Terms of Service

1. Agreement

By accessing or using RFPvault ("the Service"), you agree to be bound by these Terms of Service ("Terms"). The Service is provided by RFPvault ("we", "us", "our"). If you do not agree to these Terms in their entirety, you must not access or use the Service. These Terms constitute a legally binding agreement between you and RFPvault.

2. Service Description

RFPvault is a B2B platform that helps organizations automate RFP (Request for Proposal) responses using AI-assisted knowledge management, document processing, and response generation. The Service is designed as a productivity tool to assist qualified professionals and does not replace professional judgment, legal advice, or domain expertise.

2.1 AI Processing Tiers

The Service includes two levels of AI processing, determined by your subscription plan:

• Standard AI (Free and Starter plans) — Fast, accurate AI that handles the vast majority of RFP questions. Ideal for straightforward procurement questionnaires and standard compliance questions. Generates clear, concise answers based on your knowledge base.
• Advanced AI (Professional and Business plans) — Our most capable AI model, designed for complex, multi-part questions and technically demanding RFPs. Produces longer, more nuanced responses, better handles ambiguous questions, and provides higher-quality answers for technical, legal, or compliance-heavy questionnaires.

We reserve the right to update or change the underlying AI models used for each tier at any time to improve service quality. The distinction between Standard and Advanced AI reflects the capability level provided, not a guarantee of specific model versions.

3. Accounts

• You must provide accurate and complete account information and keep your credentials secure
• You are responsible for all activity under your account, including actions by users you invite to your organization
• You must notify us immediately of any unauthorized access through the Support page
• We reserve the right to suspend or terminate accounts that violate these Terms without prior notice
• You are responsible for maintaining the confidentiality of your API keys and access tokens

4. Acceptable Use

You agree not to:

• Upload malicious files, malware, or harmful content
• Attempt to access other organizations' data or bypass security controls
• Use the Service for any illegal purpose or in violation of applicable laws
• Reverse engineer, decompile, disassemble, or extract source code from the Service
• Resell, sublicense, or redistribute the Service without prior written permission
• Exceed reasonable usage limits or abuse API integrations
• Use the Service to generate content that is misleading, fraudulent, or deceptive
• Attempt to circumvent usage limits, security measures, or access controls

5. Your Data

• You retain all ownership rights to the documents and content you upload
• You grant us a limited, non-exclusive license to process your data solely to provide and improve the Service
• We do not sell, share, or use your data for purposes other than operating the Service
• You are solely responsible for ensuring you have all necessary rights and permissions to upload any documents, and you represent and warrant that your content does not infringe any third-party intellectual property rights
• You are responsible for maintaining your own backups of data uploaded to the Service

6. AI-Generated Content — Important Disclaimers

You acknowledge and agree that:

• The Service uses third-party AI language models to generate draft responses based on your knowledge base. AI-generated content is provided strictly as preliminary suggestions and drafts only
• AI-generated content may contain errors, inaccuracies, omissions, outdated information, or inappropriate responses. We make no representation or warranty regarding the accuracy, completeness, reliability, suitability, or fitness for any particular purpose of any AI-generated content
• You must review, verify, and approve all AI-generated content before use. It is your sole responsibility to ensure that any content generated by the Service is accurate, appropriate, and suitable for your specific needs before incorporating it into any RFP response or other document
• You are solely and exclusively responsible for the final content submitted in your RFP responses, proposals, bids, or any other documents, regardless of whether that content was generated, suggested, or influenced by the Service
• We expressly disclaim any and all liability for decisions made, actions taken, contracts won or lost, or any other outcomes based on or influenced by AI-generated content
• The Service does not provide legal, financial, compliance, or professional advice. AI-generated responses should not be treated as such
• AI model behavior may change over time as underlying third-party models are updated, which may affect the quality or characteristics of generated content

7. Service Availability

• We aim for high availability but do not guarantee uninterrupted, error-free, or continuous service
• We may perform maintenance, updates, or modifications to the Service at any time. We will provide at least 48 hours advance notice for planned maintenance where practicable, except for emergency maintenance required to maintain security or service integrity
• We are not liable for downtime, data loss, or service interruptions caused by third-party providers, network issues, hosting infrastructure, AI model providers, or force majeure events (including but not limited to natural disasters, war, pandemics, government actions, or internet outages)
• We do not warrant that the Service will meet your specific requirements or expectations

