Officer Portal Terms of Use
1 About the portal
Robert Smith ASO & Associates LLC (the Company, we, us or our) provides the ASO & Associates Officer Portal to support professional staffing and referral coordination, officer records, flight assignments, travel arrangements, receipts, expense administration and business communications. These Terms govern authorized use of the portal and its optional integrations. The Privacy Policy explains how information is handled.
2 Authorized access and license
We grant invited users a limited, nonexclusive, nontransferable permission to use the portal for authorized Company business while their access remains enabled. Sign in using your own authorized account. Access is limited by your assigned role and any additional permissions. An administrator role does not automatically enable every feature. Do not share credentials, impersonate another user, bypass access controls or access records outside your authorization.
3 Your information and documents
Provide accurate information and current credentials. Upload only information you are authorized to provide and that is relevant to the assignment or onboarding process. You retain your rights in the content you submit. You authorize us and our service providers to store, display, process and share that content as needed for the staffing, referral and administrative purposes described in these Terms and the Privacy Policy. This permission continues for records that we properly retain after access ends.
4 Sensitive records
Identification documents, qualifications, firearm information, travel details and receipts may contain sensitive personal information. Use the designated private record and flight upload sections. Do not upload bank routing or account numbers, Social Security numbers, completed tax forms, passwords or unrelated sensitive records. Payment and tax onboarding are handled separately through the Company’s designated process. Notify Robert Smith if prohibited information is uploaded accidentally.
5 Assignments and professional responsibilities
Portal records support coordination and do not independently approve an assignment, verify an officer’s qualifications, establish employment or guarantee work, compensation or reimbursement. Separate signed agreements, operator requirements and approved assignment instructions govern those matters. The aircraft operator and PIC/SIC retain their applicable operational authority. A portal account, availability selection or uploaded credential does not itself authorize armed service or aircraft access.
6 Client referrals and communications
Authorized personnel may use relevant officer information for client referrals. The client-referral email feature is restricted to Robert Smith and Stacy Homa and allows them to select credentials, review the recipient and files, and send the referral. Credentials sent outside the portal become copies held by the recipient. Users must keep confidential the personal and operational information they can access and use it only for authorized business purposes. Verify recipients and attachments before sending messages; sending or deleting a portal email record does not recall an email already sent.
7 QuickBooks receipt attachments
QuickBooks Online connectivity requires separate Company authorization. Robert Smith manages the Company connection. Robert Smith and Stacy Homa may link a flight to an existing invoice, manage automatic receipt attachment settings and review sync results. When enabled for a linked flight, future receipt uploads are copied to the Company’s QuickBooks account and attached to the selected invoice. Existing receipts can be synced separately. Test flights and credential documents are excluded from that receipt integration.
The receipt integration does not create invoices, add reimbursement charges, process payments or send invoice emails. A saved portal receipt is not proof that a QuickBooks attachment succeeded. Review its sync status. If an upload is unconfirmed, check QuickBooks before attempting another copy. Pausing or disconnecting the integration stops future activity; it does not remove files or records already held in either system.
8 Other connected services
Email, calendar and route features may use separately connected services such as Gmail, Google Calendar and Google Maps. Their own terms and privacy notices apply to their services. Connecting a service does not give every portal user access to that service. Use only accounts and permissions you are authorized to connect. Third-party availability and connection requirements can affect portal features.
9 Availability and record accuracy
Review saved information, dates, recipients, invoice links and expense amounts before relying on them. The portal may experience errors, interruptions or delayed synchronization. Do not rely on it as an emergency communications channel or a substitute for direct coordination with the aircraft operator or flight crew. Keep needed copies of your own records using authorized download options. Technical support does not guarantee uninterrupted access or successful delivery through another provider.
10 Changes and access suspension
We may update portal features or restrict access to protect records, address misuse or respond to operational changes. Ending access does not automatically delete historical assignments, expenses, audit records, backups or information already shared with another service or recipient. Updated Terms will be posted with their effective date. Contact us if you cannot accept a proposed change or need a copy of a record. Nothing in these Terms is intended to remove rights that applicable law does not allow to be waived.
11 Contact
Questions, support requests and notices concerning these Terms may be sent to Robert Smith, Robert Smith ASO & Associates LLC, at ramapo86@gmail.com.