Terms and Conditions

1. Agreement and Acceptance

These Terms and Conditions ("Terms") govern access to and use of the Service. By accessing or using the Service, you agree to these Terms on behalf of yourself and, where applicable, the organization you represent.

If you do not agree to these Terms, do not use the Service.

2. Eligibility and Authority

The Service is intended for business and institutional use. You represent that you are authorized to bind your organization to these Terms and to provide instructions regarding Customer Content processed through the platform.

3. Account Registration and Security

You are responsible for safeguarding account credentials, controlling user access, and promptly notifying us of unauthorized account activity.

You are responsible for all actions taken through your account by authorized users and administrators.

4. Subscriptions, Fees, and Payment

Paid features are provided under the selected subscription plan or signed order form. Fees are due according to agreed billing terms.

Unless otherwise stated in writing, subscriptions renew automatically at the end of each billing term. You may cancel renewal according to plan rules and contractual notice periods.

5. Customer Content and Data Rights

Customers retain ownership of Customer Content. You grant us a limited, non-exclusive right to host, process, transmit, and display Customer Content solely to provide and secure the Service.

You are responsible for ensuring you have a lawful basis and authority to upload and process data in the Service, including personal information contained in CVs, resumes, project sheets, and related proposal materials.

6. Confidentiality

Each party may receive confidential information from the other. The receiving party will use confidential information only for the purposes of these Terms and protect it with reasonable safeguards.

Confidentiality obligations do not apply to information that is publicly available through no breach, independently developed, or lawfully received from a third party without restriction.

7. Privacy and Data Processing

Our handling of personal information is described in our Privacy Policy. For enterprise customers, additional data processing terms may be set out in a separate agreement or order form.

To the extent the Service processes Customer Content containing personal information, we do so on documented customer instructions and subject to applicable law.

8. AI Features and Output Use

The Service may provide AI-assisted features such as extraction, matching, drafting, and analysis. AI output is probabilistic and may contain errors or omissions.

You are responsible for reviewing and validating AI outputs before submission, publication, or reliance in legal, procurement, or contractual processes.

• Do not rely on AI output as legal advice.
• Do not submit unreviewed AI output where factual accuracy or regulatory compliance is required.
• Ensure generated content aligns with your procurement rules, security requirements, and internal approval workflows.

9. Acceptable Use

You may not misuse the Service or permit others to do so.

• No unlawful, fraudulent, or deceptive activity.
• No attempts to bypass access controls, security features, rate limits, or tenant boundaries.
• No reverse engineering or extraction of source code except as permitted by law.
• No use of the Service to develop competing products using unauthorized copying or scraping.
• No uploading content you do not have rights to process.

10. Security and Incident Response

We maintain security measures designed for enterprise proposal workflows, including role-based controls, tenant isolation mechanisms, logging, and operational safeguards.

If we become aware of a confirmed security incident materially affecting Customer Content under our control, we will notify affected customers without undue delay and provide relevant incident details as reasonably available.

11. Third-Party Services and Integrations

The Service may rely on third-party providers (for example, hosting, storage, email, or AI services). Use of third-party integrations may be subject to separate third-party terms.

We are not responsible for third-party products or services that are not controlled by us.

12. Intellectual Property

The Service and related software, designs, and documentation are protected by intellectual property laws. Except for rights expressly granted in these Terms, no rights are transferred to you.

Feedback provided by you may be used by us to improve the Service without restriction or compensation, provided we do not disclose your confidential information.

13. Suspension and Termination

We may suspend access where reasonably necessary to protect security, investigate abuse, comply with law, or prevent material harm.

Either party may terminate for material breach if the breach is not cured within a reasonable period after written notice, or as otherwise specified in a signed commercial agreement.

14. Disclaimers

Except as expressly set out in a signed agreement, the Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.

15. Limitation of Liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, consequential, special, exemplary, or punitive damages, including lost profits, revenues, goodwill, or data.

Except for excluded liabilities that cannot be limited by law, each party's aggregate liability arising from or related to these Terms is limited to the amounts paid or payable by the customer for the Service during the 12 months preceding the event giving rise to the claim.

16. Governing Law and Disputes

Unless otherwise agreed in writing, these Terms are governed by the laws of the State of Delaware and the federal laws of the United States applicable therein, without regard to conflict-of-law rules.

The parties will first attempt to resolve disputes in good faith before initiating formal legal proceedings.

17. Changes to Terms

We may update these Terms from time to time. Material changes will be posted on this page with a revised "Last Updated" date. Continued use of the Service after updates become effective constitutes acceptance of the revised Terms.

18. Contact

Questions about these Terms can be sent to support@propivix.com.