Terms of Services

Last Updated: November 9, 2024

1. Introduction and Acceptance of Terms

Welcome to RecordsKeeper.AI (the “Platform”), operated by Recordskeeper, Inc, Delaware C-corp (“RecordsKeeper.AI,” “we,” “us,” or “our”). These Terms of Use (“Terms”) govern your access to and use of the Platform, including any associated websites, mobile applications, APIs, and services (collectively, the “Services”).

BY ACCESSING OR USING THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREED TO BE LEGALLY BOUND BY THESE TERMS. IF YOU DO NOT AGREE, YOU MUST CEASE USING THE SERVICES IMMEDIATELY.

2. Definitions

For the purposes of these Terms:

“Content” refers to any data, text, software, images, videos, documents, or other materials uploaded, stored, or processed through the Services.
“User” or “you” refers to any individual or entity that accesses or uses the Services.
“Account” refers to a registered user profile on the Platform.
“Subscription” refers to a paid plan granting access to specific features of the Platform.

3. Service Description

RecordsKeeper.AI is a SaaS platform that leverages AI and blockchain technology to automate record management and compliance. Our Services include AI-powered document categorization, blockchain-based security and verification, automated compliance monitoring, smart document search and retrieval, secure data rooms, digital signing capabilities, and activity monitoring with analytics.

While we strive to provide high-quality and reliable Services, Users must acknowledge and accept the risks involved in using a digital, AI-powered, and blockchain-integrated SaaS platform, including:

Technology Risks: Our AI algorithms and blockchain mechanisms, while advanced, are not immune to potential glitches, bugs, or misinterpretations.
Data Loss & Corruption: Although we implement security best practices, we do not guarantee that data stored on the Platform will be permanently retrievable. Users are advised to maintain their own backups.
Cybersecurity Risks: We employ stringent security protocols, but no system is entirely immune to hacking attempts, unauthorized data breaches, or third-party cyber threats.
Legal & Compliance Risks: Users are responsible for ensuring that their use of our Platform complies with all applicable laws and industry-specific regulations. RecordsKeeper.AI does not provide legal advice.

4. Account Registration and Security

To use certain features of the Services, you must create an Account by providing accurate and complete registration details. You must be at least eighteen (18) years old to register. If you are registering on behalf of a company or entity, you confirm that you have the authority to bind the entity to these Terms.

Your Responsibilities:

You are responsible for maintaining the confidentiality of your login credentials.
You must notify us immediately if you suspect any unauthorized access to your Account.
RecordsKeeper.AI is not liable for any loss or damage arising from unauthorized access due to your failure to secure your Account.

5. Beta Disclaimer

The RecordsKeeper.AI Platform is currently in its early beta stage, meaning that the Services are still under active development and testing. As such, you acknowledge and agree that:

First, the Platform may contain bugs, inaccuracies, vulnerabilities, security flaws, and other issues that have not yet been fully identified or resolved. While we make ongoing efforts to improve stability and performance, users may encounter system errors, unexpected downtime, or functionality gaps.

Second, RecordsKeeper.AI provides no warranty, guarantee, or representation that the Platform will operate without disruptions, defects, or errors at all times. Service availability, reliability, and security are subject to ongoing updates, patches, and maintenance.

Third, we do not guarantee continuous uptime or uninterrupted service. The Platform may experience scheduled and unscheduled maintenance, unexpected failures, or temporary outages. RecordsKeeper.AI assumes no liability for data loss, business disruptions, or any consequences arising from platform inaccessibility or technical malfunctions.

By using the Services during the beta stage, you accept the risks associated with an early-stage technology platform and agree to report any issues or vulnerabilities to [email protected] to help improve the system.

6. AI-Specific Risks and Limitations

RecordsKeeper.AI utilizes artificial intelligence (“AI”) to assist with document classification, compliance automation, and data processing. Users acknowledge and accept that:

First, AI-generated content may contain inaccuracies, misinterpretations, or biases due to the inherent limitations of machine learning models. While we continuously improve our AI capabilities, we do not guarantee that all AI-driven outputs will be accurate, complete, legally sound, or error-free. Users must exercise independent judgment before relying on AI-generated insights.

Second, any data uploaded to our Platform for AI processing carries inherent risks. Users remain solely responsible for verifying the accuracy, completeness, and legality of the content they submit. If incorrect, incomplete, or misleading data is uploaded, the AI-generated outputs may be flawed as a result.

