Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "Customer," or "you") and Simple Smarts LLC ("Company," "we," "our," or "us") regarding your use of Renewal Pilot, our AI-powered contract renewal monitoring service available at renewalpilot.io (the "Service").

By accessing or using our Service, you agree to be bound by these Terms and our Privacy Policy. If you disagree with any part of these terms, you may not access or use our Service.

2. Description of Service

Renewal Pilot is a Software-as-a-Service (SaaS) platform that provides:

• Contract Monitoring: Automated tracking of contract renewal dates and key terms
• AI Analysis: Artificial intelligence-powered contract analysis and insights
• Alert System: Notifications about upcoming renewals, price changes, and important deadlines
• Dashboard: Centralized view of your contract portfolio and savings opportunities
• Risk Assessment: Analysis of contract terms and renewal risks

3. AI-Powered Services Disclaimer

3.1 AI Processing Transparency

Your contract data is processed by Anthropic AI services according to their privacy policy and terms of service. We have implemented the following protections:

• Zero Training: Your contract data is NOT used to train or improve AI models
• Limited Retention: AI provider retains data for 30 days for abuse monitoring, then deletes it
• Encrypted Transmission: All data sent to AI services is encrypted via HTTPS/TLS 1.2+

4. User Responsibilities

4.1 Verification Obligations

As a user of Renewal Pilot, you agree to:

• Verify AI Outputs: Independently verify all contract information extracted by our AI before relying on it for business decisions
• Review Original Documents: Consult your original contract documents as the authoritative source of contract terms
• Maintain Accurate Information: Keep your contact information, notification preferences, and account details current and accurate
• Monitor Notifications: Regularly check and respond to renewal alerts and notifications

4.2 Backup Systems

You agree to maintain independent backup tracking systems for critical contract deadlines. You should NOT rely solely on Renewal Pilot as your only method for tracking contract renewals, cancellation windows, or other time-sensitive obligations.

4.3 Professional Advice

You agree to seek appropriate professional advice (legal, financial, or otherwise) when making significant business decisions related to your contracts. Renewal Pilot insights are informational only and do not replace professional counsel.

4.4 Contact Information Responsibility

You are solely responsible for maintaining accurate and up-to-date contact information in your account, including email addresses, phone numbers, and WhatsApp contact details. You acknowledge that:

• We rely on the contact information you provide to deliver notifications about your contracts
• We are not liable for missed notifications resulting from outdated, inaccurate, or incorrect contact information
• We are not liable for notifications blocked by spam filters, carrier settings, or third-party services
• It is your responsibility to ensure notifications from Renewal Pilot can reach you
• Changes to your contact information should be updated promptly in your account settings

5. User Accounts and Registration

5.1 Account Creation

To use our Service, you must create an account by providing accurate, current, and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

5.2 Eligibility

You must be at least 18 years old and have the legal authority to enter into this agreement. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

5.3 Account Security

• You must maintain strong, unique passwords for your account
• Enable two-factor authentication when available
• Immediately notify us of any unauthorized access or security breaches
• You are solely responsible for all activities under your account

6. Subscription Plans and Billing

6.1 Subscription Tiers

6.2 Billing Terms

• Free Trial: 14-day free trial for all plans (no credit card required)
• Billing Cycle: Monthly subscriptions billed in advance
• Payment Processing: Secure processing via Stripe
• Auto-Renewal: Subscriptions automatically renew unless cancelled
• Taxes: You are responsible for applicable taxes
• Currency: All prices in USD

6.3 Usage Limits

Each subscription tier includes specific usage limits. Exceeding these limits may result in service restrictions or additional charges. We will notify you before applying any overage charges.

6.4 Refunds and Cancellation

• You may cancel your subscription at any time through your account settings or by contacting support
• Cancellations take effect at the end of the current billing period
• Upon cancellation, a 30-day grace period begins during which you retain read-only access to your existing contracts and data (see Section 13.3 for full details)
• No refunds for partial billing periods except as required by law
• We reserve the right to offer refunds on a case-by-case basis

7. Acceptable Use Policy

7.1 Permitted Use

You may use our Service solely for legitimate business purposes related to contract management and renewal monitoring. You must comply with all applicable laws and regulations.

