Terms of Service

These Terms of Service ("Terms") are a binding agreement between [Company Legal Name, LLC], [a State limited liability company] ("we", "us", "our"), and the business or other entity you represent ("Customer", "you"), and govern your use of Submission Desk (the "Service").

You accept these Terms by checking the box or clicking the button that says you agree when you first sign in, or by using the Service. We record your acceptance together with the version of these Terms (currently 2026-09-26) and the date and time. When we make a material change, we will ask you to accept the updated version before you continue, and we record that acceptance the same way.

The Privacy Policy, Acceptable Use Policy, AI Use & Transparency statement, and Data Processing Addendum ("DPA") are part of these Terms. If you do not agree, do not use the Service.

The Service is for business use only. By using it, you confirm that:

• you are at least 18 years old;
• you are using the Service on behalf of a business (for example, an insurance agency or brokerage) and not for personal, family, or household purposes;
• you have the authority to bind that business to these Terms, and "you" refers to both you and that business; and
• you hold the licenses required to do the insurance work you use the Service for, and you are not barred from receiving services under U.S. or other applicable law.

You sign in with a Microsoft account. You are responsible for keeping that account secure (we recommend multi-factor authentication), for everything that happens under your account, and for the people you allow to use it. Tell us promptly at [security@yourdomain.com] if you suspect unauthorized access.

Accounts are for one individual. Don't share sign-in credentials. You are responsible for keeping the profile, voice samples, and underwriter contact details you enter accurate and current.

Submission Desk is a workflow tool for commercial property and casualty insurance brokers. It lets you:

• upload an insured's application package (for example ACORD forms, supplemental applications, loss runs, statements of values, financials, and declarations pages);
• extract and review a structured risk summary from those documents;
• draft marketing emails to underwriters, modeled on samples of your own writing;
• place those drafts, with attachments, in the Drafts folder of your own Microsoft Outlook mailbox, where you review and send them yourself;
• after you send, read back that one sent message to keep an accurate record of what went out; and
• track market responses and carry an account forward to its next renewal.

We may change, add, or remove features over time. If we remove a feature you rely on in a way that materially reduces the Service, we will try to give you reasonable notice.

[Company Legal Name, LLC] is not an insurance agency, broker, producer, managing general agent, or insurance carrier. We do not solicit, negotiate, sell, or bind insurance, do not place coverage, and do not act on behalf of any insured, carrier, or underwriter. Nothing in the Service creates coverage or any obligation of any carrier.

The Service does not provide insurance, legal, tax, accounting, or financial advice. Risk summaries, drafts, and other output are tools to help you do your own professional work. You remain solely responsible for your professional judgment, your advice to clients, and your compliance with insurance licensing, producer conduct, and other laws that apply to you.

The Service never sends email on its own. It creates drafts in your mailbox; a person (you) must open, review, and send each one from your own email account. We intentionally do not request permission to send mail on your behalf.

You are solely responsible for every communication you send, including its accuracy, completeness, recipients, attachments, and compliance with law. Before sending, you must check every fact, figure, limit, loss, value, and statement against your source documents. Misstating a risk to an underwriter can have serious consequences for you and your client, and those consequences are yours, not ours.

Some features use artificial intelligence, as described in AI Use & Transparency. AI output can be wrong, incomplete, or out of date even when it looks confident. We design the Service to use only facts from your uploaded documents and your own notes, and to flag gaps rather than guess, but we do not guarantee that any AI output is accurate.

You must review all AI output before relying on it or sending it to anyone. AI output is not advice and is not a substitute for your review of the underlying documents.

If you connect your own Claude account to the Service (the "Claude connector"), Claude is provided to you by Anthropic under your own agreement with Anthropic, not by us. If you enter your own Anthropic API key, your use of that key is also governed by your agreement with Anthropic.

"Customer Data" means the documents, text, and other content you or your users upload or enter into the Service, including information about your clients (insureds), their owners and employees, and underwriters, and the output generated from it for you.

You own your Customer Data. You grant us a non-exclusive, worldwide, royalty-free license to host, copy, process, transmit, and display Customer Data only as needed to provide, secure, support, and improve the operation of the Service for you, to comply with law, and as otherwise described in the DPA. We do not sell Customer Data, and we do not use it to train AI models.

We process Customer Data as your processor and service provider under the DPA. We may create aggregated, de-identified statistics about use of the Service (for example, how many documents are processed) that do not identify you, your clients, or any individual.

