Apovant Terms of Service

Effective date: November 1, 2026

These Terms of Service govern access to the Apovant websites, subscription application, document tools, AI features, and related services, collectively the Service. The agreement is between Apovant LLC (Apovant, we, us, or our) and the person or organization obtaining the Service (Customer, you, or your).

These Terms contain warranty disclaimers, exclusions and limits of liability, and an agreement to resolve most disputes through individual arbitration. Read Sections 13 through 16 carefully before accepting.

1 Agreement and business use

By accepting these Terms for a subscription through the signup or ordering process, you enter into this agreement. If you accept for an organization, you represent that you have authority to bind it, and references to the Customer mean that organization. If you lack that authority, do not purchase or activate a subscription on its behalf.

An individual invited into an existing workspace is an authorized User, not automatically a subscription purchaser. By accepting these Terms in the invitation or user-access process, each User separately agrees to the applicable account, use, content, warranty, liability, indemnity, and dispute provisions in their individual capacity. A User need not have authority to purchase a subscription merely to accept an invitation. If the Customer or a User does not accept the applicable Terms, they must not activate or use the Service.

The Service is offered for business and organizational use. Users must be at least 18 years old and legally able to enter into the applicable agreement. You are responsible for determining whether your intended use is permitted under laws, contracts, and professional requirements that apply to you.

The plan, price, capacity, billing period, and payment method you approve in an Apovant ordering process form your Order. An Order does not change the liability protections in these Terms. A separately negotiated agreement signed by an authorized representative of Apovant overrides these Terms only to the extent it expressly identifies a different provision. Additional or conflicting terms in a purchase order, vendor portal, procurement form, or other customer document do not bind Apovant merely because we accept payment, reference a PO number, or provide access.

Our Privacy Policy explains our handling of personal information. Any separate data processing agreement applies only when actually entered into by the parties. Nothing in these Terms displaces rights or duties that applicable law makes nonwaivable.

2 Accounts and authorized users

You must provide accurate account and billing information and keep it current. You control whom you invite, the permissions you assign, and the security of your account credentials and connected email accounts. You are responsible for activities conducted through your account and for your users' compliance with these Terms. Tell us promptly if you suspect unauthorized access.

Workspace and billing administrators may take actions within their assigned permissions on your behalf, including approving charges, changing capacity, inviting users, and cancelling renewals. You must ensure that the people given those permissions have the necessary authority. We may rely on those actions unless applicable law requires otherwise. An account may be restricted while competing ownership or authority claims are investigated.

3 Permission to use the Service

While your access remains authorized, you receive a limited, nonexclusive, nontransferable permission to use the Service for your organization's own operations, within the capacity and other limits applicable to your Order. You may not resell access, operate the Service for unrelated customers as a service bureau, or transfer an account without our written agreement.

Apovant and its licensors retain their rights in the software, interfaces, documentation, designs, names, and other Service materials. Your subscription transfers no ownership in them. You retain your rights in Customer Content as described in Section 8. Suggestions you voluntarily provide about the product may be used by Apovant without payment or attribution; this does not make your operational records public or transfer their ownership.

4 Plans and payment

The price and billing frequency shown when you approve an Order apply to that Order. Unless stated otherwise, amounts are in US dollars and exclude applicable taxes. You are responsible for applicable transaction taxes, excluding taxes on Apovant's net income. Payment processing may be provided by third parties, and available methods are those shown in the relevant payment flow.

At launch, each capacity block covers 1,000 active assets within one workspace and costs $150 per month or $1,650 per year. Plans include unlimited authorized users and access to the generally available product features, subject to these Terms and operational limits. Additional blocks increase capacity in the same workspace. Retired or archived assets do not count toward active capacity; other assets do. Reaching the limit prevents additions or reactivations above that limit without removing access to existing records.

For a subscription with automatic collection, you authorize recurring charges at the billing frequency and capacity you approve, including approved capacity changes and applicable taxes, until you cancel or effectively change the billing arrangement. Your payment method must remain valid. An Order, an attempted payment, or a pending bank transfer is not confirmation that funds have been received.

Annual invoice arrangements are due on receipt unless the Order expressly states otherwise. A purchase order alone is not payment and does not create credit terms. Access that depends on invoice payment begins after payment is confirmed, except for an expressly authorized card-backed trial. An annual renewal invoice is issued 30 days before the current paid term expires; early payment does not shorten that term. Invoice delivery does not authorize an automatic card charge unless you separately authorize that collection.

Prices for new purchases and future renewals may change. We will provide any notice or consent process required by applicable law. A price change does not increase the price already paid for an existing fixed subscription term. An adjustment you approve, such as added capacity, may create additional charges during that term.

