Terms & Conditions

Last updated: July 22, 2026

These Terms & Conditions ("Terms") are a binding agreement between Reflexio, Inc. ("Reflexio," "we," "us") and the individual or entity that accesses the Reflexio managed platform (the "Service"). If you use the Service on behalf of an organization, you represent that you are authorized to bind that organization, and "you" refers to that organization.

By creating an account or using the Service, you acknowledge that you have read and agree to these Terms and our Privacy Policy.

1. Eligibility and account registration

The Service is offered solely for business and professional use, and not for personal, family, or household purposes. You must be at least 18 years old and able to form a binding contract. You agree to provide accurate registration information, keep it current, and keep your credentials confidential. You are responsible for activity under your account.

2. The Service and your license to use it

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable right to access and use the Service during your subscription for your internal business purposes, subject to suspension and termination only as provided in these Terms. We may update, improve, or modify the Service over time.

3. Acceptable use

You agree not to:

• use the Service in violation of any law or third-party rights;
• upload content you do not have the right to submit, or that is unlawful, infringing, or harmful;
• attempt to reverse engineer, decompile, or extract the source code or models of the Service, except as permitted by law;
• probe, scan, or breach security; interfere with or disrupt the Service; or circumvent usage limits;
• resell or provide the Service to third parties except as expressly permitted; or
• use non-public aspects of the Service to copy or replicate its material features; extract or attempt to extract source code, models, system prompts, weights, or proprietary datasets; conduct unauthorized automated scraping; or use access to the Service primarily to train or develop a substantially similar competing model or service.

Recordings and consents. You represent that you have provided all required notices and obtained all rights, permissions, and consents to record, monitor, transcribe, upload, disclose, and process communications and other Customer Content through the Service.

Prohibited data. Unless expressly authorized in a written agreement with us, you must not submit through the Service: protected health information subject to HIPAA; payment-card data; biometric or genetic identifiers or templates; Social Security numbers, government identification numbers, or financial-account credentials; precise geolocation; personal information of children; third-party passwords or credentials; government-classified information; or personal information of individuals located in the European Economic Area, the United Kingdom, or Switzerland. You must not use the Service or Outputs to make or substantially facilitate a decision producing legal or similarly significant effects concerning a person — for example, concerning employment, lending, housing, insurance, healthcare, education, or access to essential services — unless Reflexio expressly authorizes that use in writing and you implement legally required human review, notice, assessment, and appeal protections.

We may suspend access for violations that threaten the Service or other customers, with notice where practicable.

4. Your content, ownership, and our commitments

You own your content. As between you and Reflexio, and to the extent rights exist under applicable law, you retain all rights to the interactions, transcripts, documents, and other data you submit, and to the structured extracts, embeddings, memories, profiles, inferences, and outputs generated from it (together, "Customer Content"). Reflexio assigns to you any right, title, and interest it may have in Output generated specifically for you, excluding Reflexio Materials (see §8). Output may not be unique, and the Service may generate the same or similar output for other users.

License to operate. You grant us a limited license to host, process, transmit, and display Customer Content solely to provide and support the Service for you, and to create de-identified, aggregated operational and usage data ("Service Data") used to run, secure, and improve the Service. Service Data does not include your substantive Customer Content, does not identify you or any individual, and is not used to train AI models. We do not attempt to reidentify Service Data or use it to reconstruct Customer Content, and we do not publicly disclose customer-specific metrics. Any feedback you provide does not override the no-training commitment below.

Reflexio does not use Customer Content to train or fine-tune AI models owned by Reflexio or shared among Reflexio customers. Providing the Service includes routing Customer Content to third-party AI providers. Some AI providers' terms and configurations applicable to Reflexio's account permit them to use submitted inputs or generated outputs to develop or improve their services, which may include model training. Where a provider offers a no-training option, we use it. Reflexio does not currently offer Customer a choice of AI provider, and AI providers may vary by feature, availability, cost, customer configuration, or deployment model. Customers that require stricter no-training processing may contact Reflexio about enterprise, customer-provided-model, or private deployment options before submitting Customer Content.

Your responsibilities. You are responsible for your Customer Content, for having the necessary rights and permissions to submit it, and — where it contains personal information about your end users — for providing any notices and obtaining any consents required by law. Our processing of such personal information on your behalf is governed by the applicable customer agreement. A Data Processing Addendum is available to eligible business and enterprise customers on request.

