Terms of Service

EZ Recert is a web application at ezrecert.com that helps New York State EMS agencies and their providers track continuing medical education towards recertification. It is operated by EZ Recert LLC, a New York limited liability company.

These Terms are a contract between you and us. You agree to them by accepting an invitation, creating an account, or using the service. If you are accepting on behalf of an agency, you are confirming you have the authority to bind it, and “you” means the agency as well.

If your agency has signed a separate written agreement with us covering the service, that agreement wins wherever the two conflict.

EZ Recert lets:

• providers — CFRs, EMTs, AEMTs and Paramedics — record completed training, upload or email in certificates, split the hours across the State categories, and watch their progress against the requirements for their level;
• agency administrators review and approve or send back their own providers' claims, manage the roster, and configure the agency's options;
• coordinators and signers — an instructor coordinator, a training officer, a medical director — sign the paperwork an agency files; and
• the platform operator maintain the requirement sets, administer agencies, and run the deployment.

Deadlines and countdowns are reckoned in the America/New_York time zone wherever you sign in from, because that is the zone the requirement is set in.

We may add, change or remove features. Several depend on an outside service — the certificate reader, the bot check, text messages — and either we or your agency may switch those off. The record-keeping at the centre of the product depends on none of them.

Sign-up is by invitation only, and this is enforced by the database rather than by a screen — you cannot create an account without an invitation from an agency administrator or from us, however you approach the site. You must be at least 18 and be a provider, administrator or member of staff of the inviting agency, or an independent provider we have invited directly.

You are responsible for what is on your profile — your name, provider number, certification level and expiration date in particular — because the service computes your deadlines and requirements from them and prints them on State paperwork. You are responsible for keeping your password to yourself and for what happens under your account. Tell your agency or support@ezrecert.com promptly if you think somebody else has been in it.

The service is organised around agencies. When you join through one:

• its administrators can see your profile, your submissions, the certificates attached to them, your claimed hours and your progress — that visibility is the product rather than a side effect of it;
• its administrators decide whether each claim is approved, and the decision is recorded with their name and the time;
• it configures certain features for everyone in it;
• it does not see the last four digits of your Social Security number, which are visible to nobody but you; and
• certificates sitting unsubmitted in your incoming queue are yours alone until you submit them.

If you use EZ Recert as an independent provider rather than through an agency, the parts above about agency review do not apply to you, and you are the customer of record for any fees.

Whether hours should have been approved, what your agency requires beyond the State minimum, and anything to do with your employment or membership are between you and your agency. We keep the record; we do not make the ruling.

Certificates, course details and everything else you enter stay yours, or your training provider's. You give us permission to host, store, copy, process and display that material as far as running the service requires: showing it to you and to your agency's reviewers, reading it with the certificate reader where that is switched on, assembling State paperwork at your direction, sending it for signature, and backing it up. Nothing in that permission lets us use your material for anything else, and it ends when the material does.

You are responsible for having the right to upload what you upload and for its being true. Submitting a claim is a representation — to your agency and in the end to the State — that you completed the training you say you did. Falsifying a training record is grounds for us to terminate access immediately, and the consequences with your agency and the Department of Health are entirely yours.

Where it is switched on, the service can read a certificate you upload and pre-fill the course, the date and a suggested split of hours. Three things about it:

• It sends your document to a third party. The file — normally carrying your name and licence number — goes to Reducto for processing. The feature runs only when both we and your agency have enabled it; if either has not, nothing is sent anywhere. The Privacy Policy says what that means in detail.
• What it produces is a suggestion. Every value lands in a form for you to check. Values that fail validation are discarded and listed for you rather than quietly corrected.
• You attest to what you submit, however the form came to be filled in. Do not submit hours you have not checked against the certificate in front of you.

Where it is switched on you get a private forwarding address. Anything emailed to it is stored and appears in your own incoming queue as a draft only you can see, for you to submit or discard. Everything sent there is processed automatically, so send it only your own training records. The address is yours — sharing it invites other people's mail into your queue — and we may rotate or disable an address that is being abused.

Email. The service emails you when a claim of yours is reviewed and as your deadline approaches. You can turn notification email off on your profile. Some mail is part of holding an account — invitations, password resets, security notices, signing requests — and is sent regardless while you have one. We do not send marketing email to service accounts.

Push notifications. You can switch these on per device, and off again, from your profile. They are off until you turn them on.

Text messages. If you opt in, we text you about the same operational events — a claim reviewed, a deadline approaching. The terms are:

• Opting in is separate and deliberate. Having given us a phone number for your provider record is not consent to be texted; you are asked for that specifically, and the answer is recorded. Consent to texts is not a condition of using EZ Recert or of your agency taking part.
• What we send. Deadline reminders and review outcomes, and nothing else. No marketing. Never your address, your licence number or your SSN digits.
• Frequency and cost. How often depends on your own deadlines and submissions. Message and data rates may apply, and those are between you and your carrier.
• Stopping. Reply STOP to any message to stop them all, or switch them off in your profile; reply HELP for help. Stopping texts changes nothing about your account, your records or your email.
• Carriers. Carriers are not liable for delayed or undelivered messages, and delivery is not guaranteed.