5 The introductory access period

Each new workspace receives one 14-day introductory period. For a card-backed signup, it starts when the workspace is activated. For an automatically collected monthly or annual subscription, the approved recurring charges begin at its end unless cancelled or effectively switched to a different billing arrangement beforehand. The separate initial-invoice card authorization described below has a narrower scope.

If you choose annual invoicing without a trial card authorization, payment must be confirmed before the workspace opens. You then receive the 14-day introductory period before your purchased year begins. Paying during an existing introductory period does not shorten the remaining free days. Payment after an expired introductory period starts the purchased term when access is restored, without another introductory period.

Some invoice customers may expressly authorize a saved card to obtain introductory access before their initial annual invoice is paid. That authorization permits collection of the unpaid balance of that initial invoice at the original trial deadline, subject to confirmed payments and payment processing safeguards. It does not authorize automatic collection of later renewal invoices. Merely requesting a quote or entering a PO number does not provide that authorization.

Changing capacity or payment method, or reactivating a workspace, does not restart or extend its introductory period. Approved added capacity during that period uses the same original deadline; the expressly approved recurring price applies afterward. Capacity for which you have not paid does not generate a monetary credit.

6 Capacity changes and cancellation

An authorized billing user must approve a capacity increase and its financial terms. We do not automatically charge for asset overages. Charges or prorations for an approved increase are disclosed in the approval flow.

A capacity decrease takes effect when your active assets fit the lower allowance. Unused paid capacity produces a prorated account credit toward future eligible invoices, including applicable unused prepaid renewal time. It does not generate an automatic refund to a payment method. Account credits are not cash and are not redeemable for cash on cancellation except where required by law. Decreasing capacity does not refund free capacity or restart a subscription term.

You may cancel renewal through an authorized billing account. Cancellation stops subsequent renewal charges and takes effect at the end of the current purchased term; ordinary full access continues until that term ends. If you cancel an unpaid introductory subscription before its deadline, access continues to that original deadline and no subscription payment is collected merely because the introductory period ends. Cancellation does not cancel amounts already owed or reverse a payment already being processed. Capacity decreases and their credits are separate from cancellation.

Payments are nonrefundable, and cancellation does not entitle you to a prorated refund, except where applicable law requires otherwise. A discretionary adjustment does not create an obligation to repeat it. We do not provide automatic outage credits, satisfaction guarantees, or refunds based on the quality of a result.

7 Payment failures and unpaid capacity

For a previously paying workspace, an ordinary failed automatic renewal payment receives seven days of full-access grace while we notify the billing contact and attempt payment recovery. An unpaid annual renewal receives seven days of full access after the purchased term ends. If payment remains unresolved, editing ends and the paid-customer read-only period in Section 11 begins. An unpaid introductory period does not receive this additional editing grace.

If an ACH payment that funded access is later returned or disputed, you have seven days from detection to resolve the funded return before the affected access becomes read-only. An existing subscription expiration may end editing sooner. Purchased term dates remain unchanged; resolving a return does not create extra paid time or a new trial. A payment that never funded access does not create a new grace entitlement.

For approved additional capacity during an invoice-plan introductory period, the approved capacity continues while the additional invoice is prepared and for seven days after issuance. After that period, unresolved payment is subject to individual review rather than an automatic capacity cutoff. Apovant may extend the allowance or expressly restrict additions above paid capacity. This review policy does not waive payment or extend the purchased term, and a capacity restriction preserves existing records.

Payment grace does not prevent restrictions needed for abuse, fraud, unlawful conduct, security concerns, or other grounds under Section 12. We may require confirmation of funds and account status before restoring access.

8 Customer records and permissions

Customer Content means the records, certificates, files, field values, and other material that you or your users submit to or maintain in the Service. As between you and Apovant, you retain ownership of that content. You authorize Apovant and the providers we use to receive, store, copy, convert, transmit, display, and otherwise process Customer Content as needed to supply requested features, administer your account, investigate technical problems, operate and protect the Service, and comply with legal requirements.

You must have the necessary rights and permissions to submit Customer Content and authorize that processing, including when material belongs to a calibration laboratory, employee, customer, or other third party. You are responsible for its accuracy, legality, completeness, and suitability, and for notices or permissions required from affected people.

Apovant provides an archive for your equipment records and supporting documents, subject to these Terms and the retention and account-closure provisions in Section 11. You remain responsible for determining and meeting your recordkeeping obligations and for maintaining source documents and independent copies appropriate to those obligations. Backups, if maintained, are for our operational purposes and do not create a right to a particular recovery point, restoration service, or retention duration. Subject to Section 14, we do not accept liability for lost, damaged, altered, or unavailable content or for the expense of reconstructing it.

