1. Written event scope
An on-site, school, or workplace event requires an accepted written quote or service agreement identifying both legal entities, the site, date, testing hours, participant estimate, methods, respirator supply, responsible contacts, price, any minimum charge, deposit, cancellation terms, and reporting arrangements. A request for a quote does not reserve a date or authorize charges.
A proposed group price, minimum, travel charge, or cancellation fee is not enforceable under this policy merely because staff mention it after acceptance. Material changes require agreement. Actual location and access arrangements must be confirmed; a service-area map is not a site reservation.
2. Organizer responsibilities
The organizer coordinates the participant schedule, identifies the responsible respiratory-protection program administrator, and confirms the applicable medical-evaluation arrangements before testing. It arranges appropriate respirator options and related equipment, an accessible and suitable testing area, and a way for participants to receive instructions and ask private questions.
The organizer remains responsible for its own workplace duties, including hazard assessment, program management, respirator selection, training, and any legally required payment for worker protections. Our provision of fit testing does not transfer those duties. Sending a roster does not medically clear its members or guarantee that every participant can safely complete a test.
3. Site and safety requirements
The site must support the protocol, equipment, privacy, sanitation, and reasonable accessibility requirements specified in the quote. The organizer must disclose known hazards and building restrictions affecting our work and provide an on-site contact and emergency procedures. Do not locate testing in an area with a known uncontrolled exposure hazard.
We may pause or postpone work where conditions do not permit safe, valid testing. We explain the issue and reasonable next steps. We will not compress protocol steps or promise a throughput that undermines test quality. The parties address any resulting charge under the accepted event agreement, not an undisclosed penalty.
4. Roster and participant information
Provide only the information required for booking, identity matching, clearance verification, and the agreed report. Use the approved transfer method, not an unrestricted shared link or a mass email containing clinical histories. The organizer must have authority to disclose the information and provide required notices or obtain required consents.
Each participant receives the relevant service information and an opportunity to consent or ask questions. An organizer cannot consent to unrelated marketing, photography, or broad disclosure on behalf of every participant. Refusal of optional marketing or publicity does not affect access to testing.
5. Reports and use of results
The written agreement identifies authorized recipients and the data they need, such as participant identity, test date, respirator configuration, outcome, and next routine testing date. We do not include diagnoses or completed medical questionnaires in ordinary roster reports. Individual copies and organization reports are released through an appropriate verified process.
The organization must limit access to personnel with a legitimate purpose, protect the records it receives, and avoid onward disclosure inconsistent with applicable law. Its dashboard or report is not an occupational-health decision engine. It must evaluate incomplete, unsuccessful, and changed-fit situations through its responsible program and appropriate professionals.
6. Schools, students, and minors
A school event may serve employees or adult trainees. It does not automatically establish a program for minors. Testing of a minor requires a separately approved consent and service process and confirmation that the requested respirator and procedure are appropriate.
Where protected education records or data subject to New York Education Law § 2-d are involved, the parties must settle the necessary data-use, privacy, security, subcontracting, return/deletion, and incident terms before transfer. We do not claim “school official” status merely because we serve a school. Any reliance on a FERPA exception must satisfy that exception’s actual conditions.
7. Clinical and HIPAA arrangements
An employer, school, or health care client must identify any proposed disclosure of HIPAA-regulated information before it occurs. The parties determine the actual legal roles and execute any required agreements. Labeling every fit-test record “HIPAA” or signing a generic confidentiality clause does not, on its own, establish compliance. A separately contracted clinician remains responsible for services within that clinician’s scope.
8. Delays, cancellations, and completion
The event agreement specifies attendance adjustments and reasonable cancellation terms. If we cannot provide the agreed service, the organizer is offered rescheduling or a refund of prepaid amounts for unprovided services, subject to a lawful, specifically negotiated allocation of documented costs. A safety-critical interruption is documented; no record is issued for a test that was not completed.
A completion report identifies services actually performed and any unresolved issues. Both parties cooperate on substantiated corrections, privacy requests, and safety incidents without treating cooperation as a waiver of their lawful rights.