Terms of Service

0. Agreement to Our Legal Terms

We are RoundsXP ("Company," "we," "us," "our"), currently operated by Tina Banerjee, an individual, based in Virginia, United States.

We operate the website https://roundsai-olive.vercel.app (the "Site"), as well as any other related products and services that refer or link to these legal terms (collectively, the "Services").

Description of Service

RoundsXP is a private, invite-only mobile and web application designed for veterinary students to log, track, and reflect on their clinical experiences during rotations, externships, and related educational activities.

The Services provide the following core features:

Clinical logging — users may record structured information about clinical moments they encounter, including species, procedure or skill type, rotation or service, hours, and their level of involvement (observed, assisted, or performed).
Private reflections — users may add personal, private written reflections associated with their logged experiences. Private reflections are visible only to the user who created them and are never shared with other users, instructors, institutions, or third parties without the user's explicit, individual action to include them in an export or shared feature.
Class feed — users may optionally share structured summaries of logged experiences with other verified members of their same school and class year. Shared content is limited to structured fields (such as species, procedure, and rotation) and does not include private reflections. Uploading photos or video of clinical cases is not a supported feature of the class feed. (The Service separately allows users to upload a personal profile picture, which is unrelated to clinical case content.)
Study tools — the Service uses artificial intelligence to generate study questions, flashcards, and case summaries derived from a user's own logged content, for that user's personal educational use.
Portfolio generation — the Service may compile a user's logged clinical experience into summary statistics and an exportable document for personal or professional use, at the user's discretion.
Gamification features — including experience points, achievement badges, and leaderboards limited to members of the user's own school and class year.

Eligibility and Access. Access to the Service is by invitation only. Invitation codes are issued at the sole discretion of the Service administrator and are associated with a specific educational institution and class year.

Independent Project. RoundsXP is an independently operated student project. It is not an official publication, tool, or communication channel of any college, university, or veterinary program, and is not affiliated with, endorsed by, or operated on behalf of any such institution. Content shared by users reflects their own individual views and does not represent the position of any educational institution.

You can contact us by email at contact.roundsxp@gmail.com.

These Legal Terms constitute a legally binding agreement made between you, whether personally or on behalf of an entity ("you"), and RoundsXP, concerning your access to and use of the Services. By accessing the Services, you agree that you have read, understood, and agree to be bound by all of these Legal Terms. IF YOU DO NOT AGREE, YOU MUST DISCONTINUE USE IMMEDIATELY.

All users who are minors in the jurisdiction in which they reside (generally under the age of 18) must have the permission of, and be directly supervised by, their parent or guardian to use the Services, and their parent or guardian must read and agree to these Legal Terms on their behalf.

1. Our Services

The information provided when using the Services is not intended for distribution to or use by any person or entity in any jurisdiction or country where such distribution or use would be contrary to law or regulation. Persons who access the Services from other locations do so on their own initiative and are solely responsible for compliance with local laws.

The Services are not tailored to comply with industry-specific regulations such as the Health Insurance Portability and Accountability Act (HIPAA), as the Services relate to animal patients, not human patients. If your use of the Services would nonetheless be subject to such regulations, you may not use the Services.

2. Intellectual Property Rights

Our intellectual property

We are the owner of all intellectual property rights in the Services, including the source code, databases, functionality, software, design, and the RoundsXP name and logo (collectively, the "Content" and "Marks"). Our Content and Marks are protected by copyright and trademark laws and are provided "AS IS" for your personal, non-commercial use only.

Your use of our Services

Subject to your compliance with these Legal Terms, including the Prohibited Activities section, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your personal, non-commercial, educational use.

Except as set out above, no part of the Services or Content may be copied, reproduced, republished, sold, licensed, or otherwise exploited for any commercial purpose without our express prior written permission.

Your submissions and contributions

Structured log data and class feed posts. When you choose to share a log to the class feed, you grant us a limited, non-exclusive license to display that structured content to other verified members of your school and class year, solely for the purpose of operating the class feed feature. We do not use class feed content for advertising, sell it to third parties, or use it outside the purpose of operating the Services.

Private reflections. Private reflections you write are not licensed to us for any public, commercial, or promotional use. They remain visible only to you and are used only (a) to provide the Service back to you (such as generating study questions or a portfolio summary at your request), and (b) in de-identified, aggregate form as described in our Privacy Policy.

Feedback. If you send us feedback, bug reports, or suggestions about the Services, you agree that we may use this information to improve the Services without any obligation to compensate you.

You are responsible for what you post. By submitting any content through the Services, you confirm that it does not violate the Prohibited Activities section below, does not infringe any third party's rights, and that you have the right to submit it.

We may, but have no obligation to, monitor content submitted through the Services, and may remove or restrict access to content that we believe violates these Legal Terms.