5. Fees and billing

The Service offers a Free plan and a paid Pro plan (currently $299 per month), with Enterprise plans available by contacting us. Current plans, allowances, overage rates, and prices are shown on our pricing page and may change for future billing terms. Paid plans are billed monthly in advance through our third-party payment processor. You agree to pay all fees for your plan, any usage-based overage charges, and applicable taxes. Unless stated otherwise, fees are non-refundable, subscriptions auto-renew each month until cancelled, and we will give advance notice of price changes that apply to a future term. Late or failed payments may result in suspension.

6. Trials, subscriptions, and cancellation

New accounts include a 14-day trial with Pro-plan allowances; after 14 days, the account continues on the Free plan unless you upgrade. Free and trial plans may be modified or discontinued. You may cancel at any time from your account billing settings; cancellation takes effect at the end of the current billing period, and you remain responsible for fees already incurred. If you terminate a paid subscription because of Reflexio's material breach that remains uncured after the applicable cure period, Reflexio will refund prepaid fees covering the unused portion of the terminated billing period.

7. Availability and support

We aim to keep the Service available and will use commercially reasonable efforts to do so, but the Service is provided without a guaranteed uptime commitment unless a separate service-level agreement applies. We may perform maintenance and will try to limit disruption.

8. Our intellectual property

The Service, including its software, models, and content (excluding Customer Content), is owned by Reflexio and its licensors and is protected by intellectual-property laws. These Terms grant you no rights to our trademarks or branding.

"Reflexio Materials" means the Service, software, models, algorithms, system prompts, methods, workflows, templates, taxonomies, Documentation, pre-existing materials, and generally applicable technology, improvements, and know-how owned or licensed by Reflexio, excluding Customer Content. Reflexio grants you a perpetual, worldwide, non-exclusive, royalty-free license to use any Reflexio Materials incorporated into an Output solely as necessary to use that Output.

Feedback. You grant Reflexio a perpetual, irrevocable, worldwide, royalty-free, transferable, and sublicensable license to use feedback concerning the Service without restriction, provided that this license does not authorize Reflexio to use Customer Content or personal information for AI-model training or to disclose Customer Confidential Information.

9. Confidentiality

Each party may access the other's confidential information in connection with the Service. Customer Content is Customer's Confidential Information. The receiving party will (a) protect the other's confidential information with at least reasonable care, (b) limit access to personnel and contractors who need it and are bound by confidentiality obligations, and (c) use it only to perform under these Terms. This does not apply to information that is or becomes public through no fault of the receiving party, is independently developed, or is rightfully obtained without confidentiality obligations. If compelled by law to disclose, the receiving party will, where permitted, give prompt notice so the other can seek protection. On request or termination, the receiving party will return or destroy the other's confidential information, subject to routine backups and legal-retention requirements. These obligations survive termination for three (3) years, and indefinitely for trade secrets. A breach of this section may cause irreparable harm for which injunctive relief is appropriate. Customer acknowledges that, where disclosed in §4, an authorized AI provider's applicable terms may permit it to use Customer Content to develop or improve its services. Such disclosed processing is considered part of providing the Service. Customers that require no-training processing should contact Reflexio regarding available enterprise, customer-provided-model, or private deployment options before submitting Customer Content.

10. Warranties and disclaimers

The Service is provided "AS IS" and "AS AVAILABLE." To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. The Service uses AI and may produce inaccurate or incomplete outputs; you are responsible for reviewing outputs before relying on them. Outputs may be inaccurate, incomplete, outdated, non-unique, or unsuitable for your purpose, and are not professional legal, medical, financial, employment, or other regulated advice.

11. Limitation of liability

To the fullest extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits or data, arising out of or relating to the Service. Each party's aggregate liability arising out of or relating to the Agreement, regardless of the number or type of claims, will not exceed the amount you paid us for the Service in the 12 months before the event giving rise to the claim (or, for free plans, US$100). Each party's aggregate liability for breach of confidentiality, breach of data-protection obligations, or intellectual-property indemnification will not exceed two times (2×) the applicable general liability cap described above. These limits do not apply to your payment obligations, or to liability arising from fraud, gross negligence, willful misconduct, or amounts that cannot be limited under applicable law.

