Back to Home

Terms of Service

Effective Date: February 11, 2026
Last Updated: February 11, 2026

IMPORTANT: THESE TERMS CONTAIN A BINDING ARBITRATION AGREEMENT AND A CLASS ACTION WAIVER (SECTION 19). PLEASE READ THEM CAREFULLY.

These Terms of Service ("Terms") are a binding legal agreement between PermitTracker ("Company," "we," "us," "our") and the organization or individual entering into these Terms ("Customer," "you"). By creating an account, clicking "I agree," executing an Order, or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1) Business Use Only; Authority

The Service is intended for commercial and business use only (e.g., contractors, construction firms, and related businesses). You represent and warrant that: (a) you are using the Service in a business capacity; (b) you have the legal authority to bind the organization you represent; and (c) you are at least 18 years of age.

2) Parties; Corporate Capacity; No Personal Liability

You are contracting solely with PermitTracker (the "Company"), a Delaware limited liability company.

NO PERSONAL LIABILITY: TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, YOU AGREE THAT THE COMPANY'S OWNERS, FOUNDERS, MEMBERS, MANAGERS, OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AND AGENTS (COLLECTIVELY, "COMPANY PERSONNEL") HAVE NO PERSONAL LIABILITY TO YOU UNDER THESE TERMS OR IN CONNECTION WITH THE SERVICE. ANY CLAIM MUST BE BROUGHT SOLELY AGAINST THE COMPANY AS AN ENTITY AND IS SUBJECT TO ALL LIMITATIONS AND EXCLUSIONS IN THESE TERMS.

3) The Service; No Government Affiliation; No Professional Advice

PermitTracker provides web-based tools to help organize, track, and manage construction permits, documents, deadlines, inspections, and related tasks, including configurable reminders and notifications (the "Service").

Not government-affiliated. The Service is a private commercial product. It is not affiliated with, endorsed by, or operated by any federal, state, or local government agency. The Service does not submit, file, or process permit applications on your behalf, and does not act as a representative of any governmental authority.

No professional advice. Nothing in the Service constitutes legal, regulatory, engineering, architectural, scheduling, or compliance advice. You are solely responsible for verifying all permit requirements, obligations, and deadlines with the applicable governmental authorities and qualified professionals.

4) Critical Deadline / AI / Non-Reliance Terms (Human-in-the-Loop)

THIS SECTION IS CRITICAL. PLEASE READ IT CAREFULLY.

4.1 Verification Required

The Service may display, calculate, extract, or suggest dates, deadlines, statuses, requirements, conditions, or other information — including through automated or AI-assisted processing of documents you upload ("Customer Content"). You acknowledge and agree that:

(a) Outputs may be inaccurate, incomplete, delayed, or out-of-date. AI/automated extraction is probabilistic and may misread, omit, or hallucinate data — including permit numbers, dates, addresses, conditions, and inspection requirements.

(b) You are solely responsible for independently verifying all dates, permit numbers, conditions, inspection requirements, compliance obligations, and any other information displayed by the Service against original documents and official governmental sources.

(c) You must implement your own independent controls and redundancy — including but not limited to independent calendars, checklists, professional review, and direct communication with jurisdictions — appropriate to your risk profile and the consequences of error.

(d) AI-extracted fields are suggestions only. The Service presents extracted data for your review and confirmation. You accept full responsibility for any data you confirm, save, or rely upon.

4.2 Not a System of Record; No Sole Reliance

You agree that you will not use the Service as your sole system of record for legal compliance, permitting deadlines, inspection schedules, construction scheduling, or any obligation where failure could result in fines, penalties, work stoppages, or other material harm. The Service is a supplementary organizational tool, not a replacement for official records, direct jurisdiction verification, or professional judgment.

4.3 Best-Effort Notifications; No Delivery Guarantee

Notifications (including email reminders, and any future SMS, push, or in-app notifications) are provided on a best-effort basis and depend on third-party delivery systems (email providers, carriers, internet connectivity), spam/junk filters, device settings, your notification configuration, and the accuracy of contact information you provide. We do not guarantee that any notification will be delivered, delivered on time, delivered to the intended recipient, or routed to a primary inbox. It is your responsibility to independently monitor your deadlines regardless of whether you receive notifications from the Service.

4.4 Explicit Release for Deadline-Related and AI-Related Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY IS NOT RESPONSIBLE FOR — AND YOU HEREBY IRREVOCABLY RELEASE, WAIVE, AND DISCHARGE THE COMPANY AND ALL COMPANY PERSONNEL FROM — ANY AND ALL CLAIMS, DAMAGES, LOSSES, LIABILITIES, COSTS, AND EXPENSES (INCLUDING ATTORNEYS' FEES) ARISING FROM OR RELATED TO:

  • incorrect, incomplete, or missing data in the Service (whether entered manually, extracted by AI, or imported from any source);
  • AI or automated extraction errors, omissions, hallucinations, or misinterpretations;
  • missed, delayed, undelivered, or misdirected notifications;
  • permit expirations, missed renewals, lapsed permits, or failure to timely apply for permits;
  • failed, missed, or incorrectly scheduled inspections;
  • stop-work orders, construction delays, or project shutdowns;
  • fines, penalties, citations, or regulatory enforcement actions;
  • liquidated damages, cost overruns, lost revenue, or lost profits;
  • any reliance on the Service without independent verification;
  • user configuration errors, user data entry errors, or failure to review AI-extracted data;
  • third-party service failures, outages, or delivery issues; or
  • any other damages arising from or related to construction permitting, scheduling, or compliance.

5) Accounts; Security; Administrative Controls

5.1 Account Responsibilities

You are responsible for: (a) maintaining the confidentiality of all login credentials; (b) all activity that occurs under your account(s) and workspace; (c) ensuring that your authorized Users comply with these Terms; and (d) promptly notifying us at support@permittracker.app of any unauthorized access or security breach.

5.2 Administrative Controls

Customer administrators may add or remove Users, assign roles and permissions, and access, modify, or delete Customer Content within the workspace. You are responsible for managing access controls appropriate to your organization.

5.3 Account Suspension

We may suspend access to any account that we reasonably believe has been compromised, is being used in violation of these Terms, or poses a security risk to the Service or other customers.

6) Customer Content; Ownership; License

6.1 Ownership

Customer retains all ownership rights in Customer Content. "Customer Content" means all data, documents, files, images, text, and other materials that you or your Users upload, submit, or enter into the Service.

6.2 License to Operate

Customer grants the Company a non-exclusive, worldwide, royalty-free license to host, store, copy, transmit, display, index, and process Customer Content solely as necessary to: (a) provide, maintain, and secure the Service; (b) perform document conversion, indexing, search, and optional AI-assisted extraction; (c) deliver notifications and collaboration features you configure; and (d) comply with applicable law.

6.3 AI Outputs

To the extent the Service generates extracted fields, summaries, or other outputs derived from Customer Content using AI or automated processing ("AI Outputs"), such AI Outputs are provided to you for your use. We make no representations regarding the accuracy, completeness, or fitness for any purpose of AI Outputs. We claim no ownership of AI Outputs derived from your Customer Content.

6.4 No Model Training

We do not use Customer Content to train general-purpose or third-party AI/machine learning models unless you provide explicit, affirmative, opt-in consent (e.g., via a separate written agreement or an in-product setting that you affirmatively enable).

6.5 Customer Warranties for Content

You represent and warrant that: (a) you have all necessary rights, licenses, and permissions to submit Customer Content to the Service; (b) Customer Content does not violate any applicable law or third-party rights; (c) you will not upload malware, viruses, or harmful code; and (d) you will not upload data that is subject to heightened regulatory protections (e.g., protected health information under HIPAA, government-issued identification numbers, financial account numbers) unless you have determined that doing so is lawful and appropriate for your use case.

7) Communications and Consent Allocation

7.1 Transactional Communications

We may send transactional and operational communications related to your account, security, configured reminders and alerts, and Service notices. These communications are part of the Service and are not marketing.

7.2 Marketing Communications

We will not send marketing or promotional communications without appropriate consent. You may opt out of marketing communications at any time.

7.3 Future Communication Channels

If additional communication channels (such as SMS, push notifications, or messaging platforms) are enabled in the future: (a) message frequency will vary based on your configuration; (b) standard message and data rates may apply; and (c) opt-out will be available via account settings and/or channel-specific controls (e.g., reply STOP for SMS).

7.4 Customer Responsibility for Third-Party Contact Information

If you enter contact information (email addresses, phone numbers, or other identifiers) for your employees, subcontractors, clients, inspectors, or any other third parties, you represent and warrant that you have: (a) provided all required notices to such individuals; (b) obtained all required consents to contact them and to send them messages using the Service (including under the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and similar laws); and (c) the authority to submit their information to the Service. You are solely responsible for the legality of such messaging and for maintaining consent records.

8) Acceptable Use

You will not (and will not permit any User or third party to):

(a) use the Service for any unlawful purpose or in violation of any applicable law or regulation;

(b) infringe or misappropriate any third-party intellectual property, privacy, or other rights;

(c) upload or transmit malware, viruses, worms, or other harmful code;

(d) attempt to gain unauthorized access to, interfere with, or disrupt the Service, its infrastructure, or other customers' data;

(e) reverse engineer, decompile, or disassemble the Service, except to the extent expressly permitted by applicable law that cannot be waived by contract;

(f) use the Service to develop, train, or improve a competing product or service;

(g) scrape, crawl, or use automated means to access the Service beyond the intended functionality;

(h) sublicense, resell, or redistribute access to the Service without our prior written consent;

(i) bypass, circumvent, or disable any security, authentication, or access control features; or

(j) use the Service in any manner that could damage, overburden, or impair the Service.

We may suspend or terminate access for violations of this Section, with or without prior notice depending on the severity of the violation.

9) Third-Party Services

The Service relies on third-party services for hosting, storage, database management, email delivery, analytics, AI/machine learning processing, payment processing, and other functions. We are not responsible for the acts or omissions of third-party service providers. Their respective terms and privacy policies may apply. A list of our key subprocessors is available at [permittracker.app/subprocessors].

10) Fees; Billing; Trials; Taxes

10.1 Subscription Plans and Fees

The Service is offered on a subscription basis. Current pricing and plan details are available at [permittracker.app/pricing]. All fees are quoted in US dollars.

10.2 Free Trials

We may offer free trial periods. During a trial: (a) the Service may be subject to usage limits (e.g., number of active permits, AI scans, or team members); (b) the trial period and limits are as stated at the time of signup; (c) no credit card is required to start a trial; (d) at the end of the trial, your account will transition to read-only access unless you subscribe to a paid plan; and (e) we may modify or discontinue trial offers at any time.

10.3 Billing and Payment

If you subscribe to a paid plan: (a) fees are billed in advance on a monthly or annual basis as selected; (b) payment is processed through our third-party payment processor (currently Stripe); (c) you authorize recurring charges to your payment method; and (d) failed payments may result in service interruption after reasonable notice and opportunity to cure.

10.4 Renewals and Cancellation

Subscriptions automatically renew at the end of each billing period unless you cancel before the renewal date. You may cancel at any time through your account settings. Cancellation takes effect at the end of the current billing period. No partial refunds are provided for unused portions of a billing period, except as required by applicable law.

10.5 Price Changes

We may change pricing with at least 30 days' prior written notice. Price changes take effect at the start of your next billing period following the notice period. If you do not agree to a price change, you may cancel before the change takes effect.

10.6 Taxes

All fees are exclusive of applicable taxes (including sales tax, use tax, VAT, and similar levies). You are responsible for all applicable taxes, excluding taxes on our net income.

10.7 Refund Policy

Fees are generally non-refundable except: (a) as required by applicable law; (b) if we materially fail to provide the Service and do not cure within 30 days of written notice; or (c) as otherwise agreed in writing.

11) Suspension; Termination; Data Export

11.1 Suspension

We may suspend your access to the Service immediately upon notice: (a) for material breach of these Terms; (b) for non-payment after 7 days' written notice and opportunity to cure; (c) if required by law, regulation, or legal process; or (d) if we reasonably determine that your use poses a security risk to the Service or other customers.

11.2 Termination

Either party may terminate these Terms: (a) for material breach that remains uncured 30 days after written notice; or (b) immediately if the other party becomes insolvent or makes an assignment for the benefit of creditors. You may also terminate at any time by canceling your subscription and ceasing use of the Service.

11.3 Effect of Termination

Upon termination: (a) your right to access and use the Service ends; (b) all fees accrued through the termination date are immediately due; and (c) Sections that by their nature should survive will survive (including Sections 4, 6, 13, 14, 15, 16, 18, 19, and 20).

11.4 Data Export and Deletion

Upon termination or cancellation, we will provide a reasonable period (not less than 30 days) during which you may export your Customer Content from the Service. After this export period, we may delete your Customer Content from our active systems. Residual copies in backups will be deleted in accordance with our standard backup rotation schedule (typically within 90 days). We are not obligated to retain Customer Content after the export period except as required by law.

12) Intellectual Property; Feedback

12.1 Company IP

We own all rights, title, and interest in and to the Service, including all software, algorithms, interfaces, documentation, trademarks, and other intellectual property (excluding Customer Content and AI Outputs derived from Customer Content). Nothing in these Terms grants you any rights in our intellectual property except the limited right to use the Service as described herein.

12.2 Feedback

If you provide suggestions, ideas, feedback, or recommendations regarding the Service ("Feedback"), you grant us an unrestricted, perpetual, irrevocable, royalty-free license to use, modify, and incorporate Feedback into the Service without obligation or compensation to you.

13) Confidentiality

13.1 Definition

"Confidential Information" means information disclosed by one party to the other that is designated as confidential or that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure. Customer Content is Customer's Confidential Information. The Service's non-public features, pricing, and technical details are Company's Confidential Information.

13.2 Obligations

Each party will: (a) protect the other's Confidential Information using at least the same degree of care it uses for its own confidential information (and no less than reasonable care); (b) use Confidential Information only to perform under these Terms; and (c) not disclose Confidential Information to third parties except to employees, contractors, and service providers who need to know and are bound by confidentiality obligations at least as protective as these.

13.3 Exceptions

Confidentiality obligations do not apply to information that: (a) is or becomes publicly available without breach; (b) was known to the receiving party before disclosure; (c) is independently developed without use of Confidential Information; or (d) is disclosed pursuant to law or legal process, provided the receiving party gives reasonable notice (where permitted) to allow the disclosing party to seek protective relief.

14) Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING WITHOUT LIMITATION:

(A) WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT;

(B) WARRANTIES ARISING FROM COURSE OF DEALING, USAGE, OR TRADE PRACTICE;

(C) WARRANTIES REGARDING THE ACCURACY, RELIABILITY, COMPLETENESS, OR TIMELINESS OF ANY DATA, AI OUTPUTS, EXTRACTED FIELDS, REMINDERS, NOTIFICATIONS, OR OTHER INFORMATION PROVIDED THROUGH THE SERVICE;

(D) WARRANTIES THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS; AND

(E) WARRANTIES THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR EXPECTATIONS.

THE COMPANY DOES NOT WARRANT THAT AI-ASSISTED EXTRACTION WILL CORRECTLY IDENTIFY, SCAN, OR EXTRACT ANY INFORMATION FROM ANY DOCUMENT. USE OF AI FEATURES IS AT YOUR OWN RISK.

15) Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

15.1 Exclusion of Consequential Damages

IN NO EVENT WILL THE COMPANY OR ANY COMPANY PERSONNEL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES OF ANY KIND, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, LOSS OF GOODWILL, BUSINESS INTERRUPTION, CONSTRUCTION DELAYS, PROJECT SHUTDOWNS, STOP-WORK ORDERS, REGULATORY FINES, PENALTIES, CITATIONS, COST OVERRUNS, INCREASED FINANCING COSTS, LOSS OF BONDING CAPACITY, OR DAMAGE TO BUSINESS REPUTATION, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE), EVEN IF THE COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

15.2 Aggregate Liability Cap

THE COMPANY'S TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS, THE SERVICE, OR ANY RELATED MATTER WILL NOT EXCEED THE GREATER OF: (A) THE TOTAL AMOUNTS ACTUALLY PAID BY CUSTOMER TO THE COMPANY FOR THE SERVICE IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED US DOLLARS (US $100).

15.3 Basis of the Bargain

THE LIMITATIONS IN THIS SECTION 15 REFLECT A REASONABLE ALLOCATION OF RISK AND ARE A FUNDAMENTAL BASIS OF THE BARGAIN BETWEEN THE PARTIES. THE SERVICE WOULD NOT BE PROVIDED WITHOUT THESE LIMITATIONS.

15.4 Jurisdictional Variations

Some jurisdictions do not allow the exclusion or limitation of certain damages. In those jurisdictions, our liability is limited to the maximum extent permitted by applicable law.

16) Indemnification

16.1 Customer Indemnification

You agree to defend, indemnify, and hold harmless the Company and all Company Personnel from and against any third-party claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or related to:

(a) Customer Content (including any claim that Customer Content infringes third-party rights);

(b) your or your Users' use of the Service (including any use in violation of these Terms);

(c) your violation of applicable law or these Terms;

(d) your construction projects, permitting activities, compliance obligations, or reliance on the Service;

(e) any messaging initiated using contact information you provide (including consent-related claims under TCPA or similar laws); or

(f) any dispute between you and a third party (including government agencies, subcontractors, or clients) related to permits, inspections, or compliance.

16.2 Indemnification Procedures

We will: (a) promptly notify you of the claim (failure to notify does not relieve your obligations except to the extent of material prejudice); (b) provide reasonable cooperation at your expense; and (c) grant you sole control of the defense and settlement, provided that you may not settle any claim that imposes obligations on us without our prior written consent.

17) Sanctions / Export Compliance

You represent and warrant that: (a) you are not located in, or a national or resident of, any country subject to comprehensive US sanctions; (b) you are not on any US government restricted-party list; and (c) you will not use the Service in violation of applicable US export control or sanctions laws.

18) Time Limit to Bring Claims

To the maximum extent permitted by applicable law, any claim arising out of or relating to these Terms or the Service must be filed within one (1) year after the date the claimant first knew or reasonably should have known of the events giving rise to the claim, or such claim is permanently barred.

19) Arbitration Agreement; Class Action Waiver

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS.

19.1 Binding Arbitration

Except for: (a) claims that qualify for small claims court; and (b) claims seeking injunctive or equitable relief for actual or threatened misappropriation of intellectual property rights, any dispute, claim, or controversy arising out of or relating to these Terms or the Service will be resolved by binding individual arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules.

19.2 Venue and Format

Arbitration will be conducted in Wilmington, Delaware, unless the parties mutually agree to remote/virtual proceedings or another location. The arbitration will be conducted in English.

19.3 Class Action Waiver

ALL DISPUTES WILL BE BROUGHT SOLELY IN AN INDIVIDUAL CAPACITY. YOU WAIVE ANY RIGHT TO PARTICIPATE IN A CLASS ACTION, COLLECTIVE ACTION, REPRESENTATIVE ACTION, OR PRIVATE ATTORNEY GENERAL ACTION. THE ARBITRATOR MAY NOT CONSOLIDATE CLAIMS OF MULTIPLE PARTIES OR PRESIDE OVER ANY FORM OF CLASS OR REPRESENTATIVE PROCEEDING.

19.4 Governing Law for Arbitration

This arbitration agreement is governed by the Federal Arbitration Act, 9 U.S.C. §§ 1-16, and, where applicable, the laws of the State of Delaware.

19.5 Opt-Out

You may opt out of this arbitration agreement by sending written notice to legal@permittracker.app within 30 days of first accepting these Terms. The opt-out notice must include your name, organization, and a clear statement that you wish to opt out of arbitration. If you opt out, disputes will be resolved under Section 20.

20) Governing Law; Venue

These Terms are governed by and construed in accordance with the laws of the State of Delaware, without regard to conflict-of-law principles. If Section 19 is found unenforceable for a particular dispute, the exclusive jurisdiction and venue for any legal action will be the state and federal courts located in New Castle County, Delaware, and you consent to personal jurisdiction in those courts.

21) Changes to These Terms

We may modify these Terms from time to time. If changes are material, we will provide at least 15 days' prior notice via email to the address associated with your account or through the Service. Your continued use of the Service after the effective date of any modifications constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service before the effective date.

22) Miscellaneous

  • Assignment. You may not assign or transfer these Terms or any rights hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of our assets.
  • Force Majeure. Neither party will be liable for delays or failures in performance resulting from events beyond reasonable control, including but not limited to: natural disasters, pandemics, acts of government, internet or telecommunications failures, third-party service outages, power outages, cyberattacks, labor disputes, or acts of war or terrorism. This force majeure provision does not excuse payment obligations.
  • Severability. If any provision is found unenforceable, it will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.
  • Waiver. Failure to enforce any right or provision is not a waiver of that right or provision.
  • Entire Agreement. These Terms (together with any executed Order and the Privacy Policy) constitute the entire agreement between you and the Company regarding the Service and supersede all prior agreements.
  • No Third-Party Beneficiaries. These Terms do not confer any rights on any third party.
  • Notices. Notices to the Company must be sent to legal@permittracker.app. Notices to you will be sent to the email address associated with your account.
  • Headings. Section headings are for convenience only and have no legal effect.

23) Contact

PermitTracker

Support: support@permittracker.app
Legal: legal@permittracker.app
Privacy: privacy@permittracker.app