Terms of Service

These Terms are written in plain English on purpose. Refunds and cancelling sums up the parts about paying and leaving.

1. Who this agreement is between

These Terms of Service are an agreement between Innovation Mechanics, LLC, a Pennsylvania limited liability company doing business as Trade Mechanics ("Trade Mechanics", "we", "us"), and the business that subscribes to Trade Mechanics ("the Customer", "you").

• The person who accepts these Terms says they are authorized to bind the Customer. They accept them when the Customer commits to a subscription (by checking the box on the payment page) or first uses the service, whichever is first.
• Trade Mechanics is for businesses, not for personal or household use.
• The Customer's users (its employees and others it invites) use the service under the Customer's account. The Customer is responsible for them under these Terms.
• The date at the top shows when these Terms last changed. Earlier versions stay available on request.

2. What Trade Mechanics is and isn't

Trade Mechanics is software to run a trade business, provided over the internet as a subscription: the business app used in the office, and Trade Mechanics Field, the crew's app on their phones (together, "the service"). Each Customer gets its own site (for example, yourcompany.trademechanics.ai).

It's a tool. You make the business decisions. In particular, Trade Mechanics is not:

• An accountant or tax adviser. Sales tax rates, markups and totals in estimates and Customer Invoices are worked out from what you enter. You check them before you send them.
• Payroll. Hours and exports are for your payroll; we don't pay anyone or file payroll taxes.
• A guarantee of the System's suggestions. Some features use AI ("the System") to read supplier invoices, identify products and suggest items. Its answers can be wrong, and you review them.
• A replacement for codes, permits or licensing. Nothing in the service is engineering, legal or code-compliance advice.

We may improve and change the service over time. We won't remove a main feature you're paying for without telling you at least 30 days ahead.

3. Accounts, users and roles

• Your administrators control your site. They add and deactivate users, choose each person's role and decide which settings are on. You're responsible for who you give access to and what they do.
• One person, one account. Users don't share sign-ins. Each person signs in as themselves (Google, Microsoft, a password, or a code by email or text), so the records show who did what.
• Keep sign-ins safe. Tell us right away at support@trademechanics.ai if you think someone has signed in who shouldn't have.
• Active users are everyone who can sign in, office or crew. A deactivated person can't sign in and doesn't count toward your pack.
• Our support access. We sign in to your site only to help you, to set it up, or to keep the service running and secure. Each time is recorded in your Sign-in History.

4. The subscription

You pay for a pack by how many active users you have, monthly, or yearly once your first month is over. The packs and prices are on trademechanics.ai/pricing.

• The first month is paid when you commit. Your paid month starts the day your site is ready, not the day you pay, so setup doesn't use it up. Your next bill is 30 days after that day.
• No setup fee and no contract. Essential setup is included. Moving more of your old data, and connecting other software, is optional and quoted up front.
• Billing is by card through Stripe, which keeps your card details; we never see the card number. A yearly plan may be paid by invoice.
• Taxes are extra. Prices don't include sales tax, which is added at checkout where the law requires it, based on your billing address.
• Going over your pack: you may go up to 2 people over your pack until your next billing date. Then you move up to the next pack, and your administrators are told beforehand. Moving down happens at the next billing date.
• If a payment fails, Stripe tries again for about two weeks and emails you. Then your administrators see a notice. After 30 days unpaid your site becomes read-only: you can still see and export everything, but not add or change anything. Nothing is deleted without warning (section 6).
• Price changes take effect at your next billing date after at least 30 days' notice by email. A yearly plan keeps its price until it renews.

5. Cancelling and refunds

• Cancel any time by emailing support@trademechanics.ai from one of your administrators. There's nothing more to pay after the period you've already paid for.
• No refunds for time already paid, including the first month and the rest of a yearly plan, unless the law requires one or we end the service for our own reasons (section 12).
• Before your first month ends, we email your administrators 7 days ahead of the next charge, with how to cancel or switch to yearly.
• After you cancel, your data is kept and then deleted on the schedule in section 6.
• One-time work (such as moving more of your old data, or connecting other software) is described and priced in a statement of work we both sign, and these Terms apply to it. If the work isn't as the statement of work describes, tell us within 10 business days of delivery and we'll fix it; if you don't, it counts as accepted. Once accepted, it isn't refunded. If you cancel before the work starts, we refund what you've paid for it; if you cancel partway through, you pay for the work done so far.

6. Your data

Your data is yours. Everything you and your users enter or bring in (customers, jobs, estimates, supplier invoices, hours, photos, files) belongs to you. You give us permission to store, process and show it only to provide and support the service.

• We don't sell it and don't share it with other companies that use Trade Mechanics. Your customers, jobs and prices are never shown to another company.
• What is shared on purpose: the trade's general knowledge the service learns, such as shorthand for products ("LN" for locknut) and which manufacturer's product a supplier's item code is. It never includes your prices, customers, jobs or who you buy from.
• Counts and health, not business data: we look at how the service is running for you (users, errors, uptime, how much is used) to support it and bill for it.
• Service providers that help run the service handle some of your data for us under their own confidentiality terms: Google Cloud (hosting, sign-in, texted codes), Anthropic (the System's AI), Stripe (payments) and Microsoft (if you sign in with Microsoft). Our AI provider doesn't use your data to train its models. The Privacy Policy lists what we collect and why.
• Your responsibilities: you have the right to put the data in, including your customers' and employees' details, and you tell your people what you collect about them (for example, clock times and, if you turn it on, location at each clock tap).