3. User Representations

By using the Services, you represent and warrant that:

All information you provide upon registration is true, accurate, and complete, and you will maintain the accuracy of such information.
You are enrolled in, or otherwise affiliated with, the educational institution associated with the invitation code used to register your account.
You have the legal capacity to agree to these Legal Terms, or, if a minor, have obtained parental or guardian consent as described above.
You will not access the Services through automated or non-human means.
You will not use the Services for any illegal or unauthorized purpose.
Your use of the Services will not violate any applicable law or regulation, or the professionalism and confidentiality policies of your educational institution.

4. User Registration

Access to the Services requires a valid invitation code, issued at the discretion of the Service administrator and tied to a specific school and class year. You are solely responsible for maintaining the confidentiality of your account credentials and invitation code, and for any activity that occurs under your account. You must notify us immediately of any unauthorized use of your account.

5. Prohibited Activities

You may not access or use the Services for any purpose other than that for which we make them available. By using the Service, you agree that you will not, and will not attempt to:

Confidentiality and Privacy

Post, upload, or otherwise disclose client names, patient or animal names, or any other identifying information related to a clinical case, in any feature of the Service.
Upload or share photographs, videos, screenshots, or other visual media of patients, clients, medical records, or clinical settings, regardless of whether altered or redacted.
Post content specific enough to make a client, patient, or clinical case identifiable to a reasonable reader, even where no name is used.
Attempt to identify or expose the identity of any individual associated with content shared by another user.
Circumvent, disable, or attempt to interfere with any privacy screening, moderation, or confidentiality safeguard built into the Service.

Account and Access

Share your invitation code or login credentials with any person not authorized to receive them.
Create an account using false information, including misrepresenting your school, class year, or identity.
Access or attempt to access the Service using credentials or an invitation code not issued to you.
Impersonate any other user, administrator, or person.
Create multiple accounts to manipulate experience points, badges, leaderboard rankings, or rewards.

Conduct

Post content that is harassing, bullying, discriminatory, defamatory, or that mocks, demeans, or disparages clients, patients, classmates, faculty, or clinicians.
Post content that violates the professionalism or confidentiality policies of your educational institution.
Use the Service to engage in academic dishonesty, or to misrepresent your own clinical experience, hours, or involvement in a case.
Use the class feed or comments to distribute spam or content unrelated to clinical or educational purposes.

Technical and Security

Attempt to gain unauthorized access to another user's account or private data.
Interfere with or disrupt the Service's infrastructure, including through excessive automated requests or attempts to bypass rate limits or usage caps.
Reverse engineer or attempt to extract the underlying source code of the Service, except as permitted by law.
Introduce malware, viruses, or other harmful code to the Service.
Use bots or scripts to create accounts or generate content.

Misuse of AI Features

Submit content to AI-powered features in violation of the confidentiality provisions above.
Rely on AI-generated content from the Service as verified clinical or medical guidance; such content is for personal educational review only and is not a substitute for verified course materials.

Violation of these Prohibited Activities may result in content removal, suspension, or termination of your account, at our sole discretion, in addition to any other remedies available to us under law.

6. User Generated Contributions

The Services allow you to create and share structured logs, comments, and reactions ("Contributions"). Contributions shared to the class feed are viewable by other verified members of your school and class year. You retain ownership of your Contributions, subject to the limited license described in Section 2 above.

7. Contribution License

As described in Section 2, the license you grant us over your Contributions is limited to operating the Services as described in these Legal Terms and our Privacy Policy. We do not claim broad ownership over your Contributions, do not use them for advertising, and do not sell them to third parties.

8. Services Management

We reserve the right, but not the obligation, to: (1) monitor the Services for violations of these Legal Terms; (2) take appropriate legal action against anyone who violates these Legal Terms; (3) remove or disable content that exceeds storage limits or is otherwise objectionable; and (4) otherwise manage the Services to protect our rights and the rights of other users.

9. Privacy Policy

We care about data privacy and security. Please review our Privacy Policy, available within the Services and incorporated into these Legal Terms by reference. By using the Services, you agree to be bound by our Privacy Policy.

10. Copyright Infringements

If you believe that content on the Services infringes your copyright, please notify us with the following information:

A physical or electronic signature of the person authorized to act on behalf of the copyright owner;
Identification of the copyrighted work you claim has been infringed;
Identification of the specific content on the Service you claim is infringing, with enough detail for us to locate it;
Your contact information (name, address, phone number, and email);
A statement that you have a good faith belief that the use of the material is not authorized by the copyright owner, its agent, or the law; and
A statement, made under penalty of perjury, that the above information is accurate and that you are the copyright owner or authorized to act on their behalf.

