Terms of Service

1. Acceptance of Terms

By accessing or using the ApproveWell platform, website, or any associated services (collectively, the “Service”), you agree to be bound by these Terms of Service (“Terms”). If you are using the Service on behalf of an organization, you represent and warrant that you have authority to bind that organization to these Terms. If you do not agree to these Terms, you must not access or use the Service. These Terms constitute a legally binding agreement between you and ApproveWell.

2. Description of Service

ApproveWell is a software-as-a-service (SaaS) approval workflow platform that enables teams and individuals to share files, request reviews and approvals, collaborate through comments and annotations, and manage team workspaces. The Service allows workspace owners to invite team members and send review links to external reviewers who do not need an account to participate in the review process.

3. Account Registration and Security

To use certain features of the Service, you must create an account by providing accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your account credentials, including your password.
• All activities that occur under your account, whether or not authorized by you.
• Promptly notifying us of any unauthorized access to or use of your account.
• Keeping your account information accurate and up to date.

ApproveWell will not be liable for any loss or damage arising from your failure to maintain the security of your account. You may not share your account credentials, create multiple accounts to circumvent restrictions, or use another person’s account without permission.

4. Subscription Plans and Billing

ApproveWell offers the following subscription plans:

• Free. A free plan with limited features, subject to usage limits as described on our pricing page.
• Agency ($29/month). A paid plan with expanded features for client approval workflows.
• Agency Pro ($79/month). A paid plan with advanced controls for growing teams.

Free Trial. The Free plan is available immediately. New signups create a free workspace by default. If a workspace owner starts Agency checkout, that checkout may include a 14-day free trial of the Agency plan. At the end of the trial period, the Agency plan converts to a paid monthly subscription unless you cancel before the trial ends.

Auto-Renewal. Paid subscriptions automatically renew monthly unless you cancel before the renewal date. You authorize us to charge your payment method on file for each monthly billing period.

Cancellation. You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period. You will retain access to paid features until the end of your current billing cycle. No prorated refunds are provided for partial billing periods.

Refund Policy. Subscription fees are generally non-refundable. Refund requests are evaluated on a case-by-case basis at our sole discretion. To request a refund, contact us at support@approvewell.com within 14 days of the charge.

Payment Processing. All payments are processed securely through Stripe. By providing your payment information, you agree to Stripe’s terms of service. ApproveWell does not store your full credit card details on our servers.

5. User Content and Data Ownership

Your Content. You retain all ownership rights to files, documents, images, comments, annotations, and any other content you upload to or create within the Service (“User Content”). ApproveWell does not claim any intellectual property rights over your User Content.

License to Operate. By uploading User Content to the Service, you grant ApproveWell a limited, non-exclusive, worldwide, royalty-free license to store, display, reproduce, and transmit your User Content solely for the purpose of providing and operating the Service. This license terminates when you delete your User Content or your account.

Data Export. You may export your data at any time through the Service’s export functionality or by contacting support.

6. Acceptable Use Policy

You agree not to use the Service to:

Prohibited Content:

• Upload, share, or distribute content that is illegal, obscene, defamatory, threatening, harassing, or that violates any third-party intellectual property rights.
• Store or transmit malware, viruses, or any other malicious code.
• Upload content that exploits or harms minors in any way.
• Distribute spam, phishing content, or unsolicited commercial communications.

Prohibited Activities:

• Attempt to gain unauthorized access to the Service, other accounts, or our systems and networks.
• Reverse-engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service.
• Use the Service to violate any applicable local, state, national, or international law or regulation.
• Interfere with or disrupt the integrity or performance of the Service.
• Use automated tools (bots, scrapers, crawlers) to access the Service without our prior written consent.
• Resell, sublicense, or redistribute the Service without authorization.
• Circumvent any usage limits, access controls, or security features of the Service.

We reserve the right to investigate violations and may suspend or terminate accounts that violate this Acceptable Use Policy, with or without prior notice.

7. External Reviewers

The Service allows account holders to share review links with external parties (“External Reviewers”) who do not need an ApproveWell account to view and provide feedback on shared content. By accessing a review link and using the Service in any capacity, External Reviewers agree to be bound by these Terms, including the Acceptable Use Policy, Disclaimer of Warranties, Limitation of Liability, and Indemnification provisions. Account holders are responsible for informing External Reviewers that their use of review links is subject to these Terms and our Privacy Policy.

