Terms of Service for SepticScribe

Effective Date: February 13, 2026

1. Agreement to Terms

By accessing or using SepticScribe ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

You must be at least 18 years of age to use SepticScribe. By using the Service, you represent that you are at least 18 years old and have the legal authority to enter into this agreement.

Your use of SepticScribe is also governed by our Privacy Policy, which describes how we collect, use, and protect your data.

2. Description of Service

SepticScribe is a software-as-a-service (SaaS) platform designed for septic system maintenance professionals. The Service provides:

• Web-based dashboard for managing properties and maintenance records
• Mobile application (Android) for field maintenance and data collection
• AI-assisted generation of professional maintenance service report PDFs
• Team management tools for organizing technicians within an organization
• Vendor knowledge base with equipment specifications and maintenance guidance
• Regulatory reference materials for septic system maintenance standards

3. Account Registration and Access

To use SepticScribe, you must create an account by providing accurate and complete registration information, including a unique username, full name, email address, and organization name.

• The account creator ("Owner") establishes the organization and is responsible for all activity under that organization
• Owners may invite additional users ("Technicians") to join their organization
• Each user must maintain a unique username and keep their login credentials secure
• You are responsible for all activity that occurs under your account
• You must notify us immediately if you become aware of any unauthorized use of your account

4. Subscription and Billing

SepticScribe requires a paid subscription to access. Billing is managed through Stripe, our third-party payment processor.

• Subscription plans are billed on a monthly basis
• Additional technician seats may incur per-seat charges as specified in your plan
• Promotional codes may be applied during signup where available
• The Owner is responsible for maintaining valid payment information
• Subscriptions auto-renew at the end of each billing period unless cancelled
• You may cancel your subscription at any time through the billing management portal in your profile settings
• Cancellation takes effect at the end of the current billing period; no refunds are provided for partial billing periods
• If payment fails, access to the Service may be restricted until payment is resolved

5. Data Ownership and Responsibility

You retain full ownership of all data you enter into SepticScribe, including but not limited to:

• Property records and owner contact information
• Maintenance data, checklists, and service observations
• Photos and filing documents uploaded to the platform
• AI-generated reports produced from your maintenance data

By using the Service, you grant SepticScribe a limited, non-exclusive license to process, store, and transmit your data solely for the purpose of providing the Service to you.

You are responsible for the accuracy and legality of all data you enter. You must have appropriate authorization to store personal information (such as property owner contact details) of third parties within the Service.

6. AI-Generated Content

SepticScribe uses artificial intelligence (OpenAI) to generate professional maintenance report narratives. By using this feature, you acknowledge and agree that:

• AI-generated content is provided as a professional writing aid and starting point for your reports
• You must review all AI-generated reports for accuracy, completeness, and appropriateness before distributing them to clients, homeowners, or regulatory bodies
• SepticScribe does not guarantee the accuracy, completeness, or suitability of AI-generated content for any particular purpose
• You are solely responsible for the final content of any reports you distribute
• AI-generated reports do not constitute engineering, legal, or regulatory advice
• The AI processes textual and numeric maintenance data only; photos are not transmitted to the AI service

7. Acceptable Use Policy

You agree to use SepticScribe only for lawful purposes related to septic system maintenance business operations. You must not:

• Use the Service for any unlawful or fraudulent purpose
• Attempt to reverse-engineer, decompile, or disassemble any part of the Service
• Attempt to gain unauthorized access to the Service, other user accounts, or our systems
• Upload malicious software, viruses, or harmful content
• Share your account credentials with unauthorized individuals
• Use the Service to violate the privacy rights of any third party
• Exceed reasonable usage limits or abuse API endpoints
• Use automated scripts or bots to access the Service without our prior written consent

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

8. Intellectual Property

The SepticScribe platform, including its design, code, branding, vendor knowledge base, regulatory reference materials, and documentation, is the proprietary property of SepticScribe and is protected by applicable intellectual property laws.

Your data remains yours. Our platform remains ours. You may not copy, modify, distribute, or create derivative works based on any part of the Service without our prior written consent.

Vendor product information within the knowledge base is sourced from manufacturers and is provided for reference purposes only. SepticScribe does not endorse any specific manufacturer or product.

9. Limitation of Liability

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.

• SepticScribe is not liable for any data loss resulting from circumstances beyond our reasonable control, including but not limited to hardware failures, natural disasters, or third-party service outages
• SepticScribe is not liable for any decisions made or actions taken based on AI-generated content or information provided through the Service
• SepticScribe is not liable for the accuracy of vendor product information or regulatory reference materials
• In no event shall SepticScribe's total liability exceed the total fees you paid to SepticScribe in the twelve (12) months preceding the claim
• SepticScribe shall not be liable for any indirect, incidental, special, consequential, or punitive damages

10. Indemnification

You agree to indemnify, defend, and hold harmless SepticScribe and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of a third party
• Any data you enter into or transmit through the Service
• Any reports you distribute that were generated using the Service

11. Service Availability and Modifications

We strive to maintain high availability of the Service but do not guarantee uninterrupted or error-free operation. We may:

• Perform scheduled maintenance that may temporarily affect availability
• Modify, update, or discontinue features of the Service with reasonable notice
• Change pricing or subscription terms with at least 30 days' advance notice
• Update these Terms of Service from time to time

Material changes to these Terms will be communicated via email or in-app notification. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

12. Termination

• You may cancel your subscription and terminate your account at any time through your profile settings or by contacting us
• We may suspend or terminate your account if you violate these Terms, with notice where practicable
• Upon termination, your access to the Service is revoked
• After account deletion, your data is retained for 30 days before permanent removal, during which time you may request a data export
• Sections of these Terms that by their nature should survive termination (including Limitation of Liability, Indemnification, and Governing Law) will survive

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Province of British Columbia, Canada, without regard to conflict of law principles.

Any disputes arising from or relating to these Terms or the Service shall be resolved in the courts of British Columbia, Canada.

The handling of personal information is subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and the British Columbia Personal Information Protection Act (PIPA).

© 2026 SepticScribe. All rights reserved.