Send copyright infringement notices to: contact.roundsxp@gmail.com. Upon receipt of a valid notice, we will investigate and, where appropriate, remove or disable access to the infringing content. Repeat infringers may have their accounts terminated at our discretion.

11. Term and Termination

These Legal Terms remain in effect while you use the Services. We may suspend or terminate your access to the Services at any time, without notice, for any reason, including if we believe you have violated these Legal Terms, including but not limited to the Prohibited Activities section.

You may discontinue use of the Services and request deletion of your account at any time by contacting us at the email above.

12. Modifications and Interruptions

We reserve the right to change, modify, or remove the contents of the Services at any time, without notice. We do not guarantee the Services will be available at all times and will not be liable for any interruption or discontinuation of the Services.

We may update these Legal Terms from time to time. If we make material changes, we will provide notice within the Services and, where applicable, require you to re-accept these Legal Terms before continuing to use the Services.

13. Governing Law

These Legal Terms are governed by and construed in accordance with the laws of the Commonwealth of Virginia, United States, without regard to its conflict of law principles.

14. Dispute Resolution

Informal Negotiations

To expedite resolution and control the cost of any dispute arising out of or relating to these Legal Terms, you and we agree to first attempt to negotiate any dispute informally for at least 30 days before initiating arbitration.

Binding Arbitration

If a dispute is not resolved through informal negotiations, it shall be resolved by binding arbitration, rather than in court, except that either party may bring an individual claim in small claims court. The arbitration shall be conducted in the Commonwealth of Virginia. If a dispute proceeds in court rather than arbitration (for example, because it falls outside the scope of this arbitration agreement), such litigation shall take place in the Commonwealth of Virginia.

If arbitration fees are deemed excessive, we agree to pay any additional costs necessary to prevent the arbitration from being cost-prohibitive to you.

Restrictions

You and we agree that any arbitration shall be limited to the dispute between us individually. You agree that any cause of action arising out of or related to the Services must be filed within one (1) year after such claim arose; otherwise, that cause of action is permanently barred.

15. Corrections

There may be information within the Services that contains typographical errors, inaccuracies, or omissions. We reserve the right to correct any errors and to update information at any time without prior notice.

16. Disclaimer

THE SERVICES ARE PROVIDED ON AN "AS-IS" AND "AS-AVAILABLE" BASIS. YOU AGREE THAT YOUR USE OF THE SERVICES WILL BE AT YOUR SOLE RISK. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, IN CONNECTION WITH THE SERVICES.

We make no warranty regarding the accuracy, completeness, or reliability of any AI-generated content, including flashcards, case summaries, or portfolio text. Such content is generated for personal educational review only and should not be relied upon as verified clinical, medical, or academic guidance without independent verification.

17. Limitations of Liability

IN NO EVENT WILL WE OR OUR DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE TO YOU FOR ANY INDIRECT, CONSEQUENTIAL, EXEMPLARY, INCIDENTAL, SPECIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF THE SERVICES.

OUR TOTAL LIABILITY TO YOU FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE LEGAL TERMS OR THE SERVICES WILL NOT EXCEED THE LESSER OF (A) THE AMOUNT YOU HAVE PAID US, IF ANY, IN THE SIX (6) MONTHS PRIOR TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100 USD).

Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.

18. Indemnification

You agree to defend, indemnify, and hold us harmless from and against any claim or demand, including reasonable attorneys' fees, made by any third party due to or arising out of: (1) your Contributions; (2) your use of the Services; (3) your breach of these Legal Terms; or (4) your violation of the rights of a third party, including intellectual property or privacy rights.

19. User Data

We will maintain certain data that you transmit to the Services for the purpose of operating the Services, as well as data relating to your use of the Services, as described in our Privacy Policy. You are solely responsible for the accuracy of any data you transmit through the Services.

20. Electronic Communications, Transactions, and Signatures

Visiting the Services and sending us emails constitutes electronic communication. You consent to receive electronic communications, and you agree that all agreements, notices, disclosures, and other communications we provide to you electronically satisfy any legal requirement that such communication be in writing.

21. California Users and Residents

If a complaint with us is not satisfactorily resolved, you may contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs in writing at 1625 North Market Blvd., Suite N 112, Sacramento, California 95834, or by telephone at (800) 952-5210.

22. Miscellaneous

These Legal Terms, together with our Privacy Policy, constitute the entire agreement between you and us regarding the Services. Our failure to enforce any right or provision of these Legal Terms will not be considered a waiver of such right or provision. If any provision of these Legal Terms is found to be unlawful or unenforceable, the remaining provisions will remain in full force and effect.

23. Contact Us

In order to resolve a complaint or receive further information regarding use of the Services, please contact us at:

RoundsXP
Virginia, United States
contact.roundsxp@gmail.com