Terms of Service

By creating an account, accepting an invitation, or using FacultyOS, you agree to be bound by these Terms of Service (“Terms”). If you do not agree, do not create an account or use the service. If you are using FacultyOS in connection with your role at an academic institution, you represent that you have authority to enter into these Terms and that your use complies with your institution's policies.

These Terms apply to all users: Department Heads who hold a paid subscription, and Faculty Members who hold individual accounts at no charge. Users enrolled in ACGME-accredited or AOA-accredited training programs are not eligible for v1 accounts.

You must be at least 18 years old to use FacultyOS. You represent that:

• You are using FacultyOS in a professional capacity related to academic medicine, medical education, or academic administration.
• You are authorized by your institution, or acting in your capacity as an individual academic professional, to use a third-party platform for academic record management.
• You will not use FacultyOS to store or process clinical data, patient data, or any protected health information under HIPAA.
• You are located in the United States.

3.1 Department Head Accounts

A Department Head account is the paid, subscribing seat. One Department Head account corresponds to one academic department or clinical division. The Department Head account is a departmental seat — it belongs to the role, not the individual. When a Department Head transitions to a successor, the account and its associated data (including System B advising notes) transfers to the successor. The departing Department Head retains 30-day read-only access after the transition.

3.2 Faculty Member Accounts

Faculty Member accounts are individual accounts held by faculty members, attendings, and other professional staff invited by the Department Head. Faculty Member accounts are provided at no charge to the Faculty Member. A Faculty Member account is not tied to an institution — if a Faculty Member leaves a department, their account and System A data remain theirs.

3.3 V1 Scope — Accredited Trainees

FacultyOS v1 accounts are available to attending faculty members, research fellows, post-doctoral fellows, and junior attendings who are not enrolled in an ACGME-accredited or AOA-accredited residency or fellowship training program. Users currently enrolled in such programs are not eligible for v1 accounts. Support for accredited trainees will be added in a future release.

3.4 Dual Role

A single user may hold both a Department Head account and a Faculty Member account (for example, a department head who is also a faculty member in a peer department). Both roles operate within the same authenticated session with a role-aware interface.

4.1 Free Trial

Department Head accounts receive a 60-day free trial beginning on the date the account email address is verified. The trial provides full access to all features. No credit card is required. At the end of the 60-day trial, access is suspended unless a paid subscription is activated. Faculty Member data is not deleted at trial expiry.

4.2 Subscription Pricing

Prices are in US dollars, exclusive of applicable taxes. FacultyOS reserves the right to change pricing on 60 days' written notice. Price changes do not affect existing annual subscriptions until renewal.

4.3 Billing

iOS in-app subscriptions are billed through the Apple App Store, subject to Apple's payment terms. Web subscriptions are processed by Stripe, Inc. FacultyOS does not store payment card information.

4.4 Cancellation and Refunds

Department Head accounts may cancel at any time through the App Store or via faculty-os.com. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial months on monthly plans. Annual plans are refunded the pro-rated balance of unused full months on cancellation. Cancellation does not delete Faculty Member System A data.

System A data (publications, grants, clinical trial associations, academic activities, promotion indicators) is owned by the Faculty Member. The Company does not claim ownership of System A data. Faculty Members may export or delete their System A data at any time.

System B data (Department Head advising notes and, where Resident Milestones is enabled, resident milestone records) is owned by the departmental account and controlled by the Department Head. System B data is not visible to the Faculty Member who is the subject of the notes.

By using the Platform, Faculty Members grant the Company a limited, non-exclusive licence to process their publicly available academic data solely to provide the service. This licence terminates when the Faculty Member deletes their account.

The Company does not sell, license, or otherwise transfer user data to third parties except as described in the Privacy Policy.

You agree not to use FacultyOS to:

• Upload, enter, or process protected health information (PHI) under HIPAA;
• Enter false or misleading information about faculty members;
• Use any automated means to access or scrape the Platform;
• Attempt to gain unauthorised access to any other user's data;
• Use the Platform in violation of any applicable law or regulation;
• Impersonate any person or entity;
• Use the Platform from outside the United States.

Department Heads are responsible for ensuring that their use of System B complies with applicable employment law, FERPA, and their institution's policies.

The Platform, including all software, design, and content produced by the Company, is owned by Estara AI and protected by United States copyright, trademark, and other intellectual property law. You may not copy, modify, distribute, or reverse-engineer any part of the Platform.

AI-generated letter drafts produced by the Platform are provided as a starting point for your own review and editing. The Company makes no claim of authorship over letter content that you edit and send under your own name.

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

We do not warrant that: (a) the Platform will be uninterrupted or error-free; (b) publication, grant, or clinical trial data retrieved from third-party databases is complete, accurate, or current; (c) AI-generated letter drafts are accurate, complete, or appropriate for any specific purpose. All AI-generated content must be reviewed by the Department Head before use.

Promotion criteria indicators are informational only. They are derived from publicly available data and the Faculty Member's confirmed record. They are not an employment evaluation, a promotion recommendation, or a substitute for institutional processes and qualitative judgment. They create no employment law liability for the Department Head, the Faculty Member, or the institution.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ESTARA AI LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOSS OF DATA, OR HARM TO REPUTATION, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE PLATFORM, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID TO US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) $100.

You agree to indemnify, defend, and hold harmless Estara AI and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with your access to or use of the Platform, your violation of these Terms, or your violation of any third-party right.

11.1 Informal Resolution

Before initiating arbitration, you agree to contact us at support@faculty-os.com with a written description of the dispute and your proposed resolution. We will attempt to resolve the dispute informally within 30 days of receiving your notice.

11.2 Binding Arbitration

If informal resolution fails, any dispute arising out of or relating to these Terms or the Platform shall be resolved by binding arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules, as modified by these Terms. The arbitration shall take place in Peoria, Illinois, or by telephone or video conference at the election of either party. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

11.3 Class Action Waiver

YOU AND ESTARA AI LLC AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING. The arbitrator may not consolidate more than one person's claims and may not otherwise preside over any form of a representative or class proceeding.

11.4 Exceptions

Either party may seek emergency injunctive or other equitable relief from a court of competent jurisdiction to prevent irreparable harm pending arbitration. Claims that fall within the jurisdiction of a small claims court may be brought in that court.

These Terms are governed by the laws of the State of Illinois, without regard to its conflict of law provisions. To the extent court proceedings are permitted under these Terms, the parties consent to exclusive jurisdiction and venue in the state and federal courts located in Peoria County, Illinois.

We may update these Terms from time to time. Material changes will be communicated by email to registered account holders at least 30 days before they take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Platform before the effective date.

Estara AI
General support: support@faculty-os.com
Legal notices: support@faculty-os.com — Subject: “Legal Notice — FacultyOS Terms of Service”
Privacy questions: privacy@faculty-os.com