Terms of Service & Usage Agreement

This document is a contractual agreement governing your use of the Service (permitted use, responsibilities, and our obligations). For how we collect, use, and protect your data, see our Privacy Policy.

1. Acceptance of Terms

By accessing and using Change Solutions ("the Service"), you accept and agree to be bound by the terms and provision of this agreement. The Service is currently in beta testing phase with features subject to change.

2. Description of Service

Change Solutions is a business management platform that provides:

• AI-powered business intelligence and forecasting
• Company and user management tools
• Analytics and reporting capabilities
• Payment processor integrations
• MARC AI assistant for business insights

3. User Responsibilities

As a user of our Service, you agree to:

• Be at least 18 years of age
• Provide accurate and complete information
• Maintain the security of your account credentials
• Use the Service in compliance with applicable laws
• Not attempt to gain unauthorized access to the Service
• Not use the Service for any illegal or unauthorized purpose

4. Payment Processor Integration (Square)

Important: Our Service integrates with Square and other payment processors. By connecting your Square account, you authorize us to:

• Access your Square account via OAuth 2.0 authentication
• Collect transaction data (orders, payments, amounts, dates, line items)
• Collect inventory data (products, stock levels, catalog information)
• Collect location data from your Square account
• Store OAuth credentials (access tokens and refresh tokens) securely

Customer Data: We do not collect customer data from Square. Our OAuth integration does not request customer data permissions, and we only fetch transaction and inventory data for business analytics and forecasting.

4.1 OAuth Authorization Scope

When you connect Square, you grant us the following permissions:

• PAYMENTS_READ - Read payment information
• ORDERS_READ - Read order and transaction data
• ITEMS_READ - Read product and catalog information
• MERCHANT_PROFILE_READ - Read merchant profile information
• INVENTORY_READ - Read inventory levels and changes

Note: We do not request CUSTOMERS_READ permission and do not access customer information from your Square account.

4.2 Data Usage

Square data is used for:

• Business analytics and reporting
• Demand forecasting and predictions
• Inventory management and stock level tracking
• Transaction processing and revenue analysis
• AI model training for improved insights

4.3 Data Collection Focus

Important: Our Service focuses on collecting and processing:

• Transaction data (orders, payments, amounts, dates, line items)
• Inventory data (products, stock levels, catalog information)
• Location data (Square location information)

Customer Data: We do not collect, process, or store customer-specific data (names, emails, phone numbers, addresses) from Square. Our OAuth integration does not request customer data permissions, and we only fetch transaction and inventory data. This ensures we do not handle any customer personal information.

4.4 Square API Terms Compliance

We comply with Square's API terms of service. You agree to:

• Use Square integration in compliance with Square's terms
• Not misuse Square data or attempt to manipulate payment data
• Maintain the security of your Square account credentials

4.5 Disconnection

You can disconnect your Square account at any time through your account settings. Upon disconnection, we will stop collecting new Square data. Existing data may be retained according to our data retention policy and legal requirements. Square OAuth credentials will be deleted upon disconnection.

4.6 Service Limitations

We are not responsible for Square service outages, API limitations, data availability, or changes to Square's services. Square service interruptions may affect our Service functionality.

5. Google and Gmail Integration

Limited use of Google user data. If you connect your Gmail account via Google OAuth, we use that access only to:

• Update your order information (e.g., orders or delivery information from your emails)
• Update your inventory levels (e.g., restock or receipt information derived from your emails)

We do not use Gmail or any other Google user data for advertising, marketing, selling to third parties, machine learning or AI model training, or any purpose other than providing or improving this order and inventory functionality. Data collected from Gmail is never used to train or improve our ML or AI models. Your use of Gmail integration is subject to Google's applicable terms and policies. You may revoke Gmail access at any time through your account settings or Google account permissions.

6. Data Collection and Processing

We collect and process various types of data to provide our Service:

• Personal Information: Name, email, phone number, company details, authentication credentials
• Business Data: Sales, inventory, analytics, employee information, financial metrics
• Payment Processor Data: Transaction data, inventory data, and location data from Square (we do not collect customer data)
• Usage Analytics: Platform usage patterns, feature interactions, session data, device information
• AI Training Data: Company documents, business context, user preferences, operational data
• Communication Data: Email logs, SMS consent records, notification preferences

Your data is protected with end-to-end encryption, secure authentication, and role-based access controls. We use your business data to train our AI models to provide better insights and predictions. Gmail/Google user data is not used for AI or machine learning model training. For detailed information about data collection, use, and your rights, please see our Privacy Policy.

