Terms of Service

EFFECTIVE AUGUST 8, 2026 · VERSION 2026-08-08

RecordBeacon is a document review and redaction service built by Scalable Technology Solutions LLC, a Michigan company ("we", "us"). These terms are an agreement between us and the organization that opens a workspace ("you"). By creating a workspace, or by using one, you agree to them. If you are accepting for a firm or an agency, you confirm you have the authority to do that.

1. The Service

We give you access to the RecordBeacon application to upload documents, review what our software finds in them, apply redactions, and produce release copies. Your subscription tier sets the limits that apply, such as seats and document size. We may improve or change the Service, but we will not materially reduce what your paid plan includes during a period you have paid for.

2. What you may upload

Upload only documents you have the legal right to hold and to share with a service provider for processing. For every document you or your users upload, you represent that you have the rights, authority, and any consents needed to possess it, to send it to us, and to have it processed as these terms describe. You are responsible for making sure your use of the Service complies with the laws that apply to your records, including privacy, confidentiality, and public records laws. Do not upload content you have no right to hold. If someone claims content you uploaded was processed without authorization, that claim is your responsibility under Section 11.

3. Your content stays yours

You own the documents you upload and the redacted copies the Service produces from them. We call all of that "your content". We claim no ownership of it. You give us a limited license to host, copy, transmit, display, and process your content, only to provide the Service to you. That includes reading scanned text, detecting information that may need redaction, and generating redacted copies. The license ends when the content is deleted. We do not use your content to train AI models, and we do not use it for any purpose other than serving you.

4. Redaction decisions belong to your reviewer

The Service assists human reviewers. It does not replace them. Automated detection is a suggestion presented to your reviewer. The decision to redact, to leave something unredacted, and to release a document is made by your reviewer, and that decision is final. We do not promise that automated detection will find every instance of sensitive information. You are responsible for reviewing documents before release and for the contents of anything you release. The Service is a review aid. We disclaim all warranties about the completeness or accuracy of automated detection.

5. Fees and billing

Paid plans bill monthly through Stripe, our payment processor. Your card details are entered directly with Stripe and never touch our servers. Prices are shown before you subscribe. You can cancel at any time from Billing, and your plan stays active through the period you paid for. If a charge fails we will tell you and retry; if it keeps failing your workspace returns to the free tier. If you believe an invoice is wrong, tell us within thirty days and we will work it out with you.

6. Deleting your data

You can delete your workspace and everything in it at any time from within the application. Deletion removes your documents, uploaded files, work product, and account data from our active systems. Copies in encrypted backups age out on our normal backup cycle. We keep a limited audit record of account and processing events for security purposes; when a workspace is deleted, the content inside those records is removed and only the fact that events happened is retained. You can also ask us to delete your data by writing to support@recordbeacon.com and we will complete it within thirty days.

7. Confidentiality

Each of us may learn non-public information about the other while these terms are in effect. Your content is your confidential information. Our software, security practices, and pricing discussions are ours. Neither of us will use the other's confidential information except as these terms allow, or share it except with people who need it and are bound to protect it, or when the law requires disclosure. These obligations survive the end of this agreement.

8. Term and ending the agreement

These terms apply from the day you open a workspace until your workspace is deleted. You can stop at any time: cancel your subscription, export your work, and delete your workspace. We may suspend or end your access if you materially break these terms and do not fix it within fifteen days of us telling you, or immediately if the breach involves Section 2 or unlawful use. If we end your access, we will give you a reasonable opportunity to export your content unless the law prevents it. Sections 4, 6, 7, 9, 10, 11, and 14 survive.

9. No other warranties

The Service is provided as is. To the fullest extent the law allows, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error free. Nothing in the Service is legal advice.

10. Limits on liability

To the fullest extent the law allows, neither of us is liable to the other for indirect, incidental, special, consequential, or punitive damages, or for lost profits or lost data. Our total liability under these terms is limited to the fees you paid us in the twelve months before the claim arose, or one hundred dollars, whichever is greater. These limits do not apply to your payment obligations, to either party's breach of Section 7, or to your obligations under Section 11.

11. Indemnification

You will defend and indemnify us against third-party claims arising from content you uploaded without the rights Section 2 requires, or from your unlawful use of the Service. We will defend and indemnify you against third-party claims that the Service itself, used as these terms allow, infringes their intellectual property. Each side must promptly notify the other of a claim and reasonably cooperate.

12. Who processes your data

We use a small set of subprocessors to run the Service: Amazon Web Services in United States regions for hosting, document storage, the database, automated processing under a zero data retention configuration, and transactional email; Stripe for billing; Google and Microsoft for optional single sign-on; and Google Workspace for our support mailbox. We do not sell your data. We do not share your content with anyone except these subprocessors as needed to run the Service, or as required by law. Our privacy policy has the details.

13. Health information

The Service is not intended for Protected Health Information under HIPAA. Do not upload PHI. We do not enter into Business Associate Agreements on self-serve plans, and we are not acting as a business associate for any customer. If your work requires processing PHI, contact us about a dedicated deployment before uploading anything.

14. General

These terms are governed by Michigan law, and disputes belong in the state or federal courts located in Michigan. If part of these terms is unenforceable, the rest still applies. Not enforcing a term once does not waive it. Neither of us is liable for delays caused by events outside reasonable control. You may not assign this agreement without our consent, except to a successor of your practice or agency. These terms plus your subscription order are the whole agreement between us. If we change these terms materially, we will tell you and ask you to accept the new version before it applies to you.

Questions

Write to support@recordbeacon.com. Scalable Technology Solutions LLC, 3334 Rochester Rd, Suite 171, Troy, MI 48084.