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Terms of Service

Last updated: October 25, 2026

1. Agreement to these Terms

These Terms of Service (“Terms”) are an agreement between CertiTrack (“we”, “us”, or “our”), a business based in Seattle, Washington, USA, and the company or organization that creates a CertiTrack account (“Customer” or “you”). They govern your use of thecertitrack.com, the CertiTrack application at app.thecertitrack.com, and the vendor upload portal (together, the “Services”).

By creating an account, clicking to accept these Terms, or using the Services, you agree to them. If you accept on behalf of a company, you confirm that you have authority to bind that company, and “you” means that company. If you do not agree, do not use the Services.

If you are a vendor using an upload link, Section 8 (Vendor portal) applies to you.

2. The Services

CertiTrack helps businesses track the compliance documents of their vendors. The Services include storing compliance documents, AI-assisted reading of documents such as certificates of insurance, licenses, and permits, automated expiry reminders, compliance scoring, secure vendor upload links, and simple payment tracking with a warning before a payment to a vendor with an expired document.

What the Services do not do. CertiTrack is a record-keeping and reminder tool. It does not:

  • Verify that a document is genuine, current with the insurer or issuing body, or correctly filled in.
  • Verify endorsements such as additional insured, waiver of subrogation, or primary and non-contributory status, or interpret policy wording.
  • Decide whether a vendor’s coverage, license, or permit is adequate for your needs or required by law or by your contracts.
  • Know about documents a vendor never sent you, or about payments made outside CertiTrack.
  • Give legal, insurance, tax, or regulatory advice.

Compliance scores, statuses, and reminders are calculated only from the dates and details in your account. You remain responsible for your own compliance decisions, for reviewing documents, and for deciding whether to work with or pay a vendor.

We may improve, change, or retire features over time. If we remove a core feature from a paid plan, we will give reasonable notice. We may offer features labeled beta, preview, or early access; they are provided for evaluation, may change or be withdrawn at any time, and are excluded from any commitment in these Terms.

3. Accounts and eligibility

  • The Services are for business use only. You must be at least 18 years old to create an account, and you may not use the Services as a consumer.
  • You must give accurate and complete information and keep it up to date, including a working email address, since we send notices there.
  • You are responsible for keeping sign-in details confidential, for all activity under your account, and for the actions of every user you invite to your company account. Users you invite can see and change the Customer Data, settings, and billing of the account.
  • You may not use the Services if you are located in, or are a resident of, a country or territory subject to comprehensive United States sanctions, or if you are on a United States government restricted-party list.
  • Tell us right away at legal@thecertitrack.com if you believe your account has been accessed without permission.

4. Plans, billing, and cancellation

  • Plans. We offer a free plan and paid plans. Each plan has limits on vendors, documents, users, and AI extractions per month, as shown on our pricing page. The free plan has no time limit and does not require a payment card. We may change the plans and limits we offer for new subscriptions at any time.
  • Payment. Paid plans are billed in advance, monthly or annually, through our payment processor, Stripe. By subscribing, you authorize us and Stripe to charge your payment method for the plan you choose and for any renewal. Prices are in US dollars and do not include taxes, which you are responsible for; where we are required to collect sales tax or VAT, we add it to your invoice. Subscriptions renew automatically at the end of each billing period until cancelled.
  • Upgrades take effect immediately, and you are charged a prorated amount for the rest of the current billing period. Downgrades also take effect immediately, and the unused part of your current billing period is credited to your next invoice. Credits have no cash value and are not refunded.
  • Cancellation. You can cancel a paid plan at any time from the Billing page. Cancellation takes effect at the end of the current billing period; you keep access to paid features until then, and your account then moves to the free plan. Except where required by law, payments are non-refundable, and we do not give refunds or credits for partial periods, unused limits, or downgrades.
  • Price changes. We may change prices for future billing periods. We will give you at least 30 days’ notice by email before a price increase applies to your subscription. If you do not agree, cancel before the increase takes effect.
  • Limits. We email you when you reach 80 percent and 100 percent of a plan limit. If you reach a limit, you keep your existing data but will need to upgrade before adding more. If your data exceeds the limits of a plan you downgrade to, you keep the data but cannot add more until you are within the limits.
  • Failed payment. If a payment fails, Stripe retries it. If it is not resolved within a reasonable time, we may move your account to the free plan or suspend paid features until payment is made. You remain responsible for amounts owed.
  • Chargebacks. If you dispute a charge with your bank instead of contacting us first, and the charge was valid, we may suspend the account until the matter is resolved.
  • Enterprise. Enterprise plans are sold under a separate written agreement, which controls if it conflicts with these Terms.

5. Acceptable use

You agree not to, and not to let anyone else:

  • Upload unlawful, fraudulent, infringing, defamatory, or malicious content, or content you do not have the right to share.
  • Enter government identification numbers (such as Social Security or tax identification numbers), bank account numbers, or health information into vendor fields, notes, or messages.
  • Try to gain unauthorized access to the Services, other customers’ data, or our systems, or probe, scan, or test their vulnerability without our written permission.
  • Interfere with or disrupt the Services, place an unreasonable load on them, or use them to send spam or unsolicited messages.
  • Use the vendor portal or reminder emails to contact anyone who is not a vendor, contractor, or supplier of yours, or to send content other than document requests.
  • Copy, resell, sublicense, or make the Services available to third parties outside your company, except your own vendors through the features we provide.
  • Reverse engineer, scrape, or use automated tools to access the Services, except where the law allows it despite this restriction.
  • Misuse the AI extraction feature, for example by automating it to get around plan limits, or use outputs from it to build a competing service.
  • Remove or alter any notice, branding, or link in emails the Services send on your behalf.

We may suspend access immediately to protect the Services or other customers if we reasonably believe these rules have been broken, and we will tell you why unless the law prevents it.

6. Your data

  • Ownership. You keep all rights to the documents, vendor information, and other data you or your vendors put into the Services (“Customer Data”).
  • Our use. You give us permission to host, copy, process, transmit, and display Customer Data only as needed to provide, secure, support, and improve the Services, and as described in our Privacy Policy. We act as your processor for Customer Data and will process it only on your documented instructions, which these Terms and your use of the Services make up. We do not use Customer Data to train AI models, and we do not allow our providers to.
  • Your responsibilities. You are responsible for the accuracy and legality of Customer Data, for having the right and any notices or consents needed to share information about your vendors with us and to have us contact them on your behalf, and for responding to your vendors’ requests about their information. Reminder and request emails are sent in your company’s name at the addresses you enter; we are not responsible for emails sent to a wrong address you entered.
  • Backups and export. You can download your documents at any time while your account is active. We keep backups for disaster recovery, but you are responsible for keeping your own copies of documents you need. After your account is closed, you can ask us for a copy of your Customer Data within 30 days at legal@thecertitrack.com. After that, we delete it as described in our Privacy Policy.
  • Aggregated data. We may use data about how the Services are used, in a form that does not identify you, your users, or your vendors, to operate and improve the Services.

7. AI-assisted extraction

The Services use AI to read documents and suggest details such as expiry dates, effective dates, policy numbers, insurer names, and coverage amounts. AI can make mistakes, including missing or misreading a date. Suggested details do not count until a person on your team reviews and confirms them, and you must do so before relying on them. Each AI reading counts toward your plan’s monthly extraction limit, whether or not it succeeds. We may change the AI provider or model we use. Section 2 (What the Services do not do) applies to all AI output.

8. Vendor portal

Customers may send their vendors a secure link to upload documents. If you are a vendor using such a link:

  • You are using the Services at the request of our customer, not as a CertiTrack customer. The customer, not CertiTrack, decides what documents it needs and whether to accept them.
  • You may upload only documents that belong to you or that you have the right to share, and only in response to the request. Section 5 (Acceptable use) applies to you.
  • Links expire and accept a limited number of files. Uploaded documents wait for the customer’s review and are visible to the customer’s users.
  • Questions about why documents are requested, or about your information, go to the customer. Our Privacy Policy explains how we handle your information on their behalf.

We may disable a link or stop sending emails to an address at any time, for example after a bounce or complaint.

9. Third-party services

The Services rely on third-party providers, including Xano (backend and database), Amazon Web Services (document storage), Cloudflare (hosting and network security), Stripe (payments), Anthropic (AI document reading), Resend (email delivery), ZeroBounce (email address checks), and Google Fonts (typeface delivery). Your use of Stripe’s checkout and billing pages is also subject to Stripe’s terms. We are not responsible for third-party services we do not control, but we choose our providers carefully and require them to protect your data. Email delivery depends on your and your vendors’ mail providers; we cannot guarantee that any email will be delivered or read.

10. Our intellectual property

We and our licensors own the Services, including the software, design, text, logos, and content, and all related rights. The CertiTrack name and logo are our trademarks; you may not use them without our written permission. These Terms give you a limited, non-exclusive, non-transferable, revocable right to use the Services for your internal business purposes during your subscription. No other rights are granted. If you send us feedback or suggestions, we may use them without any obligation to you.

If you believe content on the Services infringes your copyright, email legal@thecertitrack.com with the details and we will respond.

11. Availability and support

We work to keep the Services available and reliable, but they may occasionally be unavailable for maintenance, updates, or reasons outside our control. We do not offer a guaranteed uptime commitment unless agreed in a separate written agreement. Support is provided by email, at the level included in your plan, during normal business hours in the Pacific time zone.