Third, RecordsKeeper.AI assumes no responsibility for any business, financial, or legal decisions made based on AI-generated recommendations, predictive analysis, or automated data classification. Users are strongly advised to independently validate AI-driven insights before taking action, particularly in high-stakes scenarios such as financial transactions, compliance audits, or regulatory filings.

Fourth, AI technology is evolving, and its reliability and accuracy depend on various factors, including training data, contextual understanding, and technological advancements. Users accept that AI-driven outputs should not be used as a substitute for human expertise, professional advice, or legally binding decision-making processes.

7. Copyright and Intellectual Property Rights

All trademarks, trade names, images, logos, branding elements, and proprietary marks related to the Site, its SaaS platform, applications, services, and associated organizations are the exclusive intellectual property of RecordsKeeper.AI, its licensors, or third-party partners. Unauthorized use of these elements without prior written consent is strictly prohibited.

Nothing in these Terms shall be construed as granting, by implication, estoppel, or otherwise, any license or right to use any trademark, patent, copyright, or proprietary material belonging to RecordsKeeper.AI or its affiliated entities without express written permission.

All copyrights, trademarks, patents, proprietary software, database rights, and other intellectual property rights related to the Platform and its content shall remain the sole and exclusive property of RecordsKeeper.AI or its licensors. Any modifications, enhancements, derivative works, or adaptations of the Platform’s content, whether made by RecordsKeeper.AI or a third party, shall also be deemed the exclusive property of RecordsKeeper.AI.

By accessing or using the Site, you agree that all materials provided through the Services, including but not limited to text, graphics, software, code, videos, layout, module design, usage flow, documentation, and other digital assets, are made available solely for your personal or authorized business use. You may not, under any circumstances, do any of the following without obtaining prior written permission from RecordsKeeper.AI:

Copy, reproduce, modify, publish, distribute, transmit, display, sell, license, or exploit any portion of the Platform’s content.
Download, scrape, or extract data from the Site, applications, or Services for commercial use.
Disassemble, reverse-engineer, or attempt to access the source code or underlying components of the Services.
Use any automated means, including but not limited to bots, spiders, crawlers, or scrapers, to access, monitor, or collect information from the Platform.
Utilize RecordsKeeper.AI’s proprietary trademarks, branding, or content in any way that falsely implies an affiliation, endorsement, or sponsorship.

Any unauthorized use of the intellectual property owned by RecordsKeeper.AI may result in legal action, including but not limited to claims for damages, injunctions, and termination of access to the Services.

If you believe that any content on the Platform infringes upon your intellectual property rights, please contact us at [email protected] with relevant details so that we can take appropriate action in accordance with applicable laws.

8. Acceptable Use and Prohibited Activities

Users must use the Platform in compliance with applicable laws and for legitimate business or personal record-keeping purposes. The following activities are strictly prohibited:

Uploading, distributing, or storing content that contains or promotes child exploitation, pornography, sexual abuse material, rape, non-consensual intimate images, or any form of sexually explicit content.
Uploading, distributing, or storing content related to hate speech, Nazi propaganda, terrorism, or extremist ideology.
Uploading, distributing, or storing criminal content such as violent or graphic materials, execution videos, assault, torture, or any content promoting harm to individuals or groups.
Uploading, distributing, or storing content associated with drug trafficking, human trafficking, arms trading, or any form of organized crime.
Uploading malicious code, viruses, Trojan horses, or any software intended to disrupt, damage, or gain unauthorized access to the Platform or its users.
Engaging in hacking, unauthorized access, or attempting to exploit vulnerabilities in the system.
Using the Services for illegal, fraudulent, or unethical activities, including money laundering, identity theft, or fraudulent financial schemes.
Storing or transmitting any defamatory, harassing, threatening, obscene, misleading, or unlawful content.

RecordsKeeper.AI reserves the right to suspend, block, or terminate access to any user or associated entity found engaging in the prohibited activities mentioned above. We may also report such activities to law enforcement authorities as required by law.

Additionally, our AI-powered processing systems may refuse to analyze, process, or store content that falls under prohibited categories. The AI may automatically flag, restrict, or deny processing of certain files based on predefined guidelines, ethical standards, community policies, and local legal regulations. We reserve the right to expand the scope of restricted content to align with evolving legal requirements and best practices in digital safety.

9. Data Privacy and Security

We process your data in accordance with our Privacy Policy. You retain ownership of your Content, but you grant us a limited license to process and store it solely for providing our Services.

