SyncaDoc

Legal

Terms of Service

Last updated: January 2026

1. Agreement to Terms

By accessing or using SyncaDoc'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, 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

SyncaDoc provides closeout document tracking software for general contractors and construction managers. Our Services include:

  • Document upload and storage for warranties, certificates of insurance (COIs), and lien waivers
  • Automatic extraction of key document data (contractor names, dates, coverage amounts)
  • Expiration tracking and alerts
  • Subcontractor upload portals
  • Compliance reporting and audit trails

SyncaDoc is document tracking software, not legal advice. You are responsible for verifying compliance decisions with qualified legal counsel.

3. Account Registration

To use the Services, you must:

  • Provide accurate, complete, and current registration information
  • Maintain the security of your account credentials
  • Promptly notify us of any unauthorized access to your account
  • Accept responsibility for all activities that occur under your account

We reserve the right to suspend or terminate accounts that violate these Terms or remain inactive for extended periods.

4. Acceptable Use

You agree not to:

  • Use the Services for any unlawful purpose or in violation of any applicable laws
  • Upload content that infringes on intellectual property rights of others
  • Upload malicious code, viruses, or harmful content
  • Attempt to gain unauthorized access to our systems or other users' accounts
  • Use the Services to store or transmit content unrelated to construction closeout documentation
  • Resell, sublicense, or redistribute the Services without our written consent
  • Interfere with or disrupt the integrity or performance of the Services

5. Your Content

Ownership: You retain all ownership rights to the documents and data you upload to SyncaDoc ("Your Content"). We do not claim ownership of Your Content.

License: By uploading Your Content, you grant SyncaDoc a limited, non-exclusive license to process, store, display, and transmit Your Content solely as necessary to provide the Services to you. This includes processing Your Content with AI systems to extract data.

AI Processing: Your Content may be processed by third-party AI providers to extract document data. These providers are contractually prohibited from using Your Content to train AI models. See our Privacy Policy for details.

6. Data Processing

We process Your Content as a data processor on your behalf. You remain the data controller and are responsible for ensuring you have appropriate rights and consents to upload documents to our Services.

Each customer receives a dedicated, isolated database environment. Your data is never commingled with other customers' data.

7. Fees and Payment

Subscription Fees: Access to the Services requires a paid subscription after any applicable free trial period. Fees are billed in advance on a monthly or annual basis.

Payment: You authorize us to charge your designated payment method for all fees due. Failure to pay may result in suspension or termination of your account.

Refunds: Fees are non-refundable except as required by law or as explicitly stated in writing. If you cancel mid-cycle, you retain access until the end of your billing period.

Price Changes: We may change pricing with 30 days' notice. Continued use after a price change constitutes acceptance of the new pricing.

8. Service Availability

We strive to maintain high availability of the Services but do not guarantee uninterrupted access. The Services may be temporarily unavailable for maintenance, updates, or circumstances beyond our control.

We are not liable for any damages resulting from service interruptions or data loss. You are responsible for maintaining your own backups of critical documents.

9. Intellectual Property

SyncaDoc and its licensors retain all rights to the Services, including all software, designs, trademarks, and documentation. These Terms do not grant you any rights to our intellectual property except the limited right to use the Services as described herein.

10. 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, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that: (a) the Services will meet your specific requirements; (b) the Services will be uninterrupted, timely, secure, or error-free; (c) AI-extracted data will be accurate or complete; or (d) any defects will be corrected.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SYNCADOC 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 SERVICES.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM THESE TERMS OR YOUR USE OF THE SERVICES SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

12. Indemnification

You agree to indemnify, defend, and hold harmless SyncaDoc and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from: (a) your use of the Services; (b) your violation of these Terms; (c) your violation of any third-party rights; or (d) Your Content.

13. Termination

By You: You may cancel your subscription at any time through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period.

By Us: We may suspend or terminate your access to the Services immediately if you violate these Terms, fail to pay fees, or if we reasonably believe your use poses a security risk.

Effect of Termination: Upon termination, your right to use the Services ceases. You may request export of Your Content for 30 days following termination, after which we may delete Your Content.

14. Dispute Resolution

Governing Law: These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles.

Informal Resolution: Before filing any legal claim, you agree to attempt to resolve disputes informally by contacting us at hello@syncadoc.com. We will attempt to resolve disputes within 30 days.

Jurisdiction: Any disputes not resolved informally shall be resolved exclusively in the state or federal courts located in Travis County, Texas. You consent to personal jurisdiction in these courts.

15. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes via email or through the Services at least 30 days before they take effect. Your continued use of the Services after changes take effect constitutes acceptance of the updated Terms.

16. General Provisions

Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and SyncaDoc regarding the Services.

Severability: If any provision of these Terms is found unenforceable, the remaining provisions will continue in effect.

Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.

Assignment: You may not assign these Terms without our consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

17. Contact Us

If you have questions about these Terms, please contact us at:

Email: hello@syncadoc.com
Website: syncadoc.com