8. Intellectual Property

ApproveWell Property. The Service, including its design, features, code, documentation, logos, trademarks, and all associated intellectual property, is owned by ApproveWell and protected by copyright, trademark, and other intellectual property laws. Nothing in these Terms grants you any right, title, or interest in the Service beyond the limited right to use it in accordance with these Terms.

Feedback. If you provide suggestions, feature requests, or other feedback about the Service, you grant ApproveWell an unrestricted, irrevocable, perpetual, royalty-free license to use, modify, and incorporate such feedback into the Service without any obligation to you.

9. Disclaimer of Warranties

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. APPROVEWELL DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. APPROVEWELL MAKES NO WARRANTIES OR REPRESENTATIONS ABOUT THE ACCURACY OR COMPLETENESS OF THE SERVICE’S CONTENT OR THE CONTENT OF ANY SITES LINKED TO THE SERVICE. YOU USE THE SERVICE AT YOUR OWN RISK. NO ADVICE OR INFORMATION, WHETHER ORAL OR WRITTEN, OBTAINED FROM APPROVEWELL OR THROUGH THE SERVICE SHALL CREATE ANY WARRANTY NOT EXPRESSLY STATED IN THESE TERMS.

10. Limitation of Liability

IN NO EVENT SHALL APPROVEWELL, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AFFILIATES, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM: (A) YOUR ACCESS TO OR USE OF, OR INABILITY TO ACCESS OR USE, THE SERVICE; (B) ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE SERVICE; (C) ANY CONTENT OBTAINED FROM THE SERVICE; OR (D) UNAUTHORIZED ACCESS, USE, OR ALTERATION OF YOUR TRANSMISSIONS OR CONTENT, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), OR ANY OTHER LEGAL THEORY, WHETHER OR NOT WE HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGE.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, APPROVEWELL’S TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL AMOUNT YOU HAVE PAID TO APPROVEWELL IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED U.S. DOLLARS ($100.00).

Some jurisdictions do not allow the exclusion or limitation of certain damages. In such jurisdictions, the limitations above shall apply to the fullest extent permitted by applicable law.

11. Indemnification

You agree to defend, indemnify, and hold harmless ApproveWell, its officers, directors, employees, agents, affiliates, and licensors from and against any and all claims, damages, obligations, losses, liabilities, costs, or debt, and expenses (including but not limited to attorney’s fees) arising from: (a) your use of and access to the Service; (b) your violation of any provision of these Terms; (c) your violation of any third-party right, including without limitation any intellectual property, privacy, or proprietary right; (d) any claim that your User Content caused damage to a third party; or (e) any User Content you upload, post, or otherwise make available through the Service. This indemnification obligation will survive the termination of these Terms and your use of the Service.

12. Data Processing and Privacy

Your use of the Service is also governed by our Privacy Policy, available at approvewell.com/privacy. By using the Service, you consent to the collection, use, and sharing of your information as described in our Privacy Policy. Our Privacy Policy details how we handle data encryption (AES-256 at rest, TLS in transit), third-party data processors (Stripe, Resend, Cloudflare), data retention periods, and your rights under GDPR and CCPA.

13. Service Availability and Modifications

No Guaranteed Uptime. While we strive to maintain high availability, ApproveWell does not guarantee that the Service will be available at all times or without interruption. The Service may be subject to scheduled maintenance, unscheduled downtime, or other interruptions. We are not liable for any loss or damage resulting from service unavailability.

Right to Modify. We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with or without notice. This includes adding, changing, or removing features, adjusting usage limits, or discontinuing the Service entirely. We will make reasonable efforts to provide advance notice of material changes, but are not obligated to do so.

14. Termination

Termination by You. You may terminate your account at any time through your account settings or by contacting us at support@approvewell.com. Cancellation of a paid subscription takes effect at the end of the current billing cycle.

Termination by ApproveWell. We may suspend or terminate your account and access to the Service at any time, with or without cause, and with or without notice. Grounds for termination include, but are not limited to: violation of these Terms, non-payment of fees, fraudulent activity, or conduct that is harmful to other users or the Service.

