1. Agreement to Terms
By accessing or using RetainCopilot ("Service," "we," "us," or "our"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our Service.
These Terms constitute a legally binding agreement between you and RetainCopilot regarding your use of our website, platform, and services.
2. Description of Service
RetainCopilot provides AI-powered automation and communication tools designed for insurance agents and financial services professionals. Our services include:
- Automated policy renewal reminder sequences
- Lead capture and instant response systems
- Client communication management
- Cross-sell campaign automation
- Analytics and reporting dashboards
We are a technology service provider. We do not provide insurance, financial, or legal advice. All communications sent through our platform are sent on behalf of and under the direction of our client users.
3. Account Registration and Eligibility
To use our Service, you must:
- Be at least 18 years of age
- Be a licensed insurance agent, broker, or authorized representative of a legitimate insurance agency
- Provide accurate, current, and complete information during registration
- Maintain the security of your account credentials
You are responsible for all activities that occur under your account. Notify us immediately of any unauthorized use.
4. Acceptable Use
You agree to use our Service only for lawful purposes and in compliance with all applicable laws and regulations, including:
- CASL (Canada's Anti-Spam Legislation)
- TCPA (Telephone Consumer Protection Act, US)
- CAN-SPAM Act (US)
- GDPR (where applicable)
- PIPEDA (Personal Information Protection and Electronic Documents Act, Canada)
- All applicable insurance regulations in your jurisdiction
Prohibited Activities
You may not use our Service to:
- Send unsolicited communications (spam) to individuals who have not consented
- Send deceptive, misleading, or fraudulent messages
- Harass, threaten, or intimidate any person
- Transmit content that is illegal, defamatory, or infringing
- Attempt to gain unauthorized access to our systems or other users' accounts
- Use the Service in any manner that could damage, disable, or impair our infrastructure
- Resell, sublicense, or commercially exploit the Service without written authorization
5. Client Data and Privacy
You retain ownership of all client data you upload to our platform. You grant us a limited license to use, process, and store this data solely to provide the Service to you.
You represent and warrant that:
- You have obtained all necessary consents to communicate with your clients via email and SMS
- Your use of client data complies with all applicable privacy laws
- You have a lawful basis for processing personal information
Our handling of your data is governed by our Privacy Policy.
6. Fees and Payment
Service fees are outlined on our pricing page and in your service agreement. Key terms:
- Setup fees are due before service commencement
- Monthly fees are billed in advance
- Payments are non-refundable except as required by law
- We reserve the right to modify pricing with 30 days' written notice
- Late payments may result in service suspension
7. Service Level and Support
We use commercially reasonable efforts to maintain Service availability. However, we do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance when possible.
Support is provided via email and Slack during business hours (9 AM – 6 PM ET, Monday – Friday). Emergency support is available for critical system failures.
8. Intellectual Property
All content, software, designs, and materials provided by RetainCopilot are our intellectual property or licensed to us. You receive a limited, non-exclusive, non-transferable license to use the Service during your subscription period.
You may not reverse engineer, decompile, or attempt to extract the source code of our platform.
9. Disclaimer of Warranties
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
We do not warrant that the Service will be error-free, secure, or uninterrupted. You use the Service at your own risk.
10. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, RETAINCOPILOT SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.
Our total liability for any claim arising from these Terms shall not exceed the total amount you paid to us in the 12 months preceding the claim.
11. Indemnification
You agree to indemnify, defend, and hold harmless RetainCopilot and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from:
- Your use of the Service in violation of these Terms
- Your violation of any law or regulation
- Your infringement of any third-party rights
- Any content or communications you send through the platform
12. Termination
We may suspend or terminate your account immediately if you violate these Terms or engage in prohibited activities. You may cancel your subscription with 30 days' written notice.
Upon termination:
- Your access to the Service will cease
- You may request export of your data within 30 days
- All outstanding fees become immediately due
- Sections 8, 9, 10, 11, and 13 survive termination
13. Governing Law and Disputes
These Terms shall be governed by the laws of the Province of Ontario, Canada, without regard to conflict of law principles. Any disputes shall be resolved through binding arbitration in Toronto, Ontario, except where prohibited by law.
14. Changes to These Terms
We may update these Terms from time to time. Material changes will be notified via email or through the Service. Continued use after changes constitutes acceptance.
15. Contact Information
If you have questions about these Terms, please contact us:
Email: legal@retaincopilot.com
Business Address: Toronto, ON, Canada
Website: https://www.retaincopilot.com