

We do not use your department’s SOP content to train AI models or to improve outputs for other departments. Your data is yours.

7. Payment, billing, and cancellation

  • Subscriptions are one-year agreements, priced on the number of active members on your roster. The pricing formula and a calculator that gives your exact annual price are published on our website. You choose how the annual total is paid: in a single invoice, or in twelve equal monthly payments across the same one-year agreement. Twelve monthly payments come to exactly the annual total — there is no discount and no premium for either schedule. Choosing monthly payments does not shorten the one-year term: the remaining payments stay due for the rest of it. Prices may change with 30 days’ notice, and a change never applies to a term you have already started.
  • Founding pricing. If we have agreed founding pricing with your department, it replaces the roster-based price above: your subscription is a fixed annual amount for your whole department, billed annually in a single invoice. The twelve-monthly-payment schedule is not available on a founding price. The amount does not change as your roster changes, we do not re-rate it at renewal, and each renewal bills the same founding amount — the 30-days’-notice price change described above does not apply to it for as long as your subscription continues without interruption. Everything else in these Terms applies to you unchanged, including what happens when a payment fails and what happens if you cancel. The figure itself is the one stated on your quote and on your billing page; the published pricing formula and calculator do not describe it.
  • Unless you cancel, your subscription continues after its first term. If you pay annually, it renews automatically for another one-year term on each anniversary of your start date, at the same price unless we have given you notice of a change as described above; canceling before that date stops the renewal. If you pay monthly, the one-year commitment is satisfied by your twelfth payment: from then on the subscription simply continues month by month at the same monthly rate, you are not committed to a second one-year term, and you can cancel from that point on. We do not let a subscription lapse silently at the end of a term, because a department that stops being covered without being told is a department whose acknowledgment record quietly stops.
  • We do not make a tax determination for your department. Fire departments are organized in many ways — municipal agencies, protection districts, volunteer corporations, nonprofits — and whether any of them is exempt from a given tax comes from its own documentation rather than from what it does. We therefore do not assert an exemption on your behalf. Send us your exemption certificate and we will apply it to your account; you are responsible for any tax that does apply to your purchase.
  • Your price is set for your term. Adding or removing members during a term does not change what you are billed for that term, and we do not meter your roster or issue mid-term adjustments for ordinary roster changes. Before a renewal we will go over your then-current active roster with you; unless we agree a change with you first, a renewal bills the same amount as the term before it, and we do not re-rate a renewal from your roster on our own. An active member is any current member of your department who should be able to access and acknowledge your SOPs, counted once each, regardless of rank, career or volunteer status, probationary status, or leadership role; members you deactivate stop counting, and their past acknowledgments remain on your record.
  • If you subscribed before the pricing described above took effect, your existing subscription continues on the price and billing terms you agreed to at the time. We do not move an existing subscription onto new pricing, re-rate it, or prorate it. Nothing about your plan changes unless you ask us to change it.
  • You may cancel through the billing portal in Settings → Billing, with one exception: while you are inside the first one-year term of a monthly payment schedule, the portal does not offer cancellation, because it would end a term you have committed to and the remainder of which stays payable. Email hello@sopready.com in that case and we will arrange it with you. Once the twelfth payment is made, and for an annual subscription at any time, cancellation is self-service in the portal. Cancellation takes effect at the end of your current term, and the remainder of that term stays payable. We do not issue partial refunds for an unused part of a term. If your circumstances have changed — a department consolidating, a budget withdrawn — email hello@sopready.com and we will work it out with you rather than hold you to the letter of this paragraph.
  • If payment fails, we will notify you and provide at least 30 days from the date we record the failed payment to resolve it before restricting access. That grace period is about access, not about when the invoice is due: invoices remain payable on the terms stated on them, which for a municipal purchase order is NET 30. We do not offer NET 60. The longer access window exists because a purchase order moving through a clerk, a finance office and a council that meets monthly is not a department that has stopped paying, and we would rather wait than interrupt a fire department’s policy program over bureaucracy.
  • On cancellation you keep access to your data and to the export. Sign in and use Settings → Export data at any time; the export is a ZIP archive containing the full text of every SOP and of every approved version of it, your member roster, every acknowledgment record with the member and SOP version it applies to, every new-hire packet with the name and time signed on it, and your audit trail.
  • We do not delete a canceled department’s data automatically and we do not put it on a timer. A department that has stopped paying us may still need the acknowledgment record it built here to answer an insurance carrier, a city council, or an attorney, and destroying that on a schedule would take the evidence away at the moment it matters most. If you want your data removed, email hello@sopready.com and we will delete it from our active systems and confirm when it is done. Export first — deletion is not reversible.
  • Our hosting provider takes routine backups that we cannot edit selectively. After we delete a record from our active systems a copy can remain in those backups until they age out on the provider’s own retention schedule.

8. Acceptable use

You agree not to:

  • Use the service to store or distribute content unrelated to fire department operations or SOP management.
  • Attempt to access another department’s data, reverse-engineer the service, or circumvent access controls.
  • Use automated tools to bulk-extract SOP content from the platform.
  • Resell, sublicense, or redistribute SOPReady or its outputs to third parties.

9. Service availability

We strive to maintain high availability but do not guarantee uninterrupted service. Planned maintenance will be communicated in advance when possible. We are not liable for service interruptions caused by events beyond our reasonable control.

10. Limitation of liability

To the maximum extent permitted by applicable law, Gurfinkel Ventures LLC’s total liability for any claim arising out of or relating to the service is limited to the fees you paid in the 12 months preceding the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, loss of revenue, personal injury, or property damage, regardless of whether we were advised of the possibility of such damages.

11. Indemnification

You agree to indemnify and hold harmless Gurfinkel Ventures LLC, its officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorney’s fees) arising from your use of the service, your violation of these Terms, or your department’s implementation of SOPs generated through the service.

12. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes via email or in-app notification at least 30 days before they take effect. Continued use of the service after the effective date constitutes acceptance of the updated Terms.

13. Governing law

These Terms are governed by the laws of the Commonwealth of Massachusetts, without regard to conflict of law principles. Any dispute arising under these Terms shall be resolved in the state or federal courts located in Massachusetts.

14. Contact

Questions about these Terms: hello@sopready.com

Gurfinkel Ventures LLC