Terms of Service

1. Acceptance of Terms

By accessing or using our platform, mobile applications, or APIs, you confirm that you are at least 18 years old and have full legal authority to enter into this binding agreement. The Service is intended solely for business use and is not directed to individuals under 18. If you are using Vaulted on behalf of a corporation, LLC, partnership, or other legal entity, you represent and warrant that you have authority to bind that entity to these Terms. "You" refers to both you individually and the entity on whose behalf you act.

2. Description of Service

Vaulted provides a cloud-based platform for organizing, tracking, and managing business permits, licenses, staff certifications, and compliance assets. The Service includes:

• Axiom AI Engine: Document ingestion that parses permit and certification metadata (permit numbers, expiration dates, issuing authorities, business names, addresses) from uploaded documents using Google Gemini AI.
• HyperDrive Batching: High-concurrency ingestion allowing simultaneous parallel processing of compliance files.
• Ghost Editor (Spectral Mode): PDF form pre-filling utility that maps stored business data to government renewal form fields.
• Hardened Encrypted Storage: Client-side and mobile-native AES-256-GCM encrypted document vault storage.
• Renewal Navigator: AI-generated renewal guides, official agency portal links, and requirement checklists.
• Staff Compliance Tracking: Tools for tracking employee certifications (e.g. food handler cards, alcohol service certifications) and related expiration alerts.
• Automated Notifications: Multi-channel (email and, where opted in, SMS) reminders for upcoming permit and certification expiration deadlines.
• AI Assistant Actions: Where enabled, our conversational AI assistant can propose creating, updating, or deleting permit, employee, certification, and location records on your behalf. No such action is ever executed without your explicit confirmation. See Section 4.

3. User Accounts & Security Responsibilities

• You are solely responsible for maintaining the confidentiality of your account credentials, including encryption master keys derived from your account.
• You agree to provide accurate, current, and complete information during registration and keep your profile updated.
• You are fully responsible for all actions, uploads, and modifications executed under your account credentials, including actions taken by the AI assistant that you or an authorized user of your account has confirmed.
• You must notify us immediately at support@vaultedai.app of any suspected security breach or unauthorized account access.

5. User Content & Data Ownership

• You retain full, unencumbered ownership rights to all documents, permits, and data uploaded to the Service ("User Content").
• You grant Vaulted a worldwide, non-exclusive, limited license to process, store, encrypt, and transmit User Content solely to provide and optimize the Service for your account.
• We do not sell, rent, or use your User Content for advertising or public AI model training.

8. Subscriptions, Payments & Cancellation Process

• Billing Terms: Subscription fees are billed in advance on a recurring monthly or annual basis via Stripe. Base pricing covers 1 location; additional locations are billed as specified in your subscription tier.
• Self-Service Cancellation: You may cancel your subscription at any time via Account Settings → Billing & Subscription on the Vaulted web platform or by emailing support@vaultedai.app.
• Effective Date of Cancellation: Upon cancellation, your paid subscription will remain active until the end of your current pre-paid billing period. No prorated refunds are issued for partial billing cycles unless required by law.
• Post-Cancellation Data Lifecycle: Following account cancellation or termination, your permit records, employee certification records, and encrypted documents will be retained for 30 days to enable seamless account reactivation or data export. After 30 days, all stored files and database records are permanently purged from our servers.

9. Acceptable Use

You agree not to upload fraudulent permit or certification documents, submit another person's data without authorization, attempt to reverse engineer encryption systems, circumvent rate limits, misuse the AI assistant to attempt unauthorized access to another account's data, or use the Service for illegal activities.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VAULTEDAI LLC AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, NOR ANY FINES, PENALTIES, OR BUSINESS LOSSES ARISING FROM EXPIRED PERMITS OR CERTIFICATIONS, MISSED RENEWAL DEADLINES, AI EXTRACTION ERRORS, OR AI-PROPOSED ACTIONS THAT YOU CONFIRMED. OUR TOTAL CUMULATIVE LIABILITY SHALL NOT EXCEED THE AMOUNT PAID BY YOU TO VAULTED IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Statutory Carve-Out Notice: NOTHING IN THESE TERMS SHALL LIMIT OR EXCLUDE VAULTED'S LIABILITY FOR GROSS NEGLIGENCE, WILLFUL MISCONDUCT, INTENTIONAL FRAUD, OR ANY OTHER LIABILITY THAT CANNOT BE LAWFULLY LIMITED OR EXCLUDED UNDER APPLICABLE STATE OR FEDERAL LAW.

12. Indemnification

You agree to defend, indemnify, and hold harmless VaultedAI LLC, its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, fines, penalties, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with: (a) your access to or use of the Service; (b) your violation of these Terms; (c) your failure to obtain or renew required business permits or staff certifications; (d) any third-party claims resulting from User Content or Third-Party Data uploaded to your account, including claims by employees or individuals whose data you submitted without proper authorization; or (e) your confirmation of an AI-proposed action.

14. Accessibility

We are committed to making our website and Service usable by the widest possible audience, including people with disabilities. If you encounter an accessibility barrier while using Vaulted, please contact us at support@vaultedai.app so we can address it.

15. Modifications to Terms

We reserve the right to update or modify these Terms at any time. If we make material changes, we will notify you at least 14 days in advance via email or by posting a prominent notice on our website or dashboard. Your continued use of the Service after the effective date of updated Terms constitutes your acceptance.

16. Severability & Savings Clause

If any provision of these Terms or the application thereof is held invalid, illegal, or unenforceable by an arbitrator or court of competent jurisdiction under applicable state or federal law, such provision shall be enforced to the maximum extent permissible, and the remaining provisions of these Terms shall remain in full force and effect.