Terms of Service

Last Updated: April 13, 2026

1. Acceptance of Terms

By accessing or using SentraCheck's services ("Services"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Services on behalf of an organization (such as a government agency), you represent that you have authority to bind that organization to these Terms.

If you do not agree to these Terms, do not use our Services.

2. Description of Services

SentraCheck provides AI-powered document scanning and conversion services that include:

• PII Detection: Identifying potential personally identifiable information in documents
• Redaction Verification: Checking whether redactions properly remove underlying text
• ADA Accessibility Analysis: Evaluating documents for Section 508 and WCAG 2.1 compliance
• Instant PDF Conversion: Converting PDFs and documents to accessible, WCAG 2.1 AA–compliant HTML

3. Account Registration

To use our Services, you must:

• Create an account with accurate and complete information
• Be at least 18 years of age
• Maintain the security of your account credentials
• Promptly notify us of any unauthorized access to your account
• Accept responsibility for all activities under your account

We reserve the right to suspend or terminate accounts that violate these Terms.

4. Subscription Plans

4.1 Plan Options

SentraCheck offers the following subscription plans with monthly and annual billing options:

• Starter ($299/month or $249/month annual, billed at $2,988/year) — PII Detection, ADA/WCAG scanning, PDF → Accessible HTML, up to 5 users, up to 10,000 pages/month
• Department ($1,099/month or $899/month annual, billed at $10,788/year) — All Starter features, unlimited users, Legistar integration, up to 100,000 pages/month
• Agency — BYOK ($2,499/month annual, billed at $29,988/year) — All Department features, unlimited pages (Bring Your Own Anthropic API Key), dedicated account manager
• Agency — Managed ($5,499/month) — All Agency BYOK features with SentraCheck-managed AI inference; no API key required
• Enterprise (from $4,999/month BYOK) — Multi-agency deployment, custom integrations, SLA guarantee, white-glove onboarding. Contact sales for pricing.
• Metered ($299/month + $0.007/page, BYOK only) — Pay-as-you-go for variable-volume workloads

4.2 Billing and Payment

• Subscription fees are billed in advance on a monthly or annual basis
• Payment is processed securely via Stripe (stripe.com), our third-party payment processor
• Accepted payment methods include major credit and debit cards (Visa, Mastercard, American Express, Discover)
• SentraCheck does not store credit card numbers or payment credentials. All payment data is handled directly by Stripe in compliance with PCI DSS Level 1 standards
• By providing a payment method, you authorize recurring charges at the applicable subscription rate until you cancel
• Payment is due at the start of each billing cycle. Failed payments may result in service suspension after a grace period
• All fees are non-refundable except as required by law
• Prices are subject to change with 30 days' notice to active subscribers
• Use of Stripe is subject to the Stripe Services Agreement

4.3 Add-ons

Additional features such as increased scan volume and the Bring Your Own API Key option may be purchased as add-ons to any standard plan. Add-on pricing is listed on our pricing page.

4.4 Cancellation

• Subscriptions may be cancelled at any time through the billing settings page or by contacting support
• Upon cancellation, service continues through the end of the current billing period
• No partial refunds are issued for unused portions of a billing period
• All data and account access will cease at the end of the billing period

4.5 Plan Changes

You may upgrade or downgrade your plan at any time. Upgrades take effect immediately with prorated billing. Downgrades take effect at the start of the next billing cycle.

5. Acceptable Use

You agree to use the Services only for lawful purposes and in accordance with these Terms. You shall not:

• Use the Services for any illegal purpose or to violate any laws
• Upload malicious files, viruses, or harmful code
• Attempt to gain unauthorized access to our systems or other users' accounts
• Reverse engineer, decompile, or attempt to extract our source code
• Resell, sublicense, or redistribute the Services without authorization
• Use the Services to process documents you do not have the right to analyze
• Circumvent usage limits or technical restrictions
• Interfere with or disrupt the integrity or performance of the Services

6. Document Processing and Data Handling

6.1 Document and Data Handling

We minimize data retention for document content:

• Documents are processed asynchronously through our secure job queue and stored temporarily during analysis
• Uploaded document files are automatically deleted after 24 hours by default; organizations with HIPAA mode may configure a custom retention period (1 day to 10 years)
• We do not store the raw text content of your documents beyond the processing window
• Scan findings (issue type, severity, and location metadata) are stored encrypted in our database and accessible only to users within your organization — the underlying document content is never stored
• Converted HTML output from Instant PDF Conversion is stored and accessible via your viewer URL until you delete it

6.2 Your Responsibilities

You are responsible for:

• Ensuring you have the right to upload and process the documents
• Maintaining your own copies and backups of documents
• Making final decisions about redaction and document release
• Verifying scan results before relying on them for compliance purposes

7. Intellectual Property

7.1 Our Intellectual Property

The Services, including all software, algorithms, designs, text, graphics, and other content, are owned by SentraCheck and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable license to use the Services during your subscription term.

