Terms of service

Last updated: March 2026

1. Service Description

CertVault ("the Service") is a document management, compliance tracking, and expense organization tool operated by CertVault LLC ("we," "us," or "our"). The Service enables general contractors to collect, store, and monitor Certificates of Insurance (COIs), W-9 tax forms, lien waivers, receipts, and other compliance and financial documents from subcontractors. The Service also provides AI-powered receipt capture, expense tracking, job cost tracking, and year-end reporting.

2. Important Disclaimers

CertVault is a document management and expense organization tool. It is not accounting software, tax preparation software, or a substitute for professional insurance advice, legal counsel, financial advice, or regulatory compliance verification.

Specifically, the Service does NOT:

  • Verify the authenticity or validity of any insurance policy or certificate
  • Guarantee that any subcontractor maintains active, valid insurance coverage
  • Provide legal advice regarding insurance requirements or compliance obligations
  • Replace the need for professional insurance brokers, attorneys, or compliance officers
  • Certify or warrant compliance with any federal, state, or local regulation
  • Provide tax advice, accounting services, or financial planning
  • Process payroll, reconcile bank accounts, or perform bookkeeping functions
  • Guarantee the accuracy of AI-extracted expense data, receipt amounts, or categorizations

The AI-powered document and receipt parsing feature uses automated text extraction and may contain errors. Users are responsible for verifying the accuracy of all parsed data, including expense amounts, vendor names, dates, and categorizations. We strongly recommend reviewing all extracted information against the original documents.

CertVault LLC is not an insurance agent, broker, consultant, or adjuster. CertVault does not engage in the business of insurance as defined by any federal, state, or local law. All compliance status determinations are automated comparisons of AI-extracted document data against user-specified thresholds and do not constitute verification of insurance coverage or advice regarding insurance adequacy.

3. Accounts and Access

General contractors ("GC Users") create accounts to manage their subcontractor compliance tracking and expense organization. Subcontractors ("Sub Users") may upload documents via tokenized links without creating an account. GC Users are responsible for the accuracy of information they provide — including expense categorizations, job assignments, and business/personal designations — and for maintaining the security of their account credentials.

4. Acceptable Use

You agree not to:

  • Upload fraudulent, forged, or misleading documents
  • Use the Service to misrepresent insurance coverage status
  • Share upload links with unauthorized parties
  • Attempt to access documents or data belonging to other users
  • Use expense data or reports generated by the Service as certified financial statements
  • Use the Service for any purpose that violates applicable law

5. Data and Privacy

We collect and store documents, receipt images, expense data, job cost data, and personal information necessary to provide the Service. Our handling of your data is described in our Privacy Policy. You retain ownership of all documents, receipt images, and data you upload or create. We do not sell your data to third parties.

You may export your expense data, job cost reports, and documents at any time through the Service. You may also request deletion of specific expense records, receipt images, or your entire account data by contacting support.

6. Billing and Cancellation

Paid subscriptions are billed monthly via Stripe. You may cancel at any time through the billing portal. Upon cancellation, your account remains accessible through the end of the current billing period. After that, your data is retained for 30 days before permanent deletion, unless you request immediate deletion.

All charges are non-refundable. No partial or prorated refunds will be issued for any reason, including early cancellation, downgrade, or unused portions of a billing period.

7. AI Processing

Documents, receipts, and images you upload are processed by AI to extract structured data such as vendor names, amounts, dates, categories, coverage limits, and other fields. This processing is performed solely to provide the Service. Your data is not used to train AI models.

AI-extracted data is provided as a convenience and may contain errors. You are solely responsible for reviewing and correcting any inaccuracies in parsed data before relying on it for business, tax, or legal purposes.

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CERTVAULT LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, ARISING FROM YOUR USE OF THE SERVICE.

OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM.

You acknowledge that CertVault does not guarantee the accuracy of AI-parsed document or receipt data, the validity of any insurance policy, the correctness of expense categorizations, or compliance with any regulatory requirement. You agree that reliance on the Service for compliance, financial, or tax decisions is at your own risk.

9. Indemnification

You agree to indemnify and hold harmless CertVault LLC from any claims, damages, or expenses arising from your use of the Service, including but not limited to claims resulting from reliance on AI-parsed data, lapsed insurance coverage, expense categorization errors, or compliance failures.

10. Changes to Terms

We may update these terms from time to time. Material changes will be communicated via email to active account holders. Continued use of the Service after changes constitutes acceptance of the updated terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Wyoming, without regard to its conflict of law provisions.

12. Dispute Resolution

Any dispute arising from these Terms or your use of the Service shall be resolved by binding arbitration administered under the rules of the American Arbitration Association, with the arbitration conducted in the State of Wyoming. Either party may seek injunctive relief in any court of competent jurisdiction. Claims eligible for small claims court may be brought there instead of arbitration.

13. Contact

For questions about these terms, contact us at support@getcertvault.com.