8. Service Plans and Payment

• Payments are processed by Paddle.com Market Limited ("Paddle"), which acts as the Merchant of Record for all subscription transactions. Paddle handles billing, invoicing, sales tax collection, and payment processing on our behalf. By subscribing to a paid plan, you also agree to Paddle’s Terms of Service and Privacy Policy
• Service plans, features, and pricing are as described on our website at the time of purchase
• We reserve the right to modify pricing, features, or plan structures with 30 days' advance notice
• Refund Policy: We offer a 30-day money-back guarantee for first-time subscribers. If you are not satisfied with RFPvault within the first 30 days of your initial subscription, contact us through our support system and we will issue a full refund. This guarantee applies to accounts demonstrating usage consistent with a genuine evaluation of the Service. We reserve the right to deny refund requests where account activity shows patterns inconsistent with a good-faith evaluation, including but not limited to uploading a disproportionately large volume of documents relative to the number of active RFP projects completed during the refund period. After 30 days, all fees are non-refundable. Subscription renewals are non-refundable. Upon cancellation, access continues until the end of the current billing period and no further charges will be made. Refunds are processed by Paddle and may take 5–10 business days to appear on your statement. This policy does not affect any mandatory rights under applicable Swedish law. As RFPvault is a B2B service, EU consumer protection regulations (including the 14-day withdrawal right under the EU Consumer Rights Directive) do not apply to business customers
• We reserve the right to downgrade or suspend accounts with overdue payments after reasonable notice
• All fees are exclusive of applicable taxes, which shall be your responsibility

9. Disclaimer of Warranties

To the maximum extent permitted by applicable law:

• The Service is provided on an "AS IS" and "AS AVAILABLE" basis, without warranties of any kind, whether express, implied, or statutory
• We expressly disclaim all implied warranties, including but not limited to warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, and reliability
• We do not warrant that: (a) the Service will meet your requirements; (b) the Service will be uninterrupted, timely, secure, or error-free; (c) the results obtained from use of the Service will be accurate, reliable, or complete; (d) any errors in the Service will be corrected
• No advice or information, whether oral or written, obtained from us or through the Service shall create any warranty not expressly stated in these Terms

10. Limitation of Liability

To the maximum extent permitted by applicable law:

• In no event shall RFPvault, its operators, personnel, and agents be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to damages for loss of profits, revenue, goodwill, business opportunities, data, contracts, or anticipated savings, whether based on warranty, contract, tort, negligence, strict liability, or any other legal theory, even if we have been advised of the possibility of such damages
• Our total aggregate liability arising out of or in connection with these Terms or the Service shall not exceed the total amount actually paid by you to us in the twelve (12) months immediately preceding the event giving rise to the claim, or one hundred euros (€100), whichever is greater
• We shall have no liability whatsoever for any loss, damage, or claim arising from: (a) your reliance on AI-generated content; (b) errors or inaccuracies in AI-generated responses; (c) your failure to review or verify AI-generated content before use; (d) the outcome of any RFP, bid, proposal, or business opportunity; (e) decisions made based on information provided by the Service
• You agree that this limitation of liability reflects a reasonable allocation of risk and is a fundamental basis of the agreement between you and RFPvault

11. Indemnification

You agree to indemnify, defend, and hold harmless RFPvault, its operators, personnel, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising from or related to: (a) your use of the Service; (b) your violation of these Terms; (c) content you upload, generate, or distribute through the Service; (d) your RFP responses or other documents created using the Service; (e) any third-party claims related to the accuracy or content of your RFP submissions.

12. Termination

• You may close your account at any time by submitting a request through the Support page
• We may terminate or suspend your account immediately and without prior notice for violation of these Terms or applicable law
• Upon termination, uploaded source files will be deleted within 7 days and all remaining account data and knowledge base entries will be deleted within 30 days, unless legally required to retain them
• Sections 6 (AI Disclaimers), 9 (Disclaimer of Warranties), 10 (Limitation of Liability), 11 (Indemnification), and 13 (Governing Law) shall survive termination of these Terms

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of Sweden, without regard to conflict of law principles. Any disputes arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to the courts of Stockholm, Sweden, which shall have exclusive jurisdiction, unless otherwise required by applicable mandatory consumer protection law.

14. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.

15. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and RFPvault regarding the Service and supersede all prior agreements, understandings, and communications, whether written or oral.

16. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes via email or in-app notification at least 30 days before they take effect. Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Service.

17. Contact

For questions about these Terms, please use the Support page on our website.