Terms of Service

Last updated: November 3, 2026

These Terms govern your use of ServiceTrack, a product of Principal Faculty Services ("we", "us"). By creating an account or using ServiceTrack, you agree to these Terms.

The service

ServiceTrack helps faculty document academic service contributions and generate supporting documents such as promotion cases and annual reviews. ServiceTrack is a tool that assists you; you are responsible for reviewing and confirming all content before you rely on it or submit it.

Your responsibilities

You are responsible for what you choose to sync to ServiceTrack.

You are responsible for the files you upload. Upload only documents you have the right to share, and do not upload student records, confidential letters of evaluation, or other people's personal information.

You are responsible for following your university's policies and any applicable law about records relating to students, including obtaining any approval your institution requires before using outside software in connection with teaching or advising.

ServiceTrack is a record keeping and drafting tool. Statements it produces are drafts for you to review, edit, and approve. You are responsible for the accuracy of anything you submit to your institution.

You should not rely on ServiceTrack as your only copy of your service record.

Automatic sync and email

ServiceTrack offers an optional automatic weekly calendar sync. It is off by default and you turn it on yourself.

If enabled, ServiceTrack syncs your calendar every Friday at 4:30 PM in your local timezone and sends you an email about what is waiting to be reviewed.

You can turn this off at any time from the calendar page in the app, or by emailing support@principalfacultyservices.com.

Early access

ServiceTrack is currently free during early access. You cannot be charged automatically.

You can delete your account at any time.

Your account

You are responsible for maintaining the confidentiality of your account credentials and for activity under your account. Provide accurate information at sign up and keep it current.

Acceptable use

You agree to use ServiceTrack only for lawful purposes and only for your own academic record. You will not attempt to access other users' data, disrupt the service, or misuse the calendar access you grant.

Usage limits

To keep ServiceTrack reliable for everyone, each account can generate one promotion case and one annual impact statement every 7 days, and can run categorization up to 8 times a day. Uploaded CVs and criteria documents can be read up to 10 times in any 24 hour period. Funding calls can be read up to 5 times in any 24 hour period. Generated documents are saved to your account so you can copy or download them at any time. If you need more, email support@principalfacultyservices.com and we will help.

AI-generated content

ServiceTrack uses AI to categorize events and draft documents. AI output may contain errors or omissions. You are responsible for reviewing, editing, and verifying all generated categorizations and documents before using them for any official purpose, including promotion or review submissions. We do not guarantee that generated content is accurate, complete, or suitable for any particular purpose.

Grant deadlines

ServiceTrack reads deadlines and requirements from funding calls you upload to help you keep track of them. Sponsors change deadlines, and automated reading can make mistakes, so always check every deadline and requirement against the sponsor's own announcement and with your grants office. Reminders are sent only for deadlines you confirm, and grants office dates are estimates based on the number of business days you enter, without counting holidays. We are not responsible for a missed deadline or for a proposal that is returned or declined.

What ServiceTrack is not

ServiceTrack does not provide legal advice. ServiceTrack does not make promotion, tenure, or other employment decisions.

Your data and content

You retain ownership of your data and the records you create. You grant us the limited rights needed to operate the service for you, as described in our Privacy Policy.

Suspending or deleting your account

You may suspend your account at any time from your account page. Suspending pauses automatic weekly sync and stops all emails from ServiceTrack. Your data is retained and you can reactivate whenever you choose.

You may delete your account at any time from your account page. Deleting your account permanently removes all of your ServiceTrack data, including your profile, your synced calendar events, your service records, your uploaded files, and any stored Google credentials. This is immediate and cannot be undone. There is no backup from which deleted data can be restored.

You can also request suspension or deletion by emailing support@principalfacultyservices.com.

We may suspend or terminate an account that violates these Terms, or to comply with law. Where practical we will give notice first.

Data retention and loss

Calendar events that you have not categorized within 15 days of being synced are deleted automatically.

When you run categorization, events identified as non-service are kept for up to 7 days so you can review the decision and correct it, and are then permanently deleted automatically. You can also mark such an event as service, or delete it immediately, from the calendar page. Once deleted, those events cannot be recovered and are not imported again by a future sync.

These deletions are a deliberate part of how ServiceTrack protects your privacy, and they are permanent. You are responsible for maintaining your own copies of any records that matter to you.

Availability

We work to keep ServiceTrack available and reliable, but we provide the service "as is" and do not guarantee uninterrupted or error-free operation. During pilot and early-access periods, features may change.

Limitation of liability

To the fullest extent permitted by law, Principal Faculty Services is not liable for indirect, incidental, or consequential damages arising from your use of ServiceTrack, including any outcome of a promotion or review process. ServiceTrack is a documentation aid and does not guarantee any career outcome.

To the fullest extent permitted by law, Principal Faculty Services is also not liable for loss of data, including data deleted through the automatic retention and categorization processes described in these Terms. You are responsible for maintaining your own copies of any records you rely on.

Governing law

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to conflict of law principles. Any dispute arising out of or relating to these Terms or your use of ServiceTrack will be brought in the state or federal courts located in Virginia.

Changes to these terms

We may update these Terms as the service evolves. Material changes will be reflected by the "Last updated" date, and continued use after changes constitutes acceptance.

Contact

Questions about these Terms can be sent to support@principalfacultyservices.com.