Terms of Service

Eligibility

You must be at least 18 years old and have the legal capacity to enter into binding agreements to use the Services. The Services are intended for business and professional use, not personal or consumer use.

Account Creation

To access certain features, you must register for an Account. You agree to provide accurate, complete, and current information during registration and to keep your Account information up to date. You are responsible for maintaining the confidentiality of your login credentials.

Authorized Users

Customer is responsible for all activity that occurs under its Account, including actions of Authorized Users. Customer must ensure that Authorized Users comply with these Terms and must promptly notify PolicyOS of any unauthorized access or suspected security breach at privacy@policyos.co.

Account Security

You agree not to share login credentials, allow unauthorized access to your Account, or use another user's credentials. PolicyOS is not liable for losses resulting from unauthorized Account access where you have not maintained adequate credential security.

Platform Access

• Access, browse, purchase, and download policies, procedures, compliance frameworks, and agreement templates from the Content Library
• Generate original policies, agreements, and compliance documents using AI-powered content generation features
• Customize, manage, store, and organize compliance and governance documentation
• Collaborate on document workflows within their organization

Content Library

The Content Library contains pre-built, professionally drafted documents. Content Library items are licensed, not sold. The scope of your license is set out in Section 5 (Intellectual Property and Licenses).

AI-Powered Content Generation

• AI-Generated Content is produced algorithmically and may contain errors, inaccuracies, or gaps
• AI-Generated Content does not constitute legal, compliance, tax, financial, or professional advice
• You are solely responsible for reviewing, validating, and determining the fitness of all AI-Generated Content before relying on or deploying it
• PolicyOS does not warrant that AI-Generated Content will be accurate, complete, current, or suitable for any particular regulatory requirement
• You should always have AI-Generated Content reviewed by qualified legal or compliance professionals before use, particularly for regulated industries or jurisdictions.

Service Modifications

PolicyOS reserves the right to modify, update, or discontinue features or functionality of the Services at any time. We will provide reasonable notice of material changes that adversely affect your use of the Services.

Subscription Plans

Access to the Services is provided under a Subscription plan selected at registration or purchase. Plan features, usage limits, and pricing are as described on our website or in an Order Form at the time of purchase.

Fees and Billing

• Billed in advance on a recurring basis (monthly or annually, as selected)
• Non-refundable except as expressly stated in these Terms or required by applicable law
• Subject to applicable taxes, which you are responsible for paying
• Subject to change with at least 30 days' notice prior to your next renewal period

Payment Methods

Payment is processed through our third-party payment processors. By providing payment information, you authorize us to charge the applicable fees to your payment method. You represent that you are authorized to use the payment method provided.

Failed Payments

If a payment fails, we may suspend access to the Services until payment is received. We will notify you of a failed payment and provide a reasonable opportunity to update your payment information before suspension.

Free Trials and Promotional Access

If you access the Services under a free trial or promotional offer, such access is subject to these Terms. At the end of the trial period, your account will automatically convert to a paid Subscription unless you cancel before the trial expires. We reserve the right to modify or discontinue free trial offerings at any time.

Refunds

Except as required by applicable law, all fees are non-refundable. If you believe you have been charged in error, please contact us at hello@policyos.co within 30 days of the charge.

PolicyOS Intellectual Property

PolicyOS and its licensors own all right, title, and interest in and to the PolicyOS IP, including the Services, Content Library, Documentation, underlying technology, software, designs, trademarks, and all related intellectual property rights. Nothing in these Terms transfers ownership of PolicyOS IP to you.

License to Use the Services

Subject to your compliance with these Terms and payment of applicable fees, PolicyOS grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business purposes during your Subscription term.

