Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and Smartworks Solutions LLC ("Smartworks," "we," "us," or "our") governing your access to and use of SmartCore 360, including the web application, Chrome extension, APIs, and related services (collectively, the "Platform").

By accessing or using the Platform, you agree to be bound by these Terms. If you are using the Platform on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

2. Description of Service

SmartCore 360 is an AI-powered business intelligence platform that connects to your existing business systems and data to provide conversational insights, automated workflows, and operational intelligence. The Platform processes your data using third-party AI models to generate responses, summaries, and recommendations.

The Platform is provided "as is" and AI-generated outputs should be reviewed by qualified personnel before being relied upon for business decisions.

3. Account Registration

To use the Platform, you must create an account and provide accurate, complete information. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized use of your account
• Ensuring that all users within your organization comply with these Terms

4. Acceptable Use

You agree to use the Platform only for lawful business purposes and in accordance with these Terms. You shall not:

• Use the Platform to violate any applicable law or regulation
• Attempt to gain unauthorized access to the Platform or its systems
• Interfere with or disrupt the integrity or performance of the Platform
• Reverse engineer, decompile, or disassemble any aspect of the Platform
• Use the Platform to process data that you do not have the right to use
• Resell, sublicense, or redistribute the Platform without our written consent
• Use the Platform to generate content that is harmful, misleading, or illegal
• Circumvent any usage limits, quotas, or access controls

5. Your Data

Ownership. You retain all ownership rights to the data you upload, connect, or process through the Platform ("Your Data"). We do not claim ownership of Your Data.

License. You grant us a limited, non-exclusive license to access, process, and store Your Data solely for the purpose of providing the Platform's services to you.

Responsibility. You are responsible for the accuracy, quality, and legality of Your Data and for ensuring you have the necessary rights and permissions to use it with the Platform.

Privacy. Our collection and use of Your Data is governed by our Privacy Policy, which is incorporated into these Terms by reference.

6. Third-Party Integrations

The Platform allows you to connect third-party services such as Google Workspace, GoHighLevel, QuickBooks, and Slack. When you connect these services:

• You authorize us to access your data on those services within the scopes you approve
• Your use of those services remains subject to their respective terms and policies
• We are not responsible for the availability, accuracy, or security of third-party services
• You may disconnect any integration at any time through the Platform's settings

7. Data Handling and Security

We take the security and proper handling of your data seriously. The following describes our commitments regarding data processing, storage, and protection.

Data Isolation

Each customer account is logically isolated. Your data is never accessible to other customers or organizations. All database queries are scoped to your account, and access controls enforce strict separation between tenants.

Encryption

• In transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2 or higher.
• At rest: Stored data is encrypted at rest in our cloud infrastructure. Integration credentials (OAuth tokens, API keys, webhook URLs) are additionally encrypted using AES-256-GCM before storage.

Third-Party Data Processing

When you connect third-party services (Google, Microsoft, GoHighLevel, QuickBooks, Slack, or Microsoft Teams), we process your data from those services as follows:

• We access only the data you explicitly authorize through OAuth scopes or provided credentials.
• Data retrieved from third-party services is used solely to provide SmartCore 360 functionality to you.
• We do not sell, rent, or share third-party data with other parties except as required to provide the service (e.g., sending your query to an AI model provider).
• You may revoke access to any third-party service at any time. Upon revocation, we delete stored credentials immediately and cease accessing data from that service.

AI Model Providers

Your queries and document context are sent to AI model providers (OpenAI, Anthropic) for processing. These providers operate under enterprise API agreements that prohibit them from retaining, training on, or using your data beyond the immediate API request. We select providers that offer zero-retention data processing for enterprise customers.

Document Storage

Documents you upload or sync to SmartCore 360 are stored in your account's isolated storage. You control the classification level of each document (Personal, Public, Internal, or Restricted), which determines who within your organization can access it. You may delete any document at any time, which removes both the original file and all derived embeddings.

Access Logging

We maintain audit logs of significant actions taken on the Platform, including document access, integration usage, and administrative changes. These logs are available to account administrators and are retained for compliance purposes.

Data Deletion

Upon account termination or upon your request, we will delete your data within 30 days. This includes documents, conversations, contacts, notes, integration credentials, and all derived data (embeddings, summaries). Data required for legal compliance or active billing disputes may be retained for the minimum period required by law.

To request data deletion, contact us at support@smartwrks.com.

8. AI-Generated Content

The Platform uses artificial intelligence to generate responses, insights, and recommendations. You acknowledge that:

• AI-generated content may not always be accurate, complete, or current
• You are responsible for reviewing and verifying AI outputs before acting on them
• AI outputs should not be considered professional advice (legal, financial, medical, or otherwise)
• We do not guarantee specific results or outcomes from using the Platform

9. Fees and Billing

Access to the Platform is subject to the pricing plan agreed upon between you and Smartworks. You agree to pay all applicable fees as described in your service agreement. We reserve the right to modify pricing with 30 days' notice.

Usage is tracked against a monthly credit quota. If your usage exceeds your plan limits, additional fees may apply or service may be throttled until the next billing period.

10. Intellectual Property

The Platform, including its design, code, features, documentation, and branding, is the intellectual property of Smartworks Solutions LLC and is protected by applicable intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Platform as described herein.

11. Service Availability

We strive to maintain high availability of the Platform but do not guarantee uninterrupted service. We may temporarily suspend access for maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to provide advance notice of planned downtime.

12. Limitation of Liability

To the maximum extent permitted by law, Smartworks Solutions LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising out of or related to your use of the Platform.

Our total liability for any claim arising from these Terms or the Platform shall not exceed the fees paid by you in the twelve (12) months preceding the claim.

13. Indemnification

You agree to indemnify, defend, and hold harmless Smartworks Solutions LLC from any claims, damages, losses, or expenses (including reasonable attorney fees) arising from your use of the Platform, your violation of these Terms, or your infringement of any third-party rights.

14. Termination

Either party may terminate these Terms at any time. Upon termination:

• Your access to the Platform will be revoked
• You may request export of Your Data within 30 days
• We will delete Your Data within 30 days of the termination date, except where retention is required by law
• Any outstanding fees remain due and payable

We may suspend or terminate your access immediately if you violate these Terms or engage in conduct that we determine may harm the Platform or other users.

15. Governing Law

These Terms are governed by the laws of the Commonwealth of Massachusetts, without regard to its conflict of law provisions. Any disputes arising from these Terms shall be resolved in the state or federal courts located in Massachusetts.

16. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting the updated Terms on this page with a revised "Last updated" date. Your continued use of the Platform after changes constitutes acceptance of the updated Terms.

17. Contact Us

If you have questions about these Terms, please contact us at: