Terms of Service

01Your agreement with ZentriBase

These Terms of Service govern access to ZentriBase, including zentribase.com, app.zentribase.com and related software services. “ZentriBase,” “we” and “us” mean Resoltives LLC, doing business as ZentriBase, at the address below. “You” means the account holder and, when an account is opened for a business, that business. You must be at least 18 and authorized to bind the business you represent.

By accepting these terms during registration or checkout, you agree to them and our Acceptable Use Policy. Our Privacy Policy explains personal-data handling. An expressly agreed written order controls its specific commercial terms; otherwise these terms apply. Nothing here removes rights that applicable law does not allow you to waive.

02Software services and agency responsibility

ZentriBase is a multi-tenant B2B software platform for brand workspaces, client records, employee access, agreements, invoicing and dispute-evidence preparation. We supply the software; we are not the Merchant of Record for agency sales, a bank, an escrow service or a law firm. We do not receive agency customer funds into an intermediary ZentriBase merchant account.

The agency is the seller to its customers and is responsible for the legality and delivery of its services, prices, tax treatment, disclosures, consent, client agreements, refunds and disputes. Agency payments require its own authorized provider connection for the relevant brand. A disconnected or unsupported gateway cannot be used to collect invoice payments. Gateway logos do not establish approval, a working connection or guaranteed availability.

Buying a ZentriBase subscription is a separate transaction for our software. Creating or signing an agency agreement does not make ZentriBase a party to it. These provisions allocate responsibility for agency transactions; they do not exclude responsibility for our own conduct where law requires it.

03Accounts, roles and security

Keep registration and contact details accurate, protect credentials and private links, and notify us promptly about suspected unauthorized access. Each person should use their own authorized seat. The workspace owner controls employee invitations and brand permissions and is responsible for activity it authorizes. Platform administrators and internal support are separate from customer workspace owners and employees.

Owners must complete required authenticator checks. Employees receive only assigned access and may not manage owner subscriptions or gateway credentials by changing a URL or browser setting. We may require additional verification before sensitive actions, account recovery or payment changes.

A business Tax ID, EIN or VAT number is optional for the workspace owner’s platform billing profile. Omitting it does not block account creation or features. Do not submit an SSN in its place. Employee and end-client signing or payment screens do not require a Tax ID.

04Plans, prices and upgrades

An annual subscription is billed as one annual amount, not as twelve monthly installments. Checkout identifies the chosen plan, interval, capacity, taxes, discount and total before authorization. Add-on seats, brand slots and credits are separate purchases where offered. Upgrades, prorations and additional charges require the confirmation shown at checkout; asking the assistant about an upgrade is not payment authorization.

Features and limits follow your accepted plan. Starter may display ZentriBase branding on customer-facing views. Pro white-label features apply only to supported surfaces and configured domains; they cannot remove disclosures a payment provider or law requires. Gifts and promotional access follow their stated term and any recorded expiry or revocation conditions.

0514-day card authorization trial

The trial begins only after successful card setup and your explicit consent to recurring billing. Checkout must disclose the trial end, first charge date, selected price and billing interval. Your card issuer may show a temporary $0 or small verification authorization, including $1 where required. This is not the subscription price. We do not promise a 14-day hold: its amount and release timing depend on the processor and issuer.

Failed card verification does not start a trial or authorize paid access. Trial eligibility is limited to one per account and registered email, subject to checks against duplicate or abusive registrations. At the end of a valid trial, the accepted monthly or annual price is charged automatically. Cancel through My Account & Billing before the displayed deadline to avoid that first charge; if you cannot access the controls, contact support before the deadline.

06Renewal, cancellation and unpaid accounts

With recurring-payment consent, card subscriptions renew monthly or annually until cancelled. Cancellation stops future renewals and is separate from a refund request. After a paid period begins, access ordinarily continues until its recorded end unless a refund, security restriction or termination changes that access. There is no routine prorated refund for unused time outside the refund policy below or mandatory legal rights.

We may retry a failed authorized payment and notify you to update the payment method. If a trial ends or paid access expires without successful payment, workspace tools can be suspended while billing and support remain available. Active gifted access follows its gift conditions. We do not charge for an upgrade without the necessary purchase confirmation. Material price changes are notified before the next affected renewal and do not alter a period already paid for.

New platform subscriptions require a verified debit or credit card. Earlier crypto payments follow the terms accepted with the original purchase. Contact support with the payment reference if a previous transfer needs review.

0748-hour automated refund policy

For a subscription accepted under the 14-day card-trial policy, the first successfully collected subscription payment is eligible for a full refund if you request it within 48 hours of the confirmed payment timestamp and no AI rebuttal package has been generated by that workspace when the request is submitted. Rebuttals generated during the trial count toward this condition. A card-verification hold is not the first subscription payment.

Request a refund through My Account & Billing, in-app support, or support@zentribase.com. We record the request time and applicable usage then; a later review or processing delay does not make a timely request late. Eligible requests stop future renewal and are approved automatically under the recorded policy. The refund is returned to the original payment method where supported. Access to the refunded subscription is paused when refund completion is confirmed, with billing and support available for follow-up.

A provider’s acceptance or a support message is not proof that funds have reached your account. We track provider completion and notify you; bank posting may take additional time. Technical failures, conflicting disputes, duplicate requests, uncertain payment records and other exceptions go to authorized staff rather than triggering duplicate money movements. Crypto returns may require secure staff review and a validated return address; we never ask for a wallet recovery phrase.

Renewal payments, add-ons, requests after 48 hours, and workspaces that have generated a rebuttal do not qualify for this automatic first-payment offer. You may still request an exception or correction of an error. This policy does not restrict statutory refunds, remedies for unauthorized charges, or other non-waivable rights.

Earlier purchases keep their accepted terms. A new policy does not retrospectively shorten an earlier 14-day first-payment guarantee or change an existing billing authorization. The policy version recorded with the purchase controls. Trial and automated renewal features apply only when offered and accepted at checkout.

08Electronic consent and retained records

Electronic execution requires an affirmative action and the consent presented with the specific agreement. Read the complete document before signing. Under the US ESIGN Act, electronic form alone does not invalidate a signature; other contract and consumer protections still apply. An electronic checkbox or hash is not, by itself, a guarantee of legal enforceability.

Consent covers the identified document and disclosures, not every future transaction. You need internet access, a supported browser, email access when delivery uses email, and the ability to view and save or print the document and PDF. Use the provided download to retain your record. Before signing, contact the issuer for a paper process, a copy, correction of contact details, or withdrawal of electronic consent. The issuer must disclose any paper-copy fee and consequences first; withdrawal does not undo a lawfully completed execution. Material changes to access requirements require the disclosures and renewed consent applicable law calls for.

Execution records may include affirmative consent, signature method, UTC time, request IP, browser/device metadata and a SHA-256 digest of the executed document. A digest supports checking whether a particular file changed; it is not identity certification, notarization or proof that a person read an email. Later payment references must be separate linked records, not edits to the original signed file. The signed agreement and recipient-facing execution record can be retained by the signer. Internal operational logs, credentials and unrelated tenant records are not part of the recipient’s copy.

09AI drafts and dispute evidence

AI tools generate drafts and product guidance from the information supplied and permitted workspace context. They can be inaccurate or incomplete and do not provide professional legal, tax or accounting advice. Review and correct every agreement and rebuttal before relying on it or sending it. Do not upload irrelevant sensitive information or credentials.

You remain responsible for evidence accuracy, legal authority to use it, applicable deadlines, provider requirements and actual submission. A generated or downloaded package is not a filed dispute unless the interface separately confirms successful submission to a supported provider. No AI output, certificate or badge promises a dispute win. Routine payment and refund controls follow backend rules; chat text alone cannot override permissions or authorize a charge.

10Your content and our software

You retain your rights in contacts, logos, agreements, files and evidence. You grant us a limited license to host, copy, process, transmit and display that content to deliver the services you request, protect the service and satisfy legal obligations. This does not grant a general right to advertise with, publicly publish or sell your private content. You must have the rights and permissions needed to upload and share it.

ZentriBase and its licensors retain rights in the software, brand and service materials. While your access is valid, you receive a limited, non-exclusive right to use the service for your authorized business and assigned team. Agency services to your own clients are permitted. Reselling platform access, removing security controls or exceeding licensed seats is not permitted unless separately agreed. You may retain authorized document exports after access ends, subject to others’ rights and applicable law.

11External services and availability

Hosting, email, AI, authentication and payment providers have their own terms, eligibility rules and service limits. Settlement, issuer approvals, wallet availability and provider outages may be outside our control. We may maintain, update or restrict a feature for security or reliability. We do not guarantee uninterrupted operation, a particular response time, universal payment acceptance or a financial outcome. Keep suitable copies of important records and report problems promptly.

12Suspension, termination and records

You may cancel renewal and request account closure through billing or support. We may proportionately restrict or terminate access for nonpayment, material breach, unlawful use or a credible security threat. Where practicable, we explain the reason and a way to correct or appeal it; urgent protection or a legal restriction may require action first. See our Acceptable Use Policy.

Closure is distinct from deletion. Records needed for a legal hold, accounting, fraud investigation or a pending dispute may be retained under the Privacy Policy. Request authorized exports before closure where possible. Ending access does not erase accrued payment obligations, completed refunds or provisions intended to survive, including ownership, confidentiality, liability and dispute terms.

13Warranties and limits of liability

To the fullest extent permitted by applicable law, the software is supplied as available, without implied warranties of merchantability, fitness for a particular purpose or non-infringement. We do not warrant agency promises, third-party decisions, AI accuracy or dispute results. Nothing limits a remedy or warranty that law requires.

To that same extent, neither party is liable under these service terms for indirect or consequential loss, including lost profits, resulting from use of the service. Our aggregate liability for claims arising from the service is limited to subscription fees you paid us during the twelve months before the event giving rise to the claim. These limits do not exclude fraud, willful misconduct, or liability and consumer rights that cannot legally be excluded or limited.

14Changes, disputes and notices

We will give notice of material changes through your account, email or another appropriate channel before they apply, except urgent legal or security changes that require earlier action. Changes apply prospectively, preserve accepted purchase terms and require renewed consent where law requires it. Continued use does not authorize an undisclosed charge.

Virginia law governs these terms, excluding its conflict-of-laws rules and without displacing mandatory protections where you live. Contact us first so we can investigate a dispute; this does not bar a lawful claim or urgent relief. These terms do not impose mandatory arbitration or a class-action waiver. If a provision is unenforceable, the remaining provisions continue. A delay in enforcement is not a waiver. Formal notices may be sent to the contact details below.