RFP Matrix

Terms of Service

Last updated: January 2026 | Version 1.0

1. Acceptance of Terms

By accessing or using RFP Matrix ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

These Terms constitute a legally binding agreement between you and RFP Matrix. Please read them carefully.

2. Service Description

RFP Matrix is a software-as-a-service (SaaS) platform that helps businesses manage Request for Proposal (RFP) documents. Our Service includes:

  • Document upload and parsing (PDF, Word)
  • AI-powered requirement extraction
  • AI-assisted draft response generation
  • Compliance matrix management
  • Project organization tools

3. User Accounts

3.1 Account Creation

To use the Service, you must:

  • Be at least 16 years old
  • Provide accurate and complete information
  • Maintain the security of your account credentials
  • Notify us immediately of any unauthorized access

3.2 Account Responsibility

You are responsible for all activities that occur under your account. You may not share your account credentials with others.

4. Acceptable Use Policy

You agree not to:

  • Upload malicious files or code
  • Attempt to gain unauthorized access to the Service
  • Use the Service for illegal purposes
  • Transmit spam, phishing, or fraudulent content
  • Reverse engineer or decompile the Service
  • Resell or redistribute the Service without authorization
  • Interfere with the operation of the Service
  • Upload documents containing illegal content
  • Use automated tools to scrape or access the Service

5. Intellectual Property

5.1 Our Property

The Service, including its design, code, features, and documentation, is owned by RFP Matrix and protected by intellectual property laws. You may not copy, modify, or distribute any part of the Service without our written permission.

5.2 Your Content

You retain ownership of the documents and content you upload to the Service. By uploading content, you grant us a limited license to process and store it solely for the purpose of providing the Service to you.

5.3 AI-Generated Content

Draft responses generated by our AI features are provided as suggestions only. You retain ownership of any AI-generated content you choose to use or modify. We make no claim to ownership of AI-generated outputs.

6. AI-Generated Content Disclaimer

Important: The AI-generated draft responses are provided for informational and convenience purposes only. You acknowledge that:

  • AI-generated content may contain errors or inaccuracies
  • AI-generated content should not be used without human review
  • AI-generated content does not constitute legal, financial, or professional advice
  • You are solely responsible for reviewing and editing all AI-generated content
  • AI-generated responses for legal requirements are flagged for mandatory human review

We recommend having qualified professionals review all RFP responses before submission, especially for legal, compliance, and security-related requirements.

7. Subscription and Payment

7.1 Paid Subscriptions

RFP Matrix is a paid service. Access to core features requires an active subscription. Subscriptions are billed in advance on a monthly or annual basis. Prices are subject to change with notice.

7.2 Free Tools

We may offer certain free tools (such as template libraries or matrix builders) that do not require a subscription. These free tools are provided as-is and their availability may change at our discretion.

7.3 Refunds

Subscription fees are generally non-refundable. We may offer refunds at our discretion for documented service issues.

7.4 Cancellation

You may cancel your subscription at any time. Your access will continue until the end of your current billing period. Upon cancellation, you will lose access to subscription features but may retain access to any free tools.

8. Data and Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference.

By using the Service, you acknowledge that your documents will be processed using third-party AI services (OpenAI) as described in our Privacy Policy.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:

  • Scheduled maintenance
  • Emergency repairs
  • Third-party service outages
  • Events beyond our control

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED
  • WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE OR UNINTERRUPTED
  • WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
  • OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE PAST 12 MONTHS

Some jurisdictions do not allow the exclusion of certain warranties or limitations of liability, so these limitations may not apply to you.

11. Indemnification

You agree to indemnify and hold harmless RFP Matrix and its employees, contractors, and affiliates from any claims, damages, or expenses (including attorney's fees) arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any third-party rights
  • Content you upload to the Service

12. Termination

12.1 By You

You may terminate your account at any time through your account settings or by contacting support.

12.2 By Us

We may suspend or terminate your account if you violate these Terms or engage in conduct that we determine to be harmful to the Service or other users.

12.3 Effect of Termination

Upon termination, your right to use the Service ceases immediately. We may delete your data after a reasonable retention period as described in our Privacy Policy.

13. Dispute Resolution

13.1 Informal Resolution

Before filing a formal dispute, you agree to contact us and attempt to resolve the issue informally for at least 30 days.

13.2 Arbitration

For business customers, any disputes that cannot be resolved informally shall be resolved through binding arbitration in accordance with the rules of the London Court of International Arbitration (LCIA).

Consumer Exception: This arbitration clause does not apply to consumers located in the European Union, United Kingdom, or other jurisdictions where mandatory arbitration of consumer disputes is prohibited by law. Such consumers retain the right to bring claims in their local courts.

13.3 Class Action Waiver

To the extent permitted by applicable law, you agree to resolve disputes on an individual basis and waive the right to participate in class actions.

Consumer Exception: This waiver does not apply to consumers in jurisdictions where class action waivers are unenforceable, including the European Union and United Kingdom.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

For EU/UK Consumers: If you are a consumer resident in the European Union or United Kingdom, you will benefit from any mandatory provisions of the law of the country in which you are resident. Nothing in these Terms affects your rights as a consumer to rely on such mandatory provisions of local law.

Jurisdiction: Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, provided that if you are a consumer resident in the EU, you may also bring proceedings in your country of residence.

15. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

  • Posting updated Terms on the Service
  • Updating the "Last updated" date
  • Sending an email notification for significant changes

Your continued use of the Service after changes take effect constitutes acceptance of the new Terms.

16. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

17. Entire Agreement

These Terms, together with our Privacy Policy and any other policies referenced herein, constitute the entire agreement between you and RFP Matrix regarding the Service.

18. Contact Us

For questions about these Terms, contact us at:

  • Email: legal@rfpmatrix.com