7.2 Prohibited Activities

You agree NOT to:

• Upload malicious files, viruses, or harmful code
• Attempt to gain unauthorized access to our systems or other users' data
• Use the Service for illegal activities or to violate others' rights
• Reverse engineer, decompile, or attempt to extract our source code
• Resell, redistribute, or sublicense access to our Service
• Overload our systems or interfere with other users' access
• Upload contracts containing personally identifiable information of third parties without consent
• Use automated tools to scrape or extract data from our Service

8. Intellectual Property Rights

8.1 Our Rights

The Service, including its design, functionality, algorithms, and all related intellectual property, is owned by Simple Smarts LLC and protected by copyright, trademark, and other intellectual property laws.

8.2 Your Content

You retain ownership of all contracts and documents you upload to our Service. By uploading content, you grant us a limited, non-exclusive license to process, analyze, and store your content solely for the purpose of providing our Service.

8.3 AI-Generated Insights

While you own your original contracts, the AI-generated insights, analysis, and recommendations produced by our Service are considered our intellectual property, though you have the right to use them for your business purposes.

9. Data Security and Privacy

9.1 Data Protection

We implement industry-standard security measures to protect your data, including:

• TLS 1.2+ encryption for data transmission
• AES-256 encrypted storage with access controls
• Regular security audits and monitoring
• Multi-factor authentication requirements

9.2 Third-Party AI Processing

By uploading contracts to Renewal Pilot, you acknowledge and agree that your data will be processed by Anthropic AI services according to their privacy policy and terms of service.

You are responsible for reviewing the privacy policy of our AI vendor:

• Anthropic Privacy Policy: anthropic.com/legal/privacy

10. Service Availability and Support

10.1 Service Level

• Uptime Goal: 99.9% availability (excludes scheduled maintenance). This is a goal, not a guarantee.
• Maintenance: Scheduled maintenance with advance notice when possible
• Emergency Repairs: May cause temporary service interruptions without notice
• No SLA Credits: We do not provide service level agreement credits for downtime

10.2 Customer Support

• Solo Plan: Email support during business hours
• Business Plan: Priority email support
• Enterprise Plan: Dedicated support with phone access

11. Disclaimers and Limitation of Liability

11.1 Service Disclaimer

11.2 AI Analysis Limitations and Disclaimer

By uploading contracts and using our AI analysis features, you confirm that you have read, understood, and accepted these limitations. If you do not agree with these terms, you should not use our AI analysis features.

11.3 Limitation of Liability

11.4 Notification Delivery Disclaimer

We strive to deliver notifications reliably across all channels (email, SMS, WhatsApp), but we cannot guarantee delivery due to factors beyond our control. You acknowledge and agree that:

• Notification delivery depends on third-party services (email providers, mobile carriers, WhatsApp/Meta)
• Messages may be delayed, filtered, or blocked by spam filters, carrier policies, or service outages
• We are not liable for any damages arising from delayed, undelivered, or missed notifications
• You should maintain backup tracking systems for critical contract deadlines
• SMS and WhatsApp delivery is subject to mobile network availability and device connectivity

11.5 Essential Purpose

Some jurisdictions do not allow the exclusion of certain warranties or the limitation of liability for certain types of damages. To the extent that these laws apply to you, some or all of the above disclaimers, exclusions, or limitations may not apply, and you may have additional rights. However, in such cases, our liability will be limited to the fullest extent permitted by applicable law.

12. Indemnification

12.1 Your Indemnification Obligations

You agree to indemnify, defend, and hold harmless Simple Smarts LLC, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:

• Your use of the Service or any data, content, or materials you upload
• Your violation of these Terms or applicable laws
• Your infringement of any third-party rights, including intellectual property rights
• Any decisions you make based on AI-generated analysis without independent verification
• Missed deadlines, renewals, or cancellation windows regardless of whether notifications were sent
• Claims by third parties related to contracts you manage using the Service
• Your reliance on Service outputs without maintaining backup tracking systems

12.2 AI-Specific Indemnification

You specifically agree to indemnify and hold harmless Simple Smarts LLC from any claims, damages, or losses arising from your reliance on AI-generated contract analysis without independent verification. You acknowledge that AI analysis is assistive only and that you bear sole responsibility for verifying all extracted information before acting upon it.

