Terms of Service

1. Description of Service

TrackMyVendor is a software-as-a-service (SaaS) platform that provides tools for tracking vendor and contractor compliance. The Service includes:

• License data aggregation — We periodically download and import publicly available professional license data from government databases (including, but not limited to, Texas TDLR, Florida DBPR, and California CSLB). This data is refreshed on an automated schedule but may not reflect real-time changes.
• Document management — Upload and storage of compliance-related documents such as certificates of insurance (COI), W-9 forms, and other vendor documents.
• AI-assisted document extraction — Uploaded insurance certificates may be processed by third-party artificial intelligence services (currently Google Gemini) to automatically extract policy data such as carrier name, policy number, coverage types, limits, and expiration dates. This extraction is automated, not reviewed by a human, and may contain errors.
• Compliance scoring and alerts — Automated compliance scores, status indicators, and email notifications based on algorithmic evaluation of license status, document expiration dates, and insurance coverage. These scores and alerts are informational tools only.
• Vendor self-service — Tokenized links ("magic links") sent to vendor email addresses enabling vendors to upload documents and select licenses without creating an account.
• Project management — Grouping vendors by project with per-project insurance minimum requirements and compliance tracking.

2. No Professional Advice

The Service is an informational and organizational tool only. Nothing provided by the Service constitutes legal, regulatory, insurance, financial, or any other form of professional advice. Compliance scores, license statuses, AI-extracted insurance data, and automated alerts are generated by software algorithms and may be inaccurate, incomplete, or outdated.

3. Data Accuracy and Sources

License data displayed in the Service is sourced from publicly available government databases. We do not control the accuracy, completeness, timeliness, or availability of these data sources. Specifically:

• Government databases may contain errors, omissions, or delays in reflecting license status changes (renewals, suspensions, revocations).
• Data imports run on an automated schedule and do not reflect real-time license status.
• Coverage is limited to specific license types and states; the Service does not cover all license categories or jurisdictions.
• AI-extracted insurance data is generated automatically and may misread, omit, or incorrectly interpret information from uploaded documents.
• Manually entered license data is unverified unless explicitly marked otherwise by an administrator.

We make no representation or warranty that the data is accurate, current, or complete. You acknowledge and agree that data inaccuracies are inherent in the Service.

4. Accounts and Organizations

You must provide accurate information when creating an account. You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account. Each User belongs to one or more Organizations. Organization owners are responsible for the actions of all members they invite.

You agree not to share your account credentials, use the Service for any unlawful purpose, attempt to reverse-engineer or interfere with the Service, or use automated means to access the Service beyond what we provide.

5. Subscriptions, Billing, and Trials

The Service offers subscription plans with varying feature limits. Paid plans may include a free trial period, after which your account will be downgraded to the free plan unless you provide valid payment information. Subscriptions are billed in advance on a recurring basis via Stripe. You authorize us to charge your payment method on file for all applicable fees.

We reserve the right to change pricing with 30 days' notice. Refunds are handled per our Refund Policy.

6. Automated Communications

The Service sends automated emails including, but not limited to: compliance alert notifications, vendor upload request emails, team invitation emails, and account-related messages. By using the Service, you consent to receiving these communications. Compliance alerts are sent based on configurable expiration windows and are a convenience feature only — failure to receive or act on an alert does not create any liability on our part. You remain solely responsible for monitoring vendor compliance regardless of whether the Service sends a notification.

7. Vendor Self-Service and Third-Party Data

When you send upload requests to vendors via the Service, you represent that you have a legitimate business relationship with the vendor and a lawful basis for requesting and storing their compliance documents. You are solely responsible for the accuracy of vendor email addresses you provide and for ensuring your use of vendor data complies with all applicable privacy and data protection laws.

Documents and data submitted by vendors through self-service links are stored in your Organization's account. We are not responsible for verifying the authenticity or accuracy of vendor-submitted documents.

8. Intellectual Property

The Service, its design, features, and code are owned by TrackMyVendor. You retain ownership of all data and documents you upload. You grant us a limited license to process, store, and display your data solely for the purpose of providing the Service, including transmitting uploaded documents to third-party AI services for data extraction.

9. Third-Party Services

The Service relies on third-party providers including, but not limited to: Stripe (payment processing), Google (AI document extraction and authentication), Resend (email delivery), and various government data sources. We are not responsible for the availability, accuracy, or conduct of these third-party services. Their use of your data is governed by their respective terms and privacy policies.

10. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, statutory, or otherwise. We specifically disclaim all implied warranties of merchantability, fitness for a particular purpose, accuracy, reliability, and non-infringement. We do not warrant that:

• The Service will be uninterrupted, timely, secure, or error-free;
• License data, compliance scores, AI-extracted data, or any other information will be accurate or complete;
• Automated alerts or notifications will be delivered reliably or on time;
• The Service will meet your specific compliance, legal, or regulatory requirements; or
• Any defects will be corrected.

11. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall TrackMyVendor, its officers, directors, employees, or agents be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to: loss of profits, data, business opportunities, or goodwill; regulatory fines or penalties; costs of hiring unlicensed or uninsured contractors; or damages arising from reliance on data, scores, alerts, or AI-extracted information provided by the Service.

Our total aggregate liability for all claims arising out of or related to the Service shall not exceed the amount you paid us in the twelve (12) months preceding the event giving rise to liability, or one hundred dollars ($100), whichever is greater.

12. Indemnification

You agree to indemnify, defend, and hold harmless TrackMyVendor and its officers, directors, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your reliance on data, scores, or information provided by the Service; (c) your failure to independently verify compliance information; (d) your violation of these Terms; or (e) your violation of any applicable law or regulation.

13. Termination

You may cancel your subscription and close your account at any time. We may suspend or terminate your access to the Service at our sole discretion, with or without cause, and with or without notice. Upon termination, your right to use the Service ceases immediately. We may retain your data for a reasonable period to comply with legal obligations, resolve disputes, and enforce our agreements.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or through the Service. Your continued use of the Service after changes take effect constitutes acceptance of the modified Terms.

15. Severability

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

16. Entire Agreement

These Terms, together with our Privacy Policy, Disclaimer, and Refund Policy, constitute the entire agreement between you and TrackMyVendor.

Contact

For questions about these terms, contact support@trackmyvendor.com.