Terms of Use
Draft for client legal review. Effective date: [Client to insert effective date].
This is a deployment-ready draft, not completed legal advice. Before public launch, [Client legal entity] must replace the bracketed fields, approve the text for its jurisdiction and records policy, and publish the adopted version at this address.
The portal operator must also provide a working support contact, emergency contact and privacy contact. Do not present this draft as an adopted client policy before those steps are complete.
1. Purpose of the portal
PotholeIQ is a web portal through which members of the public can report a possible road pothole or related road-surface condition to [Client legal entity / department]. It helps route a report for review; it is not a guarantee that a repair will be scheduled, approved, or completed.
2. Using the service
You may use the portal only for a genuine road-condition report. You must provide information that is accurate to the best of your knowledge, have the right to submit any photo you upload, and not submit unlawful, threatening, misleading, infringing, or harmful material.
Please do not include personal, medical, financial, account, or other sensitive information in a free-text description or photo unless it is necessary for the report and you are authorised to provide it. Do not upload a photo that puts you or another person at risk.
3. Photos, location, and report content
A submitted photo, road location, and related operational case details may become part of the client's road-maintenance record. In the target build, a free-text description is used only during the submission/AI workflow and is deliberately stripped before Box, Supabase, generated documents, application storage, or security-log payloads are written. The Privacy Notice explains what is collected, where the target deployment stores it, and how long it may be kept.
The service may use automated image analysis and may create a blurred operational derivative of a submitted image. Automated output is an aid to staff review; it is not a safety determination, an engineering opinion, or a final decision. A supervisor verifies final closeout in the target workflow.
4. Private tracking links
If the service provides a private report-tracking link, treat it like a password. Do not forward, post, or share it. Anyone who receives the link may be able to view the permitted status information for that report until the link expires or is revoked.
5. Service availability and security
[Client legal entity] may change, suspend, or discontinue the portal when needed for maintenance, security, legal compliance, or service operations. The client will use reasonable safeguards appropriate to the deployment, but no internet service can promise uninterrupted availability or absolute security.
6. Records, retention, and public-records obligations
Reports and associated evidence may be subject to the client's records-retention, public-records, legal-hold, disclosure, and archival obligations. The client must insert or link its applicable policy here: [records-retention / public-records policy link]. Do not rely on the portal to erase a record that the client is required to retain.
7. Changes to these terms
The client may update these terms when its service, legal obligations, or records policy changes. The adopted page must show an effective date. Continued use after an effective date is subject to the updated terms to the extent allowed by applicable law.
8. Contact and governing terms
Questions about this service should be sent to [Client support contact and address]. Legal, public-records, and governing-law clauses must be completed by the client's legal team for the deployment jurisdiction before launch.