You represent and warrant that, for all Customer Data:

• you have all rights, authority, consents, and legally required notices needed to upload it and to have us process it as described in these Terms, the Privacy Policy, and the DPA;
• your collection and disclosure of it complies with the Gramm-Leach-Bliley Act (GLBA) and its implementing rules, state insurance privacy and data security laws (such as laws based on the NAIC model acts and, where applicable, New York DFS Cybersecurity Regulation 23 NYCRR 500), and other privacy laws that apply to you;
• you have provided any privacy notices your clients are entitled to, and nothing in your agreements with them prohibits you from using a service provider like us; and
• you will not upload data we don't need, such as full Social Security numbers, driver's license numbers, bank account numbers, or health information, unless it is genuinely part of the application package and you are permitted to share it.

The Service works with services we don't control, including Microsoft (sign-in and Outlook) and Anthropic (Claude). When you connect one of these, you authorize us to access it on your behalf only as described in our Privacy Policy, and your use of that service is governed by your own agreement with its provider.

We are not responsible for third-party services, their availability, or their handling of data under your agreement with them. You can disconnect Outlook or Claude from within the Service at any time. Some providers also require you to remove the app's access from your account settings with them; we will point you to the right place.

You agree to follow the Acceptable Use Policy, which is part of these Terms. In short: use the Service lawfully, only with data you are authorized to use, only for legitimate submissions to underwriters, and never to mislead anyone or to attack or misuse the Service.

The Service is currently offered free of charge as a beta. We intend to introduce paid plans. Before any charge applies to you, we will tell you the price and terms and ask you to agree to them; nothing converts to a paid plan without your affirmative consent.

When paid plans are introduced, fees, billing cycles, taxes, renewals, and refunds will be described at checkout and in an order or plan page that becomes part of these Terms. [Payment processor, auto-renewal, cancellation, and refund terms to be added when paid plans launch.]

The Service, and some features within it (marked "beta", "preview", or similar), are still in development. They may change, be interrupted, or be withdrawn at any time, may contain errors, and are provided without any service-level commitment. Don't rely on beta features as your only copy of important records. Keep your own copies of anything you need, including what you send to underwriters.

We will treat Customer Data and any non-public information you share with us as confidential, use it only to provide the Service and as these Terms allow, and protect it with at least reasonable care. We may disclose it only to our personnel and subprocessors who need it for the Service and are bound by confidentiality obligations, or when required by law (in which case we will give you notice if we lawfully can).

You will treat non-public information about the Service (for example, unreleased features or security details we share with you) as confidential.

We and our licensors own the Service, including its software, design, templates, and documentation. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to use the Service for your internal business purposes during your subscription. We reserve all rights not expressly granted.

If you send us suggestions or feedback, we may use them without restriction or obligation to you. Feedback does not include your Customer Data.

We respect intellectual property rights. If you believe content in the Service infringes your copyright, send a notice under the Digital Millennium Copyright Act to our designated agent at [legal@yourdomain.com] or [Company Legal Name, LLC], Attn: Copyright Agent, [Street, City, State ZIP]. Include: your signature; identification of the copyrighted work; identification of the infringing material and where it is located; your contact information; a statement of good-faith belief that the use is unauthorized; and a statement, under penalty of perjury, that your notice is accurate and that you are authorized to act for the copyright owner.

We may remove material and terminate accounts of repeat infringers where appropriate.

You may stop using the Service and request deletion of your account at any time from Settings. We may suspend or terminate your access, with notice where reasonable, if you breach these Terms or the Acceptable Use Policy, if your use creates a security, legal, or operational risk, if required by law, or if we discontinue the Service. Where practical, we will give you an opportunity to fix the problem first.

Sections that by their nature should survive termination (including those on your data, confidentiality, disclaimers, limitation of liability, indemnification, and dispute resolution) survive.

You can download a copy of your data at any time from Settings → Privacy & data. If your account is terminated for any reason other than a legal prohibition, we will give you at least 30 days to export your data, unless you ask us to delete it sooner.

When you request deletion, we delete or de-identify your Customer Data within 30 days, and from backups on their normal rotation. We keep the audit record of communications you sent through the Service (what was sent, to whom, and when) for [7] years after it was created, because that record exists to protect you in errors-and-omissions matters and may be required by law. We also keep records we must keep for legal, tax, or security reasons. See the Privacy Policy.

The Service, including all AI output, is provided "as is" and "as available". To the fullest extent permitted by law, [Company Legal Name, LLC] disclaims all warranties, express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, and any warranties arising from course of dealing or usage of trade. We do not warrant that the Service will be uninterrupted, error-free, or secure, that any output will be accurate or complete, or that any submission will result in a quote, coverage, or any particular outcome.

Some jurisdictions do not allow certain disclaimers, so some of the above may not apply to you.

To the fullest extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, commissions, business, goodwill, or data, even if advised of their possibility. [Company Legal Name, LLC]'s total liability arising out of or relating to these Terms or the Service will not exceed the greater of (a) the fees you paid us for the Service in the 12 months before the event giving rise to the claim, or (b) one hundred U.S. dollars (US$100).

