Terms of service

1. Subject and definitions

These terms govern use of Quote Bench Pro (the “service”) — a web application that builds priced quotes for construction and trade firms. From a typed or dictated job description, the service assembles an itemised breakdown using the price list configured by the customer and prepares a quote for sending to the customer’s client.

“Customer” is the legal entity or sole proprietor identified by legal name in the acceptance record. An “Organization Owner” accepts these terms and the data processing addendum for the Customer and represents that they are at least 18 years old, are acting in a business capacity, and have authority to bind the Customer. Other “Authorized Users” do not separately bind the Customer; they must comply with sections 7–9 and acknowledge the privacy policy, and the Customer will ensure their compliance and is responsible for their acts and omissions as if they were the Customer’s own. “You” refers to the Customer unless the context refers to an individual user. This agreement becomes binding on the Customer when its Organization Owner clicks the affirmative acceptance control presented with links to the then-current terms and data processing addendum; the acceptance record identifies the accepted document versions and content hashes. A non-owner Authorized User does not form or amend this agreement.

2. Provider

The service is provided by Ondřej Bárta, a sole trader entered in the Czech Trade Register, company ID (IČO) 74140850, place of business: Poštolčí 678, 182 00 Prague, Czech Republic. Contact: hello@quotebenchpro.com; legal matters: legal@quotebenchpro.com; privacy: privacy@quotebenchpro.com. A transfer of operations to a limited-liability company is planned before commercial launch; this document will be updated accordingly, and any materially adverse revision requires renewed assent under section 17.

3. Account and registration

Using the service requires an account. Accounts are managed via the identity provider Clerk. The Organization Owner manages members and their roles. The Customer is responsible for the security of its users’ credentials and for all activity under its organization’s accounts.

4. Pricing and payment

This section is inactive during the free pilot: no payment method is collected, nothing is charged, and pilot access does not convert or renew into a paid plan. The remainder of this section applies only after the Customer completes a separate affirmative paid checkout.

Current plans (Starter, Growth, Pro) and prices are listed on the landing page. Prices are in USD, exclusive of taxes. Paid plans are charged monthly by card through our payment provider acting as merchant of record. Subscriptions renew automatically each billing period; cancellation is available from the billing settings in the service and takes effect at the end of the current billing period. Pilot access is free and invite-only and may be ended under section 6; no free plan is promised after the pilot. A paid subscription is created only by an affirmative checkout confirmation; disclosures made at checkout prevail over this page to the extent they are more specific.

5. Service description

The service turns a job description into structured inputs, calculates material and labour using the rates and price list configured by the customer, and prepares a priced quote including a PDF document. No quote leaves the system without the customer’s explicit approval. Once the customer confirms the extracted inputs, pricing is computed by a deterministic calculation engine over the customer’s own rates and price list; changes to quotes and settings are recorded in an audit log.

6. Pilot program

The service currently operates as a free, invite-only pilot for businesses. The pilot is offered to businesses operating in selected US states — Florida, Arizona, Nevada, Texas, and Georgia. During the pilot the service is provided for evaluation: we do not guarantee availability or any particular feature, and features may change. Pilot access requires no payment card and never converts to a paid plan automatically.

We may suspend or end the pilot. Except where security, illegality, or abuse requires immediate action, we will give at least 7 days’ notice before ending a Customer’s pilot access, and the 30-day data export window of section 16 applies after termination. Immediate suspension does not eliminate the export right unless providing the data would be unlawful or would create a material security risk.

7. Customer responsibility for quotes

Service outputs are working drafts. Before sending, the customer must review and approve every quote — scope, measurements, quantities, prices, margin, taxes, and dates; a sent quote is issued solely by the customer in the customer’s own name. The provider is not a contractor, is not a party to any agreement between the customer and the customer’s client, and does not verify the correctness of quotes. The service is designed to generate an estimate, not a complete construction agreement; the provider does not determine the legal effect of an estimate between the customer and the customer’s client — that effect depends on applicable law, the estimate’s content, and the parties’ conduct. An estimate does not include content that the law of the client’s state may require; compliance with applicable laws (licensing, contract content, consumer protection, taxes) is the customer’s responsibility.