While we implement strict security measures, you acknowledge that:

No digital system is completely secure, and we cannot guarantee absolute protection against cyber threats.
Blockchain-based data is immutable, and once recorded, it cannot be altered or removed.

10. Subscription, Payments, and Refunds

RecordsKeeper.AI offers its Services on a subscription basis, where users are required to pay the applicable subscription fees in advance to gain access to the Platform. By subscribing to our Services, you agree to abide by the following payment and renewal terms:

10.1 Subscription, Payments, and Refunds

All subscription fees are charged in advance and are non-refundable, except as expressly required by applicable law.
Subscription fees and pricing structures may be updated or modified at the sole discretion of RecordsKeeper.AI. Users will be notified of any price changes at least 30 days in advance.
If you do not agree with the revised pricing, you may cancel your subscription before the next billing cycle. Continued use of the Services after a price change constitutes acceptance of the new rates.
Users are responsible for maintaining up-to-date billing information, including credit card details or other payment methods, to avoid payment failures.

10.2 Subscription Renewals and Access Restrictions

Subscriptions will renew automatically at the end of each billing cycle unless canceled before the renewal date.
If a renewal payment fails or remains unpaid for seven (7) days from the due date, RecordsKeeper.AI reserves the right to lock access to your account, including all stored files, records, and documents.
During the period of non-payment, users will be unable to retrieve, download, or access their data.
Full access to the account and stored files will only be restored once the outstanding balance, including all due invoices, is paid in full.
If payment is not made within a reasonable timeframe, RecordsKeeper.AI may permanently suspend or terminate the account and delete associated data, without liability.

10.3 No Access to Files Without Full Payment

Users acknowledge and agree that RecordsKeeper.AI will not provide access to their records, files, or stored content if there are outstanding payments due. This includes past-due invoices, failed renewals, or partially paid balances. Users must settle all outstanding dues before regaining access to their account and associated files.

10.4 Cancellation and Refund Policy

The RecordsKeeper.AI Platform is currently in its early beta stage, meaning that the Services are still under active development and testing. As such, you acknowledge and agree that:

Users may cancel their subscription at any time via the account settings. Cancellations will take effect at the end of the current billing cycle.
No refunds or prorated reimbursements will be provided for unused portions of the subscription period.
If a refund is required by law, RecordsKeeper.AI will process it within a commercially reasonable timeframe, subject to deductions for any applicable transaction fees.

10.5 Payment Disputes

If you believe a charge was made in error, you must contact RecordsKeeper.AI at [email protected] within seven (7) days of the disputed transaction.
Chargebacks or disputes initiated through your payment provider without first contacting RecordsKeeper.AI may result in immediate termination of your account.

11. Limitation of Liability

The Services are provided on an “AS IS” and “AS AVAILABLE” basis, without any warranties, express or implied, including but not limited to the warranties of merchantability, fitness for a particular purpose, non-infringement, or uninterrupted availability. RecordsKeeper.AI does not guarantee that the Services will function without disruptions, errors, delays, or security vulnerabilities.

To the fullest extent permitted by law:

RecordsKeeper.AI shall not be liable for any indirect, incidental, special, punitive, or consequential damages, including but not limited to loss of business, lost profits, lost data, system failures, reputational harm, or loss of goodwill arising from or related to the use of, inability to use, or reliance on the Services, even if advised of the possibility of such damages.
RecordsKeeper.AI shall not be responsible for any errors, inaccuracies, security breaches, data leaks, unauthorized access, cyber-attacks, server downtime, or service interruptions beyond its reasonable control.
RecordsKeeper.AI shall not be liable for any decision, financial transaction, legal action, compliance measure, or business strategy undertaken based on AI-generated insights, reports, predictions, or recommendations.
RecordsKeeper.AI does not assume liability for system incompatibilities, software bugs, or failures caused by third-party integrations, APIs, external services, or unauthorized modifications of the Platform.
RecordsKeeper.AI’s total cumulative liability for any claim, whether in contract, tort, negligence, strict liability, or otherwise, shall be strictly limited to the amount paid by you for the Services in the one (1) month preceding the event giving rise to the claim.

Exclusions: Some jurisdictions do not allow the exclusion or limitation of certain liabilities, so some of these limitations may not apply to you. In such cases, RecordsKeeper.AI’s liability shall be limited to the minimum extent permitted under applicable law.

