Terms of Service

BenefitBooklet (the “Service”) is a software-as-a-service platform offered by AI Benefit Services, LLC (the “Company,” “we,” or “us”) to insurance brokers and their agencies (each, a “Customer,” “you,” or “your”) for managing client benefit information, generating benefit booklets, tracking renewal pipelines, and related workflow tooling.

The Service is offered on a subscription basis at the tiers and prices set forth on our pricing page. Subscriptions may be billed monthly or annually at Customer’s election. Annual subscriptions are charged in full at the start of each annual billing period. Monthly subscriptions are charged at the start of each monthly billing period. Promotional offers, including introductory trial pricing and referral welcome discounts, apply only as described at the time of signup and are not redeemable for cash.

By subscribing to the Service, Customer agrees to an initial minimum service commitment of ninety (90) days beginning on the subscription start date. For Solo monthly plans, any introductory trial period offered at signup falls within this initial 90-day term; if Customer cancels during the trial, Customer owes only the trial fee and nothing further. Monthly plans that continue past the trial bill month-to-month following the initial 90-day term until canceled. Annual plans are paid in advance for a full twelve (12) month term and automatically renew for successive annual terms until canceled; annual charges are non-refundable except as required by law.

Referral rewards are offered solely as promotional account credits and have no cash value. Eligible customers may receive a one-time referral credit equal to the lesser of their current monthly subscription value or the referred customer’s monthly subscription value, applied to a future invoice via account balance.

Referral rewards are earned only after the referred customer (a) successfully registers for a paid subscription, (b) submits valid payment information, (c) completes payment successfully, and (d) maintains an active account in good standing for a minimum of thirty (30) consecutive days from initial signup.

Self-referrals are prohibited. Referral credits are non-transferable, non-cash, and non-redeemable for cash. Credits expire twelve (12) months after issuance if unused.

The Company reserves the right to modify, suspend, or terminate the referral program or its terms at any time without prior notice. Modifications apply prospectively and will not retroactively remove credits properly earned prior to the effective date of modification.

The Service’s artificial intelligence and document-extraction features (the “AI Features”) are intended solely for benefit proposals, plan summaries, Summary of Benefits and Coverage documents, rate sheets, and similar plan-design materials. The AI Features are not intended, designed, or authorized to receive Protected Health Information (“PHI”) as defined under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations (“HIPAA”), census data containing individually identifiable health information, or claims data.

Customer shall not upload, submit, paste, or otherwise provide to the AI Features any of the following (collectively, “Prohibited Data”): (a) PHI or individually identifiable health information of any plan member, dependent, or other individual; (b) member census files containing individually identifiable health information; (c) claims data; (d) Social Security numbers; (e) financial account numbers, payment card numbers, or credentials; or (f) any other sensitive personal information whose disclosure is restricted by law and not necessary to the AI Feature’s intended function.

Customer represents and warrants that all data it submits to the AI Features is free of Prohibited Data and that Customer has all rights, consents, and authority necessary to submit such data. Customer specifically attests that it will not submit PHI, census data containing individually identifiable health information, or claims data to the AI Features. The Company may record this attestation, including the date, time, and account associated with it. The Company may, but is not obligated to, suspend, remove, or quarantine any content it reasonably believes contains Prohibited Data, without liability to Customer.

Storage of Census and Claims Data. Separately from the AI Features, the Service may store member census data and claims data that Customer provides in order to deliver certain Service functions. Such data is stored using commercially reasonable administrative, technical, and physical safeguards. To the extent the Company’s storage of such data on Customer’s behalf constitutes a business associate relationship under HIPAA, the parties will enter into a Business Associate Agreement governing the permitted uses, safeguards, and handling of that data, and Customer shall not rely on the Service to store such data except under such an agreement. Customer remains responsible for ensuring it has authority to provide such data to the Service.

To provide certain features, the Service transmits Customer-uploaded document content to third-party artificial intelligence and infrastructure providers (“Subprocessors”) that process the content on the Company’s behalf solely to deliver the Service. The Company selects Subprocessors that provide commercially reasonable security and contractual data-protection commitments. A description of the categories of Subprocessors is available in our Privacy Policy.

Customer acknowledges that document content submitted to the AI Features may be processed by AI Subprocessors in connection with extraction, classification, summarization, or similar AI service functions. Separately, Customer data may be stored or hosted by infrastructure Subprocessors in connection with the operation of the Service.