License to Content Library Materials

• Use, customize, and deploy the purchased document(s) within your organization
• Modify the document(s) to reflect your organization's specific details, policies, and requirements
• Distribute internally to employees, contractors, and vendors as appropriate

• Resell, sublicense, redistribute, or otherwise commercialize Content Library materials as standalone products
• Use Content Library materials as the basis for a competing product or service
• Remove, alter, or obscure any proprietary notices or attributions
• Use Content Library materials to train, fine-tune, or develop AI or machine learning models without express written permission

AI-Generated Content Ownership

• PolicyOS's underlying rights in the models, technology, and pre-existing content used to generate outputs
• The license grant in Section 5.5 below
• Any third-party rights that may exist in the outputs
• PolicyOS makes no warranty that AI-Generated Content is original, non-infringing, or free from third-party claims.

License Grant to PolicyOS

You grant PolicyOS a limited, worldwide, royalty-free license to use, store, process, and display Customer Content solely to provide, operate, support, and improve the Services. We will not use your specific Customer Content to train AI models without your explicit consent, except in aggregated or anonymized form that cannot be attributed to you.

Feedback

If you provide suggestions, feedback, or ideas about the Services, you grant PolicyOS a perpetual, irrevocable, royalty-free, worldwide license to use that feedback for any purpose without compensation or attribution to you.

Permitted Use

You may use the Services only for lawful purposes and in accordance with these Terms. Permitted uses include creating, managing, and deploying governance, compliance, and policy documentation for your organization's internal needs.

Prohibited Conduct

• Use the Services to create content that is unlawful, fraudulent, defamatory, harassing, discriminatory, or deceptive
• Use the Services to generate content intended to mislead regulators, auditors, or third parties about your organization's actual compliance posture
• Attempt to circumvent, disable, or interfere with security features, access controls, or technical restrictions of the Services
• Scrape, crawl, or systematically extract data or content from the Services or Content Library
• Reverse engineer, decompile, disassemble, or attempt to derive source code from the Services or underlying AI models
• Use the Services to transmit malware, viruses, or other harmful code
• Use automated tools (bots, scripts, crawlers) to access the Services in a manner that places unreasonable load on infrastructure
• Impersonate any person or entity or misrepresent your affiliation with any organization
• Access the Services to develop a competing product or benchmark against PolicyOS without express written permission
• Violate any applicable law, regulation, or third-party rights in connection with your use of the Services

Enforcement

PolicyOS reserves the right to investigate suspected violations of this Acceptable Use Policy and to suspend or terminate access to the Services where violations are found. We may also report violations to law enforcement authorities where appropriate.

Your Responsibility

• You have all necessary rights, licenses, and permissions to provide Customer Content to PolicyOS
• Customer Content does not infringe any third-party intellectual property, privacy, or other rights
• Customer Content does not violate any applicable law or these Terms

Sensitive Information

You should not upload to the Services any information that is subject to heightened regulatory protection (such as protected health information under HIPAA, payment card data subject to PCI-DSS, or government-classified information) unless you have entered into a separate written agreement with PolicyOS specifically addressing such data categories.

Data Portability

You may export your Customer Content from the Services at any time during your Subscription term. We will provide reasonable tools or assistance to support data export upon written request.

Data Deletion

Upon termination of your Subscription, we will retain Customer Content for a limited period (as described in our Privacy Policy) before deletion. You may request earlier deletion by contacting privacy@policyos.co.

Mutual Obligations

Each party may receive Confidential Information of the other party in connection with the Services. "Confidential Information" means any information disclosed by one party that is designated as confidential or that a reasonable person would understand to be confidential given the nature of the information and circumstances of disclosure.

Obligations

• Use the other party's Confidential Information only for purposes of exercising rights and performing obligations under these Terms
• Protect Confidential Information with at least the same degree of care used for its own confidential information (no less than reasonable care)
• Not disclose Confidential Information to third parties without prior written consent, except to service providers bound by equivalent confidentiality obligations

Exclusions

Confidentiality obligations do not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was rightfully known to the receiving party before disclosure; (c) is independently developed by the receiving party without use of Confidential Information; or (d) is required to be disclosed by law or legal process, provided the receiving party gives prompt notice where permitted.

