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Terms of service

Terms of Service

The terms that govern your use of ClearWarnings: the free written warning generator, accounts, employee records, signing links, and what each of us is responsible for.

Last updated October 2026
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1. Acceptance

ClearWarnings ("the Service") is operated by 5minMindful LLC ("we," "our," or "us"). By using the website, the free generator, or an account, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Service.

If you use the Service for a company, you confirm that you have authority to bind that company to these Terms, and "you" means the company as well as the person using the account.

2. What the service is

ClearWarnings turns a manager's notes about a workplace incident into a draft Employee Written Warning, lets the employer review and issue that document, keeps the issued version locked on the employee's record, and collects the employee's acknowledgment and signature through a private link. It is a documentation tool for small businesses.

3. Not legal advice

ClearWarnings helps you document. It isn't a law firm and doesn't provide legal advice. Drafts, flags, checklists and any other content the Service produces are general information, not advice about your situation. Employment law varies by state and country. Whether to issue a warning, what it should say, and whether it is lawful are your decisions; where a document touches medical issues, disability, pregnancy, leave, workers' compensation, a complaint by the employee, or a protected characteristic, talk to an employment attorney before issuing it. Using the Service does not create an attorney-client relationship.

4. Accounts and eligibility

  • You must be at least 18 years old and use the Service for business purposes.
  • You must give accurate account information and keep your sign-in credentials private.
  • You are responsible for everything done under your account, including by people you add to your organization.
  • Tell us promptly at security@clearwarnings.com if you believe your account has been compromised.

5. Employer responsibilities

When you record information about an employee, you confirm and agree that:

  • You have the right to keep that record and a lawful basis to process the information in it.
  • What you enter is accurate to the best of your knowledge, and you will correct it by addendum if it is not.
  • You will comply with the employment, privacy and record-keeping laws that apply to you, including any requirement to tell employees what you keep about them or to give them access to it.
  • You will not enter information you are not permitted to collect, such as medical records or government identification numbers, without a lawful basis.
  • You will use signing links only to obtain acknowledgment from the employee the document is about.
  • You are the data controller for employee records, as described in the Privacy Policy, and you will handle employees' requests about those records.

6. Employees and signing

An employee who receives a signing link may read the document, add comments, and sign by typing their full name. The acknowledgment on the signing page reads: "My signature below indicates only that I have received and read this document. It does not indicate that I necessarily agree with its contents." We record the typed name, the time, the IP address and browser used, the employee's comments, and a hash of the exact document version shown. By signing, the employee agrees that this electronic record is their acknowledgment of receipt. An employee may decline to sign; the employer may record that fact, with a witness and a note.

Employees are not parties to the contract between the employer and us. Their use of a signing link is governed by this section and by the Privacy Policy.

7. Records and locking

When you issue a document, its text, date and hash are locked. The Service will not let you, or us, edit or delete an issued document, a signature, a declined-to-sign record, an addendum or an audit entry. Corrections are made by adding a dated addendum that references the original. This is a feature of the Service, and you accept it as the basis on which records are kept. The only way to remove issued records is to delete the organization that holds them, which removes all of them permanently.

You are responsible for reviewing a draft before issuing it, and for exporting or keeping your own copies of any record you need to retain beyond the life of your account.

8. AI-drafted content

Drafts and flags are produced by an AI model from the notes you provide. The model is instructed to use only the facts in your notes and to mark gaps with bracketed placeholders, but it can still misread, omit, or phrase things badly. You must read every draft, fill in or remove every placeholder, and correct anything wrong before issuing it. You, not the model and not us, are the author of the document you issue. We make no promise that a draft is complete, accurate, lawful or suitable for any purpose.

9. The free generator

The generator at /warning-generator is free and needs no account. We limit how many warnings each visitor can generate, require a bot check, and may change or withdraw the free tool at any time. Nothing you enter there is stored by us, so anything you want to keep must be copied, downloaded or saved to an account before you leave the page.

10. Acceptable use

You agree not to:

  • Use the Service to harass, discriminate against, defame or retaliate against anyone, or in violation of employment law.
  • Enter information about a person you have no right to process, or impersonate another employer or person.
  • Send signing links to anyone other than the employee the document concerns.
  • Probe, scan or overload the Service, bypass rate limits or bot protection, or access data that is not yours.
  • Resell the Service, scrape it, or use it to build a competing product.
  • Use the Service for any unlawful purpose.

11. Fees

The free generator and the account features available today are free of charge. If we introduce paid plans, we will publish the price before you can choose one, and we will never charge you without your agreement. Any feature you use on a free basis may later be limited to paid plans; records you created will remain accessible so you can export them.

12. Intellectual property

The Service, its software, design and content (other than what you enter) belong to us or our licensors. You may use them only as these Terms allow. The notes you enter, the documents you issue and the records you keep are yours; you give us the right to store, process and display them only as needed to provide the Service to you. Feedback you send us may be used without obligation to you.

13. Availability and changes

We aim to keep the Service available but do not guarantee it. We may change, suspend or discontinue any part of it. If we discontinue account features, we will give account holders at least 30 days' notice by email and a way to export their records.

14. Disclaimer of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT ANY DOCUMENT PRODUCED WITH THE SERVICE WILL BE ACCURATE, LAWFUL, ENFORCEABLE OR SUFFICIENT FOR ANY PURPOSE, OR THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE.

15. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, WE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA OR BUSINESS INTERRUPTION, ARISING FROM OR RELATED TO THE SERVICE, INCLUDING ANY EMPLOYMENT DECISION YOU MAKE OR ANY CLAIM BY AN EMPLOYEE. OUR TOTAL LIABILITY FOR ALL CLAIMS RELATED TO THE SERVICE WILL NOT EXCEED THE GREATER OF ONE HUNDRED US DOLLARS OR THE AMOUNT YOU PAID US IN THE TWELVE MONTHS BEFORE THE CLAIM. Some jurisdictions do not allow these limits, so they may not apply to you in full.

16. Indemnification

You will defend and indemnify us against claims, damages and costs (including reasonable attorneys' fees) arising from your use of the Service, the documents you issue, your treatment of your employees, or your breach of these Terms or of applicable law.

17. Termination

You may stop using the Service at any time and may ask us to delete your account or your organization. We may suspend or terminate access that violates these Terms or puts the Service or other users at risk; where practical we will tell you why and give you a chance to export your records. Sections 3, 7, 12 and 14 through 19 survive termination.

18. Governing law

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict of law rules. Disputes will be brought in the state or federal courts located in Delaware, and you consent to their jurisdiction, except that either party may seek injunctive relief in any court of competent jurisdiction.

19. General

These Terms and the Privacy Policy are the whole agreement between you and us about the Service. If any part is unenforceable, the rest stays in effect. Our not enforcing a term is not a waiver of it. You may not assign these Terms without our consent; we may assign them to a successor of the Service. When we change these Terms, the date at the top changes, and for material changes we will email account holders before they take effect. Continued use after that date is acceptance of the new Terms.

20. Contact

Questions about these Terms: support@clearwarnings.com.

5minMindful LLC, 2803 Philadelphia Pike, Suite B #569, Claymont, DE 19703, United States.