Reflective Training Terms of Use

1. Introduction

Welcome to Reflective Training (“RT,” “we,” “us,” or “our”). These Terms of Use (the “Terms”) govern your access to and use of our website (the “Site”) and any related services. By creating an account, accessing, or using the Site, you agree to these Terms and to our Privacy Policy. If you do not agree, please do not use the Site.

2. Definitions

• “Account” means the registered account you create on the Site.
• “Learner” means a user enrolled in RT training as a participant.
• “Coach” means a user with an instructor or coaching role on RT who delivers training, runs Sessions, and gives feedback to Learners.
• “Scorer” means a user designated to review a particular Roleplay and provide feedback on it.
• “Session” means a scheduled group training session offered through the Site.
• “Roleplay” means a mock, simulated training video uploaded to the Site for educational practice and feedback. Roleplays must not depict real patients or contain Protected Health Information (“PHI”).
• “User Content” means any content you submit to the Site, including Roleplays, feedback, comments, notes, profile information, and other materials.

3. Eligibility

The Site is intended for healthcare providers, healthcare students, corporate trainees, and other legitimate human learners aged 18 and older. By using the Site, you confirm that:

• You are 18 or older.
• You are using the Site for a legitimate training or educational purpose.
• The information you provide at registration and afterward is accurate, current, and truthful.
• You are not barred from using the Site under applicable law.

4. Account Registration & Security

• One account per person. You may not create or maintain more than one Account, and you may not share your Account or credentials with anyone else.
• Security. You are responsible for keeping your Account credentials confidential and for all activity that occurs under your Account.
• Notify us promptly. If you suspect unauthorized access to your Account or any other security concern, email mfredrick@reflective-learning.org..

5. Educational Purpose & No Medical Advice

RT is an educational training platform for skills practice (for example, motivational interviewing, DBT, and CBT techniques). You acknowledge and agree that:

• The Site, including all training materials, Roleplays, feedback, and discussions, is provided for educational and skill-development purposes only and does not constitute medical advice, mental-health diagnosis, treatment, or a therapeutic relationship.
• Use of the Site does not create a provider–patient, psychotherapist–client, or clinical relationship between you and RT, RT’s personnel, your Coach, your Scorer, or any other RT user.
• You will not upload, post, or transmit recordings, transcripts, or other content depicting real patients or real clinical encounters, and you will not upload Protected Health Information (PHI) subject to HIPAA. All Roleplays must be simulated.
• If you are experiencing a mental-health emergency, contact local emergency services or a qualified mental-health professional. The Site is not a crisis service.

6. Acceptable Use

You agree that you will not:

• Use the Site for any unlawful or fraudulent purpose.
• Upload viruses, malware, or any code intended to disrupt, damage, or limit the functioning of the Site or any user.
• Impersonate another person, falsify your credentials, or misrepresent your affiliation.
• Attempt to access the Site, accounts, or systems other than as expressly authorized, including any attempt to bypass authentication, rate limits, or access controls.
• Capture, screen-record, download, copy, reproduce, or redistribute any other user’s Roleplay or feedback, including via screenshots, third-party recording tools, or downloads outside of the Site’s intended features.
• Engage in automated access, scraping, crawling, or bulk downloading of the Site or its content; use the Site to build a competing product; or use the Site at a volume or frequency that materially exceeds normal training use.
• Post or transmit content that is harassing, abusive, discriminatory, defamatory, sexually explicit, or otherwise inappropriate for an educational training community.
• Use the Site or any User Content to develop, train, or fine-tune machine-learning or AI models without our prior written consent.
• Use the Site in any way that violates applicable law or infringes the rights of others, including intellectual property and privacy rights.

7. User Content & Video Roleplays

Your responsibility. You are responsible for your User Content and represent that you have all rights necessary to upload it; that it does not depict real patients or contain PHI; and that it does not violate applicable law or these Terms.

License to RT. You retain ownership of your User Content. You grant RT a worldwide, non-exclusive, royalty-free license to host, store, transmit, display, transcode, reproduce, and (where appropriate) modify your User Content solely to operate the Site, deliver feedback to you, support the work of your Coach and Scorer, and—using de-identified data—evaluate, secure, and improve the platform. RT will not use your identifiable User Content for advertising and will not sell it.

