Terms of Service

1. Agreement to Terms

SubDoc is operated by Jalwan K., an individual, doing business as SubDoc ("SubDoc", "we", "us"). There is no separate company; these Terms are between you and Jalwan K.

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) through Paddle, our Merchant of Record. 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 your uploaded documents or share them with anyone except the service providers that process them for us, listed in our Privacy Policy (including OpenAI for text extraction).

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. Deleting a workspace permanently removes its records and stored files; copies in our providers' backups age out on their backup cycle, as described in the Privacy Policy.

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.

10. Vendor Data & Your Responsibilities

You are responsible for the vendor, subcontractor, and contact information you add or request through SubDoc, including documents that contain tax identification numbers. You confirm that you have the right and a lawful basis to collect that information, that you will request only what you need, and that you will honor your vendors' reasonable requests to access, correct, or delete their information. SubDoc processes this data on your behalf under your instructions and our Privacy Policy. Our Data Processing Addendum forms part of these Terms and applies automatically to personal data you submit to the Service.

11. AI Extraction

Automated extraction can misread, omit, or misclassify information, including dates, limits, and policy numbers. Extracted results and compliance statuses are aids, not professional advice, legal opinions, or confirmation that a policy exists, is valid, or satisfies a contract. You must review extracted data and the underlying document before relying on it for any decision, including approving a vendor, releasing a payment, or allowing work to start. SubDoc is not an insurance broker, agent, or law firm and does not issue, alter, or endorse certificates of insurance.

12. Electronic Signatures & Templates

SubDoc lets you send documents for electronic signature and records the signer's name, time, IP address, and browser details in a signing record. Signers are shown a notice that they are agreeing to sign electronically. You are responsible for the content of every document you send, for deciding whether electronic signature is legally permitted for it, for identifying the right signers, and for keeping the signed copies you need. Templates, sample wording, and default requirements are provided for convenience only; they are not legal advice and are not guaranteed to be enforceable or suitable in your state or for your project. Have a qualified attorney review any agreement before you rely on it.

13. Invoicing, Lien Waivers & Payment Holds

SubDoc tracks invoices, approvals, payment status, and lien waiver requests. It does not hold, move, or pay money. Whether to approve, hold, or release a payment is always your decision. Lien waiver requirements differ by state, and some states require specific statutory forms; you are responsible for using forms that comply with the law where the project is located. SubDoc does not supply legal forms or verify that a waiver is valid. If you enable accounting-system integrations or payment holds, you are responsible for the consequences of any hold, including any resulting claims by your vendors or compliance with prompt-payment laws.

14. Suspension & Indemnity

We may suspend or terminate access if you violate these Terms, put the Service or other users at risk, or fail to pay, and where practical we will give notice first. You agree to defend and indemnify SubDoc against third-party claims arising from content you upload or send, your use of the Service in breach of these Terms or the law, or decisions you make in reliance on the Service, except to the extent caused by our own gross negligence or willful misconduct. Nothing in these Terms limits liability that cannot be limited by law.

15. Governing Law & Disputes

Any dispute arising from these Terms or your use of the Service will be handled under the laws that apply to the parties and in a court that has proper jurisdiction over the dispute. Before filing a claim, please email [email protected] and give us 30 days to try to resolve it. Either party may still seek urgent relief to protect its intellectual property or confidential information. If a provision of these Terms is unenforceable, the rest stays in effect.