Terms of Service & Privacy Policy (Beta)

Last Updated: April 25, 2025

1. Introduction

Welcome to ReagentSmith Assist ("we," "our," or "us"), a laboratory inventory management system. This document outlines both our Terms of Service and Privacy Policy, explaining how we collect, use, disclose, and protect your information when you use our application and services.

By accessing or using ReagentSmith Assist, you agree to be bound by these Terms of Service and Privacy Policy. If you disagree with any part of these terms, you may not access our services.

2. Terms of Service

2.1 Account Registration

To use ReagentSmith Assist, you must register for an account by providing accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

2.2 User Responsibilities

You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and update your information
• Ensure the security of your account
• Accept responsibility for all activities that occur under your account
• Notify us immediately of any unauthorized access

2.3 Acceptable Use

You may not:

• Use the service for any illegal purpose
• Violate any applicable laws or regulations
• Infringe upon intellectual property rights
• Attempt to gain unauthorized access to any part of the service
• Interfere with the operation of the service
• Upload any harmful or malicious code

2.4 Beta Program

ReagentSmith Assist is currently in beta testing. During this beta period:

• The service is provided free of charge to beta users
• We make no guarantees about service availability or reliability
• Features may change, be added, or removed without prior notice
• We may limit the number of users or organizations participating in the beta
• The beta program has a scheduled end date, after which terms may change
• Usage may be limited to 5 users per organization and up to 1000 inventory items

2.5 Termination

We may terminate or suspend your account immediately, without prior notice or liability, for any reason, including breach of these Terms. Upon termination, your right to use the service will cease immediately.

2.6 Intellectual Property

The service and its original content, features, and functionality are owned by ReagentSmith Assist and are protected by international copyright laws.

2.7 Device Permissions

Our application requires access to certain device features:

• Camera access for QR code scanning
• Location services for inventory tracking and analytics
• Storage access for saving and uploading data

You may control these permissions through your device settings, but limiting permissions may affect the functionality of the application.

2.8 Limitation of Liability

In no event shall ReagentSmith Assist be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, or any other intangible losses.

Additional Beta Liability Limitation: As this is beta software, you acknowledge there is an increased risk of bugs, crashes, data loss, and other issues. You use this beta software at your own risk, and we expressly disclaim any and all liability for any damages or losses resulting from your use of the beta software.

2.9 Changes to Terms

We reserve the right to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. During the beta period, we may update terms with only 14 days' notice.

2.10 Beta Feedback and Reporting

As a beta user, you agree to:

• Report bugs, issues, and other problems you encounter
• Provide feedback on features and functionality when requested
• Participate in surveys or other feedback collection mechanisms
• Use the designated channels for providing feedback

2.11 Beta Termination

The beta program may end at any time. When the beta period concludes:

• You will be notified at least 14 days before any changes to service terms
• You may be offered the opportunity to transition to a paid version
• Your data may be migrated to the production version (with your consent)
• If you choose not to continue, your data will be handled according to our data retention policy

2.12 No Warranty

THE BETA SOFTWARE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. You acknowledge that the beta software may not be fully tested and may contain bugs, errors, or other issues.

2.13 Version Updates

During the beta period:

• We will notify you of significant updates through email or in-app notifications
• Version numbers will follow a standard format (e.g., v0.x.x) indicating beta status
• Updates may require you to reinstall the application or perform data migration
• We will provide release notes for all significant updates

3. Privacy Policy

3.1 Information We Collect

Personal Information:

• Email addresses
• Names
• Contact information
• Account credentials

Usage Information:

• Reagent usage data
• Purchasing history
• Inventory management data
• Laboratory workflow information

Device Information:

• Location data (when permitted by you)
• Camera data (for QR code scanning only)
• IP address
• Browser type
• Device information
• Cookies and similar technologies
• Usage patterns through Google Analytics

3.2 How We Use Your Information

We use the collected information for:

• Providing and maintaining our service
• Notifying you about changes to our service
• Providing customer support
• Analyzing usage to improve our service
• Sending newsletters and beta program updates (with opt-out options)
• Collecting feedback and usage statistics to improve the beta
• Enabling location-based features and inventory tracking
• Debugging and improving the beta software

3.3 Camera and QR Code Scanning

Our application uses your device's camera exclusively for QR code scanning of laboratory reagents and inventory items. Camera data is processed in real-time and is not stored or transmitted unless required for the specific inventory management function you are using.