12. Anti-Piracy

You agree that all content available on the RecordsKeeper.AI Website, SaaS application, and any associated subdomains, including but not limited to modules, interfaces, software code, APIs, designs, layouts, diagrams, workflows, educational materials, training resources, documentation, proprietary algorithms, databases, and multimedia content, is the exclusive property of RecordsKeeper.AI or its licensors and is fully protected by applicable intellectual property laws, including copyright, trademark, patent, and trade secret laws.

Prohibited Activities: You expressly agree that you shall not, under any circumstances:

Copy, reproduce, duplicate, scrape, mirror, modify, distribute, publish, or publicly display any content, design, software, or material from the Platform without prior written consent.
Sell, lease, license, sublicense, or commercially exploit any part of the Platform’s proprietary content, including but not limited to educational materials, SaaS modules, source code, or training resources without explicit written permission from RecordsKeeper.AI.
Reverse-engineer, decompile, disassemble, or attempt to derive the source code, algorithms, or technical framework of the Platform or any of its components.
Use automated tools, bots, crawlers, or any software to extract, scrape, or index content from the Platform.
Reproduce or use branding elements such as logos, trademarks, product names, or unique identifiers of RecordsKeeper.AI in a misleading or unauthorized manner.
Bypass, disable, or attempt to circumvent any digital rights management (DRM), security protocols, encryption, or access control mechanisms embedded in the Platform.

Enforcement and Consequences: Any attempt to engage in piracy, unauthorized duplication, or infringement of RecordsKeeper.AI’s intellectual property rights may result in:

Immediate suspension or termination of access to the Platform without prior notice.
Legal action, including civil claims for damages and injunctive relief.
Criminal prosecution under applicable anti-piracy and intellectual property laws.
Monetary penalties, fines, or recovery of losses incurred by RecordsKeeper.AI due to unauthorized use.

Reporting Violations: If you become aware of any piracy, unauthorized copying, or intellectual property infringement related to RecordsKeeper.AI, you must report such activities immediately at [email protected].

13. Indemnification

By using the Services, you agree to fully indemnify, defend, and hold harmless RecordsKeeper.AI, its parent company, subsidiaries, affiliates, officers, directors, employees, agents, licensors, partners, investors, contractors, successors, and assigns (collectively, the “Indemnified Parties”) from and against any and all claims, demands, liabilities, damages, losses, costs, fines, penalties, legal fees, and expenses (including reasonable attorneys’ fees and court costs) arising from or related to:

Your access to or use of the Services in violation of these Terms or any applicable law or regulation.
Your Content, including but not limited to any information, data, files, or media you upload, store, or transmit through the Platform, which infringes upon the intellectual property rights, privacy rights, proprietary rights, or any other legal rights of third parties.
Your misuse, abuse, unauthorized access, or fraudulent activities in connection with the Platform.
Any actual or alleged violation of third-party agreements, licenses, or rights resulting from your use of the Services.
Any breach of data protection laws due to your negligence in handling personal, confidential, or proprietary information.
Any legal dispute, claim, investigation, or enforcement action initiated by a regulatory authority, government agency, or other third party as a result of your use of the Services.

RecordsKeeper.AI reserves the right to assume the exclusive defense and control of any matter subject to indemnification by you, in which case you agree to cooperate fully with RecordsKeeper.AI in asserting available defenses.

Survival: This indemnification clause shall survive termination, expiration, or cancellation of your use of the Services and remain in full force and effect.

14. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States of America, without regard to its conflict of law principles or rules that would cause the application of the laws of any other jurisdiction.

Exclusive Jurisdiction: Any dispute, controversy, or claim arising out of or relating to these Terms, the Services, or your relationship with RecordsKeeper.AI (whether contractual or otherwise) shall be subject to the exclusive jurisdiction of the state and federal courts located in the State of Delaware, USA. By accessing or using the Services, you irrevocably submit to the personal and exclusive jurisdiction of these courts and waive any objections related to venue, jurisdiction, or forum non conveniens.

Dispute Resolution Process: Prior to initiating any formal legal proceeding or arbitration, both parties agree to attempt to resolve any disputes in good faith through written notice and discussion. If the dispute is not resolved within thirty (30) days of such notice, the dispute shall be finally resolved by binding arbitration as described below.