9 Calibration decisions and AI assistance

Apovant provides software for organizing information. It does not perform physical calibration, inspect equipment, determine equipment safety, establish measurement traceability, certify a quality system, or make regulatory decisions for you. You determine your calibration intervals, acceptance criteria, procedures, approvals, intended uses, and recordkeeping obligations.

AI and other automated features may extract, map, calculate, summarize, or suggest information from documents and records. Results may contain omissions, incorrect values, incorrect equipment matches, or plausible but unsupported conclusions. Repeating a task may produce a different result. A completed processing status, confidence indicator, suggested match, or saved field does not establish correctness.

Before accepting or relying on a result, a suitably qualified person must compare it with the original source and verify the relevant identity, units, values, dates, tolerances, status, and other material information. You remain responsible for corrections and for any decision to approve, save, export, or act on a result. Do not treat an automated status, notification, scan result, or AI output as the sole basis for a safety-critical or regulatory decision.

Features may depend on external service providers. You authorize processing needed to perform the AI operations you request. Models, providers, supported formats, processing methods, and feature behavior may change. No particular completion time, successful extraction, reproducibility, or level of accuracy is promised.

We do not warrant that the Service or any result satisfies an ISO standard, FDA requirement, accreditation criterion, customer contract, or other compliance obligation. You are responsible for any validation and procedures your intended use requires. To the extent permitted by law, Apovant bears no liability for incorrect calibration decisions, use of unsuitable equipment, audit findings, recalls, regulatory action, or other consequences of relying on records or automated results. Section 14 governs any liability that cannot be excluded.

10 Restrictions on use and content

You must not use the Service to violate law or another person's rights, obtain unauthorized access, disrupt other customers, evade payment or capacity restrictions, distribute malicious code, or test security without written authorization. You must not reverse engineer the Service except where applicable law expressly permits it, extract its nonpublic components, resell access, or use unauthorized automated activity that interferes with its operation. These restrictions do not prevent permitted downloads of your own records.

Do not upload classified material, controlled unclassified information, export-controlled technical data, protected health information requiring a specialized health-data agreement, payment card details, bank credentials, government identity numbers, or other data requiring safeguards or contractual commitments we have not expressly agreed to provide. Payment details requested by a designated payment processor must be supplied through its payment interface. Ordinary business-contact details appearing in legitimate equipment documentation are not prohibited merely because they identify a person.

Unlimited users and feature access do not grant unlimited computing, storage, automated traffic, or AI processing. We may apply technical limits or restrict activity that is excessive, abusive, or threatens the Service or its providers. Paid additions require an authorized Order; technical limits do not authorize undisclosed automatic overage charges. Upload only material relevant to your legitimate use of the Service and that you are entitled to have processed.

You are responsible for compliance with applicable sanctions and export restrictions and may not use the Service if doing so is prohibited.

11 Read only access and account closure

When ordinary paid access ends following cancellation or unresolved payment, a previously paying workspace enters a six-calendar-month read-only period. During that period, its retained asset records, original certificates, and audit history remain available through the viewing and download functions provided by the Service. Imports, edits, and AI processing are disabled. This is an access and retention policy, not an uptime warranty or a promise of a custom export, a particular export format, or a restoration service.

A workspace that has never paid enters a 30-day read-only period measured from its original introductory-period deadline. It does not receive the seven-day editing grace for paid customers. Confirmed payment may restore an existing workspace while its records remain retained, without a second introductory period.

For ordinary scheduled deletion of a previously paying workspace, we send reminders 30 days and seven days before deletion. For an unpaid introductory workspace, reminders are sent seven days and one day before deletion. Required notice periods and unresolved payment or account checks may delay deletion. A delay does not grant additional editing access or a continuing right to storage. Keep the billing contact information current and download needed records before the displayed deadline.

After the applicable period and notice process, we may remove the workspace and its records. Deleted records may be unrecoverable. Removing a workspace does not mean every backup, payment, transaction, security, or legally retained record is simultaneously erased. These Terms do not promise deletion from every system by a fixed date. Retention and deletion of personal information are also subject to applicable law and the Privacy Policy.

The ordinary post-subscription policy does not require continued access to unlawful content or prevent restrictions under Section 12. Termination does not extinguish accrued payment obligations. Sections concerning ownership, payment, retained records, restrictions on liability, indemnity, and dispute resolution continue to apply as relevant after access ends.