These limits apply to all theories of liability (contract, tort, negligence, strict liability, or otherwise) and even if a limited remedy fails of its essential purpose. They do not limit liability that cannot be limited under applicable law, or your obligations to pay fees or to indemnify us.

By you. You will defend, indemnify, and hold harmless [Company Legal Name, LLC] and its officers, employees, and agents from any third-party claim, and related losses, damages, fines, and reasonable attorneys' fees, arising from: (a) your Customer Data, including a claim that you lacked the right, consent, or notice to upload or process it; (b) any communication you send, including its accuracy and any misstatement to an underwriter, carrier, or client; (c) your insurance business and professional services; or (d) your breach of these Terms or violation of law.

By us. We will defend you against any third-party claim that the Service, as provided by us and used in accordance with these Terms, infringes that party's U.S. intellectual property rights, and pay resulting damages finally awarded or agreed in settlement. This does not apply to claims arising from Customer Data, third-party services, AI output you choose to use, or combinations with things we didn't provide.

The indemnified party must promptly notify the other, give it control of the defense and settlement (no settlement may impose obligations on the indemnified party without its consent), and reasonably cooperate.

Please read this section carefully. It requires disputes to be resolved by individual binding arbitration and waives jury trials and class actions.

Informal resolution first

Before starting arbitration, the party with a dispute must send a written notice describing it to the other (to us at [legal@yourdomain.com]) and both parties will try in good faith to resolve it for at least 30 days.

Binding arbitration

Any dispute arising out of or relating to these Terms or the Service that is not resolved informally will be resolved by final and binding arbitration administered by [the American Arbitration Association (AAA)] under its commercial arbitration rules, before a single arbitrator, in [County, State] or by video conference. The Federal Arbitration Act governs this section. Judgment on the award may be entered in any court with jurisdiction.

Class-action waiver

Disputes will be arbitrated only on an individual basis. Neither party may bring or participate in a class, collective, consolidated, or representative proceeding, and the arbitrator may not award relief on a class or representative basis. If this waiver is found unenforceable for a claim, that claim must be severed and brought in court, and the rest of this section still applies.

Exceptions

Either party may bring an individual claim in small-claims court if it qualifies, and either party may seek injunctive or other equitable relief in court to protect its intellectual property or confidential information or to stop unauthorized use of the Service.

30-day opt-out

You may opt out of this arbitration agreement by emailing [legal@yourdomain.com] within 30 days after you first accept these Terms, with your name, your business name, the email address on your account, and a clear statement that you opt out of arbitration. Opting out does not affect any other part of these Terms.

These Terms are governed by the laws of [State], without regard to its conflict-of-laws rules, and by the Federal Arbitration Act for the arbitration section. For any dispute not subject to arbitration, the parties consent to the exclusive jurisdiction of the state and federal courts located in [County, State].

You will comply with U.S. export control and economic sanctions laws. You represent that you are not located in, organized under the laws of, or ordinarily resident in a country or region subject to comprehensive U.S. sanctions, and that you are not on, or owned or controlled by anyone on, a U.S. government restricted-party list (such as OFAC's Specially Designated Nationals list). You will not use the Service to deal with any such person or place in violation of law.

Neither party is liable for a delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, such as natural disasters, war, terrorism, civil unrest, labor disputes, government action, pandemics, or failures of the internet, utilities, or third-party hosting, email, or AI providers.

You may not assign or transfer these Terms without our prior written consent. We may assign them in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets or of the Service, with notice to you. Any other attempted assignment is void.

We may give you notice by email to the address on your account or by a notice in the Service. You may give us notice by email to [legal@yourdomain.com], with a copy by mail to [Company Legal Name, LLC], [Street, City, State ZIP] for legal notices such as notices of dispute. Notices are effective when received.

We may update these Terms. For material changes, we will notify you by email or in the Service at least 30 days before they take effect (unless a change is required sooner by law or addresses a security issue), and we will ask you to accept the new version. If you don't agree, you can stop using the Service and export your data. The version and effective date appear at the top of this page.

If any provision of these Terms is held unenforceable, it will be enforced to the maximum extent permissible and the rest of these Terms stay in effect. These Terms (with the documents they incorporate and any signed order or DPA) are the entire agreement between the parties about the Service and supersede prior agreements on the same subject. If a signed agreement between us conflicts with these Terms, the signed agreement controls.

A failure or delay to enforce a provision is not a waiver. The parties are independent contractors. There are no third-party beneficiaries. Headings are for convenience only, and "including" means "including without limitation".

[Company Legal Name, LLC]
[Street, City, State ZIP]
[legal@yourdomain.com]