3.4 Location Data

With your permission, our application collects location data to:

• Enable location-based inventory management
• Optimize laboratory workflows
• Track reagent movement between locations
• Provide analytics on geographical usage patterns

Location data is used internally during the beta period to improve functionality. You can disable location services through your device settings, though this may limit certain application features.

3.5 Data Sharing and Disclosure

We may share your information with:

• Service providers and partners who assist in operating our service (e.g., Firebase, Google Analytics)
• Legal authorities when required by law
• Beta program administrators and developers within our organization

3.6 Data Storage and Security

Your data is stored on Firebase and other secure cloud platforms. We implement appropriate security measures to protect against unauthorized access, alteration, disclosure, or destruction of your data. During the beta period, we are continuously improving our security measures, and you acknowledge the potential for increased security risks.

3.7 Your Rights

Depending on your location, you may have rights to:

• Access your personal information
• Correct inaccurate information
• Delete your personal information
• Object to processing of your information
• Data portability
• Withdraw consent

3.8 Third-Party Services

Our service may contain links to third-party websites or services that are not owned or controlled by ReagentSmith Assist. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services.

3.9 Children's Privacy

Our service does not address anyone under the age of 18. We do not knowingly collect personal information from children.

3.10 International Data Transfers

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ.

3.11 South African Protection of Personal Information Act (POPIA) Compliance

As a South African-based service, we comply with the Protection of Personal Information Act (POPIA). This means:

• We process your personal information lawfully and in a reasonable manner
• We collect information for specific, explicitly defined, and lawful purposes
• We maintain the quality of your personal information
• We implement appropriate safeguards against loss, damage, unauthorized destruction, or unlawful access to your personal information
• You have the right to request access to your personal information and to request correction or deletion of your personal information

3.12 Google Analytics and Firebase

We use Google Analytics and Firebase to collect and analyze usage data, including location data when permitted. These services may use cookies and similar technologies to collect information about your use of our service. For more information about how Google Analytics and Firebase collect and process data, please refer to Google's Privacy Policy.

3.13 Newsletters and Marketing Communications

If you opt in to receive our newsletter or marketing communications, we may use your email address to send you information about our services, updates, and promotional content. You can opt out of receiving these communications at any time by following the unsubscribe link provided in each email or by contacting us directly.

3.14 Changes to Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

3.15 Beta Data Retention

During the beta period:

• Your data will be stored for the duration of the beta program
• We may retain your data for up to 60 days after the conclusion of the beta
• You may request deletion of your data at any time
• We may use anonymized usage data from the beta to improve our service
• At the end of the beta, you will have the option to export your data before account termination

3.16 Beta Software Disclaimer

ReagentSmith Assist is currently in beta testing phase. This means:

• The software is still under development and may contain bugs or errors
• Features may be incomplete or subject to change
• The service may experience downtime or performance issues
• Data loss may occur, though we take all reasonable precautions to prevent this
• Security measures are in place but are still being refined

By participating in this beta, you acknowledge and accept these limitations. We recommend not using the beta version for critical operations that cannot tolerate service interruptions or potential data loss.

3.17 Future Commercial Terms

After the beta period concludes, ReagentSmith Assist may transition to a commercial service with different terms, including:

• Introduction of subscription plans and payment requirements
• Additional features not available during beta
• Different data usage and sharing practices
• Modified service level agreements
• Enhanced security and compliance features

Beta users will be given advance notice of these changes and will have the opportunity to review new terms before deciding whether to continue using the service.

3.18 Beta Testing Feedback

During the beta period, we collect additional data about your use of the application specifically for debugging and improvement purposes. This may include:

• Session recordings (anonymized)
• Error logs and crash reports
• Feature usage statistics
• Performance metrics

This data helps us identify and fix issues quickly. You can opt out of beta-specific data collection by contacting us, though this may limit our ability to resolve issues you experience.

4. Contact Information

If you have any questions about these Terms or Privacy Policy, please contact us at:

• Email: info@reagentsmith.io

5. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of South Africa, without regard to its conflict of law provisions.