Customer agrees not to (a) reverse engineer, decompile, or disassemble the Service; (b) resell, sublicense, or otherwise commercially redistribute the Service; (c) use the Service to transmit unlawful, infringing, or harmful content; (d) attempt to gain unauthorized access to the Service or related systems; (e) use the Service to compete with the Company; or (f) submit Prohibited Data as defined in Section 5.

The Company owns all right, title, and interest in and to the Service, including all software, content, and intellectual property therein. Customer retains all right, title, and interest in and to its data submitted to or processed by the Service. Customer grants the Company a limited license to host, process, and display Customer data solely as necessary to provide the Service.

Customer data is handled in accordance with our Privacy Policy, which is incorporated into these Terms by reference. We implement commercially reasonable security measures consistent with industry standards for software-as-a-service providers. Customer is responsible for ensuring that the data it submits is appropriate for a platform of this nature and complies with Section 5.

Upon termination or expiration of Customer’s subscription, the Company will retain Customer data for a period of six (6) months to allow for export or reactivation, after which the Company may delete Customer data in the ordinary course. Customer may request export or deletion of its data at any time by contacting the Company, subject to any retention the Company is required to maintain by law. Deletion from active systems does not require deletion from routine backups, which are overwritten on the Company’s standard backup cycle.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE.

THE COMPANY DOES NOT WARRANT THE ACCURACY OR COMPLETENESS OF ANY OUTPUT GENERATED BY ARTIFICIAL INTELLIGENCE FEATURES, INCLUDING EXTRACTED DOCUMENT DATA. CUSTOMER IS SOLELY RESPONSIBLE FOR REVIEWING AND VERIFYING ALL SUCH OUTPUT BEFORE RELYING ON IT.

Customer shall indemnify, defend, and hold harmless the Company and its members, officers, employees, and agents from and against any and all claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to: (a) Customer’s submission of Prohibited Data in violation of Section 5; (b) Customer’s data or its use of the Service in violation of these Terms or applicable law; (c) Customer’s violation of any third-party right, including intellectual property or privacy rights; or (d) any claim that Customer lacked authority or consent to submit data to the Service.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE COMPANY’S AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL FEES PAID BY CUSTOMER TO THE COMPANY IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE LIABILITY. IN NO EVENT SHALL THE COMPANY BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES.

The limitations in this Section do not apply to Customer’s indemnification obligations under Section 12, to Customer’s breach of Section 5 (Prohibited Data in AI Features; PHI Handling), or to Customer’s breach of Section 7 (Acceptable Use) or Section 8 (Intellectual Property).

Customer may cancel the subscription at any time after the Initial Term via the in-app billing portal. The Company may suspend or terminate Customer’s access for material breach of these Terms, including non-payment, with reasonable notice. Cancellation does not entitle Customer to a refund of fees paid for the current billing period except as required by law.

These Terms shall be governed by and construed in accordance with the laws of the State of Louisiana, without regard to its conflict of laws principles. To the extent any claim is permitted to proceed in court under these Terms, the exclusive venue shall be the state or federal courts located in Jefferson Parish, Louisiana, and the parties hereby consent to the personal jurisdiction of such courts.

Except as provided below, any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be resolved by final and binding arbitration administered by the American Arbitration Association under its applicable commercial rules, seated in Jefferson Parish, Louisiana. Judgment on the award may be entered in any court of competent jurisdiction.

All claims must be brought in the parties’ individual capacity, and not as a plaintiff or class member in any purported class, collective, or representative proceeding. The arbitrator may not consolidate more than one party’s claims or preside over any form of class or representative proceeding.

Notwithstanding the foregoing, the Company may seek injunctive or other equitable relief in the state or federal courts located in Jefferson Parish, Louisiana to protect its intellectual property, confidential information, or to address Customer’s actual or threatened breach of Sections 5, 7, or 8. Either party may pursue a claim in small-claims court if it qualifies.

The Company shall not be liable for any failure or delay in performance to the extent caused by circumstances beyond its reasonable control, including acts of God, natural disasters, war, terrorism, labor disputes, internet or utility failures, or failures of third-party providers or Subprocessors.

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

The Company may modify these Terms from time to time. Material changes will be communicated to Customer via email or in-app notice at least thirty (30) days before the effective date. Continued use of the Service after the effective date constitutes acceptance of the modified Terms.