12. Indemnification

You will defend and indemnify Reflexio against third-party claims arising from your Customer Content or your use of the Service in violation of these Terms or law. We will defend and indemnify you against third-party claims that the Service, as provided by us, infringes a third party's intellectual-property rights. The indemnified party will promptly notify the other of the claim, allow the indemnifying party to control the defense and settlement (no settlement imposing non-indemnified obligations on the indemnified party without its consent), and reasonably cooperate. A failure to provide prompt notice will relieve the indemnifying party of its obligations only to the extent the delay materially prejudices the defense. Reflexio's IP indemnity does not cover claims arising from Customer Content, use in violation of these Terms, or combination of the Service with non-Reflexio products or data; if the Service is or may be enjoined, Reflexio may modify it, procure the right to continue, or terminate the affected Service and refund prepaid, unused fees. Reflexio's IP indemnity does not apply to claims arising from Outputs, except to the extent a claim results directly from Reflexio Materials incorporated into an Output. Neither party may settle a claim in a way that admits fault by the indemnified party, imposes non-monetary obligations on it, or fails to provide it a complete release, without the indemnified party's written consent.

13. Term, termination, and data handling

These Terms apply while you use the Service. Either party may terminate for material breach not cured within 30 days after written notice; we may terminate or suspend for non-payment not cured within 10 days, or for acceptable-use violations. We may suspend the Service immediately where reasonably necessary to prevent security harm, comply with law, prevent fraud or abuse, protect other customers, or address clearly unlawful content, with notice promptly where legally and practically possible.

On termination: your right to use the Service ends. You may export your Customer Content during your subscription and for 30 days after termination, after which we will initiate deletion promptly and ordinarily complete deletion from active production systems within 30 days and from backups within 90 days. Limited information may be retained longer where required by law, subject to a legal hold, or temporarily maintained in isolated systems where immediate deletion is technically infeasible; in those cases, the information will remain protected and unavailable for ordinary use until deletion is completed.

14. Changes to these Terms

We may update these Terms and will revise the "Last updated" date. For material changes, we will provide notice and, where appropriate, require acceptance before continued use. We will not make material, adverse changes retroactively — including any change that materially expands how your data is used for AI model training — without notice and, where required, your consent.

15. Governing law and dispute resolution

These Terms and any dispute arising out of or relating to them are governed by Delaware law, without regard to conflict-of-laws rules. The state and federal courts located in New Castle County, Delaware will have exclusive jurisdiction, and each party consents to personal jurisdiction and venue in those courts and waives any objection based on inconvenient forum.

16. Miscellaneous

The applicable order form (if any), these Terms, and the Data Processing Addendum (where it applies) are the entire agreement between the parties regarding the Service. The Privacy Policy describes Reflexio's information practices and is a notice, not part of this contractual agreement except where an order form expressly states otherwise. Order of precedence: the DPA controls for the processing of Customer Personal Data; an order form controls for commercial terms; these Terms control otherwise. You may not assign these Terms without our consent; we may assign them in connection with a merger or sale. If any provision is unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. Routine notices may be provided electronically, including to the contact information on your account, in-product, or to support@reflexio.ai. Formal notices concerning breach, indemnification, or legal proceedings must be sent by email to support@reflexio.ai and by nationally recognized overnight courier or certified mail — to Reflexio at Reflexio, Inc., Attn: Legal, 10556 Northeast 25th Street, Bellevue, WA 98004, and to Customer at the address in its order form or account records.

Force majeure. Neither party is liable for any delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, labor disputes, governmental action, utility or network failures, and third-party service or infrastructure outages.

Independent contractors. The parties are independent contractors. These Terms do not create any partnership, joint venture, agency, fiduciary, or employment relationship.

No third-party beneficiaries. These Terms do not confer any rights or remedies on any person other than the parties, except that Reflexio's affiliates and licensors may enforce the disclaimers and limitations of liability that protect them.

Export controls and sanctions. You will comply with all applicable export-control and economic-sanctions laws. You represent that you are not located in, and are not a national or resident of, any embargoed or restricted jurisdiction; that you are not on any government restricted-party or denied-party list; and that you will not use or export the Service in violation of such laws.

Beta features. We may offer features identified as alpha, beta, preview, evaluation, or early access ("Beta Features"). Beta Features are provided "AS IS," without warranty, support, or any service-level or indemnification commitment, and may be changed or withdrawn at any time.

Third-party integrations. The Service may interoperate with third-party products or services that you choose to enable. Your use of those third-party products is governed by their own terms, and Reflexio is not responsible for them.

Electronic signatures and communications. You consent to transact electronically and agree that electronic acceptance, records, and signatures have the same legal effect as their paper equivalents.

Survival. Provisions that by their nature should survive termination — including ownership, confidentiality, disclaimers, limitations of liability, indemnification, accrued fees, and this section — survive termination of the Agreement.

Headings. Section headings are for convenience only and do not affect interpretation.

Contact

Questions about these Terms: support@reflexio.ai.