Ralfor
Ralfor subscription terms
1. The parties. These terms are between SASA Consulting Partners LLC, a Virginia limited liability company doing business as Ralfor ("Ralfor"), and the assisted living, adult care, personal care or family care home named at sign-up ("the Home"). The person who accepts them at sign-up confirms they are authorized to accept them for the Home.
2. Business use and age. Ralfor is a business service for licensed care homes. It is not offered to consumers for personal, family or household use, and it is not directed to children. The person who accepts these terms confirms they are at least 18 years old and are signing up on behalf of the Home, as a business. The Home invites only adults (18 or older) as staff, family-portal or other users; a resident's or family member's record may concern a minor only where the Home has the authority to keep it. Ralfor may suspend an account it learns was opened by, or for, someone under 18, and will tell the Home first.
3. The service. Ralfor provides software that helps the Home run day-to-day operations: residents, care records, medications, staff, schedules, families, admissions, billing and compliance tasks, under the rules of the Home's state as configured. Ralfor is a tool. It does not provide medical, nursing, legal, payroll-tax or regulatory advice, and it does not replace the Home's licensed staff, administrator or professional judgment. The Home stays responsible for the care it gives and for its compliance with law and licensing.
4. Automated and AI features. Suggestions, drafts and summaries can be incomplete or wrong. Authorized staff must review them before relying on them. Clinical recording, prescribing and care decisions remain the Home’s responsibility. AI vendor usage is metered separately at cost, subject to the Home’s configured monthly limit (default $25). Ralfor does not promise unlimited AI or external services. Access to any optional provider depends on configuration and the agreements needed for the data involved.
5. Accounts. The Home manages account access, roles and prompt removal of former staff. Users must protect their credentials, use available security controls and report suspected unauthorized access promptly.
6. Free trial. A Home that signs up gets 30 days free. No payment card is needed and nothing is charged during or after the trial unless the Home chooses a paid plan and agrees its price in writing or at checkout. When the trial ends without a paid plan, the Home's records become read-only: the Home can still sign in, read and export them, but cannot add or change records until it chooses a paid plan. The Home can cancel at any time in the app.
7. The Home’s data. The Home retains ownership of its data and authorizes Ralfor to process it to operate, support and secure the service. The Home must have authority to provide it. Ralfor does not sell resident data or use it to train general AI models. Trial expiry, cancellation of billing and nonpayment do not automatically delete records. Read and export access remains available. Final account closure and data return or destruction require a separate written instruction, subject to legal retention duties and the business associate agreement. The Home remains responsible for its own required record retention.
8. Health information. The version 2 Business Associate Agreement is incorporated into this agreement and applies to protected health information processed on the Home’s behalf. Its protections control in a conflict. Accepting these agreements does not certify the Home or the service under any security or regulatory program.
9. Paid plans and automatic renewal. The founding subscription is $99 per home per month for the first 10 subscribing homes, as confirmed at checkout. The free trial lasts 30 days from the Home’s original trial start, with no card required at signup. Adding a payment method does not restart or extend the trial. A paid plan is an automatically renewing subscription: by completing subscription checkout, the authorized representative permits a recurring charge of the price shown at checkout (currently $99 per home) every month, starting when the remaining trial ends, until the Home cancels. Ralfor shows these terms next to the subscribe button and confirms them by email. Taxes, if applicable, and separately metered services are disclosed before charge. Stripe handles payment details. A failed payment or expired unpaid trial pauses new writes while preserving read and export access; payment confirmed through Stripe restores access. Price changes require at least 30 days’ notice and do not apply retroactively.
10. Availability and support. Ralfor aims to keep the service available but does not guarantee uninterrupted service. The Home keeps a downtime procedure (Ralfor provides printable current records). Support: hello@ralfor.com, or "Get help" in the app; Ralfor answers on business days. Please do not email resident health details; use "Get help" in the app instead. Ralfor tells the Home promptly about any incident affecting its data or service.
11. Cancellation. Cancel renewal online at any time: in the app, open Settings › Subscription and choose "Manage billing or cancel", before the next billing date. Help is also available at hello@ralfor.com, but cancelling never requires a call or email. Cancellation takes effect at the end of the paid period; cancelling during the free trial prevents the first subscription charge. Fees already paid are nonrefundable except as required by law or agreed in writing. Billing cancellation does not instruct Ralfor to delete records. Ralfor may restrict access needed to address misuse or an immediate security threat and will explain the restriction; nonpayment alone preserves read and export access.
12. Warranties and liability. The service is provided "as is" during the free trial. To the extent the law allows, neither party is liable for indirect or consequential losses, and Ralfor's total liability is limited to the fees the Home paid in the 12 months before the claim (or $100 if none). These limits do not apply to a party's breach of its confidentiality or data-protection obligations, or to anything the law does not allow to be limited.
13. Changes to these terms. Material changes are notified at least 30 days in advance, and the Home is asked to accept the new version in the app.
14. Governing law. Virginia law governs these terms, without affecting any protection the law of the Home's state gives it.
15. Electronic records and signatures. The Home agrees that records, notices and signatures made in Ralfor may be electronic, and that an electronic signature made in Ralfor by an authorized person has the same effect as a handwritten one, to the extent the law allows (U.S. ESIGN Act and state Uniform Electronic Transactions Acts). Ralfor keeps who signed, when and what, in an audit record. Where a rule requires a paper or handwritten signature, the Home keeps that.
16. Uploaded content and copyright. The Home is responsible for the documents, photos, attachments and other files its users upload, and confirms it has the right to store and share them in Ralfor. Users must not upload material that infringes someone else's copyright or other rights. Ralfor responds to copyright notices under its Copyright and DMCA policy, may remove or disable access to material identified in a valid notice, and may end the accounts of repeat infringers in appropriate circumstances.
17. Emails from Ralfor. Ralfor sends service emails the Home needs (sign-in, security, trial, billing and subscription notices). Any optional product news or tips include an unsubscribe link and Ralfor's postal address, and unsubscribing does not stop service emails.
18. Contact. SASA Consulting Partners LLC, doing business as Ralfor. General: hello@ralfor.com. Privacy: privacy@ralfor.com. Postal address: [COMPANY_POSTAL_ADDRESS, to be added by the owner before launch].