12 Service operation and restrictions

We may modify, replace, suspend, or discontinue features or the Service, including external integrations. There is no commitment to maintain a particular feature, provider, software version, integration, device compatibility, or future product roadmap. The Service may be unavailable for maintenance or other reasons. We do not promise continuous operation, delivery of every reminder, support within a fixed time, or correction of every defect. Support channels may be offered, but no service-level agreement applies unless separately signed by Apovant.

We may restrict or terminate access where we consider it necessary to address breach of these Terms, unlawful or unauthorized use, security risks, suspected fraud, excessive system demands, provider restrictions, or legal requirements. We may act immediately and without advance notice where appropriate. Ordinary customer cancellation and payment-related restrictions follow Sections 6, 7, and 11. None of these provisions creates a duty to monitor customer activity or to detect every error, threat, or misuse.

External products, links, payment services, and integrations may have their own terms. Apovant does not control or warrant those services and does not assume liability for their conduct, availability, changes, or failures. Nor are we responsible for delay or failure caused by events outside our reasonable control. Any applicable liability remains governed by Section 14.

13 Warranty disclaimers

TO THE EXTENT PERMITTED BY LAW, YOU USE THE SERVICE AND ITS RESULTS AT YOUR OWN RISK. THE SERVICE, DOCUMENTATION, AND RESULTS ARE SUPPLIED AS AVAILABLE AND IN THEIR EXISTING CONDITION, WITHOUT EXPRESS, IMPLIED, OR STATUTORY WARRANTIES. APPOINTING APOVANT AS A SOFTWARE PROVIDER DOES NOT MAKE IT YOUR CALIBRATION, QUALITY, SAFETY, LEGAL, OR COMPLIANCE ADVISER.

WE DISCLAIM WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NONINFRINGING USE, AND WARRANTIES ARISING FROM PRIOR DEALINGS OR INDUSTRY PRACTICE. WE DO NOT WARRANT ACCURACY, COMPLETENESS, RELIABILITY, SECURITY, AVAILABILITY, ERROR CORRECTION, SUCCESSFUL PROCESSING, OR A PARTICULAR BUSINESS OR COMPLIANCE RESULT.

Descriptions of capabilities, demonstrations, support communications, and information supplied through the Service do not create an additional warranty. Specific billing and access provisions remain subject to the limitations in Section 14. This section does not exclude a warranty or remedy that applicable law makes nonwaivable.

14 Exclusions and limit of liability

In this section, Protected Parties means Apovant LLC and its affiliates, members, managers, officers, employees, agents, contractors, licensors, and service providers. The protections apply to claims connected with the Service, an Order, these Terms, Customer Content, or automated results, whether asserted under contract, warranty, negligence or another tort, statute, strict liability, or another theory.

Excluded damages. To the maximum extent the law permits, the Protected Parties have no liability for damages arising from those matters, whether direct, indirect, incidental, special, consequential, exemplary, or punitive. The exclusion includes lost revenue, profit, opportunities, anticipated savings, goodwill, data, or use; business or production interruption; substitute services; record reconstruction; equipment or product loss; recalls; failed audits; loss of accreditation; and regulatory or contractual consequences. It applies even if a Protected Party was told that the loss could occur.

Fallback monetary cap. If liability remains despite the exclusions above, the combined liability of all Protected Parties for each claim is limited to the Service fees actually paid by that claimant to Apovant during the six months immediately before that claim's cause of action accrued. In addition, the combined aggregate liability of all Protected Parties for all claims by the Customer, its Users, and anyone claiming through them cannot exceed the highest single cap applicable to any of those claims. The individual caps are not added together. Each claim remains subject to its own cap even when the aggregate ceiling is higher. Different legal theories, additional users, and separate Service features do not multiply these limits.

The cap is based on payments actually received during that six-month period. An annual or other advance payment is counted when received and is not allocated across its coverage months. No minimum recovery is provided. If no Service fees were paid during the applicable period, the contractual cap is zero. Taxes collected for a government are not Service fees. AI use, privacy or confidentiality claims, security incidents, and data loss have no separate or higher contractual cap.

The exclusions and cap are independent protections. They remain applicable if a stated remedy is unavailable or fails its essential purpose and after termination. The subscription price reflects this allocation of risk. Customer payment and indemnity obligations are not reduced by the limits on Apovant's liability.

Nothing in these Terms excludes or limits liability to the extent applicable law prohibits that exclusion or limitation, including nonwaivable liability for fraud, willful misconduct, or injury. A mandatory exception does not create an additional voluntary warranty, indemnity, or category of uncapped liability.

