Terms of Service

Introduction

SmartCOI is operated by SmartCOI ("we", "us", "our"). By accessing or using the SmartCOI service, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the service.

Service Description

SmartCOI provides AI-powered certificate of insurance (COI) compliance tracking for commercial property managers. The service extracts data from uploaded PDF documents using artificial intelligence and checks coverage against user-configured requirements. It also provides tools for vendor and tenant management, automated notifications, and compliance dashboards.

AI Disclaimer

SmartCOI uses artificial intelligence to extract and analyze insurance certificate data. While we strive for accuracy, AI extraction is not perfect. Users are responsible for reviewing and confirming all extracted data before relying on it for compliance decisions.

SmartCOI does not provide legal, insurance, or compliance advice. The service is a tool to assist property managers — it does not replace professional judgment or legal counsel.

Accounts

Users must provide accurate information when creating an account. Each account is associated with a single organization. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.

Acceptable Use

The service may only be used for legitimate business purposes related to insurance compliance tracking. You agree not to:

• Upload malicious, fraudulent, or illegal files
• Attempt to reverse-engineer, decompile, or disassemble the service
• Use automated tools, bots, or scripts to access the service beyond normal usage
• Interfere with the service's operation or other users' access

Data and Privacy

Please refer to our Privacy Policy for details on how we collect, use, and protect your information. Uploaded documents are processed for extraction purposes and stored securely.

Subscriptions and Billing

• Free trial: All new accounts receive a 14-day free trial with full access to the service.
• Billing: Paid subscriptions are billed monthly or annually, depending on the plan you select.
• Cancellation: You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period.
• Refunds: We do not offer refunds for partial billing periods.
• Price changes: We reserve the right to change pricing with 30 days notice to existing customers.

Service Availability

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance, infrastructure issues, or third-party service outages may cause temporary downtime. We are not liable for data loss, downtime, or AI extraction errors.

Limitation of Liability

To the maximum extent permitted by law, SmartCOI's total liability for any claims arising from your use of the service is limited to the amount you paid to SmartCOI in the 12 months preceding the claim.

We are not liable for indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities.

Termination

We may suspend or terminate accounts that violate these terms or engage in abusive behavior. You may cancel your account at any time through the billing settings in your dashboard.

Changes to Terms

We may update these terms from time to time. We will notify existing customers of material changes via email at least 30 days before they take effect. Continued use of the service after changes take effect constitutes acceptance of the updated terms.

Contact

If you have questions about these terms, contact us at support@smartcoi.io.