BrightDocs Terms of Service

    BrightDocs Terms of Service

    Effective Date: September 20, 2026

    These Terms of Service (“Terms”) govern access to and use of the BrightDocs website, Knowledge Hubs, AI knowledge assistants, implementation services, maintenance services, and related products and services collectively referred to as the “Services.”

    BrightDocs is a sole proprietorship owned and operated by Greg Taylor in Arkansas. In these Terms, “BrightDocs,” “we,” “us,” and “our” refer to BrightDocs and Greg Taylor. “Customer,” “you,” and “your” refer to the individual or organization accessing or purchasing the Services.

    By accessing the website, creating an account, signing an order form, or using the Services, you agree to these Terms. If you use the Services on behalf of an organization, you represent that you have authority to accept these Terms for that organization.

    1. BrightDocs Services

    BrightDocs helps organizations turn approved company documents and other authorized information into managed Knowledge Hubs and AI knowledge assistants.

    Depending on the service plan or order form, the Services may include:

    • Document collection and preparation
    • Knowledge Hub setup and management
    • AI knowledge assistant configuration
    • Document processing and indexing
    • Source citations and retrieval testing
    • User access and authentication
    • Connected data sources
    • Maintenance, monitoring, and support
    • Other agreed implementation or professional services

    Specific features, pricing, usage allowances, implementation requirements, and service commitments may be described in a proposal, order form, statement of work, subscription selection, or other written agreement.

    If a separately signed agreement conflicts with these Terms, the separately signed agreement controls for that conflict.

    2. Business Use and Account Eligibility

    The Services are intended primarily for legitimate business and organizational use.

    You must be at least 18 years old and legally able to enter into a binding agreement. You are responsible for ensuring that your authorized users comply with these Terms.

    You must provide accurate account, billing, and contact information and keep that information current.

    3. Accounts and Authorized Users

    You are responsible for:

    • Protecting usernames, passwords, and other access credentials
    • Limiting access to authorized personnel
    • Promptly removing access when a user no longer requires it
    • Notifying BrightDocs about suspected unauthorized access
    • All activity occurring through your accounts, except to the extent caused directly by BrightDocs

    You may not share accounts outside your organization or attempt to access another customer’s account, Knowledge Hub, or information.

    4. Customer Content and Approved Sources

    “Customer Content” means documents, data, instructions, questions, feedback, and other information provided or authorized by you for use with the Services.

    You retain ownership of your Customer Content.

    You grant BrightDocs a limited right to host, copy, process, transform, index, transmit, and otherwise use Customer Content only as reasonably necessary to provide, maintain, secure, support, and improve the Services for you.

    You represent that:

    • You own or have permission to use and provide the Customer Content
    • Processing the Customer Content does not violate applicable law or third-party rights
    • You are authorized to make the Customer Content available to your users
    • The Customer Content does not contain prohibited material

    BrightDocs will process documents and information that you have placed in, or authorized for inclusion within, an approved source location. You are responsible for determining which information is approved for use.

    Unless BrightDocs expressly agrees otherwise in writing, you should not provide:

    • Protected health information regulated by HIPAA
    • Payment-card numbers or authentication data
    • Social Security numbers
    • Highly sensitive financial account information
    • Classified government information
    • Information subject to specialized regulatory or contractual controls that the Services have not been configured to support

    5. AI-Generated Answers

    BrightDocs uses artificial intelligence and information-retrieval technologies to generate answers from approved sources.

    AI-generated answers may occasionally be incomplete, inaccurate, outdated, or open to interpretation. Citations and source references are provided to help users review the underlying information, but they do not guarantee that every answer will be correct.

    You agree that:

    • Users should review important answers and their cited sources
    • The Services do not replace professional judgment
    • AI-generated answers should not be treated as legal, medical, tax, accounting, financial, safety, or other regulated professional advice
    • You are responsible for decisions and actions taken using information returned by the Services
    • The Services should not be used as the sole basis for decisions involving health, safety, legal rights, employment, finances, or other high-impact matters

    BrightDocs may configure the assistant to decline to answer when sufficient supporting information cannot be found.

    6. Acceptable Use

    You may not use the website or Services to:

    • Violate applicable law or another person’s rights
    • Upload information you are not authorized to use
    • Generate unlawful, fraudulent, deceptive, defamatory, or harmful content
    • Introduce malware or malicious code
    • Probe, scan, or test system vulnerabilities without written permission
    • Bypass security, authentication, usage, or access controls
    • Access another customer’s information
    • Reverse engineer or attempt to extract protected system components, except where applicable law expressly permits it
    • Resell, sublicense, or provide the Services to an unrelated third party without written permission
    • Interfere with the operation or security of the Services
    • Use automated methods that create unreasonable system demand
    • Use the Services to develop or train a substantially competing product without written permission

    BrightDocs may investigate suspected misuse and may restrict or suspend access when reasonably necessary to protect customers, users, BrightDocs, or its service providers.

