Terms of service · GovCapture AI

1. Who this is between

These terms are between [DECIDE: legal entity name, form and state of organisation] ("GovCapture AI", "we", "us") and the company that buys a subscription ("you", "your company"). The person who accepts these terms says that they are allowed to bind their company to them.

Your company's staff who use the application ("users") are covered by these terms through you. You are responsible for what they do in it.

2. What the service is, and is not

GovCapture AI is a subscription application for federal contractors. It:

monitors SAM.gov against a search profile your company defines and records which rule accepted or rejected each notice;
scores accepted notices for fit against that profile;
keeps a directory of U.S. military installations and the leadership each publishes on its own pages, with the source page of every entry;
stores documents your company files (past performance, proposals, test results, certifications) in a library only your company can see;
builds a proposal working document per notice: the notice's facts, a compliance matrix from its own "shall" sentences, and the string EVIDENCE REQUIRED wherever your library cannot support a claim.

It is not:

a guarantee that you will find, bid on, or win any contract;
a substitute for reading the solicitation. The compliance matrix is built by pattern from the notice text and can miss or misread a requirement;
a proposal writer. It produces a structure and a list of questions. Your team writes the narrative and is responsible for every claim in what you submit;
legal, contracting, or compliance advice;
a channel to the government. See section 7.

3. Accounts and seats

A seat is one named person. Seats are not shared, pooled, or rotated between people during a subscription year. You may reassign a seat when someone leaves your company.

Each user must keep their password to themselves. If you believe an account has been used by someone it should not have been, tell us at once and change the password. You are responsible for activity under your company's accounts until you do.

A company administrator you name can add and remove users, up to the number of seats bought, and can see billing for the company.

4. Your documents and data

Everything your company files or creates in the application ("your content") stays yours. You give us only the licence we need to store it, display it back to your users, and operate the service.

We do not:

show your content to any other customer. Company isolation is enforced in the database layer, not left to each screen;
use your content to train any machine-learning model, ours or a third party's;
sell your content or use it to advertise to anyone.

Filing a document does not put its claims into anything. Nothing reads an uploaded file into an automated request; a claim enters your proposal documents only when one of your users approves it with the supporting document on file. That is a product rule, not just a promise.

You are responsible for having the right to upload what you upload, and for not uploading anything you are not permitted to hold on a commercial cloud service. See section 8.

You can export your content while your subscription is active. On termination, section 10 says what happens to it.

5. Public federal data

The federal information in the application comes from public sources: SAM.gov, USAspending.gov, the Department of Defense's published installation list, and the leadership pages installations publish themselves. Every record carries the URL it was read from and the date it was last checked. A record that could not be confirmed says so, with the literal string UNVERIFIED.

Those sources change, lag, and abbreviate. We do not warrant that any record is complete, current, or correct, and a record marked UNVERIFIED is exactly that. Before you rely on a record - in a proposal, a bid decision, or a conversation with a contracting officer - check the source it links to. That link is there for this reason.

Public federal data is not your content. The same records are shown to every customer.

6. Generated text

Some text in the application - summaries, fit rationales, draft wording - is generated by a third-party language model on our request. Every such output is a draft for a person to read. It can be wrong. The application is built to make the model say what it does not know rather than guess, and a scanner checks generated drafts against a list of claims that must not be made, but no automated check is complete.

You are responsible for anything generated in the application that you go on to use, in the same way as anything your own staff wrote.

7. We never contact the government for you

The application does not send email, letters, or messages of any kind to any government employee, contracting office, or prime contractor on your behalf, and has no feature that could. Drafts it produces are for you to send, or not, from your own systems. The only email the application sends is to your own users (an invitation, a digest of what it found) and to us.

Anything you send to a government contact is your act and your responsibility, including compliance with procurement integrity rules.

8. Acceptable use

You and your users must not:

upload classified information, or anything marked Controlled Unclassified Information (CUI), export-controlled technical data (ITAR or EAR), or other information the government requires to be held only on an accredited system. GovCapture AI is not accredited for any of them [DECIDE: confirm posture before launch];
upload anything you do not have the right to upload, including another company's proposal or proprietary information;
share a seat, or give a person outside your company access;
probe, scrape, or copy the service or its public federal data set as a whole, or resell access to it;
interfere with the service or other customers' use of it;
use the service to break the law, including procurement integrity and anti-lobbying rules, or to harass any person.

