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QuanFi VMS – Terms of Service

Effective date: August 21, 2026

Operator: QuanFi LLC (“QuanFi,” “we,” “us,” or “our”)

Product: QuanFi VMS (the “Service”)

These Terms of Service (“Terms”) govern access to and use of QuanFi VMS. By creating an account, inviting users, or using the Service, you agree to these Terms on behalf of yourself and, if applicable, the organization you represent (“Customer,” “you”).

Not legal advice. These documents are operational templates. Have qualified counsel review them for your jurisdiction before publishing.

1. The Service

QuanFi VMS is a multi-tenant software-as-a-service platform for vendor management and related CRM-style workflows (including vendors, documents, activities, team seats, and optional features by plan). Features may change as we improve the product. We may add, modify, or discontinue functionality with reasonable notice when material.

2. Accounts and organizations

  • You must provide accurate registration information and keep credentials confidential.
  • Each login is intended for one natural person. Sharing passwords to avoid seat fees is prohibited.
  • Organizations are workspaces. The person who creates an org (or is designated Owner) is responsible for users, data, and billing for that org.
  • You must have authority to bind your company when accepting these Terms for an organization.

3. Seats, plans, and fees

  • Access is offered under plans (e.g., Free, Solo/Small Biz, Mid-Size Biz, Enterprise) with seat and feature limits described at purchase or in-product.
  • A seat means one authorized user membership in an organization.
  • Free tier (if offered) is limited (e.g., 1–2 seats) and may change.
  • Paid subscriptions are billed monthly or annually via our payment processor (e.g., Stripe).
  • Prices are as stated at checkout unless an Enterprise order form says otherwise.
  • Taxes may apply. You are responsible for applicable taxes excluding our income taxes.
  • Failure to pay may result in suspension or downgrade.

4. Subscription term and cancellation

  • Monthly subscriptions renew each billing period until canceled.
  • Annual subscriptions renew each year until canceled.
  • You may cancel renewal in the billing portal or by contacting us; cancellation stops future charges. It does not automatically erase your data until you delete the account or we purge per our retention practices.
  • Downgrades may reduce seats or features at the next renewal or as stated in-product.

5. Refunds

See the separate Refund Policy. Summary:

  • Monthly subscriptions are non-refundable.
  • Annual subscriptions may be eligible for a refund only if requested within twenty-four (24) hours of the initial annual charge, subject to the Refund Policy conditions.
  • Chargebacks initiated without contacting us first may result in account suspension.

6. Acceptable use

You will not:

  • Break the law or infringe others’ rights
  • Upload malware or attempt unauthorized access
  • Resell the Service except as expressly allowed
  • Probe or disrupt our infrastructure
  • Use the Service to process data you are not entitled to process
  • Circumvent seat, plan, or security controls

We may suspend access for violations, risk, or non-payment.

7. Customer data

  • You retain ownership of content you upload (“Customer Data”).
  • You grant us a limited license to host, process, and display Customer Data solely to provide and improve the Service, per our Privacy Policy.
  • You are responsible for the legality and accuracy of Customer Data (including vendor personal data and financial identifiers you store).
  • We implement reasonable technical and organizational measures; no system is perfectly secure.

8. AI features

Where AI-assisted features (e.g., document extraction) are enabled:

  • Outputs may be incomplete or incorrect.
  • You must review AI outputs before relying on them.
  • AI features are not legal, compliance, or certification advice.
  • Usage may be limited by plan (“fair use” or numeric caps).

9. Third-party services

The Service may rely on providers such as hosting, database, authentication, storage, email, payments, and AI APIs. Their terms and outages may affect availability. We are not liable for third-party failures beyond our reasonable control.

10. Intellectual property

QuanFi and its licensors own the Service, software, branding, and documentation. These Terms do not transfer ownership to you. Feedback you provide may be used freely to improve the Service without obligation to you.

11. Confidentiality

Each party may receive non-public information from the other. The receiving party will protect it with reasonable care and use it only for performing under these Terms, except for information that is public, independently developed, or required to be disclosed by law.

12. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION, NOR THAT THE SERVICE WILL MEET YOUR SPECIFIC COMPLIANCE OR PROCUREMENT OBLIGATIONS.

13. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS, REVENUE, OR DATA.
  • OUR TOTAL LIABILITY ARISING OUT OF THESE TERMS OR THE SERVICE IN ANY TWELVE (12) MONTH PERIOD IS LIMITED TO THE AMOUNTS YOU PAID US FOR THE SERVICE IN THAT PERIOD (OR USD $100 IF YOU ARE ON A FREE PLAN).

Some jurisdictions do not allow certain limitations; in those cases, limits apply to the fullest extent allowed.

14. Indemnity

You will defend and indemnify QuanFi against claims arising from your Customer Data, your misuse of the Service, or your violation of these Terms or applicable law.

15. Enterprise agreements

If you have a signed Enterprise order form or MSA, that document controls where it conflicts with these Terms.

16. Termination

Either party may terminate for material breach if not cured within thirty (30) days after notice (or immediately for severe misuse). We may terminate Free accounts for inactivity or abuse. Upon termination, your license ends. Data export assistance may be offered for a limited period upon request.

17. Governing law

These Terms are governed by the laws of the State of Texas, USA, excluding conflict-of-law rules. Courts in the State of Texas, USA shall have exclusive jurisdiction, except where prohibited.

18. Changes

We may update these Terms by posting a revised version and updating the effective date. Material changes will be communicated by reasonable means (e.g., email or in-app notice). Continued use after the effective date constitutes acceptance.

19. Contact

QuanFi LLC

Email: support@quanfi.app

Web: vms.quanfi.app

*QuanFi VMS Terms of Service*