    7. Third-Party Services

    BrightDocs may use or connect with third-party hosting, artificial intelligence, authentication, payment, storage, communication, and business-system providers.

    Your use of a third-party service may also be governed by that provider’s terms. BrightDocs is not responsible for changes, outages, security incidents, discontinued features, or other actions controlled by a third-party provider.

    We may replace a third-party provider when reasonably necessary, provided that the change does not materially reduce the core functionality of your purchased Services.

    8. Fees, Billing, and Taxes

    You agree to pay the fees described in your selected plan, proposal, invoice, order form, or other written agreement.

    Unless otherwise stated:

    • Subscription fees are billed in advance
    • Implementation and other one-time fees are billed according to the applicable proposal or invoice
    • Charges are due on the date stated on the invoice
    • Fees are quoted in United States dollars
    • You are responsible for applicable sales, use, and similar transaction taxes, excluding taxes based on BrightDocs’ income
    • Fees already paid are nonrefundable except where required by law or expressly stated in writing

    You authorize BrightDocs and its payment processor to charge your selected payment method for recurring and other approved fees.

    If payment is overdue, BrightDocs may suspend the affected Services after providing reasonable notice. You remain responsible for fees incurred before suspension or termination.

    9. Subscription Renewal and Cancellation

    Unless your order form states otherwise, subscriptions continue on a month-to-month basis and renew automatically until canceled.

    Either party may cancel recurring Services by providing at least 30 days’ written notice.

    Cancellation notices may be sent to admin@brightdocs.ai. Cancellation becomes effective at the end of the applicable notice period unless the parties agree to another date in writing.

    You remain responsible for charges incurred through the effective cancellation date. Partial subscription periods are not prorated or refunded unless otherwise agreed in writing or required by law.

    Cancellation of recurring Services does not automatically cancel unpaid implementation fees, completed work, or other outstanding obligations.

    10. Service Changes

    BrightDocs may improve, modify, replace, or discontinue features as its technology and service offerings evolve.

    We will provide reasonable notice when a change materially reduces a paid service’s core functionality. If we permanently discontinue a material paid service without providing a reasonable replacement, your remedy will be cancellation of the affected service and a prorated refund of prepaid fees covering the unavailable period.

    11. Customer Responsibilities

    You are responsible for:

    • Providing timely access to approved documents and necessary personnel
    • Reviewing which documents and data BrightDocs may process
    • Maintaining accurate and current source information
    • Reviewing implementation decisions and testing results
    • Managing your authorized users
    • Following reasonable security instructions
    • Maintaining your own original copies and backups of important information
    • Using the Services in accordance with applicable laws and internal policies

    Delays caused by missing information, unavailable systems, or delayed customer decisions may affect implementation schedules.

    12. Confidentiality

    Each party may receive nonpublic business, technical, financial, security, or operational information belonging to the other party.

    Each party agrees to:

    • Use confidential information only for purposes related to the Services
    • Protect it using reasonable safeguards
    • Share it only with personnel and service providers who need it and are subject to appropriate confidentiality obligations
    • Not disclose it to unrelated third parties without permission

    Confidential information does not include information that:

    • Becomes public without violating an obligation
    • Was already lawfully known to the receiving party
    • Is received lawfully from another source without a confidentiality restriction
    • Is independently developed without using the other party’s confidential information

    A party may disclose information when legally required, provided it gives notice when legally permitted.

    13. Security and Privacy

    BrightDocs uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the Services.

    No online system, cloud platform, AI service, or data transmission method can be guaranteed to be completely secure. BrightDocs does not promise that unauthorized access, loss, or disruption will never occur.

    You must promptly notify BrightDocs if you believe an account, credential, device, or connected source has been compromised.

    BrightDocs’ collection and use of personal information are also governed by its Privacy Policy.

    14. Ownership of the Services

    BrightDocs and its licensors retain all rights in:

    • The BrightDocs name, branding, website, and original content
    • Service configurations, workflows, methods, and processes
    • Software, templates, documentation, and system designs
    • Improvements and generalized knowledge developed while providing the Services
    • Materials created independently of Customer Content

    Except for the limited right to use the Services during an active subscription, these Terms do not transfer ownership of BrightDocs technology or intellectual property to you.

    BrightDocs does not acquire ownership of your Customer Content.

    15. Feedback

    If you provide suggestions or feedback about the Services, BrightDocs may use that feedback without restriction or payment, provided that doing so does not identify you or disclose your confidential information without permission.