13. Termination

13.1 Termination by You

You may terminate your account at any time through your account settings. Upon termination, your access to the Service will cease at the end of your current billing period.

13.2 Termination by Us

We may suspend or terminate your account if you violate these Terms, fail to pay fees, or engage in activities that harm our Service or other users.

13.3 Data Retention After Cancellation

Upon cancellation or termination of your subscription, the following data retention schedule applies:

• Grace Period (0–30 days): You retain read-only access to your existing contracts and data. During this period, no new contracts may be uploaded, no AI analyses may be run, and only email notifications will be delivered (Slack, SMS, and WhatsApp notifications are disabled). You may export your data at any time via Settings → Privacy → Download My Data.
• Reactivation During Grace Period: You may reactivate your subscription at any time during the grace period through the billing page. Full access is restored immediately upon successful payment.
• Archive Period (30 days–6 months): After the grace period, your account data is archived (soft-deleted) and direct access is disabled. Archived data is retained for 6 months. During this period, you may contact support to restore your data upon resubscription.
• Permanent Deletion (after 6 months): All archived data is permanently and irreversibly deleted from our systems. This data cannot be recovered.
• Immediate Deletion: You may request immediate deletion of your data at any time by contacting support at support@renewalpilot.io, in accordance with applicable data protection laws.

You are responsible for exporting any data you wish to retain before the applicable retention period expires.

14. Governing Law and Disputes

14.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Utah, without regard to its conflict of law provisions.

14.2 Dispute Resolution

Any disputes arising from these Terms or your use of the Service shall be resolved through binding arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association. The arbitration shall take place in Washington County, Utah, and judgment upon the award may be entered in any court having jurisdiction.

14.3 Class Action Waiver

You agree that any disputes will be resolved on an individual basis and not through class action, consolidated action, or representative action.

15. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of material changes via email or prominent notice in our Service at least 30 days in advance. Your continued use of the Service after such notice constitutes acceptance of the modified Terms. If you do not agree to the modified Terms, you must stop using the Service before the changes take effect.

16. Miscellaneous

16.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Simple Smarts LLC regarding the use of our Service.

16.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

16.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

16.4 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign these Terms without restriction.

16.5 Force Majeure

Neither party shall be liable for any failure or delay in performance due to circumstances beyond their reasonable control, including but not limited to acts of God, natural disasters, terrorism, government actions, or failures of third-party service providers.

17. Contact Information

If you have questions about these Terms, please contact us:

18. SMS/Text Message Terms

18.1 Consent and Opt-In

18.2 Message Frequency and Costs

• Message Frequency: You may receive approximately 1-10 text messages per month, depending on your contract portfolio size and alert settings.
• Message and Data Rates: Standard message and data rates may apply based on your mobile carrier plan. We are not responsible for any carrier charges you may incur.
• Supported Carriers: SMS delivery is supported on major US carriers including AT&T, Verizon, T-Mobile, Sprint, and most regional carriers. Carrier support may vary.

18.3 Opting Out

You may opt out of SMS notifications at any time using any of the following methods:

• Reply STOP: Text STOP to any message from Renewal Pilot to unsubscribe from all non-essential text messages.
• Account Settings: Disable SMS notifications in your account at Settings > Notifications.
• Contact Support: Email support@renewalpilot.io to request removal.

After opting out, you will receive a confirmation message. You will no longer receive text messages from Renewal Pilot except for essential account security messages (such as verification codes).

18.4 Verification Codes

Verification codes sent for account security purposes (such as phone number verification or two-factor authentication) are exempt from opt-out requests. These messages are essential for account security and will continue to be sent regardless of your SMS notification preferences.