12. Disclaimers

The Services are provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement, and any warranty arising from course of dealing or usage of trade. We do not warrant that the Services will be error-free or uninterrupted, that every reminder or email will be sent or delivered, that extracted information will be accurate or complete, that a compliance score reflects a vendor’s real compliance, or that use of the Services will satisfy any legal, contractual, or insurance requirement. Any advice or information from us, whether written or oral, does not create a warranty.

13. Limitation of liability

To the fullest extent permitted by law:

  • Neither party is liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, business, goodwill, or data, even if advised of the possibility. In particular, we are not liable for any loss arising from an expired, missing, invalid, or inadequate vendor document, a missed or late reminder, a payment made to a non-compliant vendor, or a claim, loss, or liability involving one of your vendors.
  • Each party’s total liability arising out of or relating to these Terms or the Services is limited to the amounts you paid us for the Services in the 12 months before the event giving rise to the claim. If you use only the free plan, our total liability is limited to US$100.

These limits do not apply to your payment obligations, to either party’s indemnity obligations, to a party’s gross negligence or willful misconduct, or to liability that cannot be limited by law. They apply together, and the limits above apply across all claims combined. You agree that these limits are a reasonable allocation of risk given the price of the Services.

14. Indemnity

You will defend and indemnify CertiTrack and its owner, employees, and contractors against third-party claims, and related losses, damages, and reasonable costs including attorneys’ fees, arising from Customer Data, your vendors’ claims relating to your use of the Services, your use of the Services in breach of these Terms, or your violation of law or of someone else’s rights. We will notify you promptly of any such claim and cooperate at your expense; you may not settle a claim in a way that admits fault on our behalf without our written consent.

15. Term, suspension, and termination

  • These Terms apply from when you first use the Services until your account is closed.
  • You may close your account at any time by cancelling your plan and emailing us at legal@thecertitrack.com.
  • We may suspend or close your account if you materially breach these Terms and do not fix the breach within 10 days of notice, or immediately for serious or repeated breaches, unlawful use, non-payment, or security risks.
  • We may close a free account that has not been signed in to for 12 months, after emailing the account owner at least 30 days in advance.
  • When your account is closed, your right to use the Services ends, outgoing reminders and upload links stop, and your data is handled as described in Section 6 and our Privacy Policy. Sections 2 (What the Services do not do), 6 (Backups and export; Aggregated data), 7, 10, and 12 through 18 continue to apply.

16. Changes to these Terms

We may update these Terms from time to time. We will post the new version on this page and update the “Last updated” date. If a change is material, we will notify account owners by email or in the application at least 30 days before it takes effect, unless the change is required by law or concerns a new feature, in which case it takes effect when posted. If you continue to use the Services after the change takes effect, you accept the updated Terms. If you do not agree, close your account before then. We keep a record of the version of the Terms each account accepted.

17. Governing law and disputes

These Terms are governed by the laws of the State of Washington, USA, without regard to conflict of law rules, and the United Nations Convention on Contracts for the International Sale of Goods does not apply.

Before starting a legal claim, each party agrees to email the other a description of the dispute and to try in good faith to resolve it within 30 days. If that fails, the state and federal courts located in King County, Washington have exclusive jurisdiction over any dispute arising from these Terms or the Services, and both parties consent to that jurisdiction and venue. Either party may seek an injunction in any court to protect its intellectual property or confidential information.

To the extent the law allows, any claim arising out of these Terms or the Services must be started within one year after it arises, or it is permanently barred.

18. General

  • Entire agreement. These Terms, together with our Privacy Policy and any order form or written agreement we sign with you, are the entire agreement between us about the Services and replace any earlier agreements or statements. If they conflict, a signed written agreement controls, then these Terms, then the Privacy Policy.
  • Severability. If any part of these Terms is found unenforceable, it will be enforced to the greatest extent allowed and the rest stays in effect.
  • No waiver. Not enforcing a right is not a waiver of it.
  • Assignment. You may not transfer these Terms without our written consent. We may transfer them in connection with a merger, acquisition, reorganization, or sale of assets, or to a company we form to carry on the business.
  • Force majeure. Neither party is responsible for delays or failures caused by events beyond its reasonable control, including outages at the third-party providers in Section 9, except for payment obligations.
  • Independent parties. The parties are independent contractors. These Terms create no partnership, joint venture, agency, or employment relationship, and no third party (including your vendors) has rights under them.
  • Electronic communications. You agree to receive notices, invoices, and other communications from us electronically, by email to the address on your account or in the application, and that they satisfy any legal requirement for written communication. Clicking to accept these Terms has the same effect as a signature.
  • Export. You will comply with United States and other applicable export and sanctions laws when using the Services.
  • Notices. We send notices to the email address on your account. You can send notices to legal@thecertitrack.com.
  • Headings and language. Headings are for convenience only. These Terms are written in English, and any translation is for convenience only.

19. Contact

Questions about these Terms: legal@thecertitrack.com.