Who may view your Roleplays. Access is limited to the people described in our Privacy Policy — typically the uploader, the Learner, the assigned Scorer, the Learner’s Coach, and authorized RT administrators. Where the Site offers shared viewing or library features in the future, additional authorized RT users may be granted access for collaborative learning, under the same confidentiality obligations.

Confidentiality of others’ content. You must treat any other user’s Roleplay or feedback as confidential and use it only within the Site’s intended educational context. You must not capture, reproduce, or distribute it.

Removal. You can request removal of your Roleplays or other User Content at any time by emailing mfredrick@reflective-learning.org.. We will confirm removal from the Site within 30 days, subject to data we are required to retain by law. De-identified derivative data is governed by the Privacy Policy.

8. Intellectual Property

• RT Content. All RT-provided materials — including curriculum, training videos, written guidance, rubrics, software, designs, logos, and trademarks — are owned by RT or its licensors and are protected by intellectual-property laws. You receive a limited, revocable, non-exclusive, non-transferable license to use them for your personal, non-commercial educational use of the Site.
• Feedback. If you submit suggestions, ideas, or feedback about the Site, you grant RT a non-exclusive, royalty-free, perpetual, irrevocable license to use them without restriction or compensation.
• No reverse engineering. You may not copy, modify, decompile, reverse engineer, or create derivative works of the Site or RT Content except to the extent applicable law expressly permits.

9. Third-Party Services (Google Sign-In and Calendar)

The Site offers optional integrations with Google services:

• Google Sign-In. You may sign in to RT with your Google account. By doing so, you authorize RT to receive the Google profile information described in our Privacy Policy.
• Google Calendar. You may connect your Google Calendar so that RT can schedule training Sessions. We only access Google Calendar data to display availability and to schedule training sessions requested by the user, and we only do so in response to explicit actions you take in the RT interface.
• Google’s terms apply. Your use of Google Sign-In and Google Calendar is also subject to Google’s Terms of Service and Privacy Policy. You can disconnect Google Calendar from your dashboard at any time and revoke RT’s access at myaccount.google.com/permissions.
• Other third-party services. The Site uses cloud infrastructure and other service providers as described in the Privacy Policy. Their availability and terms may affect the Site, and we are not responsible for third-party services we do not control.

10. Privacy

Our Privacy Policy explains what information we collect, how we use it, and your choices and rights. By using the Site you also agree to the practices described there.

11. Service Availability, Changes & Fees

• No guaranteed availability. RT may be unavailable from time to time due to maintenance, updates, or events outside our reasonable control. We do not guarantee uninterrupted or error-free operation.
• Modifications. We may add, change, or discontinue features of the Site, subject to applicable law. Where reasonably practical, we will give notice of material changes that affect existing Learners or Coaches.
• Fees. Core access to the Site may be offered free of charge. If we make paid features available, additional terms (including pricing, billing, and refund terms) will be presented at the point of purchase and will supplement these Terms.

12. Termination

• By you. You may stop using the Site at any time and request closure of your Account by emailing mfredrick@reflective-learning.org..
• By us. We may suspend or terminate your access if you violate these Terms or for other significant reasons (for example, suspected security or abuse issues). Where the issue is minor, we will, when reasonable, give you notice and an opportunity to correct it before termination. Severe breaches (such as malicious activity) may result in immediate termination.
• Data on closure. Before closure, you may request a copy of your User Content by emailing the address above. After closure, retention and deletion are governed by the Privacy Policy.
• Survival. Sections that by their nature should survive termination will survive, including Sections 5 (Educational Purpose & No Medical Advice), 7 (User Content & Video Roleplays), 8 (Intellectual Property), 13 (Disclaimers), 14 (Limitation of Liability), 15 (Indemnification), 17 (Dispute Resolution), and 19 (General Terms).

13. Disclaimers

The Site and all related content are provided “as is” and “as available,” without warranties of any kind, either express or implied, including the implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranties arising from course of dealing or usage of trade. We do not warrant that the Site will meet your requirements, that feedback or training will produce any particular outcome, or that the Site will be error-free, secure, or uninterrupted.

