Terms of Service

1. Agreement

These Terms of Service (the “Terms”) govern access to and use of the Records Labs platform, APIs, website widgets, browser extension, and related services (the “Service”) provided by Records Labs (“we”, “us”). By creating an account, joining an organization workspace, or using the Service, you agree to these Terms on your own behalf and, where applicable, on behalf of the organization you represent (the “Customer”).

2. The Service

Records Labs turns an organization’s documents, connected systems, and other source material into a knowledge base that answers questions with citations — in the app, over the API and MCP, in Slack, through embeddable website widgets, and via the browser extension. Features vary by plan.

3. Accounts and organizations

• You must provide accurate account information and keep credentials confidential.
• Workspaces are organization-scoped. Organization administrators control membership, roles, agents, knowledge access rules, integrations, and billing for their workspace.
• You are responsible for activity under your account and for your users’ compliance with these Terms.

4. Customer content

• You own your content. Documents, connected-system records, captured pages, chat transcripts, and other material you submit (“Customer Content”) remain yours.
• You grant us the rights needed to operate the Service: to store, process, index, transform (for example, chunking, embedding, transcription, extraction), and display Customer Content to your authorized users, your website visitors where you enable a widget, and the AI models the Service uses on your behalf.
• You are responsible for having the necessary rights to the content you connect or upload, including content from third-party systems you authorize (for example Google Drive, Gmail, HubSpot, Epicor, Slack).
• The data-retention and training setting in your organization’s settings applies to the AI models that write answers. The subprocessors that read and index your files follow their own training and data-retention policies, which our Privacy Policy outlines.

5. AI-generated output

The Service generates answers with large language models and cites the source material it drew from. AI output can be wrong or incomplete, even when cited. You are responsible for reviewing output before relying on it or publishing it, and for how answers exposed through your widgets are used on your sites. The Service is not a substitute for professional (legal, medical, financial) advice.

6. Plans, credits, and billing

• Paid plans and credit packs are billed through Stripe. By purchasing, you authorize the charges associated with your selected plan, pack, or auto-reload configuration.
• Usage of the Service (answers, ingestion, and other metered actions) consumes credits as described on the billing pages. Credit balances, expiry, and overage behavior are shown in your billing settings at the time of purchase.
• Except where required by law or expressly stated otherwise, fees and consumed credits are non-refundable.
• We may change pricing with reasonable advance notice; changes apply from your next billing period.

7. Acceptable use

You will not, and will not permit anyone to:

• use the Service to violate law or third-party rights;
• upload malicious code or attempt to probe, breach, or overload the Service;
• attempt to access another organization’s data, bypass knowledge-access rules, widget scoping, or rate limits;
• resell or white-label the Service without a written agreement;
• use the browser extension or capture tooling to collect content you do not have the right to collect.

8. Website widgets and your end users

When you embed a Records Labs widget on your site, you decide what knowledge it can use, who it trusts (origin locks, signed passes, signed-in visitor identity), and what visitor information your site passes to it. Between you and your site’s visitors, you are the data controller: you are responsible for your own privacy notice, for any consent your jurisdiction requires (the widget supports a consent-required tracking mode), and for the accuracy of identity or traits your systems assert about visitors.

9. Connected services

Integrations (for example Google Drive, Gmail, Slack, HubSpot, Epicor) act under the authorization you grant them and are subject to the third party’s own terms. You may disconnect them at any time; content already ingested remains governed by your workspace’s retention controls.

10. Security and confidentiality

We maintain administrative, technical, and organizational safeguards appropriate to the Service (tenant isolation, access rules, encryption in transit). No system is perfectly secure; you are responsible for configuring knowledge visibility, widget audiences, and member permissions to match your risk tolerance.

11. Intellectual property

We own the Service, including software, models of operation, and design. These Terms grant no rights in our brands or code except the limited right to use the Service. Feedback you provide may be used to improve the Service without obligation.

12. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY THAT AI OUTPUT WILL BE ACCURATE OR ERROR-FREE.

13. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS OR DATA; AND OUR AGGREGATE LIABILITY ARISING OUT OF THE SERVICE WILL NOT EXCEED THE AMOUNTS PAID BY THE CUSTOMER FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE CLAIM. NOTHING IN THESE TERMS LIMITS LIABILITY THAT CANNOT BE LIMITED BY LAW.

14. Suspension and termination

You may stop using the Service and cancel at any time from billing settings. We may suspend or terminate access for material breach, security risk, or non-payment, with notice where practicable. Upon termination, your workspace’s export and retention controls govern your data; we delete or de-identify Customer Content on the schedule described in the Privacy Policy.

15. Changes to these Terms

We may update these Terms. Material changes will be announced in the app or by email, and take effect no sooner than 14 days after notice, except where changes are required by law. Continued use after the effective date constitutes acceptance.

16. Governing law

These Terms are governed by the laws of the State of Missouri, excluding its conflict-of-law rules. The state and federal courts located in Missouri have exclusive jurisdiction over disputes arising out of these Terms or the Service, and each party consents to venue there. [Counsel to confirm venue county/district and whether an arbitration clause is preferred.]

17. Contact

Records Labs — legal@recordslabs.ai