Terms of Service and Data Use Agreement

By accepting, you agree to this Agreement for your own use of the services. An individual may register and purchase a subscription for their own use without McBride Method requiring separate proof of agency approval. If you accept or purchase on behalf of an agency, you represent that you have authority to bind that agency.

Access may be established through individual signup or an invitation, subject to the service's account and security requirements. Creating an account, verifying a work email, paying for a subscription, or receiving an administrator role does not establish agency approval, endorsement, reimbursement eligibility, or authority to access or submit agency information. You must keep your credentials and one-time codes private, use only your own account, and promptly report suspected unauthorized access.

You are responsible for determining and following your agency's applicable terms, policies, and approval requirements, including those concerning purchasing, outside software, AI use, confidentiality, privacy, and records. Obtain any required approvals before using the services for agency work or submitting agency, participant, family, volunteer, or other confidential information. If permission is absent or uncertain, limit evaluation to synthetic examples or information you are independently authorized to use, and seek guidance from your agency.

To the fullest extent permitted by applicable law, McBride Method is not responsible for claims, losses, disciplinary action, unreimbursed expenses, or other consequences to the extent caused by your failure to obtain required agency approval or comply with applicable agency terms and policies. This provision does not excuse McBride Method from its own obligations under this Agreement or a signed agency agreement, or exclude liability that cannot lawfully be excluded.

The services may include the MatchDesk operational workspace, Match Support drafting and coaching, Enrollment assessment drafting and coaching, Match Health review prompts, integrations, and related support. Availability depends on the agency's subscription, configuration, feature approvals, and launch status.

MatchForce or another agency-approved source remains the system of record. MatchDesk does not replace agency policy, professional judgment, supervision, required documentation, mandated-reporting duties, or safety procedures.

AI output can be incomplete, inaccurate, or misleading. Authorized staff must review, correct, and approve every draft, summary, flag, or recommendation before relying on it or placing it in an official record.

Match Support and Enrollment tools assist trained staff with preparation, coaching, quality review, and drafting. Match Health is a limited review prompt based on available evidence. It is not a risk score, safety determination, diagnosis, official match status, or recommendation to continue or close a match.

For each active staff member, an agency administrator controls one of two assistance modes: In training · coaching only, which may return feedback but may not provide a finished note or assessment; or Full assistance · drafts and coaching, which may return a source-grounded working draft and coaching. The service enforces the member's current mode, and an administrator may change it.

Customer Data means information submitted by or for an agency, including account and roster details; permitted MatchForce or Salesforce records; match support and enrollment material; survey lifecycle data; approved structured survey results; prompts, uploads, drafts, and outputs; and related operational metadata.

The agency retains its rights in Customer Data. The agency grants McBride Method a limited right to host, copy, transmit, transform, and otherwise process Customer Data only to provide, secure, support, and improve the contracted services; comply with documented agency instructions; prevent abuse; and meet legal obligations.

The agency determines what data it is authorized to submit and the purposes for which MatchDesk is used. McBride Method processes Customer Data on those instructions to provide the services. If applicable law assigns the parties formal privacy roles, the parties intend this section to be interpreted consistently with those roles and any signed data processing addendum.

Submit only the minimum information needed for the approved work. MatchDesk uses field allowlists and screening controls, but no automated control can detect every sensitive detail. Users and agencies remain responsible for reviewing material before submission.

When enabled, MatchDesk may process survey record identifiers, recipient type, instrument or version metadata, due dates, completion status and dates, completion links for staff workflow, and explicitly approved normalized scores or structured results. Raw item-level answers and free-text survey comments are excluded unless a separate written review approves them.

Survey evidence may support preparation or a Match Health review prompt, but the absence of a survey, an incomplete survey, or a score alone must not be treated as a safety or match-quality determination.

MatchDesk is a shared platform with hardened logical tenant separation; it does not promise a separate physical database for every agency. Agency identifiers, authorization checks, row-level security, scoped server access, field allowlists, and authenticated encryption are used together to reduce the risk of cross-agency access.

Sensitive stored source facts, notes, drafts, and supported AI conversation content use application-level envelope encryption where implemented. Data is also protected in transit. No system is completely secure, and we cannot guarantee that unauthorized access or service interruption will never occur.

