From everyone at W9Vault, thank you for using our products! We build them to help accounting professionals do their best work securely. Because we don't know every one of our customers personally, we have to put in place some Terms of Service to help keep the ship afloat.
When we say "Company", "we", "our", or "us" in this document, we are referring to W9Vault.
When we say "Services", we mean the W9Vault secure document collection platform, whether delivered within a web browser, desktop application, mobile application, or another format.
When we say "You" or "your", we are referring to the people or organizations that own an account with our Services, the vendors that use our system to upload documents, or any users added to accounts.
We may update these Terms of Service in the future. Whenever we make a significant change to our policies, we will also send an email to all of our subscribers.
When you use our Services, now or in the future, you are agreeing to the latest Terms of Service. If you violate any of the terms, we may terminate your account. We do our best to deserve your trust by being open about who we are, and keeping an open door to your feedback, which you may send at any time to support@w9vault.com.
Account Terms
- You are responsible for maintaining the security of your account and password. The Company cannot and will not be liable for any loss or damage from your failure to comply with this security obligation. We recommend users enable two-factor authentication for added security.
- You may not use the Services for any illegal, harmful, or abusive purpose.
- You are responsible for all content uploaded and activity that occurs under your account. That includes content uploaded by vendors through your secure links.
- You must be a human. Accounts registered by "bots" or other automated methods are not permitted.
Payment, Refunds, and Plan Changes
- If you are using a free version of our Services, it is really free: we do not ask you for your credit card and we do not sell your data.
- For paid Services that offer a free trial, we explain the length of trial when you sign up. After the trial period, you need to pay in advance to keep using the Service. If you do not pay, we will freeze your account and it will be inaccessible until you make payment.
- If you are upgrading from a free plan to a paid plan, we will charge your card immediately and your billing cycle starts on the day of upgrade. For other upgrades or downgrades in plan level, the new rate starts from the next billing cycle.
- All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities. Where required, we will collect those taxes on behalf of the taxing authority and remit those taxes to taxing authorities. Otherwise, you are responsible for payment of all taxes, levies, or duties.
- We process refunds according to our Fair Refund policy.
Cancellation and Termination
- You are solely responsible for properly canceling your account. You can find cancellation instructions in your account settings. An email or phone request to cancel your account is not automatically considered cancellation. If you need help cancelling your account, you can always contact our Support Team at support@w9vault.com.
- All of your content will be inaccessible from the Services immediately upon account cancellation. Within 30 days, all content will be permanently deleted from active systems and logs. Within 60 days, all content will be permanently deleted from our backups. We cannot recover this information once it has been permanently deleted.
- If you cancel the Service before the end of your current paid billing cycle, your cancellation will take effect immediately, and you will not be charged again. However, you will still have access to our Services until the end of the paid billing cycle.
- We have the right to suspend or terminate your account and refuse any and all current or future use of our Services for any reason at any time, particularly for violations of these terms or abusive usage.
- Verbal, physical, written or other abuse of a Company employee will result in immediate account termination.
Important: All uploaded documents are automatically deleted after 30 days regardless of your account status. This is a core security feature and cannot be disabled.
Modifications to the Service and Prices
We make a promise to our customers to support our Services with the highest security standards. Sometimes we may modify features to improve security, add functionality, or enhance user experience. We reserve the right at any time to modify or discontinue, temporarily or permanently, any part of our Services with or without notice.
Sometimes we change the pricing structure for our products. When we do that, we tend to exempt existing customers from those changes. However, we may choose to change the prices for existing customers. If we do so, we will give at least 30 days notice and will notify you via email.
Uptime, Security, and Privacy
- Your use of the Services is at your sole risk. We provide these Services on an "as is" and "as available" basis. We do take uptime of our applications seriously.
- We reserve the right to temporarily disable your account if your usage significantly exceeds the average usage of other customers. We'll reach out to the account owner before taking any action, except in rare cases where the level of use may negatively impact the performance of the Service for other customers.
- We take many measures to protect and secure your data through client-side encryption, automatic deletion, backups, redundancies, and TLS encryption. Most importantly, all documents are encrypted in the vendor's browser before upload using zero-knowledge encryption — we literally cannot read the contents of uploaded files.
When you use our Services, you entrust us with your data. We take that trust to heart. You agree that W9Vault may process your data as described in our Privacy Policy and for no other purpose. We as humans can access your data for the following reasons:
- To help you with support requests you make (with your express consent)
- On rare occasions when an error occurs that stops an automated process (we aim to fix issues without looking at personal data, but sometimes minimal access is required)
- To safeguard W9Vault by looking at logs and metadata for security purposes
- To the extent required by applicable law
We use third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the Services: Supabase, Stripe, Resend, Vercel, and Sentry.
Under the California Consumer Privacy Act ("CCPA"), W9Vault is a "service provider", not a "business" or "third party", with respect to your use of the Services. We process any data you share with us only for the purpose you signed up for. We do not retain, use, disclose, or sell any of that information for any other commercial purposes.
Copyright and Content Ownership
- All content uploaded to the Services must comply with U.S. copyright law.
- We claim no intellectual property rights over the material you provide to the Services. All materials uploaded remain yours.
- We do not pre-screen content, but reserve the right to refuse or remove any content that violates our terms.
- The names, look, and feel of the Services are copyright to the Company. You may not duplicate, copy, or reuse any portion of the HTML, CSS, JavaScript, or visual design elements without express written permission.
- You must not modify another website so as to falsely imply that it is associated with the Services or the Company.
Features and Bugs
We design our Services with care, based on our own experience and the experiences of customers who share their time and feedback. However, there is no such thing as a service that pleases everybody. We make no guarantees that our Services will meet your specific requirements or expectations.
We test all of our features extensively before publishing them. As with any software, our Services inevitably have some bugs. We track the bugs reported to us and work through priority ones, especially any related to security or privacy. Not all reported bugs will get fixed and we don't guarantee completely error-free Services.
Liability
You expressly understand and agree that the Company shall not be liable, in law or in equity, to you or to any third party for any direct, indirect, incidental, lost profits, special, consequential, punitive or exemplary damages, including, but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if the Company has been advised of the possibility of such damages), resulting from: (i) the use or the inability to use the Services; (ii) unauthorized access to or alteration of your transmissions or data; (iii) statements or conduct of any third party on the service; (iv) or any other matter relating to these Terms of Service or the Services.
In other words: choosing to use our Services does mean you are making a bet on us. If the bet does not work out, that's on you, not us. We do our darndest to be as safe a bet as possible through careful management of the business; investments in security, infrastructure, and talent; and in general giving a damn. If you choose to use our Services, thank you for betting on us.
Professional Use Disclaimer
W9Vault is designed to assist accounting professionals with secure document collection, but:
- Does not constitute legal, tax, or professional advice
- You remain responsible for compliance with applicable regulations
- You should consult with legal counsel regarding specific compliance requirements
- IRS and other regulatory requirements may change, and you're responsible for staying current
Changes & Questions
We may update this policy as needed to comply with relevant regulations and reflect any new practices. If you have any questions about any of the Terms of Service, please contact our Support Team at support@w9vault.com.