    16. Suspension and Termination

    BrightDocs may suspend or terminate access when:

    • Fees remain unpaid after reasonable notice
    • You materially violate these Terms
    • Your use creates a security, legal, or operational risk
    • Continued service would violate applicable law
    • A required third-party service becomes unavailable
    • BrightDocs reasonably believes immediate action is necessary to prevent harm

    When practical, BrightDocs will provide notice and an opportunity to correct the issue before termination.

    Either party may terminate the Services according to the applicable order form and the 30-day cancellation provision in these Terms.

    Upon termination:

    • Your right to use the Services ends
    • Outstanding fees become due
    • Each party must return or discontinue unauthorized use of the other party’s confidential materials
    • Customer Content will be handled according to the applicable agreement, Privacy Policy, and BrightDocs’ standard retention practices

    You should request any needed export of Customer Content before the effective termination date. BrightDocs may provide reasonable transition assistance at its then-current rates.

    17. Service Availability

    BrightDocs works to maintain dependable Services but does not guarantee uninterrupted or error-free availability.

    Temporary interruptions may occur because of maintenance, security issues, internet failures, third-party outages, emergencies, or circumstances beyond reasonable control.

    Any specific uptime commitment must be stated in a separate written service-level agreement.

    18. Disclaimers

    TO THE FULLEST EXTENT PERMITTED BY LAW, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.”

    BRIGHTDOCS DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE.

    BRIGHTDOCS DOES NOT WARRANT THAT:

    • Every AI-generated answer will be accurate or complete
    • The Services will always be available or error-free
    • The Services will meet every customer requirement
    • All security threats or data issues will be prevented
    • Third-party services will remain available or unchanged

    Nothing in these Terms excludes a warranty or right that cannot lawfully be excluded.

    19. Limitation of Liability

    TO THE FULLEST EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES, OR FOR LOST PROFITS, REVENUE, BUSINESS OPPORTUNITIES, GOODWILL, OR DATA, ARISING FROM OR RELATED TO THE SERVICES.

    TO THE FULLEST EXTENT PERMITTED BY LAW, BRIGHTDOCS’ TOTAL LIABILITY ARISING FROM OR RELATED TO THE SERVICES WILL NOT EXCEED THE AMOUNT PAID BY THE CUSTOMER TO BRIGHTDOCS DURING THE SIX MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

    These limitations do not apply to liability that cannot legally be limited or excluded.

    20. Indemnification

    You agree to defend, indemnify, and hold harmless BrightDocs and Greg Taylor from third-party claims, damages, losses, liabilities, and reasonable expenses arising from:

    • Customer Content that violates law or third-party rights
    • Your unauthorized or unlawful use of the Services
    • Your material violation of these Terms
    • Actions taken based on AI-generated information without appropriate review

    BrightDocs will promptly notify you of a covered claim and reasonably cooperate in its defense. You may not settle a claim in a way that admits wrongdoing by BrightDocs or imposes obligations on BrightDocs without written consent.

    21. Governing Law and Disputes

    These Terms are governed by the laws of the State of Arkansas, without regard to conflict-of-law rules.

    Before filing a legal action, the parties agree to make a good-faith effort to resolve the dispute through direct discussion for at least 30 days after written notice of the dispute.

    If the dispute cannot be resolved, the parties consent to the exclusive jurisdiction of the state and federal courts serving Washington County, Arkansas, except where applicable law requires otherwise.

    22. Changes to These Terms

    BrightDocs may update these Terms to reflect changes in the Services, business practices, or legal requirements.

    The updated Terms will be posted with a revised effective date. If a change materially affects active paid Services, BrightDocs will provide reasonable notice.

    Continued use after the effective date of updated Terms constitutes acceptance of the updated Terms. Material changes will not retroactively alter rights or obligations that arose before the change became effective.

    23. Electronic Communications

    You agree that BrightDocs may provide agreements, notices, invoices, and other service communications electronically.

    You are responsible for keeping your email address and other contact information current.

    24. General Provisions

    These Terms, together with applicable proposals, order forms, statements of work, and policies, constitute the agreement between you and BrightDocs regarding the Services.

    If any provision is found unenforceable, the remaining provisions will remain effective.

    A failure to enforce a provision is not a waiver of the right to enforce it later.

    You may not transfer your rights or obligations under these Terms without written permission. BrightDocs may transfer these Terms as part of a business reorganization, financing, sale, or transfer of substantially all relevant business assets.

    Neither party is responsible for delays caused by circumstances beyond its reasonable control, excluding payment obligations.

    Sections that by their nature should continue after termination—including ownership, confidentiality, payment obligations, disclaimers, limitations of liability, indemnification, and dispute provisions—will survive.

    25. Contact BrightDocs

    Questions, legal notices, and cancellation requests may be sent to:

    BrightDocs
    A sole proprietorship owned and operated by Greg Taylor
    Fayetteville, Arkansas, United States
    Email: admin@brightdocs.ai
    Website: https://brightdocs.ai