Each agency must promptly remove access for people who no longer need it, keep its source-system and Zapier accounts secure, and notify McBride Method of suspected loss, disclosure, or misuse.

McBride Method may use vetted hosting, database, AI, automation, authentication, email, monitoring, and payment providers to deliver the services. Depending on the enabled features, these may include Supabase, Vercel, Anthropic, OpenAI, Google (Gemini), Zapier, Salesforce or MatchForce, and an approved payment or email provider. Third-party services have their own terms and operational limits.

McBride Method does not use Customer Data to train its own general-purpose AI models and does not intentionally submit case content as model feedback. AI content is processed through commercial provider APIs. Provider retention, abuse-monitoring, backup, or legal-preservation periods may apply unless a separately verified zero-data-retention arrangement covers the exact account, model, and feature.

MatchDesk's AI Tools do not write to Salesforce or MatchForce or submit an official source-system record. A manual handoff or separately enabled integration is a distinct workflow and remains subject to its own human authorization and controls.

Retention differs by data category and agency configuration. MatchDesk displays or documents the applicable periods during onboarding or in the product. When AI Tools are enabled, saved conversation messages are envelope-encrypted in active MatchDesk storage and have a fixed expiration 30 days after conversation creation; later turns do not extend that expiration. Content-free security, acceptance, and audit metadata may have separate, longer retention periods.

An authorized user may delete supported AI conversations. That removes the active application copy and its associated encrypted messages, subject to safe processing time. Account or agency offboarding requires a verified operator process; it is not currently a universal self-service erase button.

Deletion from active systems does not necessarily remove data immediately from immutable backups, security logs, legal holds, the source system, Zapier, or an AI provider. Those copies remain subject to applicable safeguards and are deleted or expire under the relevant provider, backup, security, contractual, or legal schedule.

Each party will protect the other's non-public information using reasonable care, use it only to perform or receive the services, and disclose it only to people and providers who need it and are subject to appropriate confidentiality duties. These duties do not cover information that is public without breach, independently developed, lawfully received from another source, or required to be disclosed by law.

Fees, seats, included features, billing periods, and cancellation terms are stated in the applicable order, subscription, statement of work, or signed agreement. This Agreement does not change an agency's pricing or make a new customer commitment.

We may change or discontinue features and may suspend access for nonpayment, security risk, unlawful use, material breach, or a third-party service failure. We will use reasonable efforts to provide notice when practical. Material changes to this Agreement will use a new version and require acceptance before continued authenticated access.

McBride Method retains ownership of MatchDesk, its software, prompts, workflows, methods, documentation, and other pre-existing materials. The agency retains ownership of its source materials. Subject to payment and applicable law, the agency may use outputs generated for it for its internal program work.

If you voluntarily provide product feedback that contains no participant or case information, McBride Method may use it to improve the service without obligation to you.

Except for any express warranty in a signed agreement, the services are provided as is and as available. To the fullest extent permitted by law, McBride Method disclaims implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant uninterrupted or error-free operation or that AI output will be accurate.

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages. Unless a signed agreement states otherwise, each party's total liability arising from the services will not exceed the fees paid or payable for the affected services during the 12 months before the event giving rise to the claim. These limits do not apply where applicable law prohibits them.

The agency or McBride Method may terminate access as allowed by the applicable subscription, order, or signed agreement. On termination, users must stop accessing the service, outstanding payment duties remain, and provisions that by their nature should survive will continue, including confidentiality, ownership, disclaimers, liability limits, and dispute terms.

This Agreement and any signed agency agreement form the complete agreement for the covered subject. If a provision is unenforceable, the remaining provisions continue. Failure to enforce a provision is not a waiver. You may not assign access or this Agreement without consent; McBride Method may assign it in connection with a merger, reorganization, or sale of substantially all relevant assets.

Unless a signed agreement states otherwise, Tennessee law governs without regard to conflict-of-law rules, and disputes will be brought in the state or federal courts serving Hamilton County, Tennessee after good-faith efforts to resolve them informally.

Contact The McBride Method LLC at russ@mcbridemethod.com for questions, security reports, access or deletion requests, or a copy of the current agreement. We may need to verify the requester and the agency's authority before acting on a data request.