Department agreement
Department workspace responsibilities
This agreement applies when an authorized owner creates or administers a RigCheck workspace. A signed order form, data-processing addendum, or negotiated agreement controls if it expressly conflicts.
Effective September 2, 2026 · Version 2026-09-02-us-2
Authority
The owner confirms authority to create the workspace, invite users, provide department information, select records instructions, nominate a successor owner, and bind the organization to this agreement. The owner will keep the department identity, state, organization type, records contact, and access list accurate.
Department control
The department determines the purposes of its operational records and remains responsible for notices, legal authority, access decisions, ownership succession, public-records responses, retention schedules, legal holds, equipment rules, and regulatory duties. A nominated administrator must accept before department ownership changes, and the prior owner remains an administrator. RigCheck processes department information to provide, secure, support, and improve the contracted service.
Users and prohibited data
The department will authorize only appropriate personnel, promptly remove access, and instruct users on account security and lawful use. The department must not use RigCheck for patient records, protected health information, dispatch narratives, or clinical documentation unless a separate written agreement explicitly authorizes that use; the standard service does not.
Records governance
The safe default is indefinite preservation. The owner may record an approved retention schedule only when authorized and must activate a legal hold whenever preservation is required. The verified RigCheck app owner may receive a technical test-record override while also serving as the department owner, but that control never bypasses a legal hold or supplies legal authority. RigCheck’s controls assist implementation but do not provide legal advice, select the governing schedule, or satisfy the department’s independent approval process.
Security and incidents
RigCheck uses the controls described on the Security page. The department will use supported devices and browsers, safeguard credentials, report suspected incidents promptly, and cooperate with reasonable verification. Each party is responsible for security within its control.
Service providers, exports, and deletion
The department authorizes use of the providers on the Subprocessors page. Owners and administrators can export structured department data. Account credentials and photo files are excluded from that export. Termination, migration, backup, and final deletion requirements should be documented in an order form before paid production use.
Fees and public entities
Fees and renewal terms are stated at checkout or in an order form. Government customers should not accept obligations they lack authority to accept. Mandatory procurement, appropriation, immunity, records, venue, or indemnity rules control where they cannot lawfully be waived.
Service boundary
RigCheck is an operational recordkeeping aid and does not certify apparatus readiness, replace inspections or maintenance, or guarantee compliance with any federal, state, or local requirement. The User Terms’ availability, acceptable-use, intellectual-property, disclaimer, and limitation provisions are incorporated to the extent lawful and not superseded by a signed agreement.