Terms of Service

Last Updated: January 2025

1. Acceptance of Terms

By accessing or using Pay When Paid ("Service," "we," "us," or "our"), you agree to be bound by these Terms of Service. If you disagree with any part of these terms, you may not access the Service.

2. Description of Service

Pay When Paid is a specialized payment bridge that connects accounting software with project management systems. Our service includes:

• Payment workflow management
• Project dashboard functionality
• Payment tracking and allocation
• Service provider management
• Notification systems
• Third-party system integration

3. User Accounts and Registration

3.1 Account Creation

To use our Service, you must register for an account. You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.

3.2 Account Security

You are responsible for safeguarding your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorized use of your account.

3.3 Trial Period

We offer a 30-day free trial period. During this period, you have access to all features. No credit card is required to start your trial.

4. Subscription and Billing

4.1 Pricing Model

Our pricing is based on usage:

• Base Fee: $10/month (covers hosting, support, and platform maintenance)
• Per Company: $5/month per active company
• Per Project: $3/month per active project
• Unlimited Users: No additional charge for users
• Optional Add-ons: Company Dashboard ($5/month/company), Cross-Company Dashboard ($10/month)

4.2 Billing and Payment

Billing occurs monthly based on your actual usage. You authorize us to charge your payment method for all fees incurred. All fees are non-refundable except as required by law.

4.3 Subscription Changes

You may modify your subscription at any time. Changes will be reflected in your next billing cycle. We reserve the right to modify our pricing with 30 days' notice.

5. Acceptable Use

5.1 Permitted Use

You may use our Service only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the Service for any illegal or unauthorized purpose
• Violate any applicable laws or regulations
• Infringe upon the rights of others
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt the Service
• Upload malicious code or content

5.2 Data Accuracy

You are responsible for the accuracy and completeness of all data you input into the Service. We are not responsible for any decisions made based on inaccurate or incomplete data.

6. Data and Privacy

6.1 Data Ownership

You retain ownership of all data you input into the Service. We process your data in accordance with our Privacy Policy.

6.2 Data Security

We implement reasonable security measures to protect your data. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

6.3 Data Retention

We retain your data for as long as your account is active or as needed to provide services. Upon account termination, we may retain certain data for legal or regulatory purposes.

7. Intellectual Property

7.1 Our Rights

The Service and its original content, features, and functionality are owned by Pay When Paid and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

7.2 Your Rights

You retain ownership of any intellectual property rights you hold in data you submit to the Service. By submitting data, you grant us a limited license to use, store, and process that data to provide the Service.

8. Third-Party Integrations

Our Service may integrate with third-party systems. You are responsible for:

• Ensuring you have proper authorization to connect third-party systems
• Complying with third-party terms of service
• Maintaining the security of third-party credentials

We are not responsible for the availability, accuracy, or content of third-party services.

9. Service Availability

9.1 Uptime

We strive to maintain high service availability but do not guarantee 100% uptime. We may perform maintenance that temporarily affects service availability.

9.2 Service Changes

We may modify, suspend, or discontinue the Service at any time with reasonable notice. We will not be liable to you or any third party for any modification, suspension, or discontinuance.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, Pay When Paid SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.

OUR TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING FROM OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT PAID BY YOU TO US IN THE 12 MONTHS PRECEDING THE CLAIM.

11. Indemnification

You agree to indemnify and hold harmless Pay When Paid and its officers, directors, employees, and agents from and against any claims, damages, obligations, losses, liabilities, costs, or debt arising from your use of the Service or violation of these Terms.

12. Termination

12.1 Termination by You

You may terminate your account at any time by contacting us. Upon termination, your access to the Service will cease immediately.

12.2 Termination by Us

We may terminate or suspend your account immediately, without prior notice, for conduct that we believe violates these Terms or is harmful to other users, us, or third parties.

12.3 Effect of Termination

Upon termination, your right to use the Service will cease immediately. We may delete your account and data, subject to our data retention policies.

13. Dispute Resolution

13.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of [Your Jurisdiction], without regard to its conflict of law provisions.

13.2 Dispute Resolution

Any disputes arising from these Terms or the Service shall be resolved through binding arbitration in accordance with the rules of [Arbitration Organization].

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of any changes by posting the new Terms on this page and updating the "Last Updated" date. Your continued use of the Service after such modifications constitutes acceptance of the new Terms.

15. Severability

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

16. Entire Agreement

These Terms constitute the entire agreement between you and Pay When Paid regarding the Service and supersede all prior agreements and understandings.

17. Contact Information