Terms of Service

ProposalWorkspace provides a Software-as-a-Service (SaaS) platform designed for government contractors. The Service includes:

• Opportunity Discovery: Search and filter federal contracting opportunities via our SAM.gov integration, with support for NAICS codes, PSC codes, set-aside types, and agency filters.
• Document Analysis: Upload and process solicitation documents (RFPs, RFIs, SOWs) with AI-assisted extraction of requirements, deadlines, and deliverables.
• AI-Assisted Proposal Drafting: Generate proposal sections, executive summaries, and outlines using our AI-powered writing tools.
• Compliance Management: AI-assisted compliance matrix generation and checklist creation to track solicitation requirements.
• Collaboration: Team workspace features including task assignment, role-based templates, real-time presence, and document sharing.
• Company Profile: Manage your company's capabilities, certifications, past performance records, and contracting details.
• Document Management: Secure file storage, version history, and export capabilities (Word, PDF).

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

• Account Registration: You must provide accurate and complete information when creating an account. You agree to update your information promptly if it changes.
• Seats & Licenses: Access is limited to the number of authorized user seats included in your subscription plan. Sharing a single set of login credentials among multiple individuals is prohibited.
• Account Security: You agree to use a strong, unique password and to notify us immediately at support@proposalworkspace.com if you become aware of any unauthorized use of your account.
• Team Administration: Each workspace has one account owner. Only the account owner can add members or temporary guests, choose the pages each person can use, and set when a guest's access ends.

You agree to use the Service only for its intended purpose of supporting government contracting and proposal development activities. You shall not:

• Reverse engineer, decompile, disassemble, or attempt to derive the source code of any aspect of the Service.
• Use the Service to build a competitive product or service, or for benchmarking purposes without prior written consent.
• Use automated means (scrapers, bots, crawlers) to access or extract data from the Service.
• Upload viruses, malware, or any malicious code to the platform.
• Use the Service for any illegal purpose or in violation of any applicable law, including US export control regulations.
• Attempt to gain unauthorized access to other users' accounts, data, or workspaces.
• Use the AI features to generate content that violates our AI provider's acceptable use policies or any applicable law.
• Resell, sublicense, or redistribute the Service or any content generated through it without our prior written consent.

Our Service provides AI-assisted features using commercially available large language models from third-party providers, accessed through their business API services. By using these features, you acknowledge and agree to the following:

Commercial AI services

ProposalWorkspace does not build, train or fine-tune any AI model of its own on your content, and your content is never made available to another customer. The providers' handling of API inputs is governed by their commercial API terms, which we review before adopting a provider. If you connect your own AI assistant through our MCP connector, that assistant reads your workspace under the agreement you hold with its vendor.

Accuracy not guaranteed

AI models can produce inaccurate, incomplete, or misleading content ("hallucinations"). AI-generated outputs may contain errors in interpreting solicitation requirements, FAR/DFARS references, or technical content.

Ownership of output

As between you and ProposalWorkspace, you retain all rights, title, and interest in the specific outputs generated by the AI for your workspace. We do not claim ownership of AI-generated content created for you.

AI availability

AI features depend on third-party API services and may occasionally be unavailable, slow, or subject to rate limits. We do not guarantee uninterrupted availability of AI features.

Plans and billing

The Service is offered under tiered subscription plans (Solo, Team, Enterprise) billed on a monthly or annual basis. Current pricing and plan details are available on our Pricing page. You agree to pay all fees associated with your selected plan.

Free trial

We offer a 7-day free trial on every plan. The trial covers one proposal: you can create one proposal, and each AI step on it (overview, analysis, bid/no-bid pre-fill, saving bid factors to the knowledge file, capture research, outline, draft, checklist and compliance matrix) runs once. No credit card is required to start a trial. At the end of the trial period, you must select a paid plan to continue using the Service. Your workspace and data are kept for at least 30 days after the trial ends, so you can subscribe and pick up where you left off, or export.

AI credits

Each plan includes a monthly allowance of AI credits, and the free trial includes a smaller one; the current amounts are on our Pricing page. The built-in AI features draw on the allowance. The included allowance renews at the start of each monthly period and unused included credits do not carry over. You may buy additional credits from your account settings; purchased credits do not expire and are used only after the month's included credits run out. When the included allowance and any purchased credits are used up, the built-in AI features pause until the allowance renews or more credits are purchased; the rest of the Service keeps working.

Automatic renewal

Subscriptions automatically renew at the end of each billing cycle (monthly or annually) unless cancelled. You can cancel at any time from your account settings; cancellation stops the next renewal and your access continues until the end of the period you have already paid for.

Refund policy

All fees are non-refundable. No credits or refunds will be issued for partial billing periods, unused time, or downgraded plans, except where required by applicable law.

How to cancel, when we refund (for example a duplicate charge) and how to ask: see our Cancellation & Refund Policy.

Price changes

We reserve the right to adjust pricing. We will provide at least 30 days' notice of any price increase, which will take effect at the start of your next billing cycle.

Payment processing

Payments are processed securely by Stripe. We do not store your full credit card number. Stripe's terms of service and privacy policy apply to the processing of your payment information.

Your content

You retain full ownership of all Customer Data you provide, upload, or create using the Service, including proposals, strategies, past performance records, and other content. We claim no intellectual property rights over the material you provide to or generate through the Service.

Our platform

ProposalWorkspace and its licensors own all rights to the platform software, code, algorithms, user interface design, templates provided as part of the Service, documentation, and all related intellectual property. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service during your subscription term.

Feedback

If you provide us with suggestions, ideas, or feedback about the Service, you grant us a non-exclusive, royalty-free, perpetual license to use and incorporate such feedback into the Service without obligation to you.

Each party ("Receiving Party") agrees to protect the Confidential Information of the other party ("Disclosing Party") with the same degree of care that it uses to protect its own confidential information of like kind, but in no event less than reasonable care.

"Confidential Information" includes your Customer Data (proposals, strategies, pricing), our non-public business information (platform architecture, pricing models, proprietary algorithms), and any information marked as confidential by either party. Confidential Information does not include information that is publicly available, independently developed, or rightfully received from a third party without confidentiality obligations.

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

You agree to indemnify, defend, and hold harmless ProposalWorkspace and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to:

• Your use of the Service in violation of these Terms.
• Content you upload, create, or submit through the Service.
• Your violation of any applicable law or regulation.
• Your infringement of any third-party intellectual property or other rights.

Term

This agreement remains in effect for the duration of your active subscription or account.

Termination by you

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period.

Termination by us

We may suspend or terminate your access immediately if you materially breach these Terms, including violations of Section 4 (Acceptable Use) or failure to pay fees when due. We will make reasonable efforts to notify you before or promptly after any suspension or termination.

Effect of termination

Upon termination, you will have a 30-day grace period to export your Customer Data using the platform's built-in export features. After the grace period, your data will be permanently deleted from our systems in accordance with our Privacy Policy.

Survival

Sections 7 (Intellectual Property), 8 (Confidentiality), 9 (Warranties & Disclaimers), 10 (Limitation of Liability), 11 (Indemnification), and 14 (General Provisions) shall survive termination of these Terms.

We may modify these Terms from time to time. When we make material changes, we will notify you by posting a notice on the platform, sending an email to your registered email address, or both. Material changes will take effect no earlier than 30 days after notice is provided.

Your continued use of the Service after the effective date of modified Terms constitutes your acceptance of the changes. If you do not agree with the modified Terms, you must stop using the Service and may cancel your subscription.