We may suspend an account or a company that breaks these rules, and will tell you when we do unless the law prevents it.

9. Fees and billing

The price is $500 per seat per month. A six-month commitment is billed every six months at 5% off ($2,850 per seat); an annual plan is prepaid yearly at 10% off ($5,400 per seat). Each plan is billed in advance. Card and bank details are collected and held by Stripe, our payment processor; we never see your full card number.

Your subscription renews for another billing period at the end of each period unless you cancel before the renewal date. We send a reminder to your company administrator [DECIDE: how many days] before renewal.
Seats added during a billing period are charged for the remainder of that period [DECIDE: prorated or full year].
Seats removed during a year are not refunded; the seat stays available to reassign until the year ends.
Prices may change at renewal. We will tell you at least 30 days before a renewal that carries a new price.
Fees exclude tax. Where we must collect sales or use tax we add it to the invoice.
If a payment fails we will tell your administrator and try again. If it is still unpaid [DECIDE: days] later, we may suspend access until it is settled.

Fees are not refundable except where section 12 or the law says otherwise [DECIDE: any cooling-off period].

10. Term, cancellation and what happens after

The subscription runs for a year from the day you buy it and renews as section 9 describes. You can cancel at any time from the billing page or by writing to us; cancellation takes effect at the end of the paid year.

We may end the agreement immediately if you materially break it and do not fix the break within 14 days of being told, or if you become insolvent. We may stop offering the service altogether on 90 days' notice, in which case we refund the unused part of any prepaid year.

After the subscription ends:

your users lose access;
for 30 days you can ask us for an export of your content, and we will provide it in an ordinary file format;
after that we delete your content from live systems, and from backups on their normal rotation, unless the law requires us to keep it;
billing records are kept as long as tax and accounting law requires.

Public federal data is not deleted; it was never yours.

11. Confidentiality

Your content, your search profiles, and the fact of which notices your company is pursuing are your confidential information. We keep them confidential, use them only to run the service, and disclose them only to the sub-processors named in the privacy notice and only for that purpose, or when the law compels us - in which case we tell you first where we are allowed to.

Non-public information about how the service works is ours, and you will keep it confidential in the same way.

12. What we promise, and what we do not

We promise to provide the service with reasonable care and skill, to keep it substantially as described in section 2, and to tell you at least 30 days ahead of a change that removes a capability you pay for.

Beyond that, the service is provided as it is. We do not promise that it will be uninterrupted, error-free, or that any record in it is correct (section 5), that any generated text is correct (section 6), or that using it will lead to any contract or award. Any implied warranty the law lets us exclude, we exclude.

If the service is unavailable for more than [DECIDE: threshold] in a month for reasons within our control, you may ask for a credit of [DECIDE: amount] against your next invoice.

13. Limits on liability

Neither of us is liable to the other for lost profits, lost contracts, lost data that you could have exported, or for indirect or consequential loss, however it arises.

Our total liability to you under this agreement in any twelve months is limited to the fees you paid us for those twelve months.

These limits do not apply to a breach of section 11, to either party's wilful misconduct, or to anything the law does not let us limit.

You will defend us against a claim that your content, or your use of the service in breach of section 8, infringed someone's rights or broke the law, and pay what a court finally awards or what you agree to settle.

14. Changes to these terms

We may change these terms. We will email your company administrator at least 30 days before a change that makes the terms worse for you, and the change applies from your next renewal, not mid-year. Continuing to use the service after that renewal means you accept the changed terms. If you do not, you may cancel before the renewal.

15. Governing law and disputes

This agreement is governed by the law of [DECIDE: state], without regard to its conflict-of-law rules. Before either of us starts proceedings we will each nominate someone with authority to settle and they will talk for at least 30 days. Any court proceedings take place in [DECIDE: venue].

If any part of these terms is unenforceable the rest still applies. This document, together with the privacy notice and your order, is the whole agreement between us; anything said in a demo or in sales conversation is not a term.

16. Contact

Questions about these terms: support@govcaptureai.com. Postal address: [DECIDE: address].