End User License Agreement

This End User License Agreement ("EULA" or "Agreement") is a legal agreement between you ("User," "you," or "your") and Best Decision Bookkeeping LLC, doing business as Best Decision Business ("BDB," "we," "us," or "our"), governing your use of BDB Project Tools. By creating an account or using the platform, you agree to be bound by this Agreement.

1. License Grant

BDB grants you a limited, non-exclusive, non-transferable, revocable license to access and use BDB Project Tools during the term of your active subscription, subject to the terms of this Agreement.

Nature of the Service

BDB Project Tools is a web-based Software-as-a-Service (SaaS) platform. There is no software to download or install. The platform is accessed entirely through your web browser (as a Progressive Web App) and runs on BDB's infrastructure. All data processing, storage, AI transcription, and analysis occurs on BDB's servers.

Scope of License

This license permits you to:

• Access and use all features of BDB Project Tools through a web browser on any compatible device
• Add up to 20 users under your subscription at no additional cost, with additional users available at $5 per user per month
• Assign roles and permissions to your team members using the platform's six-role authorization system
• Upload, store, and manage your business data on BDB's servers
• Export your data at any time during your active subscription or during the 25-month post-cancellation retention period

2. Restrictions

You agree not to:

• Copy, modify, distribute, sell, sublicense, or lease any part of the platform
• Reverse engineer, decompile, disassemble, or attempt to derive the source code of the platform or any AI models running on BDB's servers
• Use the platform to develop a competing product or service
• Remove, alter, or obscure any proprietary notices, labels, or marks on the platform
• Use the platform in any way that violates applicable laws or regulations
• Share your account credentials with unauthorized third parties or allow unauthorized access to the platform
• Use automated systems to access the platform except through provided APIs
• Attempt to circumvent usage limits, access controls, or security measures

3. Data Ownership

What This Means in Practice

• Export anytime: You can export your data at any time during your active subscription or during the 25-month retention period after cancellation.
• No data hostage: We will never restrict access to your data as leverage to prevent cancellation or force renewal.
• 25-month retention: If you cancel, your data is retained on BDB's servers for 25 months, giving you ample time to export or reactivate.
• Deletion on request: You may request deletion of your data at any time, subject to legal retention requirements.

BDB's Limited Rights to Your Data

By using the platform, you grant BDB a limited license to host, process, store, and transmit your data solely for the purpose of providing and improving BDB Project Tools. This includes:

• Processing receipts and voice memos through AI transcription on BDB's servers
• Classifying job photos using AI models running on BDB's infrastructure
• Generating reports, dashboards, and financial calculations from your data
• Transmitting data to QuickBooks Online when you initiate the review-and-sync process
• Processing payments through Stripe as part of the invoicing workflow
• Creating and maintaining local and offsite backups
• Compressing photos and videos to manage storage capacity and maintain platform performance, including during your active subscription. BDB will use commercially reasonable compression methods designed to preserve usable quality for business documentation purposes.

BDB will not use your data for any purpose other than providing the service. BDB will not sell, share, or monetize your data. See our Privacy Policy for complete details on data handling.

Media Files

Photos, videos, and other media you upload to BDB Project Tools remain your property, but BDB reserves the right to compress these files at any time to manage server storage. If you need original, uncompressed versions, you are responsible for maintaining your own local backups. All media files are subject to the same 25-month retention and deletion schedule described in Section 7 (Termination).

Data Export Format

Data exports will be provided in standard, commonly used formats (such as CSV, PDF, or JSON) within a reasonable timeframe, typically within ten (10) business days of the request. Certain data types, such as photos and videos, will be provided in their stored format at the time of export (which may be compressed). BDB reserves the right to charge a reasonable administrative fee for export requests that require significant manual effort, provided that at least one standard export per year is available at no additional cost.

4. Service Availability

BDB will use commercially reasonable efforts to maintain the availability of BDB Project Tools. However, we do not guarantee uninterrupted or error-free service. The platform may be temporarily unavailable due to:

• Scheduled maintenance (we will provide advance notice when possible)
• Emergency maintenance to address security vulnerabilities or critical bugs
• Circumstances beyond our reasonable control (internet outages, hosting provider issues, natural disasters)

BDB maintains local and offsite backups to protect against data loss. In the event of a service disruption, we will work to restore access as quickly as reasonably possible.