7.2 Your Content

You retain all rights to documents you upload. By using our Services, you grant us a limited license to process your documents solely to provide the Services. This license terminates when your document files are deleted from our systems (within 24 hours by default, or at the end of your configured retention period).

8. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE
• WARRANTIES THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE
• WARRANTIES REGARDING THE ACCURACY, COMPLETENESS, OR RELIABILITY OF SCAN RESULTS
• WARRANTIES THAT THE SERVICES WILL DETECT ALL PII OR ACCESSIBILITY ISSUES

You acknowledge that:

• AI-powered detection may produce false positives or false negatives
• Results should be reviewed by qualified personnel before final decisions
• The Services do not constitute legal advice
• Compliance with applicable laws remains your responsibility

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• SENTRACHECK SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
• OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM THESE TERMS OR USE OF THE SERVICES SHALL NOT EXCEED THE FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM
• WE ARE NOT LIABLE FOR DAMAGES ARISING FROM UNDETECTED PII, ACCESSIBILITY ISSUES, OR COMPLIANCE FAILURES

Some jurisdictions do not allow limitation of liability for certain damages, so some of the above limitations may not apply to you.

10. Indemnification

You agree to indemnify, defend, and hold harmless SentraCheck, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from:

• Your use of the Services
• Your violation of these Terms
• Your violation of any third-party rights
• Documents you upload or decisions you make based on scan results

11. Government Agency Provisions

For U.S. government agency users:

• The Services are "commercial computer software" and "commercial computer software documentation" as defined in FAR 12.212 and DFARS 227.7202
• Use, duplication, and disclosure are subject to the restrictions in these Terms
• We acknowledge that certain federal contract clauses may apply and are willing to negotiate appropriate modifications

12. Publicity Rights

12.1 Use of Agency Name and Logo

With your prior written consent, SentraCheck may:

• List your agency as a subscriber on our website and marketing materials
• Display your agency's name and logo in connection with service promotion
• Reference your agency's participation in case studies, press releases, and promotional content
• Share general, non-confidential information about your agency's use of the Services (e.g., "California agencies are using SentraCheck for PII compliance")

12.2 Limitations

We will NOT:

• Share specific documents, scan results, or confidential information
• Imply official endorsement by your agency without explicit written approval
• Use your name/logo in ways that could be misleading or damaging to your agency

12.3 Opt-In Process

Publicity rights are opt-in only. If you wish to allow SentraCheck to reference your organization, please contact marketing@sentracheck.com. You may revoke consent at any time by providing written notice to legal@sentracheck.com, and we will remove your agency's name and logo from future materials within 30 days.

13. Service Level and Support

We strive to maintain high availability of our Services. Subscribers receive:

• Dedicated onboarding assistance
• Email support with 24-hour response time
• Comprehensive standard operating procedures (SOPs) and documentation
• Access to training materials and best practices guides

14. Modifications to Terms

We may modify these Terms at any time. We will provide notice of material changes by:

• Posting the updated Terms on our website
• Sending email notification to account holders
• Displaying a notice within the Services

Continued use of the Services after changes become effective constitutes acceptance of the modified Terms. If you disagree with changes, you may cancel your subscription.

15. Termination

We may suspend or terminate your access to the Services:

• For violation of these Terms
• If required by law
• If we discontinue the Services (with reasonable notice)

Upon termination, your right to use the Services ceases immediately. Provisions that by their nature should survive termination (including disclaimers, limitations of liability, and indemnification) shall survive.

16. Dispute Resolution

16.1 Governing Law

These Terms are governed by the laws of the State of California, without regard to conflict of law principles.

16.2 Arbitration

Any dispute arising from these Terms or the Services shall be resolved through binding arbitration administered by JAMS in accordance with its Streamlined Arbitration Rules, except that either party may seek injunctive relief in court for intellectual property infringement.

16.3 Class Action Waiver

You agree to resolve disputes individually and waive any right to participate in class actions or class arbitrations.

16.4 Government Entities

If you are a government entity that cannot agree to arbitration or class action waiver provisions, please contact us to discuss alternative dispute resolution procedures.

17. General Provisions

• Entire Agreement: These Terms constitute the entire agreement between you and SentraCheck regarding the Services.
• Severability: If any provision is found unenforceable, the remaining provisions remain in effect.
• Waiver: Failure to enforce any right does not waive that right.
• Assignment: You may not assign these Terms without our consent. We may assign our rights and obligations freely.
• Force Majeure: We are not liable for delays or failures caused by circumstances beyond our reasonable control.

18. Contact Information

For questions about these Terms:

Email: legal@sentracheck.com
Mail: SentraCheck, Attn: Legal Department

For support inquiries: support@sentracheck.com