Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using any CivicGuard AI product or service, you ("User" or "Organization") agree to be bound by these Terms of Service. If you do not agree, do not use the service. These Terms constitute a legally binding agreement between you and CivicGuard AI Solutions & Marketing LLC.

2. Description of Service

CivicGuard AI provides a compliance intelligence platform for human services organizations. Our products include:

• Sentinel — NYC PASSPort vendor compliance monitoring
• SubContractor Pro — Subcontractor lifecycle and payment management
• Audit-Shield — Federal grant compliance and audit readiness
• NYC Hub, Philadelphia, California, and Enterprise editions
• Custom enterprise editions (PHMC, RHD, PATH)

The Platform provides compliance management tools including deadline tracking, document storage, alert notifications, vendor monitoring, and reporting. The Platform does NOT provide legal advice.

3. Not Legal Advice

4. Pilot Partner Program

CivicGuard AI offers a 40-day Pilot Partner engagement subject to the following terms:

• Pilot pricing is available for a 40-day period from the date of account activation.
• No credit card is required to begin a pilot engagement.
• You may cancel before day 40 at no charge with written notice to ebradden@civicguardai.com.

5. Subscription and Payment

Paid subscriptions are subject to the following terms:

• Subscription fees are billed monthly in advance.
• All payments are processed through Stripe's PCI-compliant payment infrastructure.
• CivicGuard AI does not store credit card or payment information on our servers.
• Subscriptions automatically renew unless cancelled with 30 days written notice.
• All fees are non-refundable except as required by applicable law.
• CivicGuard AI reserves the right to modify pricing with 30 days advance notice.

6. ICR Budget Eligibility

CivicGuard AI products are designed to qualify as administrative overhead under Indirect Cost Rate (ICR) allocations pursuant to 2 CFR 200 (Uniform Guidance). However, ICR eligibility is determined by your organization's negotiated rate agreement and your awarding agency. CivicGuard AI makes no guarantee that subscription fees will be approved as reimbursable under any specific grant or contract.

7. User Responsibilities

By using the Platform, you agree to:

• Maintain the confidentiality of your account credentials.
• Ensure all users within your organization comply with these Terms.
• Verify all compliance deadlines and requirements with official government sources.
• Ensure uploaded documents comply with applicable laws.
• Notify CivicGuard AI immediately of any unauthorized account access.
• Use the Platform only for lawful purposes.

8. Intellectual Property

All Platform software, design, content, features, and functionality are owned by CivicGuard AI Solutions & Marketing LLC and are protected by applicable intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Platform solely for your organization's internal compliance management purposes.

Your organizational data, documents, and compliance records remain your property at all times.

9. Data Handling

Our collection and handling of your data is governed by our Privacy Policy, incorporated herein by reference. Documents are encrypted at rest using AES-256 encryption. We maintain immutable audit logs of user actions within the Platform.

10. Limitation of Liability

11. Warranty Disclaimer

12. Termination

Either party may terminate this agreement with 30 days written notice. CivicGuard AI reserves the right to immediately suspend or terminate accounts that violate these Terms, engage in fraudulent or illegal activity, or fail to pay subscription fees after notice.

Upon termination, you may request export of your compliance data within 30 days.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts located in New York County, New York.

14. Changes to Terms

CivicGuard AI reserves the right to modify these Terms at any time. We will provide 30 days advance notice of material changes via email to your registered address. Continued use of the Platform after the effective date constitutes acceptance of the revised Terms.

15. Contact

For questions about these Terms: