Terms of Service
Please read these terms carefully before using BeginRFP. By accessing or using our service, you agree to be bound by these terms.
Table of Contents
Acceptance of Terms
Welcome to BeginRFP! These Terms of Service ("Terms") govern your access to and use of the BeginRFP platform, including our website, applications, APIs, and related services (collectively, the "Service").
Important: By accessing or using BeginRFP, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you may not use the Service.
These Terms constitute a legally binding agreement between you (either an individual or an entity you represent) and BeginRFP, Inc. ("BeginRFP," "we," "us," or "our"). You must be at least 18 years old and capable of forming a binding contract to use our Service.
If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms, and "you" refers to both you individually and that organization.
Definitions
The following terms have specific meanings throughout this agreement:
"RFP" (Request for Proposal)
A document issued by organizations to solicit proposals from potential vendors or service providers.
"Analysis" or "RFP Analysis"
The AI-powered processing of RFP documents to extract requirements, generate compliance matrices, and provide bid-related insights.
"User Content"
Any documents, files, data, or information you upload, submit, or transmit through the Service.
"Subscription Plan"
A paid service tier (Starter, Professional, or Enterprise) that provides access to specific features and usage limits.
"Dashboard" or "Console"
The authenticated web interface where users manage their RFP projects, view analysis results, and access account settings.
Account Registration
3.1 Account Creation
To access certain features of the Service, you must create an account. When registering, you agree to:
- • Provide accurate, current, and complete information
- • Maintain and promptly update your account information
- • Keep your password secure and confidential
- • Accept responsibility for all activities under your account
- • Notify us immediately of any unauthorized use
3.2 Account Security
You are responsible for maintaining the confidentiality of your login credentials. We strongly recommend enabling two-factor authentication (2FA) for enhanced security. BeginRFP will never ask for your password via email.
Warning: You are solely responsible for any activities conducted through your account. If you suspect unauthorized access, please change your password immediately and contact our support team.
3.3 Account Types
We offer individual and organizational accounts. Organization administrators may invite team members and manage permissions. All users within an organization are bound by these Terms.
Description of Services
BeginRFP provides an AI-powered platform designed to streamline the RFP analysis and bid preparation process. Our core services include:
4.1 RFP Document Analysis
Smart Information Extraction:
Automated identification and extraction of key requirements, deadlines, qualifications, and evaluation criteria from RFP documents
Compliance Matrix Generation:
AI-generated compliance checklists mapping requirements to response sections
Budget Analysis:
Extraction and analysis of financial terms, budget information, and cost considerations
4.2 Document Management
- • Secure file upload and storage (up to 50MB per file)
- • Smart document viewer with highlighting and annotations
- • Project organization and team collaboration tools
- • Export capabilities in multiple formats
4.3 Service Availability
We strive to maintain 99.9% uptime for our Service. However, we may occasionally perform scheduled maintenance or experience unplanned outages. We will make reasonable efforts to notify users in advance of planned maintenance.
Subscription & Payment
5.1 Subscription Plans
BeginRFP offers multiple subscription tiers:
Starter ($29/month): 350credits, Basic features for individual users
Professional ($79/month): 1000credits, Advanced features for growing teams
Enterprise (Custom pricing): Tailored solutions for large organizations.
5.2 Billing Cycles
Subscriptions are billed in advance on a recurring basis (monthly or annually, as selected). You may choose billing periods of 3, 6, 12, 18, or 24 months with corresponding discounts for longer commitments.
5.3 Payment Methods
We accept payment via:
Credit and debit cards (Visa, Mastercard, American Express)
Google Pay
Stripe payment processing
All payments are processed securely through Stripe. We do not store complete credit card information on our servers.
5.4 Automatic Renewal
Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. You will be charged the then-current rate for your plan.
5.5 Refund Policy
Refunds are calculated based on credit usage at the time of request. If you have used 50 credits or fewer, you are eligible for a full refund. If you have used more than 50 but no more than 100 credits, you are eligible for a 50% refund. No refunds are available once more than 100 credits have been used. Refund eligibility is determined primarily by credit usage, which reflects the extent to which the service has been consumed. All refunds are subject to applicable laws and regulations.
Note: Cancellation stops future billing but does not entitle you to a refund for the current billing period. You will continue to have access until the end of your paid period.
Acceptable Use Policy
6.1 Permitted Use
You may use BeginRFP for lawful business purposes, including:
Analyzing RFP documents for your organization's bid activities
Generating compliance matrices and requirement summaries
Collaborating with team members on bid responses
Storing and organizing RFP-related documentation
6.2 Prohibited Activities
You agree NOT to use the Service to:
Upload, transmit, or store any content that is illegal, harmful, threatening, abusive, defamatory, or otherwise objectionable
Violate any applicable laws, regulations, or third-party rights
Attempt to gain unauthorized access to the Service, other user accounts, or connected systems
Interfere with or disrupt the integrity or performance of the Service
Use automated means (bots, scrapers) to access the Service without our written permission
Reverse engineer, decompile, or disassemble any part of the Service
Resell, sublicense, or redistribute the Service without authorization
Upload malware, viruses, or other malicious code
Process documents containing classified or export-controlled information without proper authorization
6.3 Usage Limits
Each subscription plan includes specific usage limits (document uploads, analysis runs, storage capacity). Exceeding these limits may result in additional charges or temporary service restrictions.
Intellectual Property
7.1 Our Intellectual Property
The Service, including its original content, features, functionality, software, and technology, is owned by BeginRFP and protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.
The BeginRFP name, logo, and all related names, logos, product and service names, designs, and slogans are trademarks of BeginRFP. You may not use such marks without our prior written permission.
7.2 Your Content
You retain all ownership rights to the documents and data you upload to BeginRFP ("User Content"). By uploading User Content, you grant us a limited, non-exclusive license to process, analyze, and display your content solely for the purpose of providing the Service to you.
Important: We do not claim ownership of your RFP documents or analysis results. Your content remains yours, and you may export or delete it at any time.
7.3 Feedback
If you provide suggestions, ideas, or feedback about our Service, we may use this information to improve our products without any obligation to compensate you.
Data Processing & Privacy
8.1 Data Collection
We collect and process data as described in our Privacy Policy. This includes:
Account information (name, email, company details)
Uploaded documents and analysis results
Usage data and analytics
Payment information (processed by Stripe)
8.2 Data Security
We implement industry-standard security measures to protect your data, including:
Encryption in transit (TLS 1.3) and at rest (AES-256)
Regular security audits and penetration testing
SOC 2 Type II certification
GDPR and CCPA compliance
8.3 Data Retention
Uploaded documents are retained for 30 days after processing unless you choose to store them in your account. Deleted documents are permanently removed within 30 days. You may request complete data deletion by contacting our support team.
8.4 Third-Party Services
Our Service may integrate with third-party services (such as Stripe for payments). Your use of these integrations is subject to the respective third-party terms of service.
Disclaimers & Limitations
9.1 Service Provided "As Is"
THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
9.2 No Guarantee of Results
While we strive for accuracy, BeginRFP does not guarantee that our AI-powered analysis will be error-free or that following our recommendations will result in winning bids. The Service is a tool to assist your bid preparation process, not a substitute for professional judgment.
Disclaimer: Analysis results should be reviewed by qualified personnel before submission. BeginRFP is not responsible for bid outcomes or business decisions made based on our analysis.
9.3 Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, BEGINRFP SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.
OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.
9.4 Indemnification
You agree to indemnify, defend, and hold harmless BeginRFP and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of the Service or violation of these Terms.
Termination
10.1 Termination by You
You may terminate your account at any time by:
Canceling your subscription through your account settings
Contacting our support team to request account deletion
Upon termination, you will retain access to the Service until the end of your current billing period.
10.2 Termination by Us
We may suspend or terminate your access to the Service immediately, without prior notice, if:
You breach any provision of these Terms
Your payment method fails and is not resolved within 14 days
We reasonably believe your actions may cause harm to us, other users, or third parties
We are required to do so by law
10.3 Effect of Termination
Upon termination:
Your right to use the Service ceases immediately
You may export your data within 30 days of termination
We may delete your data after the 30-day grace period
Provisions that by their nature should survive (including disclaimers, limitations of liability, and indemnification) will remain in effect
Changes to Terms
We reserve the right to modify these Terms at any time. When we make material changes:
We will update the "Last Updated" date at the top of this page
We will notify you via email or in-app notification at least 30 days before changes take effect
Your continued use of the Service after the effective date constitutes acceptance of the revised Terms
If you do not agree with the modified Terms, you may terminate your account before the changes take effect. We encourage you to review these Terms periodically.
Governing Law & Dispute Resolution
12.1 Governing Law
These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.
12.2 Dispute Resolution
Any dispute arising from these Terms or your use of the Service shall be resolved through:
Informal Resolution:
Contact us first to attempt to resolve the dispute informally within 30 days
Mediation:
If informal resolution fails, the parties agree to attempt mediation before pursuing arbitration
Binding Arbitration:
Unresolved disputes shall be settled by binding arbitration under the rules of the American Arbitration Association
12.3 Class Action Waiver
You agree that any dispute resolution proceedings will be conducted only on an individual basis and not as a class, consolidated, or representative action.
General Provisions
13.1 Entire Agreement
These Terms, together with our Privacy Policy and any other legal notices published on the Service, constitute the entire agreement between you and BeginRFP concerning the Service.
13.2 Severability
If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.
13.3 Waiver
Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights.
13.4 Assignment
You may not assign or transfer these Terms without our prior written consent. We may assign our rights and obligations without restriction.
13.5 Force Majeure
Neither party shall be liable for any failure or delay in performance due to circumstances beyond their reasonable control, including natural disasters, war, terrorism, labor disputes, or government actions.
Contact Information
If you have any questions about these Terms of Service, please contact us:
Email: info@beginrfp.com
Address: 123 Innovation Drive, Suite 400, San Francisco, CA 94105, United States