Effect of Termination. Upon termination, your right to use the Service ceases immediately. Your data will remain accessible for export for 30 days following termination, after which it will be permanently deleted. ApproveWell is not obligated to maintain or provide your data after this 30-day period. Provisions of these Terms that by their nature should survive termination will continue in full force and effect, including but not limited to Sections 9, 10, 11, 16, and 17.

15. DMCA and Copyright Policy

ApproveWell respects the intellectual property rights of others and expects users to do the same. In accordance with the Digital Millennium Copyright Act (DMCA), we will respond to legitimate notices of alleged copyright infringement.

If you believe that your copyrighted work has been copied and is accessible through the Service in a way that constitutes copyright infringement, please provide our designated copyright agent with the following information:

• A physical or electronic signature of the copyright owner or authorized representative.
• Identification of the copyrighted work claimed to have been infringed.
• Identification of the material that is claimed to be infringing, with sufficient detail to allow us to locate it.
• Your contact information (name, address, telephone number, and email).
• A statement that you have a good faith belief that the use is not authorized by the copyright owner, its agent, or the law.
• A statement, under penalty of perjury, that the information in the notification is accurate and that you are the copyright owner or authorized to act on behalf of the owner.

DMCA notices should be sent to support@approvewell.com. We reserve the right to remove allegedly infringing content and to terminate the accounts of repeat infringers.

16. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States of America, without regard to its conflict of law provisions. Subject to the arbitration provisions in Section 17, you agree that any legal action or proceeding arising out of or relating to these Terms or the Service shall be brought exclusively in the federal or state courts located in the State of Delaware, and you consent to the personal jurisdiction and venue of such courts.

17. Dispute Resolution

Informal Resolution. Before initiating any formal dispute resolution proceedings, you agree to first attempt to resolve any dispute, claim, or controversy arising out of or relating to these Terms or the Service through good faith negotiation. You agree to send a written notice describing the dispute to support@approvewell.com. The parties shall attempt to resolve the dispute within 30 days of receipt of such notice.

Binding Arbitration. If the dispute cannot be resolved through informal negotiation within 30 days, either party may elect to have the dispute finally resolved by binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules. The arbitration shall be conducted by a single arbitrator in the State of Delaware. The arbitrator’s decision shall be final and binding, and judgment on the award may be entered in any court of competent jurisdiction.

CLASS ACTION WAIVER: YOU AND APPROVEWELL AGREE THAT EACH PARTY MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. UNLESS BOTH PARTIES AGREE OTHERWISE, THE ARBITRATOR MAY NOT CONSOLIDATE MORE THAN ONE PERSON’S CLAIMS AND MAY NOT PRESIDE OVER ANY FORM OF A CLASS OR REPRESENTATIVE PROCEEDING.

18. Force Majeure

ApproveWell shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: acts of God, natural disasters, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, epidemics, pandemics, power outages, internet or telecommunications failures, cyberattacks, or strikes. In the event of a force majeure event, ApproveWell’s obligations shall be suspended for the duration of such event.

19. Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it valid and enforceable, or if modification is not possible, severed from these Terms. The invalidity or unenforceability of any provision shall not affect the validity or enforceability of the remaining provisions, which shall continue in full force and effect.

20. Entire Agreement

These Terms, together with the Privacy Policy and any other agreements or policies referenced herein, constitute the entire agreement between you and ApproveWell with respect to the Service and supersede all prior or contemporaneous communications, proposals, and agreements, whether oral or written, between you and ApproveWell regarding the Service. Any ambiguities in the interpretation of these Terms shall not be construed against the drafting party.

21. Modifications to Terms

ApproveWell reserves the right to modify these Terms at any time. For material changes, we will provide at least 30 days’ advance notice via email to the address associated with your account or by posting a prominent notice on the Service. Non-material changes (such as clarifications or formatting updates) may be made without advance notice. The “Last updated” date at the top of these Terms indicates when they were last revised. Your continued use of the Service after the effective date of any modifications constitutes your acceptance of the revised Terms. If you do not agree to the modified Terms, you must stop using the Service and may terminate your account.

22. Contact Information

For questions, concerns, or notices regarding these Terms of Service, please contact us at: support@approvewell.com.

ApproveWell
Email: support@approvewell.com
Website: approvewell.com