Because a recertification deadline is time-sensitive: the absence of a notification is not the absence of a deadline. What the application shows you is the record, and your certification remains your responsibility whether or not any message reaches you.

Approved packets are emailed to their signers in turn and signed electronically. We run the signing service ourselves rather than handing your packet to an outside e-signature company. What signing means, what you are agreeing to when you do it, and how to withdraw consent are set out in the Electronic Signature Disclosure, which forms part of these Terms.

Where your agency requires you to agree to its own policy documents, that agreement is between you and your agency. We record that it happened and when.

Do not:

• submit falsified, altered or borrowed training records;
• upload patient information of any kind — this is a workforce credentialing tool, not a patient record system, and a completion certificate contains no patient data;
• reach, or try to reach, another person's account or another agency's data;
• probe, scan or test the security of the service without our prior written permission;
• work around rate limits, invitation controls or the bot check;
• scrape the service or harvest information about the people using it;
• upload malware, or anything you have no right to upload;
• resell or white-label the service without a written agreement with us.

EZ Recert is a tracking and paperwork tool. It is not affiliated with, endorsed by, or a substitute for the New York State Department of Health, its Bureau of EMS, a regional medical advisory committee, or any other certifying body. The requirement sets in the service are maintained to reflect what the State publishes, and where the two differ the State's own published requirements are the ones that count.

Progress figures, countdowns and generated forms are aids. Completing your recertification — the right hours in the right categories, filed on time with the right signatures — is yours and your agency's to do. We are not liable for a lapsed certification.

To diagnose problems, the platform operator can temporarily view the service as a specific user. Every such session is recorded — who, whose account, when it began and ended — and the borrowed session is restricted: it cannot change roles or agency assignments, cannot change the account's password or email address, and cannot read the SSN digits. It exists to fix faults, not to browse.

Fees, where there are any, are set out in a written order or agreement with your agency, or with you if you are an independent provider. Anything shown on the public site is illustrative and is not an offer. Where fees apply they are billed to the customer of record, are exclusive of taxes, and are non-refundable except as that written agreement says. A trial ends on the date it says it ends. We may suspend service for non-payment after reasonable notice.

The service — its software, its design and everything in it that is not yours — belongs to us and our licensors. These Terms give you a limited, revocable, non-transferable right to use it and nothing more. If you send us a suggestion, we may act on it without owing you anything for it.

You can stop using the service whenever you like: ask your agency administrator to remove you, or write to support@ezrecert.com. Your agency controls its own roster. We may suspend or end access for breach of these Terms — immediately where records have been falsified or somebody has gone after another user's data — or on reasonable notice if we discontinue the service or your agency stops taking part.

On written request within 30 days of your access ending, we will give you or your agency a copy of your submissions and certificates in a reasonable portable form. After that, the retention section of the Privacy Policy applies. The sections that by their nature outlive the agreement — what you put in, so far as needed to wind down; recertification staying your responsibility; our property; and everything from the disclaimers to the end — survive it.

The service is provided as is and as available. To the fullest extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement, and any warranty that the service will be uninterrupted or error-free or that its calculations, its readings of your documents, or the forms it generates will be accurate or complete.

Some jurisdictions do not allow some of those exclusions, so parts of the paragraph above may not apply to you.

To the fullest extent the law allows: neither we nor our suppliers are liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost data, or loss of certification or employment, however caused and on any theory of liability; and our total liability for all claims relating to the service is limited to the greater of the fees paid for it in the twelve months before the claim arose, or one hundred United States dollars.

Nothing here limits liability that cannot lawfully be limited, including liability for wilful misconduct.

These Terms are governed by the law of the State of New York, without regard to its conflict-of-law rules. The state and federal courts sitting in Albany County, New York have exclusive jurisdiction, and each party consents to personal jurisdiction there. Each party waives trial by jury to the extent the law allows.

If you are an agency, you will defend and indemnify us against third-party claims arising from your use of the service in breach of these Terms, from your content, or from your breaking the law — except so far as the claim arises from our own breach or misconduct.

You agree to deal with us electronically. These Terms, the notices under them, and the records the service keeps are electronic records; and the things you do in the service — submitting a claim, approving one, confirming a change of level — are your electronic signature where a signature is called for. You can ask us for a paper copy of these Terms.

We may update these Terms. Material changes are notified in the service or by email at least 14 days before they take effect, and carrying on using the service after that is acceptance. You may not assign these Terms without our consent; we may assign them as part of a merger, acquisition or sale of assets. If any provision turns out to be unenforceable the rest stand. Neither of us is liable for delay caused by something outside our reasonable control. These Terms, together with any written agreement with your agency, are the whole agreement about the service.

Write to support@ezrecert.com with anything about these Terms. Formal notice, including service of process, goes to EZ Recert LLC, c/o Registered Agents Inc., 418 Broadway, Ste R, Albany, NY 12207.