Welcome to SmartPolicy, operated by Ecognix ("Ecognix", "we", "us", or "our"). These Terms of Service ("Terms") govern your access to and use of the SmartPolicy platform, website, application, APIs, and associated services ("Service").
1. Acceptance of Terms
By accessing, registering for, or using SmartPolicy, you agree to be bound by these Terms and our Privacy Policy. If you are accepting these Terms on behalf of an organization, company, or entity, you represent and warrant that you have full legal authority to bind that entity to these Terms.
If you do not agree to these Terms, you must not access or use SmartPolicy.
2. Workspace & Registration
To utilize SmartPolicy, you must authenticate through supported authentication providers (such as Google Authentication via Firebase) and establish an organization workspace.
- Account Security: You are responsible for maintaining the confidentiality of your account credentials and for all activities occurring under your account.
- Workspace Administration: Workspace owners are responsible for managing member seats, uploaded policy documents, and data sources.
- Accurate Information: You agree to provide accurate, current, and complete organization details during workspace setup.
3. Acceptable Use Policy
SmartPolicy provides automated AI dataset compliance scanning and evidence explanation. You agree NOT to use the Service:
- To upload datasets or policy rules containing illegal content, malware, or unauthorized sensitive personal identifying information (PII) in violation of applicable laws.
- To reverse engineer, decompile, or attempt to extract source code from the SmartPolicy engine.
- To circumvent scan run rate limits, tier storage caps, or security features.
- To rely solely on AI output for mandatory legal compliance without human review ("Human-in-the-Loop principle").
4. Subscriptions & Paddle Billing
SmartPolicy offers Free and paid subscription tiers (e.g., Pro Tier). All payment transactions, invoicing, tax collection, and subscription management for paid plans are processed by our authorized Merchant of Record, Paddle.
- Billing Cycles: Pro subscriptions are available on monthly or annual auto-renewing cycles. Payment is collected in advance.
- Refund Policy: Paid subscriptions are eligible for our 14-day money-back guarantee as outlined in our Refund Policy.
- Cancellations: You may cancel your subscription at any time via your workspace profile settings. Cancellation takes effect at the end of the current paid billing period.
5. Intellectual Property & AI Evidence
Your Ownership: You retain all ownership rights to datasets, policy rules, spreadsheets, and organizational data uploaded to SmartPolicy.
SmartPolicy Ownership: Ecognix retains all rights, title, and interest in SmartPolicy, including software algorithms, UI design, brand marks, and AI violation scoring systems.
Generated Reports & Evidence: You own all compliance violation audit reports and evidence summaries generated by SmartPolicy for your organization.
6. Data Privacy & AI Model Policy
We treat your policy documents and dataset records as strictly confidential:
- Zero Model Training: Your uploaded CSV files, database schemas, and organizational policies are NEVER used to train shared foundation models or public AI models.
- Encryption: Data is encrypted in transit using TLS 1.3 and at rest using AES-256 standards.
- For complete details on data handling, please refer to our Privacy Policy.
7. Warranties & Limitation of Liability
SmartPolicy is an AI-assisted compliance surface scanner designed for informational audit purposes. SmartPolicy does not provide formal legal advice. Final compliance verification remains the responsibility of your qualified human compliance officers.
To the maximum extent permitted by law, Ecognix shall not be liable for indirect, incidental, special, consequential, or punitive damages, or loss of profits arising out of your use of the Service.
8. Termination & Service Availability
We strive for 99.9% service uptime. We reserve the right to suspend or terminate accounts that breach these Terms or engage in security threats against the platform. You may discontinue use and delete your workspace at any time.
9. Governing Law & Contact
These Terms are governed by and construed in accordance with applicable laws, without regard to conflict of law principles.
If you have questions regarding these Terms, please contact Ecognix legal support: