Terms of Service
Version 2.2 - effective August 6, 2026
Qwotra is sold to businesses, for business use. We keep these terms current as the product evolves and notify account holders of material changes. You accept these terms expressly when you create an account (the "I agree" step at signup), and using Qwotra means you accept them, including the aggregate-data rights below. If your company signs a Qwotra Service and Sale Agreement, that signed agreement controls where it conflicts with these terms.
The service
Qwotra turns supplier, subcontractor and internal pricing inputs into controlled customer proposals, a private commercial record, and intelligence generated from your own commercial record. Some steps are AI-assisted (see "AI-assisted output" below).
Your account
Keep your sign-in credentials to yourself and tell us promptly if you believe your account has been compromised. You're responsible for activity under your account. Accounts are approved individually during early access.
Your data, ownership, and our data rights
You own the raw data you put into Qwotra: your documents, uploaded files, exact pricing, project names, customer names, supplier names, employee identities, transactions and customer-specific records. You grant us the rights needed to process, store, secure, back up and transmit that data to provide, operate, support and improve the service and to produce your private intelligence. You also authorize us to transform eligible commercial facts from your data into protected aggregate information: commercial facts combined across customers so the output cannot reasonably identify or reconstruct your business, an individual, a supplier, a project or a transaction. We use protected aggregate information to improve the product and to produce industry benchmarks and intelligence, and we own and may keep those aggregate outputs, including after your account ends. This authorization is a required part of using Qwotra and does not include an opt-out for active customers; it is reflected in the product, its intelligence capabilities and its pricing. What we will never do: sell or disclose your raw or identifiable data to another customer; give any customer your exact prices, costs, margins, discounts, supplier terms, employee information or transaction records; compare your employees against other companies' employees; or produce current or forward-looking competitor pricing recommendations from pooled confidential data. Personal information, including employee and estimator identities, is excluded from aggregate inputs. You can export your work and request deletion of your raw data at any time.
Your authority to upload
You represent and warrant that you have the right to upload and process everything you put into Qwotra, including vendor, supplier and subcontractor quotes and any personal information they contain, and to grant the rights above, and that doing so does not violate any law, contract, or duty of confidence you owe anyone. Information you are legally prohibited from licensing for secondary aggregate use is excluded from aggregation. You will defend and indemnify us against third-party claims arising from content you upload. If anyone notifies us that content you uploaded infringes their rights, we may remove it and will tell you.
AI-assisted output - your review duty
AI-assisted extraction, cleanup, and polish are genuinely useful and genuinely imperfect. Qwotra flags uncertainties where it can, but numbers can be misread, scope can be missed, and generated wording can be wrong. You must review every proposal (pricing, totals, scope, exclusions, and supplier-information checks) before sending it to a customer. Qwotra assists your judgment; it does not replace it, and we are not responsible for the contents of proposals you choose to send. Because you are in the best position to check a proposal before it goes to your customer, you agree that we are not liable for losses caused by errors or omissions in AI-assisted or generated output where the output was used or sent without your review and correction. This allocation of responsibility is an essential part of these terms and is reflected in our pricing. Your data is not used to train public or third-party general-purpose AI models.
Availability and backups
We work to keep Qwotra reliable and back up its data daily, but we do not promise uninterrupted availability, and no service can promise zero data loss. Keep your own copies of business-critical source documents.
Order Forms, implementation, and additional scope
Each purchase is recorded in an Order Form describing the selected market and billing currency, the implementation scope, the platform plan, the included quote-builder seats, viewer and approval access, company entities, configured workflows, the annual opportunity capacity, the monthly processed-source-document allowance, recurring add-ons, fees, the payment schedule and the subscription term. Implementation configures Qwotra around your workflow and ends with your first live proposal. Custom integrations, historical-data migration, additional commercial workflows, complex entity configuration, custom development, bespoke reporting and third-party implementation costs are scoped and quoted separately in writing before work begins.
Billing regions and currency
Canadian Order Forms are billed in CAD. United States Order Forms are billed in USD. Regional list prices are established independently and are not adjusted during a subscription term for currency movements.
Capacity, quote-builder seats, and add-ons
A quote-builder seat is required for a named user who creates or materially edits opportunities, pricing, scope or proposals; users limited to viewing, commenting, reviewing or approving do not consume quote-builder seats, and quote-builder seats are assigned to named users. Opportunity capacity is measured across the subscription year; the processed-source-document allowance is measured monthly and does not roll over. Document overages are billed monthly in arrears at the published per-document rate. Opportunity-capacity increases are agreed before taking effect; no retroactive opportunity-capacity charge applies; and no automatic plan increase occurs without written notice. Recurring add-ons (additional quote-builder seats, API access and integration maintenance, additional company entities) follow the account's billing cadence: midterm recurring additions are prorated through the existing renewal date and do not create a separate renewal date, and reductions take effect at renewal unless your Order Form expressly says otherwise. Opportunity blocks are annual capacity purchases billed in full when added: not prorated, expiring at renewal, never rolling over, and carrying no additional annual-prepay discount.
Fees, taxes, and payment
Fees are set out in your Order Form: the one-time standard implementation fee, the platform subscription, and the recurring add-ons and capacity purchases described above. The standard implementation fee is invoiced in three scheduled instalments: signing, kickoff and go-live. The subscription is billed in advance; annual prepayment covers 12 months for the price of 10, and monthly billing runs at the full monthly rate with a 12-month initial commitment. Annual prepayment applies to the base subscription and recurring add-ons; it never discounts opportunity blocks, usage overages, implementation or separately scoped services. Payments are processed by our payment processor; card details never touch Qwotra. Fees are exclusive of taxes; where we are required to collect GST, HST, PST, VAT, or sales tax we will add it at the applicable rate, and you are responsible for any taxes on your side. We'll give account holders at least 30 days' email notice before any pricing change, effective from your next renewal or billing cycle.
The 30-day launch guarantee
If we do not have your account live and quoting within 30 days of kickoff, we refund the standard implementation fee and provide the first 90 days of recurring subscription at no charge. The 30-day clock pauses only while required customer inputs are outstanding, including documents, data, decisions, approvals, scheduled training attendance, access to required systems, or other agreed customer responsibilities. For an eligible annual-prepay customer, we refund all standard implementation payments already made, cancel any unpaid implementation instalment, and provide a refund or account credit equal to 25 percent of the affected first-year recurring subscription commitment (the base subscription plus committed recurring quote-builder seats, API access and entity fees). For an eligible monthly-billed customer, we refund all standard implementation payments already made, cancel any unpaid implementation instalment, and waive or refund the first three monthly invoices for the committed recurring subscription. In each case the remedy excludes usage overages, opportunity blocks, custom work, data migration, custom integrations, third-party charges and separately scoped services. Outside this guarantee, the implementation fee is non-refundable once setup work begins.
Term and renewal
Unless your Order Form says otherwise, the initial subscription term is 12 months. Before the initial term ends, you may renew for another 12-month annual-prepay term at the then-current annual rate. Annual-prepay pricing does not automatically continue without an annual renewal: if no annual renewal is signed and neither party cancels, the subscription continues month to month at the then-current full monthly rate until either of us cancels with 30 days' written notice, effective at the end of the current billing period, with no refunds for partial months.
Our intellectual property, confidentiality, and support
Qwotra, including its software, design, templates, and documentation, remains our intellectual property; you receive a non-exclusive right to use it for your internal business while your subscription is active. Each of us keeps the other's non-public information confidential and uses it only to perform under these terms; protected aggregate outputs that meet the standard above are not your confidential information. Support is included with your subscription by email during ordinary business hours; we do not currently publish formal service levels.
If a payment fails
We never delete your data over a payment problem, and here is exactly what does happen. Days 1 to 7 after a failed payment: everything keeps working while the card retries, and we warn you in the app. Days 8 to 14: the account moves to read, export, and billing only. From day 15: the account is paused until payment is fixed. While paused, we retain your data for at least 90 days so you can pay and resume, or export everything; after that we may delete it, and only after emailing you notice first. Fixing the payment method restores the account exactly as you left it.
Acceptable use
Use Qwotra for lawful business purposes. Don't probe or disrupt the service, attempt to access other accounts' data, resell access without our agreement, or upload content you don't have the right to process.
Warranty disclaimer and liability
Qwotra is provided "as is" during early access, without warranties of any kind, express or implied. To the extent any statutory implied warranties or conditions (including under sale of goods legislation) could apply, they are excluded to the maximum extent the law allows. To the maximum extent permitted by law, our total liability for any claim arising out of the service is limited to the fees you paid us in the twelve months before the claim, and we are not liable for indirect, incidental, or consequential damages, including lost profits or lost business from a proposal's contents. Your payment obligations are not limited by this cap. Nothing in these terms limits liability that cannot be limited under applicable law, and nothing in these terms limits any individual's statutory privacy rights.
Suspension and ending the service
You can stop using Qwotra at any time and request an export and deletion of your raw data. We may suspend accounts that break these terms or endanger the service, and we'll tell you why. If we ever discontinue Qwotra, we'll give account holders reasonable notice and a window to export their data. After your account ends and the export window closes, raw data is removed from live systems within 30 days and ages out of backups within 90 days; protected aggregate outputs that cannot reasonably identify or reconstruct your business may be retained as described above.
Governing law and disputes
These terms are governed by the laws of Saskatchewan and the federal laws of Canada applicable there. The courts of Saskatchewan have exclusive jurisdiction over any dispute arising out of these terms or the service, and each of us attorns to them, except that either party may seek urgent injunctive relief in any court of competent jurisdiction.
Contact
Questions about these terms: brent@qwotra.com.