Terms of Service

1. Agreement to Terms

By creating an account, setting up a workspace, or using SubDoc (collectively, the "Service"), you agree to these Terms of Service. If you are signing up on behalf of a company, you represent that you have the authority to bind that business to these terms. If you do not agree, please do not use the Service.

2. Your Account & Workspace

To use SubDoc, you must register using a valid email address or sign in via Google OAuth. You are responsible for keeping your credentials secure and monitoring the actions of any team members you invite to your workspace. The workspace owner is responsible for all activity and documents uploaded within their workspace.

SubDoc Administrator & Support Viewing Rights: By using the Service, you expressly acknowledge and grant SubDoc administrators, authorized engineering personnel, and customer support representatives the full right and authorization to access, view, and inspect your workspace, pages, vendor records, requirements, and uploaded documents if needed. This access is exercised when necessary to provide customer support, troubleshoot technical issues or software bugs, verify compliance processing integrity, ensure platform security, perform system maintenance, or investigate potential violations of these Terms.

3. Google Calendar Integration

If you choose to connect your Google Calendar, SubDoc will access your calendar events to create and synchronize policy expiration dates.

We store your Google OAuth access and refresh tokens securely to maintain this connection. You may revoke access at any time through your Google Account permissions page or by disconnecting the calendar directly in your SubDoc settings.

4. QuickBooks Online Integration

If you connect your workspace to QuickBooks Online, you authorize SubDoc to access your QuickBooks company data through Intuit's API using the Accounting scope. SubDoc reads vendor records only — it does not read or write bills, invoices, payments, bank data, transactions, or any other financial records.

QuickBooks is treated as the source of truth for linked vendor fields, except for fields you have edited by hand in SubDoc, which SubDoc will then stop overwriting.

Write-back is opt-in. Maintaining a marked [SubDoc] note on a vendor, attaching a certificate of insurance to a vendor record, and deactivating a SubDoc-linked vendor while it is on a compliance hold are all off by default. By enabling any of them, you authorize SubDoc to make those specific changes to your QuickBooks vendor records on your behalf.

We store your Intuit OAuth tokens in encrypted form to maintain the connection. You may disconnect at any time from Settings → Integrations or by revoking access in your Intuit account; disconnecting revokes the token, removes the vendor mappings, and strips any [SubDoc] note block from your books, while retaining your SubDoc compliance data.

Your use of this integration is also subject to Intuit's Terms of Service and Privacy Policy. SubDoc is an independent application and is not affiliated with, endorsed by, or sponsored by Intuit Inc. QuickBooks is a trademark of Intuit Inc.

5. Acceptable Use

You agree to use SubDoc only for professional contractor compliance and document tracking. You agree not to:

• Upload documents containing malware, viruses, or malicious files.
• Upload forged, fraudulent, or altered certificates of insurance (COIs).
• Use automated alerts or emails to spam vendors.
• Attempt to bypass, exploit, or breach the security of SubDoc's servers or infrastructure.

6. Subscriptions, 14-Day Free Trial & Billing

SubDoc is billed as a recurring subscription (monthly or annual). We offer a Free Plan and paid plans (Pro and Advanced) that change your workspace, seat, and vendor limits.

• Free Plan: 1 workspace, up to 3 active vendors, 1 seat, 15 requirements, and 20 outbound emails. Free forever.
• Pro Plan ($20/month): 3 workspaces, up to 100 vendors, 10 seats, 1 GB storage, and 2,000 automated reminders.
• Advanced Plan ($55/month): Unlimited workspaces, unlimited vendors, unlimited seats, 10 GB storage, and 10,000 automated reminders.

7. Data Processing, AI Data Extraction & Administrative Oversight

AI Data Extraction Notice: SubDoc utilizes artificial intelligence (AI) and automated Optical Character Recognition (OCR) to process, parse, and extract key compliance data (including policy numbers, coverage limits, effective dates, expiration dates, and carrier names) from uploaded Certificates of Insurance (COIs) and vendor documents.

Your Data Ownership: You and your vendors own all intellectual property rights in the documents, certificates, and metrics uploaded to SubDoc. You grant us a limited, worldwide license to host, parse with AI, and display your documents solely to provide compliance tracking features to your workspace. We do not sell or share your uploaded documents with third parties.

Administrative Access & Support Rights: You acknowledge that SubDoc administrators and designated technical operators hold full authority to access and view workspace pages, compliance records, and uploaded files whenever required for technical troubleshooting, customer service, platform maintenance, security protection, or system monitoring.

Our IP: SubDoc owns the brand, logo, visual UI elements, design layouts, codebase, and database structures. You may not copy, reverse-engineer, or use our branding without written consent.

8. Disclaimers & Limitation of Liability

No Compliance Verification Liability: SubDoc is a tracking and management helper. We do not audit, verify, or warrant the legal validity of the insurance coverage, licenses, or compliance documents uploaded by your vendors. You are solely responsible for inspecting Certificates of Insurance (COIs) to verify that coverage meets your legal standards.

Service "As Is": The Service is provided "as is" and "as available". We do not guarantee 100% uptime or that data will never be lost.

Limitation of Liability: To the maximum extent permitted by law, SubDoc will not be liable for any indirect, incidental, or consequential damages arising from your use of the Service. Our total liability is limited to the amount you paid us during the 12 months preceding the claim.

9. Account Deletion & Term changes

Account Deletion: You can delete your account and workspaces at any time. Upon deletion, all associated vendor data and documents will be permanently marked for deletion and purged from active servers.

Changes to Terms: We may modify these Terms from time to time. If we make material changes, we will notify you through the platform dashboard or by email. Your continued use of SubDoc after changes go live constitutes your acceptance.