Some jurisdictions do not allow the exclusion of certain warranties; in those jurisdictions, the foregoing exclusions apply only to the extent permitted by law.

14. Limitation of Liability

To the fullest extent permitted by applicable law, in no event will RT or its affiliates, employees, or agents be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or any loss of profits, data, goodwill, or other intangible losses, arising out of or in connection with your use of, or inability to use, the Site, even if advised of the possibility of such damages.

To the fullest extent permitted by law, RT’s total aggregate liability for all claims relating to the Site will not exceed the greater of (a) the amounts you paid to RT for access to the Site in the twelve (12) months preceding the event giving rise to the claim, or (b) US $100.

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law (for example, certain consumer rights in the EEA, UK, or Switzerland).

15. Indemnification

To the fullest extent permitted by law, you agree to indemnify and hold harmless RT and its affiliates, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) your User Content, (b) your use of the Site, (c) your violation of these Terms, or (d) your violation of any law or third-party right (including any privacy or intellectual-property right).

16. DMCA / Copyright Notices

RT respects intellectual-property rights and expects users to do the same. If you believe content on the Site infringes your copyright, please send a written notice to our designated contact below that includes:

• Identification of the copyrighted work claimed to be infringed.
• Identification of the allegedly infringing material on the Site (with enough detail for us to locate it).
• Your contact information (name, address, email).
• A statement that you have a good-faith belief that the use is not authorized by the copyright owner, its agent, or law.
• A statement, under penalty of perjury, that the information in the notice is accurate and that you are the copyright owner or authorized to act on the owner’s behalf.
• Your physical or electronic signature.

Send copyright notices to mfredrick@reflective-learning.org.. We may remove or disable allegedly infringing material and terminate the accounts of repeat infringers in appropriate circumstances.

17. Dispute Resolution

We hope to resolve any concerns informally first — please contact us before taking formal action. If a dispute cannot be resolved informally:

• Mediation. The parties will first attempt to resolve the dispute through non-binding mediation with a neutral mediator in Bexar County, Texas.
• Arbitration. If mediation does not resolve the dispute within a reasonable period, the dispute will be resolved by binding individual arbitration administered by the American Arbitration Association (“AAA”) under its Consumer Arbitration Rules, seated in Bexar County, Texas, to the extent permitted by applicable law. To the fullest extent permitted by law, you and RT each waive any right to participate in a class action, class arbitration, or representative action.
• Litigation as a last resort. Any disputes not subject to arbitration will be brought exclusively in the state or federal courts located in Bexar County, Texas, and you and RT consent to the personal jurisdiction of those courts.
• Consumer carve-out. Nothing in this Section prevents a consumer in the EEA, UK, or Switzerland (or in any other jurisdiction whose mandatory consumer law so provides) from bringing proceedings in the courts of their place of residence, or from invoking mandatory consumer-protection rights that cannot be waived by contract. To that extent, those rights prevail over the arbitration and venue terms above.
• Initiating a dispute. Email mfredrick@reflective-learning.org. with a brief description of the dispute and the relief you seek.

18. Changes to Terms

We may update these Terms from time to time. When we do, we will update the “Last updated” date at the top of this page and, for material changes, we will provide reasonable additional notice (for example, by email or an in-product notice). Your continued use of the Site after changes take effect means you accept the updated Terms. If you do not agree, please stop using the Site.

19. General Terms

• Governing law. These Terms are governed by the laws of the State of Texas and applicable U.S. federal law, without regard to conflict-of-laws rules. This does not deprive consumers of mandatory protections under the law of their place of residence (see Section 17).
• Entire agreement. These Terms, together with the Privacy Policy and any additional terms presented at point of purchase for paid features, constitute the entire agreement between you and RT regarding the Site, and supersede any prior agreements on that subject.
• Severability. If any provision is held unenforceable, the remaining provisions will remain in full force and effect.
• No waiver. Our failure to enforce any provision is not a waiver of our right to do so later.
• Assignment. You may not assign or transfer these Terms or your Account without our prior written consent. We may assign these Terms in connection with a reorganization, merger, or sale of assets, with notice as required by law.
• Notices. We may give notices to you by email to the address on your Account or by posting on the Site. You may give notices to us at the address in Section 20.
• Headings. Section headings are for convenience only and have no legal effect.