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Terms of Service

Last updated: October 4, 2026

1. Agreement to these Terms

These Terms of Service (“Terms”) are an agreement between CertiTrack (“CertiTrack”, “we”, “us”, or “our”) and the company or organization that creates a CertiTrack account (“Customer” or “you”). They govern your use of thecertitrack.com, the CertiTrack application, and the vendor upload portal (together, the “Services”).

By creating an account, clicking to accept these Terms, or using the Services, you agree to them. If you accept on behalf of a company, you confirm that you have authority to bind that company. If you do not agree, do not use the Services.

2. The Services

CertiTrack helps businesses track the compliance documents of their vendors. The Services include storing compliance documents, AI-assisted reading of documents such as certificates of insurance, licenses, and permits, automated expiry reminders, compliance scoring, secure vendor upload links, and simple payment tracking. We may improve, change, or retire features over time. If we remove a core feature from a paid plan, we will give reasonable notice.

3. Accounts and eligibility

  • The Services are for business use only. You must be at least 18 years old to create an account.
  • You must give accurate and complete information and keep it up to date.
  • You are responsible for keeping sign-in details confidential, for all activity under your account, and for the actions of every user you invite to your company account.
  • Tell us right away at legal@thecertitrack.com if you believe your account has been accessed without permission.

4. Plans, billing, and cancellation

  • Plans. We offer a free plan and paid plans. Each plan has limits on vendors, documents, users, and AI extractions, as shown on our pricing page. The free plan has no time limit and does not require a payment card.
  • Payment. Paid plans are billed in advance, monthly or annually, through our payment processor, Stripe. Prices are in US dollars and do not include taxes, which you are responsible for. Subscriptions renew automatically until cancelled.
  • Upgrades take effect immediately, and you are charged a prorated amount for the rest of the current billing period. Downgrades also take effect immediately, and the unused part of your current billing period is credited to your next invoice.
  • Cancellation. You can cancel a paid plan at any time. Cancellation takes effect at the end of the current billing period, and you keep access to paid features until then. Except where required by law, payments are non-refundable and we do not give refunds or credits for partial periods.
  • Price changes. We may change prices for future billing periods. We will give you at least 30 days’ notice before a price increase applies to your subscription.
  • Limits. If you reach a plan limit, you will keep your existing data but will need to upgrade before adding more.
  • Late payment. If a payment fails and is not resolved, we may move your account to the free plan or suspend paid features.

5. Acceptable use

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

  • Upload unlawful, fraudulent, infringing, or malicious content, or content you do not have the right to share.
  • Try to gain unauthorized access to the Services, other customers’ data, or our systems, or probe, scan, or test their vulnerability without our written permission.
  • Interfere with or disrupt the Services, or use them to send spam.
  • Copy, resell, sublicense, or make the Services available to third parties outside your company, except your own vendors through the features we provide.
  • Reverse engineer the Services, except where the law allows it despite this restriction.
  • Misuse the AI extraction feature, for example by automating it to get around plan limits.

We may suspend access immediately to protect the Services or other customers if we reasonably believe these rules have been broken.

6. Your data

  • Ownership. You keep all rights to the documents, vendor information, and other data you or your vendors put into the Services (“Customer Data”).
  • Our use. You give us permission to host, copy, process, and display Customer Data only as needed to provide, secure, support, and improve the Services, and as described in our Privacy Policy. We act as your processor for Customer Data.
  • Your responsibilities. You are responsible for the accuracy of Customer Data and for having the right and any notices or consents needed to share information about your vendors with us and to have us contact them on your behalf.
  • Export and deletion. You can download your documents while your account is active. After your account is closed, you can ask us for a copy of your Customer Data within 30 days at legal@thecertitrack.com. After that, we delete it as described in our Privacy Policy.

7. AI-assisted extraction

The Services use AI to read documents and suggest details such as expiry dates, policy numbers, and coverage amounts. AI can make mistakes. You must review and confirm extracted details before relying on them. Compliance scores and reminders are based on the information in your account. CertiTrack does not give legal, insurance, or regulatory advice, and you remain responsible for your own compliance decisions.

8. Third-party services

The Services rely on third-party providers, including Xano (backend and database), Amazon Web Services (document storage), Cloudflare (hosting), Stripe (payments), Anthropic (AI document reading), Resend (email delivery), and ZeroBounce (email address checks). Your use of Stripe’s checkout and billing pages is also subject to Stripe’s terms. We are not responsible for third-party services we do not control, but we choose our providers carefully and require them to protect your data.

9. Our intellectual property

We and our licensors own the Services, including the software, design, and content, and all related rights. These Terms give you a limited, non-exclusive, non-transferable right to use the Services for your internal business purposes during your subscription. If you send us feedback or suggestions, we may use them without any obligation to you.

10. Availability and support

We work to keep the Services available and reliable, but they may occasionally be unavailable for maintenance, updates, or reasons outside our control. We do not offer a guaranteed uptime commitment unless agreed in a separate written agreement. Support is provided by email, at the level included in your plan.

11. Disclaimers

The Services are provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will be error-free or uninterrupted, that every reminder will be delivered, or that extracted information will be accurate.

12. Limitation of liability

To the fullest extent permitted by law:

  • Neither party is liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data, even if advised of the possibility.
  • Each party’s total liability arising out of or relating to these Terms or the Services is limited to the amounts you paid us for the Services in the 12 months before the event giving rise to the claim. If you use only the free plan, our total liability is limited to US$100.

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

13. Indemnity

You will defend and indemnify CertiTrack against third-party claims, and related losses and reasonable costs, arising from Customer Data, your use of the Services in breach of these Terms, or your violation of law.

14. Term, suspension, and termination

  • These Terms apply from when you first use the Services until your account is closed.
  • You may close your account at any time by cancelling your plan and contacting us.
  • We may suspend or close your account if you materially breach these Terms and do not fix the breach within 10 days of notice, or immediately for serious or repeated breaches, unlawful use, or security risks.
  • When your account is closed, your right to use the Services ends. Sections 6 (export and deletion), 7, and 9 through 17 continue to apply.

15. Changes to these Terms

We may update these Terms from time to time. We will post the new version on this page and update the “Last updated” date. If a change is material, we will notify account owners by email or in the application at least 30 days before it takes effect, unless the change is required by law. If you continue to use the Services after the change takes effect, you accept the updated Terms.

16. Governing law and disputes

These Terms are governed by the laws of the State of Washington, USA, without regard to conflict of law rules. The state and federal courts located in the State of Washington have exclusive jurisdiction over any dispute arising from these Terms or the Services, and both parties consent to that jurisdiction.

17. General

  • Entire agreement. These Terms, together with our Privacy Policy and any order form or written agreement we sign with you, are the entire agreement between us about the Services.
  • Severability. If any part of these Terms is found unenforceable, the rest stays in effect.
  • No waiver. Not enforcing a right is not a waiver of it.
  • Assignment. You may not transfer these Terms without our written consent. We may transfer them in connection with a merger, acquisition, or sale of assets.
  • Force majeure. Neither party is responsible for delays or failures caused by events beyond its reasonable control.
  • Notices. We send notices to the email address on your account. You can send notices to legal@thecertitrack.com.

18. Contact

Questions about these Terms: legal@thecertitrack.com.