Terms of Service

These Terms of Service (the “Terms”) are an agreement between RFiQ LLC (“RFiQ”, “we”, “us”) and the organisation that holds an RFiQ account (“Customer”, “you”). They govern your use of the RFiQ web application, its APIs, emails and related services (the “Service”).

You accept these Terms by ticking the box when you create an account or accept an invitation, or by using the Service. If you accept on behalf of a company, you confirm you have authority to bind it. Each person who uses the Service under your account (a “User”) also agrees to these Terms.

Our Privacy Policy explains how we handle personal information and forms part of these Terms.

RFiQ helps subcontractors decide whether to bid a job. It reads the bid documents you provide (specifications and drawings), extracts the scope relevant to your trade, combines it with facts you state and the bid history you upload, and returns a recommendation of Go, Caution or No-Go with the reasons behind it.

We may change, add or remove features over time. If we remove a feature you rely on in a way that materially reduces the Service, we will tell you in advance where we reasonably can.

The Service uses automated processing, including artificial-intelligence models, to read documents and draft recommendations and summaries. That output can be incomplete or wrong. In particular:

• Scope extraction may miss items, misread quantities or misattribute a requirement. We flag uncertain items and gaps rather than hiding them, but we do not guarantee that an extraction is complete.
• A verdict reflects the documents, facts and history available to it, and the scoring settings your account chose. It is not an estimate, a price, or a guarantee of any outcome.
• Nothing in the Service is legal, engineering, estimating, financial or other professional advice.

You make the bid decision. You are responsible for reviewing the bid documents yourself, verifying quantities and requirements, and for every bid you submit or decline. You can override any recommendation, and we record the override so the recommendation stays explainable.

• The Service is for business use. Users must be at least 18 and provide accurate account information.
• Your account owner controls who has a seat, their role, and what they may decide. You are responsible for the activity of your Users and for keeping sign-in credentials secure. Tell us promptly at admin@getrfiq.com if you believe an account has been compromised.
• A seat is for one named person. Do not share credentials between people.

“Customer Data” means the content you and your Users put into the Service: bid documents, drawings, project facts, bid history and outcomes, overrides, questions asked of the assistant, and the results the Service produces from them.

• You own your Customer Data. You give us permission to host, copy, process and display it only as needed to provide, secure and support the Service for you, including by sending it to the service providers listed in our Privacy Policy.
• We do not train AI models on your Customer Data, and we do not sell it. Our AI provider processes it under terms that do not allow it to train its models on that data.
• Your data is walled off to your account. Calibration of your scoring uses only your own organisation's history, and no customer's data shapes another customer's scoring or results. We do not pool Customer Data across customers, aggregated or otherwise. The one shared component is a short-lived cache of what our AI read from a specification section or scanned page, reused only when byte-identical text is uploaded again, as described in our Privacy Policy.
• You confirm you have the rights and permissions needed to upload each document and to let us process it as described here, including under any confidentiality or non-disclosure terms you agreed with a general contractor, owner or developer.
• We may collect information about how the Service is used (for example, which features are used, processing times and error rates) to operate and improve the Service. That information does not include the content of your documents.

To answer your support requests, investigate problems and keep the Service secure, RFiQ staff may need to see records in your account. The following applies to that access:

• Every access by staff to a customer's records requires a stated reason and is written to an internal audit log. We provide the entries for your account on request to admin@getrfiq.com.
• By default, staff with support duties may open your records with a stated reason. You can instead require your prior approval by choosing “Support must ask first” in Settings → Support; staff will then need a time-limited grant from you before opening anything, except where we must act to protect the Service or comply with law.
• Staff we have specifically authorised may view the Service as one of your Users sees it, to reproduce a problem. These sessions are read-only (staff cannot change, upload, delete or decide anything), end after at most 15 minutes, show a banner to anyone using that account, and record every page viewed in the audit log. They follow your Settings → Support choice in the same way. Staff cannot use the assistant while viewing as a User.
• Staff access is limited to people with a need to know who are bound by confidentiality obligations, and is never used for any purpose other than those above.

You agree not to, and not to let anyone else:

• use the Service in breach of law or of anyone else's rights;
• upload malware, or content you do not have the right to share;
• probe, scan or test the Service's security, or bypass its access controls, usage limits or rate limits, without our written permission;
• copy, reverse engineer or scrape the Service, or use it to build a competing product;
• resell, sublicense or provide the Service to third parties;
• interfere with the Service or other customers' use of it.