5. Updates and Modifications

BDB may update, modify, or enhance BDB Project Tools at any time. Because the platform is web-based and hosted on BDB's infrastructure, updates are applied automatically without any action required from you. These updates may include:

• New features and tools
• Improvements to existing functionality
• Bug fixes and security patches
• Changes to the user interface
• Performance optimizations

We aim to make updates seamless and non-disruptive. For significant changes that affect existing workflows, we will provide advance notice through the platform or email.

6. Third-Party Integrations

BDB Project Tools integrates with the following third-party services:

QuickBooks Online (Intuit)

BDB Project Tools provides integration with QuickBooks Online for syncing financial data including estimates, invoices, customers, expenses, items, and payment records. All QBO syncing is manual and deliberate -- you review and push data to QBO when you are ready. BDB is not responsible for changes to the QuickBooks Online API, service interruptions on Intuit's side, or data discrepancies in your QBO account resulting from entries made outside of BDB Project Tools.

Stripe

Payment processing for both your BDB subscription and your client invoicing (credit card and ACH payments) is handled through Stripe. Each company on the platform connects through Stripe Connect. Your use of Stripe is subject to Stripe's own terms of service and privacy policy. BDB is not responsible for Stripe service interruptions, payment processing delays, or changes to Stripe's fee structure.

BDB does not guarantee the continued availability of any third-party integration. If a third-party service changes its API, terms, or availability, BDB will make reasonable efforts to maintain compatibility but cannot guarantee uninterrupted integration.

7. Termination

Termination by You

You may terminate this Agreement at any time by canceling your subscription. There are no cancellation penalties, early termination fees, or long-term contracts. Cancellation takes effect at the end of your current billing period.

Termination by BDB

BDB may terminate or suspend your access to the platform if:

• You violate these terms, including the Restrictions in Section 2 or Acceptable Use policies
• Your payment method fails and the issue is not resolved within a reasonable period
• Your use of the platform poses a security risk to other users or BDB's infrastructure
• Required by law or legal process

In the event of termination by BDB for cause, we will provide notice and a reasonable opportunity to export your data before access is fully revoked, except in cases where immediate action is required to protect the security of the platform.

Effect of Termination

Upon termination, your license to use BDB Project Tools ends. Your data will be retained for 25 months after the termination date. You may request data export during this period. After 25 months, your data will be permanently deleted.

BDB will send email notifications at 90 days, 60 days, 30 days, and 7 days prior to the scheduled deletion date, providing instructions for data export or subscription reactivation.

8. Limitation of Liability

To the maximum extent permitted by applicable law:

• BDB's total aggregate liability for any claims arising from this Agreement shall not exceed the total subscription fees you paid to BDB in the twelve (12) months preceding the claim.
• BDB shall not be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunities.
• BDB shall not be liable for losses resulting from AI transcription inaccuracies, photo misclassification, financial calculation errors, or any automated output. Users are responsible for reviewing all AI-generated content before relying on it or syncing it to external systems.
• BDB shall not be liable for issues caused by third-party services (QuickBooks Online, Stripe), including service outages, API changes, or data handling by those services.

9. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky, without regard to conflict of law principles. Any disputes arising from this Agreement shall be resolved exclusively in the state or federal courts located in Kenton County, Kentucky, and you consent to the personal jurisdiction of such courts.

10. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from circumstances beyond the party's reasonable control, including but not limited to: acts of God, natural disasters, pandemics, epidemics, fire, flood, earthquake, power outages, internet service disruptions, telecommunications failures, government actions or orders, war, terrorism, labor disputes, or cyberattacks.

If a force majeure event continues for more than thirty (30) consecutive days, either party may terminate the affected subscription upon written notice. In such event, BDB will provide a pro-rata refund for any prepaid fees covering the period after termination, and the standard data retention and export provisions will apply.

11. Assignment

You may not assign, transfer, or delegate your rights or obligations under this Agreement without BDB's prior written consent. Any attempted assignment without consent is void.

BDB may assign this Agreement, in whole or in part, without your consent in connection with a merger, acquisition, corporate reorganization, restructuring, or sale of all or substantially all of BDB's assets or the assets related to BDB Project Tools. BDB will notify you of any such assignment within thirty (30) days.

This Agreement is binding upon and inure to the benefit of each party's successors and permitted assigns.

12. Entire Agreement

This EULA, together with the Terms of Service and Privacy Policy, constitutes the entire agreement between you and BDB regarding your use of BDB Project Tools. This Agreement supersedes all prior agreements, understandings, and communications, whether written or oral, relating to the subject matter of this Agreement.

If any provision of this Agreement is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

BDB's failure to enforce any right or provision of this Agreement shall not constitute a waiver of that right or provision.