Term

These Terms commence on the date you first access or use the Services and continue until your Subscription is terminated or expires. Subscription terms are as set out in your Order Form or selected plan.

Renewal

Subscriptions automatically renew for successive periods equal to the initial Subscription term unless you cancel before the renewal date. Cancellation takes effect at the end of the then-current billing period.

Termination by You

You may cancel your Subscription at any time through your Account settings or by contacting hello@policyos.co. Cancellation does not entitle you to a refund of prepaid fees except as required by applicable law.

Termination by PolicyOS

• You breach any material provision of these Terms and fail to cure the breach within 10 days of written notice
• You fail to pay fees when due and do not cure the failure within 10 days of written notice
• You engage in conduct that PolicyOS reasonably determines poses a legal, security, or reputational risk
• We are required to do so by applicable law or government order

Effect of Termination

• Your license to use the Services and Content Library materials (except documents already customized and deployed internally) terminates immediately
• You must cease using any Content Library materials that require an active Subscription
• Documents already downloaded and deployed within your organization prior to termination may continue to be used under the license terms in effect at the time of download
• PolicyOS will provide you with a reasonable opportunity to export Customer Content before deletion
• Sections that by their nature should survive termination will survive, including Sections 5 (IP), 8 (Confidentiality), 13 (Disclaimers), 14 (Limitation of Liability), 17 (Dispute Resolution), and 18 (Class Action Waiver).

No Legal or Compliance Advice

No Compliance Guarantee

Use of PolicyOS does not guarantee that your organization is compliant with any law, regulation, standard, or framework. Compliance is your responsibility. PolicyOS Content Library materials and AI-Generated Content are starting points and templates, not compliance certifications.

Warranty Disclaimer

Informal Resolution

Before initiating formal proceedings, you agree to first contact us at hello@policyos.co to describe the dispute and seek informal resolution. We will work in good faith to resolve disputes within 30 days of receiving written notice.

Binding Arbitration

If informal resolution fails, you and PolicyOS agree to resolve any dispute, claim, or controversy arising out of or relating to these Terms or the Services through binding individual arbitration, rather than in court, except as set forth in Section 17.4. The arbitration will be administered by a recognized arbitration body (such as JAMS or AAA) under its then-current rules, in the English language.

Arbitration Fees

Arbitration fees will be allocated in accordance with the applicable arbitration rules. If your claim is for less than USD $10,000 and is not frivolous, PolicyOS will pay arbitration fees.

Exceptions

Either party may seek injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm pending arbitration, or to enforce intellectual property rights. Small claims court disputes within applicable jurisdictional limits are also exempt from arbitration.

Governing Law and Venue

These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada applicable therein, without regard to conflict of law principles. For matters not subject to arbitration, the parties consent to the exclusive jurisdiction of the courts of Alberta, sitting in Calgary.

Entire Agreement

These Terms, together with the Privacy Policy, any Order Forms, and any DPA, constitute the entire agreement between you and PolicyOS regarding the Services and supersede all prior agreements, representations, and understandings.

Severability

If any provision of these Terms is found invalid or unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.

Waiver

Failure by either party to enforce any provision of these Terms will not constitute a waiver of future enforcement. Waivers must be in writing to be effective.

Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. PolicyOS may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets, with notice to you.

Notices

Notices to PolicyOS must be sent in writing to hello@policyos.co. We may send notices to the email address associated with your Account. Notices are effective on the date of confirmed delivery.

Force Majeure

Neither party will be liable for delays or failures in performance caused by circumstances beyond their reasonable control, including natural disasters, war, government action, cyberattacks, or internet infrastructure failures, provided the affected party notifies the other promptly and uses reasonable efforts to mitigate the impact.

Relationship of the Parties

The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, employment, or franchise relationship between the parties.

Export Compliance

You agree to comply with all applicable export control and sanctions laws and regulations. You represent that you are not located in a jurisdiction subject to comprehensive U.S. sanctions and are not on any U.S. government restricted party list.