If you connect another service, such as Procore or BuildingConnected, you authorise us to access the data you make available through that connection and to use it as Customer Data under these Terms. Your use of that service is governed by its own terms, and we are not responsible for it. You can disconnect an integration at any time.

Some plans are free. If you choose a paid plan, you agree to pay the fees shown when you subscribe, plus applicable taxes. Payments are processed by Stripe; we do not store your card details.

Unless stated otherwise at purchase, paid plans renew automatically for the same term until cancelled, and fees are non-refundable except where the law requires. We will give at least 30 days' notice before changing the price of a plan you are on; the change applies from your next renewal. Access codes and pilot arrangements may carry their own terms, which we will tell you about when you receive them.

• Uploaded documents are kept for the retention period set in your account (365 days by default, or until you delete them if you choose that) and then deleted automatically. The scope extracted from them, and verdicts, stay with the project.
• You can remove a document from a project before it has been read. To delete a project and everything produced from it at any other time, write to admin@getrfiq.com and we will do so within 30 days.
• You may close your account at any time by writing to admin@getrfiq.com. Before closing, you may ask us for a copy of your Customer Data. After closure we delete Customer Data within 30 days, except copies we must keep to comply with law and residual copies in backups, which are deleted in the normal course of our backup cycle.

We treat Customer Data as confidential and use it only as these Terms allow. We maintain reasonable administrative, technical and physical safeguards designed to protect it, including encryption in transit, per-account isolation of data, hashed passwords, two-factor authentication for staff, and audit logging of staff access.

If we become aware of unauthorised access to your Customer Data, we will notify you without undue delay and tell you what we know and what we are doing about it.

The Service, including its software, design and content other than Customer Data, belongs to RFiQ and its licensors. These Terms give you the right to use the Service while your account is active; they do not transfer any ownership. If you send us feedback or suggestions, we may use them without obligation to you.

You may stop using the Service at any time. We may suspend or terminate your access if you materially breach these Terms and do not fix the breach within 10 days of notice, if you do not pay fees when due, or immediately if your use poses a security risk or legal exposure to the Service or others. Where we can, we will tell you before suspending and give you a chance to resolve the problem.

On termination your right to use the Service ends, and section 10 applies to your Customer Data. Sections that by their nature should survive termination do so.

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”. To the fullest extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, accuracy and non-infringement, and we do not warrant that the Service will be uninterrupted or error-free, or that any recommendation, extraction or summary will be complete or correct.

To the fullest extent the law allows, neither party is liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost bids or contracts, or loss of data, however caused, even if advised of the possibility.

To the fullest extent the law allows, each party's total liability arising out of or relating to these Terms is limited to the greater of the fees you paid us in the 12 months before the event giving rise to the claim, or US $100.

These limits do not apply to your payment obligations, to a party's indemnity obligations, or to liability that cannot be limited by law.

You will defend and indemnify RFiQ against third-party claims arising from Customer Data you did not have the right to upload or share, or from your breach of section 7. We will tell you promptly about any such claim and let you control its defence, and you will not settle it in a way that admits fault on our behalf without our consent.

These Terms are governed by the laws of the State of Florida, without regard to its conflict-of-laws rules. The state and federal courts located in Florida have exclusive jurisdiction over any dispute arising out of or relating to these Terms, and each party consents to their jurisdiction. Either party may seek urgent injunctive relief in any competent court.

We may update these Terms. When a change is material, we will tell you in advance by email or in the Service, and ask you to agree to the new version the next time you use the Service. The effective date at the top of this page always shows the current version. If you do not agree to a change, you may stop using the Service and close your account.

• These Terms, with the Privacy Policy and any order terms you accept, are the entire agreement between us about the Service.
• You may not assign these Terms without our consent. We may assign them in connection with a merger, acquisition or sale of assets, with notice to you.
• Neither party is liable for delays caused by events beyond its reasonable control.
• If a provision is unenforceable, the rest remains in effect. Failing to enforce a provision is not a waiver of it.
• We may send notices to the email address on your account; you may send notices to admin@getrfiq.com.

Questions about these Terms: RFiQ LLC, admin@getrfiq.com.