Getting your data out. Your administrators can ask for all your data at any time, at support@trademechanics.ai: spreadsheets, with your supplier invoice PDFs and other files.

Backups. We back up your data every day and keep each backup for at least 30 days, so the service can be restored after a failure or a serious mistake. A restore brings back the whole site as it was at a backup; we don't promise how quickly it's done, or that a single record you deleted can be brought back on its own.

After you cancel or stop paying:

1. Days 1–30: your site is read-only. You can still sign in, see everything and export it.
2. Days 31–90: the site is off; we keep a backup. Ask us and we'll bring it back or send you the export.
3. About day 83: we email your administrators a final warning.
4. Day 90: your site, database, files and backups are permanently deleted. Records we must keep by law (such as our invoices to you) are kept as the law requires.

7. Acceptable use

Use the service for running your business, lawfully. Don't, and don't let your users:

• break the law with it, or use it to send spam or messages people didn't agree to get
• put in anything you don't have the right to use, or anything harmful (viruses, malicious code)
• try to get into another company's site or data, or past the service's security or limits
• copy, resell or rent the service, or build a competing product by copying it
• overload it on purpose, or use automated tools to scrape it

If you break these rules, we may suspend the users involved or, if it's serious or keeps happening, your site (section 12). Where we can, we'll tell you first and give you a chance to fix it.

8. The mobile app (Trade Mechanics Field)

• Part of your subscription. Your users install Trade Mechanics Field from the web onto their phones at no extra charge, and sign in to your site with it.
• If you get it from an app store, once it's there, the store's own terms also apply to downloading it. Apple and Google aren't parties to these Terms and aren't responsible for the app or its support; we are.
• The phone's permissions (camera, location, notifications) are asked for on the phone, and each person can say no. Location is recorded only if your company turns it on, only at a clock tap or photo, and never in the background.
• Phones and data plans are your users' or yours to provide. Clock taps and photos wait on the phone until it has a signal to send them.

9. Availability and support

• We work to keep the service running all the time, and watch it day and night with automatic alerts. But no online service is up 100% of the time, and we don't promise it will be.
• Updates are usually put out outside working hours. If one will take your site down for more than a few minutes during the working day, we'll tell you ahead.
• Things outside our control (an outage at Google Cloud or another provider, the internet, a disaster) can stop the service; we aren't responsible for those.
• Support is by email at support@trademechanics.ai and through the user guide in the app (the ? beside the bell). We answer on business days, usually within one business day.
• The user guide explains each part of the service and is kept up to date with it.

10. Other companies' services you connect

Some features work with services you choose to connect, such as your Gmail mailbox for supplier invoices, or signing in with Google or Microsoft.

• Your agreement with them is your own. Their terms apply to your use of their service.
• We access only what the feature needs, with your permission. For example, supplier invoice import reads your billing mailbox's messages from your suppliers and never changes or deletes email.
• We aren't responsible for those services, or for a feature that stops working because one of them changes or ends. We'll tell you if that happens and work on another way.

11. Warranties, limits of liability, indemnity

What we promise. We'll provide the service with reasonable skill and care, as the user guide describes it, and protect your data with reasonable security.

What we don't promise. Apart from that, the service is provided "as is". To the extent the law allows, we disclaim all other warranties, including merchantability, fitness for a particular purpose, and that the service will be error-free or uninterrupted. You're responsible for checking the estimates, invoices, tax amounts and other figures you send or rely on.

Limits of liability. To the extent the law allows:

• Neither side is liable for indirect losses, such as lost profits, lost jobs, lost data you could have exported, or damage to reputation, even if it was foreseeable.
• Our total liability for everything under these Terms is limited to what you paid us in the 12 months before the claim.
• These limits don't apply to fraud, to anything the law doesn't allow to be limited, or to what you owe us for the subscription.

Indemnity. You'll defend us against, and pay for, claims by others arising from data you put in the service without the right to, or from your users breaking section 7. We'll do the same for you against claims that the service itself, as we provide it, infringes someone's intellectual property rights.

12. Ending the agreement, changes, the law, contact

Ending the agreement.

• You can end it any time by cancelling (section 5).
• We can end it with 60 days' notice for any reason. If we do, we refund what you've paid for time after the end date.
• We can suspend or end it sooner if you don't pay (section 4), seriously or repeatedly break section 7, or if the law requires it. Where we can, we tell you first and give you time to fix it.
• Your data after the end follows section 6 either way. Sections 6 (getting your data out and deletion), 11 and 12 continue after the agreement ends.

Changes to these Terms. We may update these Terms. For a change that matters (price, data, liability), we email your administrators at least 30 days before it takes effect. If you don't agree, you can cancel before then. Small fixes take effect when posted.

The law. These Terms are governed by the laws of the Commonwealth of Pennsylvania. Any dispute goes to the state or federal courts in Pennsylvania. Before going to court, each side agrees to try to settle it by talking for at least 30 days.

The rest.

• These Terms and the Privacy Policy are the whole agreement; any order or quote you sign with us (for example, data migration) adds to them.
• If a part can't be enforced, the rest still applies.
• You can't transfer the agreement without our written agreement, except to a buyer of your business. We can transfer it to a buyer of Trade Mechanics, and we'd tell you.
• Notices to you go to your administrators' email addresses. Legal notices to us go by mail to Innovation Mechanics, LLC, 502 W. 7th Street, Suite 100, Erie, PA 16502; other notices go to support@trademechanics.ai.

Contact. Innovation Mechanics, LLC, doing business as Trade Mechanics, 502 W. 7th Street, Suite 100, Erie, PA 16502, support@trademechanics.ai.