7. AI Features and Machine Learning

Our Service includes AI-powered features such as:

• MARC AI assistant for business intelligence
• Predictive analytics and forecasting
• Automated insights and recommendations
• Demand forecasting and revenue predictions

7.1 AI Data Usage

We use your business data to train and improve our AI models:

• Gmail/Google user data is not used for AI or machine learning model training. Data from Gmail is used only for order and inventory updates (see Section 5).
• Company-specific AI customizations remain your property
• Aggregated and anonymized data may be used for general service improvement
• Some personal and business data may be used directly for AI training purposes (excluding Gmail/Google user data)
• Document uploads (PDF, DOC, DOCX, TXT up to 10MB) are processed by third-party AI services (OpenAI)

7.2 AI Limitations and Disclaimers

Important: As we are in beta testing, AI features have limitations:

• AI predictions are not guaranteed to be 100% accurate
• AI features may be unstable, inaccurate, or subject to change
• Use AI-generated insights as guidance only
• Always verify important business decisions independently
• No guarantee of data accuracy, prediction reliability, or service availability

8. Third-Party Integrations and Services

Our Service integrates with the following third-party services that may process your data:

8.1 Service Providers

• Square: Payment processing, transaction data, and inventory data (we do not collect customer data)
• Firebase/Google Cloud: Data storage, authentication, and cloud infrastructure
• OpenAI: AI model processing, document analysis, and natural language processing
• Analytics Provider: Usage analytics and user behavior tracking
• Resend: Email delivery services
• Twilio: SMS delivery services

8.2 Third-Party Terms and Policies

Your use of these third-party services is subject to their respective terms of service and privacy policies:

• Each service provider has its own privacy policy and terms of service
• We have data processing agreements with our service providers to ensure data protection
• Third-party service outages or limitations may affect our Service functionality
• We are not responsible for third-party service interruptions or data availability

8.3 Data Sharing

We share necessary data with third-party service providers to operate our Service. Data sharing is limited to what is necessary for service operation and is governed by data processing agreements. We do not sell your personal information to third parties.

9. Beta Testing Disclaimer

Important: Change Solutions is currently in beta testing. This means:

• Features may be unstable or change without notice
• Data loss in our Service or service interruptions may occur (this refers to data collected and stored by our app, not your underlying data in Square or other payment processors)
• AI predictions and insights may be inaccurate
• We make no guarantees about service availability or performance
• Service modifications and updates may occur without prior notification
• Beta features may have limited functionality or be discontinued

9.1 Beta Service Features

During the beta phase, features may be updated frequently. Account deletion and data export are available directly through your account settings. For other privacy requests, you can contact privacy@changesolutions.app.

10. Data Security and Breach Notification

We implement comprehensive security measures to protect your data:

• End-to-end encryption (in transit and at rest)
• Multi-factor authentication support
• Role-based access controls
• Regular security audits and vulnerability assessments
• PCI DSS compliance measures (payment data security)
• OAuth token encryption and secure storage

Breach Notification: In the event of a data breach that may affect your personal information, we will notify affected users as soon as we become aware of the breach and as required by applicable law. We will provide information about the nature of the breach and steps we are taking to address it.

Your Responsibility: You are responsible for maintaining the security of your account credentials and not sharing them with unauthorized parties. You must notify us immediately of any unauthorized access to your account.

11. Limitation of Liability

To the maximum extent permitted by law, Change Solutions shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages
• Loss of profits, data, use, goodwill, or other intangible losses
• Payment processor service interruptions or data loss (Square, etc.)
• Third-party service outages or limitations
• AI prediction inaccuracies or unreliable insights
• Data accuracy issues or calculation errors

Our liability is limited to the amount paid for the Service, if any. You are responsible for backing up critical business data and information.

12. Termination and Account Closure

We may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason, including if you breach these Terms.

12.1 Data Handling Upon Termination

Upon account termination or closure:

• You can export your data before account closure using the data export feature in your account settings
• All user data is permanently deleted: Your user profile, account information, preferences, and authentication data
• All company data is permanently deleted: If you are the company owner, all company data, including forecast data, inventory data, transaction data, and all associated business information
• All chat history is permanently deleted: All MARC AI conversations and messages
• Square integration data is deleted: OAuth credentials and all Square data connections
• Change Solutions has no access: Once your account is deleted, Change Solutions has no access to any of your data. The deletion is permanent and cannot be undone.

Important: Some data may be retained for legal/regulatory compliance (e.g., financial transaction records for 7 years as required by law), but Change Solutions will not have access to or use this retained data for any purpose other than legal compliance.

12.2 Your Right to Terminate

You can delete your account at any time through your account settings. Before deletion, you should export any data you wish to keep using the data export feature in your account settings. Account deletion is permanent and cannot be undone. Once deleted, Change Solutions has no access to any of your data.

13. Compliance and Legal Requirements

We comply with applicable laws and regulations:

• PCI DSS: Payment Card Industry Data Security Standard (payment data security)
• Square API Terms: Compliance with Square's API terms of service
• Financial record-keeping requirements (7-year retention for transaction data)
• Employment data protection laws
• Industry-standard data protection practices

You are responsible for ensuring your use of the Service complies with applicable laws and regulations.

14. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. We will notify you of material changes through:

• Email communications to registered users
• In-app notifications and alerts
• Updated "Last updated" date
• At least 30 days notice for material changes when possible

Continued use of the Service after changes constitutes acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service and may terminate your account.

15. Contact Information

If you have any questions about these Terms of Service, please contact us:

Change Solutions Email: legal@changesolutions.app For legal inquiries, terms questions, and support

For privacy-related inquiries and data requests, please contact privacy@changesolutions.app.