Terms of Service
Effective Date: August 29, 2026
1. Introduction
These Terms of Service (the "Terms") govern access to and use of the CareCard platform and services (the "Platform"). CareCard helps students and professionals understand, complete, manage, and validate requirements for clinical placements, employment, and roles in health care and human services. By creating an account or using the Platform, you agree to these Terms. If you use the Platform on behalf of an organization, you confirm that you are authorized to bind that organization. A separate written agreement between CareCard and an organization also applies to services provided under that agreement and controls to the extent of any direct conflict with these Terms.
2. Definitions
"CareCard" means the provider and operator of the Platform.
"User" means an individual who creates or manages a CareCard Profile, or a person authorized to access or use the Platform for an educational institution, placement organization, employer, or other organization.
"Care Portfolio" means a user’s complete, secure, portable CareCard Profile containing information, credentials, validated documents, and other requirements needed for clinical placements, employment, and roles in health care and human services.
"Data" means information submitted to, generated through, or otherwise processed by the Platform, including account and profile information, credentials, uploaded documents, requirements, review and validation statuses, sharing instructions, communications, and technical records.
3. CareCard Services
Subject to these Terms and any applicable organization agreement, the Platform supports the following services:
Care Portfolio Management
Users can build and maintain a secure, portable CareCard Profile and add credentials, documents, and other requirement information as they receive it.
Requirement Tracking and Validation
The Platform presents configured requirements, records document reviews and validation results, and identifies items that are complete, missing, expiring, or need attention.
User-Directed Sharing
Users decide which educational institutions, placement organizations, employers, or other authorized individuals can access their Care Portfolio through the Platform.
Organization Workflows
Authorized organizations can review information shared with them and coordinate requirements for programs, placements, employment, and related opportunities.
4. Accounts, Responsibilities, and Acceptable Use
4.1 User Responsibilities
Provide accurate and current account and profile information and promptly correct material errors.
Upload or share only information and documents that you are authorized to provide, and use the Platform only for legitimate placement, education, employment, or related purposes.
Protect account credentials, use reasonable security precautions, and promptly notify CareCard of suspected unauthorized access.
When acting for an organization, access and use Data only within your authorized role and ensure the organization has lawful authority for its requirements, decisions, access, use, disclosure, and retention of information.
4.2 Prohibited Conduct
Submitting fraudulent, altered, misleading, unlawful, or malicious information or documents.
Accessing another person’s account or Data without authorization, bypassing access controls, or using shared credentials.
Interfering with the Platform, introducing harmful code, probing for vulnerabilities without written permission, or using the Platform in violation of law or another person’s rights.
Copying, scraping, reselling, or exploiting Platform content or Data except as expressly permitted by CareCard, the affected User, and applicable law.
5. Data Rights, Privacy, and Security
5.1 User Data and Privacy
Users retain their rights in the Data they provide. Each User grants CareCard a limited, non-exclusive permission to host, store, process, display, and transmit that Data only as reasonably necessary to provide, secure, support, and improve the Platform; carry out authorized sharing and instructions; perform applicable agreements; and comply with law. CareCard handles personal information as described in its Privacy Policy. CareCard’s legal role for particular information depends on the service, governing agreements, and actual information flow. A recipient remains responsible for information after receiving it and must comply with its own legal and contractual duties.
5.2 Safeguards
Technical Safeguards
Security controls such as encryption where appropriate, secure authentication, access restrictions, monitoring, and logging are used to protect Platform information.
Administrative Safeguards
Access is limited by role and legitimate need, supported by privacy and security practices, confidentiality obligations, and incident-response procedures.
Infrastructure Safeguards
CareCard and its service providers use controlled infrastructure environments and safeguards appropriate to the sensitivity of the information processed.
6. Intellectual Property
6.1 Platform Ownership
CareCard and its licensors retain all intellectual property rights in the Platform, including its software, designs, documentation, trademarks, and original content. These Terms do not transfer ownership of User Data to CareCard or ownership of the Platform to a User.
6.2 Restrictions
Users must not copy, modify, distribute, sublicense, reverse engineer, or create derivative works from the Platform except where CareCard expressly permits it or applicable law does not allow the restriction.
CareCard names, logos, and trademarks may not be used without prior written permission.
7. Service Limitations and Liability
CareCard provides requirement-management, document-review, validation-record, sharing, and coordination tools. The scope of a validation depends on the applicable requirement and review method, and a validation status records the result based on information available at the time. CareCard does not replace an issuing authority’s source record, provide medical, legal, or employment advice, or guarantee document authenticity, continuing validity, acceptance by a recipient, a placement, or employment. Users and organizations remain responsible for their submissions, requirements, decisions, and independent legal duties. The Platform is provided on an available basis. To the maximum extent permitted by law, CareCard is not liable for indirect, incidental, special, or consequential loss arising from use of or inability to use the Platform. Nothing in these Terms excludes liability or rights that cannot lawfully be excluded or limited.
8. Governing Law
These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario, without regard to conflict-of-law rules. Mandatory rights and protections under applicable law continue to apply.
9. Changes to These Terms
CareCard may update these Terms to reflect changes to the Platform, law, security practices, or business operations. The revised Terms will state their effective date, and CareCard will provide notice of material changes as required by law or an applicable agreement. If the law requires consent to a change, CareCard will request that consent. Continued use after revised contractual terms take effect constitutes acceptance only to the extent permitted by law.
10. Contact Information
For questions, concerns, or legal notices relating to these Terms, contact CareCard:
admin@carecard.ca581 Talbot StreetSt. Thomas, ONN5P 1C5