Terms of Service

1. Who this is between

These terms are between [COMPANY_LEGAL_NAME — not configured] ("Snapfiled", "we") and the business that opens an account ("you"). If you accept them on behalf of a company, you are saying you can bind that company. Snapfiled is for business use; it is not a consumer service.

2. What the service does

You send a photograph of a document — a business card, a door-knock card, a lead sheet, an insurance letter, an estimate — by email, picture message, the phone camera page, the browser extension or the API. Snapfiled transmits it to an AI model provider, which reads it and returns structured fields. You review whatever the reader flagged. The result is filed into the CRM you connected.

3. Your account

• Sign-in is by emailed link; there is no password. Whoever controls the mailbox controls the account, so keep it secure and remove people from your team page when they leave.
• You are responsible for everything done under your account, including by your crew.
• API keys are shown once and are bearer credentials. Treat them as passwords and revoke any that leak.

4. Your data, and your responsibility for it

You keep ownership of everything you send and everything extracted from it. You grant us a limited, non-exclusive licence to store, transmit and process it solely to provide the service to you — including transmitting images to the AI model providers named in the Privacy Policy — and for no other purpose. We do not use your content to train models, and we do not use it for our own analytics beyond aggregate, non-identifying counts of volume and cost.

You warrant that, for every document you send:

• you have a lawful basis to collect and process the personal data on it;
• you have given any notice and obtained any consent your jurisdiction requires;
• you are entitled to have a processor and an AI provider process it on your behalf; and
• doing so does not breach a confidentiality obligation you owe to someone else.

This is not boilerplate. Photographing a stranger's business card and filing it into a CRM is processing that stranger's personal data, and Snapfiled is the tool, not the decision. The decision, and the responsibility for it, is yours.

Do not send documents containing special-category data — health records, biometric data, government identity documents, payment card numbers — unless you have a specific legal basis for it and have told us. Insurance paperwork occasionally carries more than you expect; check before you photograph it.

5. Accuracy — read this one

Snapfiled uses AI models to read documents. They get things wrong. A digit in a phone number, a surname on a handwritten sheet, an address on a glare-lit card, a claim number that is nearly right. The product is designed around that: a confidence score on every record, specific fields flagged for your eye, and a review step before anything is filed.

If you switch on automatic filing you are choosing to let records reach your CRM without a human reading them, at a confidence threshold you set. That is a legitimate trade and it is your call. Snapfiled is not liable for the consequences of an incorrect extraction, including a call to a wrong number, a quote sent to the wrong address, or a record filed against the wrong contact. Check anything that matters.

6. Acceptable use

You will not use Snapfiled to:

• process documents you have no right to process, including ones obtained by deception;
• build a marketing list from cards handed over for a different purpose, where that is unlawful where you are;
• attempt to reach another customer's data, probe the service for vulnerabilities without permission, or work around rate limits;
• send content that is unlawful, or resell the service as your own without a written agreement.

Vulnerability reports are welcome, not punished. Tell us at [email protected] and give us reasonable time before publishing.

7. Texting

Where a texting number is available, message and data rates apply, "STOP" ends messages and "HELP" gets help. US application-to-person texting depends on carrier registration (10DLC); this deployment is not fully registered yet, so texts can be filtered by carriers without notice. Email is the reliable channel until that changes, and we will not pretend otherwise.

8. Fees

Billing is not switched on for this deployment. When it is, plans and prices will be shown in the app before anything is charged, and these terms will say so.

9. Third-party services

Your CRM, your email provider and your phone carrier are yours, under your own agreements with them. We are not responsible for their behaviour, their outages or their pricing. If a CRM changes its API and an integration breaks, we will fix ours; we cannot undo what theirs did.

10. Availability

There is no uptime commitment today. Snapfiled runs on a single server and is maintained by a small team; there will be maintenance windows and there may be outages. Captures that arrive during an outage are not silently lost — inbound mail is retried by the sending server and queued work resumes — but do not build a workflow that assumes instant processing.

11. Suspension and ending it

• You may stop at any time. Settings → Your data exports everything, and deletes everything.
• We may suspend an account that is breaking section 6, is not paying, or is putting the service at risk. Except for outright abuse, we will tell you first and give you a chance to fix it.
• If we terminate an account, you get at least 30 days to export your data, unless the law requires otherwise.

12. Warranties and liability

The service is provided "as is". To the fullest extent the law allows, we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement, and we make no warranty that extraction will be accurate or that the service will be uninterrupted.

To the fullest extent the law allows, neither party is liable for indirect, incidental or consequential loss, or for lost profits, revenue or data; and our total liability arising out of these terms is limited to the fees you paid in the twelve months before the claim. Nothing here excludes liability that cannot lawfully be excluded — including, in most places, fraud and death or personal injury caused by negligence.

13. Indemnity

You will defend and indemnify us against claims arising from your content or your use of the service in breach of these terms — including a claim by a person whose details you photographed without a basis to do so.

14. Changes, and the rest

We may change these terms; material changes get emailed to account owners before they take effect, and continuing to use the service is acceptance. These terms and the Privacy Policy and DPA are the whole agreement. If a clause is unenforceable the rest survives. Governing law and venue: [GOVERNING LAW / VENUE — not configured].

Questions: [email protected].