Arbitration Proceedings

The arbitration shall be conducted under the rules of the American Arbitration Association (AAA) or another recognized U.S.-based arbitration body, as mutually agreed upon by the parties.
The seat of arbitration shall be the State of Delaware, USA, and the language of arbitration shall be English.
The arbitration tribunal shall consist of a single arbitrator with expertise in commercial and technology matters, appointed in accordance with the applicable rules appointed by RecordsKeeper.AI.
The decision of the arbitrator shall be final and binding on both parties and may be enforced in any court of competent jurisdiction.
Each party shall bear its own legal costs and arbitration fees unless otherwise determined by the arbitrator in the final award.

International Users: If you access the Services from a jurisdiction outside the United States, you acknowledge that the laws of your jurisdiction may differ from U.S. laws. You agree that, to the maximum extent permitted by your local law, the governing law and dispute resolution provisions of the State of Delaware, USA, shall apply to your use of the Services. Nothing in these Terms restricts your rights under laws that cannot be contractually waived or limited.

Injunctive Relief: Notwithstanding the foregoing, RecordsKeeper.AI reserves the right to seek immediate injunctive or equitable relief in any court of competent jurisdiction, including temporary restraining orders or preliminary injunctions, to prevent actual or threatened unauthorized use of its intellectual property, confidential information, trade secrets, or proprietary technology.

By continuing to access or use the Services, you expressly acknowledge and agree to submit to the exclusive jurisdiction of the State of Delaware, USA, and to be bound by this dispute resolution process.

15. Force Majeure

RecordsKeeper.AI shall not be held liable for any delay, disruption, failure in performance, or inability to provide Services due to circumstances beyond its reasonable control, including but not limited to:

Natural disasters such as earthquakes, floods, hurricanes, wildfires, or other acts of God.
Epidemics, pandemics, public health crises, or government-imposed lockdowns.
Cybersecurity incidents, including hacking, ransomware attacks, data breaches, distributed denial-of-service (DDoS) attacks, or other forms of cybercrime.
Acts of war, military conflicts, civil unrest, riots, insurrections, terrorism, or sabotage.
Acts of government authorities, including laws, regulations, executive orders, embargoes, sanctions, or compliance obligations that impact service delivery.
Infrastructure failures, including but not limited to power outages, telecommunications failures, internet disruptions, cloud service provider downtime, or server failures.
Labor disputes, strikes, shortages of skilled personnel, supply chain disruptions, or transportation blockages.
Technical failures, including software bugs, AI model errors, blockchain network disruptions, data corruption, or unexpected system vulnerabilities.
Financial crises, market instability, banking failures, or currency restrictions that impact operational capabilities.

In the event of a Force Majeure occurrence, RecordsKeeper.AI shall make reasonable efforts to notify affected users as soon as possible and work toward restoring normal service operations. However, under no circumstances shall RecordsKeeper.AI be obligated to provide compensation, refunds, or assume liability for any business disruptions, data loss, revenue loss, or other damages resulting from such events.

If a Force Majeure event continues for a prolonged period, we reserve the right to modify, suspend, or terminate affected Services without liability. Users acknowledge and accept that force majeure events are unpredictable and that continued use of the Platform inherently carries the risk of potential disruptions.

16. Severability

If any provision, clause, or part of these Terms is found to be invalid, illegal, void, or unenforceable under applicable law, such provision shall be deemed modified to the minimum extent necessary to make it valid and enforceable. If modification is not possible, the affected provision shall be deemed severed from these Terms, and the remainder of these Terms shall continue in full force and effect.

The invalidity or unenforceability of any provision shall not affect the validity and enforceability of the remaining provisions, which shall remain binding and enforceable to the fullest extent permitted by law.

RecordsKeeper.AI and the User shall endeavor to replace any invalid or unenforceable provision with a legally valid and enforceable provision that most closely aligns with the original intent and purpose of the invalidated provision.

If a court or an arbitrator determines that any provision of these Terms is unenforceable due to its scope, duration, or extent, the court or arbitrator shall have the authority to modify such provision to the extent necessary to render it enforceable while maintaining its original intent.

Failure by RecordsKeeper.AI to enforce any provision of these Terms at any time shall not constitute a waiver of its right to enforce that or any other provision in the future.

17. Contact Information

For any legal inquiries or support, please contact:

Recordskeeper, Inc
2261 Market Street STE 86483,
San Francisco, CA 94114
Email: [email protected]

18. Acknowledgment

BY USING THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREED TO BE LEGALLY BOUND BY THESE TERMS.

By Industry

By Role

By Department

By Use Case

Features

Signup Now For 3-Days Free Trial

Resources

Signup Now For 3-Days Free Trial

Loading...