Terms of Service

01The agreement

By creating an account, uploading content, or using any part of ProposalPilot, you agree to these Terms of Service. If you are accepting on behalf of an organization, you represent that you have authority to bind that organization, and "you" then refers to both you personally and the organization. The Privacy Policy is incorporated into these terms by reference.

02Accounts and eligibility

You must be at least 18 years old and able to form a binding contract under the laws of your jurisdiction. You are responsible for keeping your credentials confidential, enabling multi-factor authentication where offered, and notifying us promptly if you suspect unauthorized access. Every action taken under your credentials is treated as taken by you.

We may refuse, suspend, or terminate accounts that we reasonably believe are being used to cause harm, evade sanctions, or violate these terms.

03Your content

You retain all rights to the RFPs, supporting documents, firm context, differentiators, and other content you upload or create inside ProposalPilot. We refer to that collectively as "Customer Content."

You grant ProposalPilot a worldwide, non-exclusive, royalty-free license to host, copy, transmit, display, and process Customer Content solely to provide the product to you — including routing it through the AI models that generate the compliance matrix, draft, checklist, and other outputs you asked for. This license exists only for the purpose of running the product and ends when you delete the content or close your account.

You represent that you have the right to upload the content you upload, and that doing so does not violate a non-disclosure agreement, procurement rule, or third-party license you are bound by.

04Acceptable use

You agree not to use ProposalPilot to:

• Generate proposals that knowingly misrepresent facts, qualifications, past performance, or certifications.
• Evade a lawful debarment, suspension, or other procurement ineligibility determination.
• Upload content you do not have the right to process, including classified, export-controlled, or restricted-access material without proper authorization.
• Reverse-engineer the platform, probe it for vulnerabilities outside a coordinated disclosure process, or attempt to extract other customers' content.
• Resell, sublicense, or white-label the service without a written reseller agreement from us.
• Interfere with the stability of the service — including scraping, high-volume automated requests, or circumventing rate limits.

05AI-generated outputs

ProposalPilot uses large language models to generate compliance matrices, drafts, checklists, and other artifacts. Outputs are first drafts intended for review by a qualified human, not final submissions. You are responsible for reading, verifying, and editing every output before sending it to a buyer, a review board, or a public procurement portal.

AI models can produce content that is inaccurate, incomplete, or internally inconsistent. They can also, in rare cases, generate content that resembles material in their training data. ProposalPilot flags gaps and open questions to mitigate this, but the obligation to verify remains with you.

Between you and ProposalPilot, outputs generated from your Customer Content are treated as part of your Customer Content — yours to use, edit, submit, or discard as you see fit.

06Subscriptions and trials

ProposalPilot is sold as a monthly or annual subscription. Plan details and prices are on the pricing page and are incorporated by reference. We offer a 7-day free trial for new accounts. During the trial you can use the product at the Starter tier; no payment method is required to start the trial, and the trial does not auto-convert into a paid subscription.

When you start a paid subscription, it renews automatically at the end of each billing period until you cancel. You can cancel from workspace settings at any time; cancellation takes effect at the end of the current billing period. We do not prorate partial months.

07Billing and taxes

Fees are charged in U.S. dollars unless we agree otherwise in writing. You authorize us and our payment processor to charge the card or billing method on file for the applicable fees, including automatic renewals. Prices exclude taxes; you are responsible for applicable VAT, GST, sales tax, and withholding tax, unless we are legally required to collect them.

If a charge fails, we will retry and notify you. If the failure isn't resolved within 14 days, we may suspend your workspace. Suspended workspaces retain their content through the standard retention window so you can recover your drafts once billing is current.

Annual plans are billed as a single yearly payment and are non-refundable except as required by law. Monthly plans are non-refundable for the current period. If we materially increase prices, the new price applies to your next renewal, and we will give at least 30 days' notice before that renewal.

08Confidentiality

Each party agrees to protect the other's Confidential Information with the same care it uses for its own confidential information, and at minimum with reasonable care. Customer Content is treated as your Confidential Information. These obligations continue for three years after the end of your subscription, except for trade secrets, which are protected for as long as they remain trade secrets.

09Intellectual property

ProposalPilot — including the software, interface, workflow design, and brand — is and remains our property and the property of our licensors. Nothing in these terms transfers our IP to you. Feedback you share with us is welcome; by sending it you grant us a non-exclusive, perpetual, royalty-free license to use it to improve the product, without obligation to compensate you.

10Warranties and disclaimers

We warrant that we will provide the service with commercially reasonable skill and care, and that we will not materially decrease the functionality of a paid tier during a committed term. Beyond those commitments, and except where prohibited by law, ProposalPilot is provided "as is" without warranties of any kind, whether express, implied, statutory, or otherwise — including warranties of merchantability, fitness for a particular purpose, accuracy of outputs, or non-infringement. We do not warrant that any proposal generated by the platform will win a bid or meet every requirement of a specific procurement.

11Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or for lost profits, lost revenue, lost goodwill, or lost contracts, even if advised of the possibility. Each party's total aggregate liability for any claim arising out of or relating to these terms is capped at the greater of (a) the fees you paid to ProposalPilot in the 12 months before the event giving rise to the claim, or (b) one hundred U.S. dollars.

The above caps do not apply to your obligation to pay fees, to either party's breach of confidentiality, or to any liability that cannot be limited under applicable law.

12Termination

You can terminate your subscription at any time from workspace settings. We can terminate for cause — including material breach of these terms — with at least 14 days' written notice and an opportunity to cure, unless the breach involves acceptable use (section 4), in which case we may act immediately. On termination, your access ends, and your Customer Content is deleted in accordance with the retention windows described in the Privacy Policy. You can request an export of your workspace content for up to 30 days after termination.

13Governing law

These terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-law rules. The parties submit to the exclusive jurisdiction of the state and federal courts located in Wilmington, Delaware, for any dispute not resolved informally. Each party waives any right to a jury trial. Nothing in this section prevents either party from seeking injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

14Changes to these terms

We may update these terms from time to time. When we make a material change, we will update the "Last updated" date, email account owners, and give at least 30 days' notice before the change takes effect. Continued use of the product after the effective date constitutes acceptance. If you do not accept the change, you can cancel before the effective date and receive a prorated refund of any pre-paid, unused annual fees.

15Contacting us

For questions about these terms or to send a formal legal notice, email founder@proposalpilot.net. Notices sent by email are effective on delivery. Notices sent by physical mail will be treated as received three business days after posting to the address we most recently confirmed to you in writing.

If you have negotiated a separate written agreement with ProposalPilot — for example, a master subscription agreement or an enterprise DPA — that agreement controls where it conflicts with these terms.