Terms of Service

Last updated: August 1, 2026

Please read these Terms of Service (“Terms”) carefully before using SubDox. These Terms constitute a legally binding agreement between you (“Customer,” “you,” or “your”) and SubDox (“SubDox,” “we,” “us,” or “our”) governing your access to and use of the SubDox website and software (the “Service”).

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Description of Service

SubDox is a software-as-a-service platform that helps general contractors track subcontractor compliance documents — including Certificates of Insurance, contractor licenses, W-9 forms, and lien waivers — and sends automated reminders when documents are expiring. SubDox uses artificial intelligence to assist with extracting data from uploaded documents.

SubDox does not provide legal, insurance, tax, or compliance advice. The Service is a tracking and organizational tool. You remain solely responsible for verifying the accuracy of any information extracted or displayed by the Service and for making your own compliance and risk decisions.

2. Eligibility and Account Registration

• You must be at least 18 years old and able to form a binding contract to use the Service.
• You must provide accurate and complete information when creating an account.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• You agree to notify us promptly of any unauthorized use of your account.

3. Subscription Plans and Billing

• SubDox offers subscription plans on a monthly or annual billing basis, as described on our pricing page at the time of purchase.
• New accounts may be eligible for a free trial period, as stated at signup. At the end of the trial, your subscription will begin unless you cancel before the trial ends.
• Payment processing is handled by Lemon Squeezy, acting as our Merchant of Record. By subscribing, you also agree to Lemon Squeezy’s applicable terms for the transaction.
• Subscription fees are billed in advance on a recurring basis and are non-refundable except as described in our Refund Policy.
• We reserve the right to change our pricing. We will provide at least 30 days’ notice before any price increase takes effect for existing subscribers.
• You may upgrade, downgrade, or cancel your subscription at any time through your account billing page. Downgrades and cancellations take effect at the end of the current billing period.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation.
• Upload documents or data that you do not have the right to upload, including documents belonging to a subcontractor without appropriate authority to process them.
• Attempt to gain unauthorized access to any part of the Service, other accounts, or our systems.
• Use the Service to send unsolicited, abusive, or fraudulent communications to subcontractors.
• Reverse-engineer, decompile, or attempt to extract the source code of the Service, except as permitted by law.
• Use automated means (scraping, bots) to access the Service outside of our provided API, if any.
• Interfere with or disrupt the integrity or performance of the Service.

We reserve the right to suspend or terminate accounts that violate these terms.

5. Subcontractor Data and Portal Links

• As a Customer, you are responsible for the accuracy of subcontractor information you enter into the Service and for having a lawful basis to collect and process that information.
• SubDox generates unique portal links that allow subcontractors to upload documents without creating an account. You are responsible for safeguarding these links and understand that anyone with access to a link can upload documents on behalf of that subcontractor.
• You represent that you have appropriate authority and, where required, consent to collect and store subcontractor compliance documents, including documents containing taxpayer identification information (W-9 forms).

6. AI-Extracted Data

• The Service uses AI to extract structured data (such as dates, coverage amounts, and policy numbers) from uploaded documents.
• AI extraction may contain errors. You are responsible for reviewing and confirming all extracted data before relying on it. SubDox displays a confidence score for extracted fields, but this score is not a guarantee of accuracy.
• You agree not to rely solely on AI-extracted data for compliance, legal, insurance, or bonding decisions without independent verification against the original source document.

7. Intellectual Property

• SubDox and its licensors retain all right, title, and interest in and to the Service, including all software, design, trademarks, and content we create (excluding your own data).
• You retain ownership of all data, documents, and content you upload to the Service (“Customer Data”).
• You grant SubDox a limited license to access, process, and store Customer Data solely for the purpose of providing the Service to you, including transmitting document contents to our AI processing provider for extraction purposes.

8. Data Protection

Our collection and use of personal information in connection with the Service is described in our Privacy Policy, which is incorporated into these Terms by reference.

9. Third-Party Services

The Service integrates with third-party providers, including but not limited to Lemon Squeezy (payments), Resend (email delivery), Twilio (SMS delivery), and Anthropic (AI processing). Your use of features relying on these providers is also subject to their respective terms, where applicable. SubDox is not responsible for the acts or omissions of third-party providers.

10. Service Availability

• We strive to maintain high availability of the Service but do not guarantee uninterrupted or error-free operation.
• We may perform scheduled or emergency maintenance that temporarily affects availability.
• We are not liable for any loss resulting from Service downtime, delayed reminders, or delayed email/SMS delivery, except as required by applicable law.

11. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

SUBDOX DOES NOT WARRANT THAT: (A) THE SERVICE WILL MEET YOUR REQUIREMENTS; (B) AI-EXTRACTED DATA WILL BE ACCURATE OR COMPLETE; (C) REMINDER EMAILS OR SMS MESSAGES WILL BE DELIVERED SUCCESSFULLY OR ON TIME; OR (D) ANY ERRORS IN THE SERVICE WILL BE CORRECTED.

YOU ACKNOWLEDGE THAT COMPLIANCE, INSURANCE, AND LEGAL OBLIGATIONS REMAIN YOUR RESPONSIBILITY, AND THAT SUBDOX IS A TRACKING TOOL, NOT A SUBSTITUTE FOR PROFESSIONAL LEGAL, INSURANCE, OR COMPLIANCE ADVICE.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SUBDOX AND ITS OFFICERS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITY, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

IN NO EVENT SHALL SUBDOX’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS EXCEED THE AMOUNT YOU PAID TO SUBDOX IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.

13. Indemnification

You agree to indemnify and hold harmless SubDox and its officers, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising out of: (a) your use of the Service in violation of these Terms; (b) your violation of any law or the rights of a third party; or (c) Customer Data you upload to the Service.

14. Termination

• You may terminate your account at any time by canceling your subscription and, if desired, requesting account deletion.
• We may suspend or terminate your access to the Service if you materially breach these Terms, engage in fraudulent or unlawful activity, or fail to pay applicable fees.
• Upon termination, your right to use the Service ceases immediately. Data retention following termination is governed by our Privacy Policy.

15. Changes to the Service and These Terms

• We may modify or discontinue features of the Service at any time.
• We may update these Terms from time to time. Material changes will be communicated via email or a notice within the Service. Continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

16. Governing Law and Disputes

These Terms shall be governed by and construed in accordance with the laws of the Federal Republic of Nigeria, without regard to conflict-of-law principles, except where mandatory local consumer protection laws require otherwise. Any disputes arising under these Terms shall first be attempted to be resolved through good-faith negotiation between the parties.

17. Miscellaneous

• Entire Agreement: These Terms, together with the Privacy Policy and Refund Policy, constitute the entire agreement between you and SubDox regarding the Service.
• Severability: If any provision of these Terms is found unenforceable, the remaining provisions will remain in full effect.
• No Waiver: Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision.
• Assignment: You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

18. Contact Us

Questions about these Terms should be directed to:

Email: support@subdox.net

Website: https://subdox.net