Terms of Service

1. About PDFFlex

PDFFlex ("we," "us," or "our") is a software-as-a-service platform that uses artificial intelligence to convert PDF documents — primarily payroll and financial reports — into structured CSV data. The service is provided to organizations ("Customers") and their authorized users on a subscription or pay-as-you-go basis.

These Terms of Service ("Terms") govern your access to and use of PDFFlex. "You" refers to the organization that signed up for PDFFlex and any individual users accessing the platform under that organization's account.

2. Eligibility and Account Registration

You must be at least 18 years old and authorized to enter into a binding agreement on behalf of your organization to use PDFFlex. By creating an account, you represent that this is the case.

You are responsible for providing accurate account information and keeping it up to date. You are responsible for all activity that occurs under your account, including actions taken by users you invite to your organization. You must notify us promptly if you suspect unauthorized access to your account.

We may require email verification or two-factor authentication as a condition of account access. These security measures exist to protect you.

3. The Service and AI Processing

PDFFlex processes PDF documents you upload using large language model (LLM) technology provided by Anthropic, PBC. The output is a structured CSV file intended to match the data contained in your PDF.

AI accuracy is best-effort. AI-generated conversions may contain errors, particularly for unusual layouts, low-quality scans, or non-standard document formats. You are responsible for reviewing output files before relying on them for business decisions, payroll processing, or any other purpose. PDFFlex does not guarantee that conversion output is error-free or complete.

We reserve the right to modify, update, or discontinue features of the service with reasonable notice. Where a feature change would materially impact your workflow, we will make reasonable efforts to communicate that in advance.

4. Your Data

You own your data. Files you upload to PDFFlex — including PDF documents and any associated configuration files — remain your property. We do not claim any ownership over your data.

By uploading files, you grant PDFFlex a limited, non-exclusive license to process those files solely for the purpose of providing the service to you. We do not use your uploaded documents to train AI models, sell your data, or share it with third parties beyond what is necessary to operate the service (see our Privacy Policy).

You are responsible for ensuring that you have the right to upload and process the documents you submit through PDFFlex, and that doing so does not violate any applicable law or third-party rights.

5. Billing and Payment

PDFFlex offers two billing models: Pay As You Go (billed per unique employee processed) and the Flex Plan (a monthly platform fee plus pre-purchased employee batches). Pricing is presented at the time of signup and on the Pricing page.

Payments are processed by Stripe, Inc. By providing payment information, you authorize PDFFlex to charge the applicable fees to your payment method on a recurring basis. All charges are in US dollars.

Subscriptions and cancellations: You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period. You will not be charged for the next period after cancellation.

Refunds: We do not offer refunds for partially used billing periods, pre-purchased batches that were not used, or overage charges already incurred. If you believe a charge was made in error, contact us within 30 days and we will investigate.

If payment fails, we will notify you and may suspend access to the platform after a reasonable grace period. We are not liable for any losses resulting from suspended access due to non-payment.

6. Acceptable Use

You agree not to use PDFFlex to:

• Upload documents you do not have the right to process or share
• Attempt to reverse-engineer, scrape, or exploit the platform in ways not intended by its design
• Transmit malicious code, viruses, or other harmful software
• Violate any applicable local, state, national, or international law
• Engage in any activity that disrupts or interferes with the service or other users
• Resell or sublicense access to the platform without our written consent

We reserve the right to suspend or terminate accounts that violate these rules, with or without notice depending on the severity of the violation.

7. Organization Accounts and User Management

PDFFlex supports multi-user organizations. The account holder (organization admin) is responsible for managing user access within their organization, including inviting users, setting roles, and revoking access when users leave the organization.

All users within an organization share access to that organization's data and jobs within the platform. You are responsible for ensuring that the people you grant access to comply with these Terms.

8. Intellectual Property

PDFFlex, including its software, design, branding, and documentation, is owned by PDFFlex and protected by applicable intellectual property laws. Nothing in these Terms grants you any ownership of or license to the platform itself beyond the right to use it as described here.

You retain full ownership of all content you upload. We retain ownership of the platform, its underlying technology, and any aggregate, anonymized insights derived from platform usage (which do not include your specific document data).

9. Suspension and Termination

You may terminate your account at any time by canceling your subscription and contacting us to request account deletion.

We may suspend or terminate your account if:

• You violate these Terms or our Acceptable Use policy
• Payment remains outstanding beyond a reasonable grace period
• We are required to do so by law
• Continued operation of your account poses a risk to the platform or other users

Where practical, we will provide advance notice before suspension or termination. Upon termination, your access to the platform and any associated data will be discontinued. We are not obligated to retain your data after account termination.

10. Disclaimer of Warranties

PDFFlex is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the service will be uninterrupted, error-free, or that the results of processing will meet your specific requirements.

We make no warranty regarding the accuracy, reliability, or completeness of AI-generated output. You assume full responsibility for verifying output before acting on it.

11. Limitation of Liability

To the fullest extent permitted by law, PDFFlex's total liability to you for any claim arising out of or relating to your use of the service is limited to the fees you paid to PDFFlex in the three months preceding the event giving rise to the claim.

PDFFlex is not liable for any indirect, incidental, consequential, special, or punitive damages, including loss of profits, loss of data, or business interruption, even if we have been advised of the possibility of such damages.

This limitation applies regardless of the theory of liability, whether in contract, tort, or otherwise.

12. Indemnification

You agree to indemnify and hold harmless PDFFlex and its officers, employees, and contractors from any claims, losses, or damages arising from your use of the service, your violation of these Terms, or your infringement of any third-party rights.

13. Changes to These Terms

We may update these Terms from time to time. When we do, we will update the effective date above and, for material changes, notify you via email or an in-app notice. Continued use of PDFFlex after changes take effect constitutes your acceptance of the revised Terms.

If you disagree with a change, your option is to stop using the service and cancel your account.

14. Governing Law

These Terms are governed by the laws of the State of Ohio, United States, without regard to its conflict of law provisions. Any disputes arising under these Terms will be resolved exclusively in the state or federal courts located in Ohio, and you consent to personal jurisdiction in those courts.

15. Contact

If you have questions about these Terms or need to report a concern, you can reach us through the Contact Us page within the platform.