15 Customer indemnity

To the extent permitted by law, you will defend the Protected Parties against third-party claims arising from your or your users' Customer Content, use of the Service or its results, breach of these Terms or an assurance you give in them, violation of law, infringement or violation of another person's rights, or harmful conduct toward another user. You will pay the resulting liabilities, damages, settlements authorized under this section, and reasonable legal fees and defense expenses.

Apovant may take control of the defense and settlement of a covered matter at your expense. You must provide reasonable cooperation and must not agree to an admission, obligation, payment by, or restriction on a Protected Party without Apovant's written consent. We will use reasonable efforts to notify you of a covered claim. No reciprocal indemnity from Apovant is created by these Terms. This section applies only to the extent its obligations may lawfully be imposed.

16 Governing law and disputes

Colorado law governs these Terms, without its conflict-of-law rules. The Federal Arbitration Act governs the arbitration agreement. Mandatory law and applicable arbitration rules control where they cannot be varied by agreement.

Before starting arbitration, the parties must attempt to resolve a dispute through written notice describing the issue and requested relief and at least 30 days of informal discussion. Notices to Apovant under this informal process must be sent to the legal email in Section 17. This email procedure does not replace formal service or filing requirements imposed by applicable law or arbitration rules. This notice process does not prevent an urgent application for relief in an excepted court matter or shorten a deadline that applicable law requires to be preserved.

Disputes not resolved informally will be decided by individual binding arbitration administered by the American Arbitration Association under its applicable Commercial Arbitration Rules, except for the court matters described below. If mandatory consumer rules apply despite the business-use purpose of the Service, those rules and their fee protections apply. By agreeing, the parties waive a court trial and jury for disputes subject to arbitration.

Arbitration will take place in Arvada, Jefferson County, Colorado, unless mandatory law or applicable rules require another place or the parties agree to remote or document-based proceedings. Fees and arbitrator compensation will be allocated under the applicable rules and mandatory law. The arbitrator may award only relief available under these Terms and applicable law and may not disregard the limitations in Section 14 where enforceable.

Claims must be brought individually. To the extent permitted by law, there will be no class, collective, representative, or consolidated proceeding without both parties' written consent. No arbitrator may combine unrelated customers' claims or determine a class claim under this agreement.

An eligible individual claim may proceed in small claims court where applicable law or the governing arbitration rules preserve that option. Claims to protect intellectual property, claims involving theft or invasion of privacy, and requests for injunctive relief may be brought in court without the informal-discussion or arbitration requirement. Courts may also enforce the arbitration agreement or review an award as the law permits. For court proceedings other than a mandatory small-claims or statutory forum, the parties submit to the state courts in Jefferson County, Colorado, and the federal courts for the District of Colorado where jurisdiction exists.

To the extent the law permits a contractual deadline, a claim concerning the Service or these Terms must be formally commenced within one year after it accrues. Otherwise it is barred. This does not shorten a period that applicable law makes nonwaivable.

If a restriction on class or representative proceedings cannot lawfully apply to a particular claim or remedy, that claim or remedy will proceed in the competent court and will not be arbitrated on a class or representative basis without both parties' agreement. The remainder of this section continues to apply where enforceable. Courts, rather than an arbitrator, decide disputes about the formation of this arbitration agreement and the enforceability of its class or representative restrictions.

17 Notices and other terms

We may send account, billing, and legal notices electronically to the contact information on your account or through the Service, subject to any delivery requirements imposed by law or expressly stated in these Terms. You agree to electronic contracting and communications to the extent permitted by law.

We may revise these Terms by publishing an updated version and effective date. We will provide additional notice or obtain consent where required by law. Continued use after a revision takes effect constitutes acceptance to the extent permitted by law. A revision does not retroactively change the treatment of an already pending dispute without the affected parties' agreement.

These Terms and your applicable Order comprise the agreement for the Service, subject to any separately signed agreement described in Section 1. A failure to enforce a provision is not a waiver. You may not assign the agreement without Apovant's written consent; Apovant may assign it in connection with its business or assets. The parties act independently and do not form a partnership, agency, employment, or joint venture. Protected Parties may enforce the provisions expressly benefiting them.

If a provision is unenforceable, it will be limited to the lawful extent or severed, subject to Section 16, without invalidating the rest. Nothing here prevents legally protected communications, truthful reviews, or reporting concerns to a regulator. Contractual remedies and protections remain subject to applicable nonwaivable law.

Apovant LLC
Legal notices: support@apovant.com
Support: support@apovant.com
Billing: billing@apovant.com