The Customer must not use a service output as the sole construction agreement, solicit an end-customer signature or deposit against it, or represent it as satisfying state or federal contract, cancellation, lien, or licensing requirements; to form a contract, the Customer must use a separate agreement appropriate for the law of the project’s jurisdiction.

Some states regulate written estimates or bids themselves, even when they are not construction contracts — for example by requiring the contractor’s license number or license limit on them. In particular, for Florida work subject to Fla. Stat. ch. 489 the Customer must provide its current registration or certification number, and for Arizona work subject to A.R.S. §32-1124(B) its ROC license number. Nevada law imposes additional license, monetary-limit, payment-schedule, notice and other terms on certain residential-improvement contracts; a service estimate is not designed to satisfy those contract requirements, and for Nevada the service requires both the license number and the monetary limit before an estimate can be sent. The service prints the required identifier on the estimate and blocks transmission until it — and the Customer’s state and postal address — are supplied. The Customer must provide the required license information and remains responsible for confirming that the number is current and valid and for all other required disclosures; where the service requires a state-specific field, the Customer must not bypass or falsify it.

8. AI and voice features

The service uses AI to turn job descriptions and revision instructions into structured inputs; it does not select or set prices — the deterministic engine calculates them from the Customer’s own configured rates, and a user reviews every change before it is sent. AI can make mistakes — outputs must be reviewed. Voice input is intended solely for dictation in the user’s own voice; recording other people without their consent is prohibited. Audio is sent for transcription to Microsoft Azure AI Speech, processed in the EU (Germany), and is not stored.

9. Customer data and acceptable use

As between the parties, the Customer retains all rights it has in the data entered into the service; no ownership of an individual’s personal data is transferred to anyone. The Customer grants the provider the limited, non-exclusive rights necessary to host, copy, transmit, format, secure and support that data in order to deliver the service, as documented in these terms and the data processing addendum. The Customer represents that it submits data lawfully, that it is entitled to enter its clients’ data into the service, and that it has given its clients any privacy notices required by applicable law. The Customer is responsible for the accuracy of submitted data. Sensitive data (government ID numbers, payment details, health information) does not belong in the service. The service must not be used unlawfully, to send unsolicited messages, to interfere with security, or to circumvent service limits.

The Customer may send an estimate only to a person who requested it or with whom the Customer has a lawful existing business relationship. A recipient request or an existing relationship does not by itself exempt an email from CAN-SPAM — the Act reaches individual business-to-business messages, not only bulk mail. The Customer must classify each message and comply with every requirement that applies to it. The estimate email the service generates carries accurate sender and header information, a non-deceptive subject line, and the contractor’s postal address from its Company settings; where a message is commercial rather than transactional, the Customer is responsible for adding any required advertisement identification. Every estimate email also carries an opt-out line naming the Customer’s own contact address, so a recipient can ask the Customer to stop; the Customer must monitor that address, honour an opt-out within 10 business days, and send no further commercial mail to a recipient who has opted out. The service does not maintain a suppression list on the Customer’s behalf. The Customer directs and is responsible for each estimate email, including recipient authority; the provider supplies the technical transmission service. The service must not be used for cold outreach, unsolicited bulk campaigns, or bulk marketing.

10. Intellectual property and licences

The service, its software, brand, and content (other than customer data) are the provider’s property. For the duration of the agreement the Customer receives a non-exclusive, non-transferable licence to use the service for its business. The Customer may freely use generated quotes and PDF documents in its business. If the Customer provides feedback about the service, the provider may use it to improve the service without further obligation.

11. Confidentiality

Each party will protect the other’s confidential information using at least reasonable care and use it only to perform this agreement. Information that is publicly available or independently obtained is not confidential. This obligation survives termination.

12. Third-party services

The service currently depends on third-party providers for identity, hosting, AI processing, voice transcription, and email delivery, as listed in the privacy policy; if paid plans are enabled, it will also use the payment provider described there. No direct contractual relationship arises between the Customer and those providers; their outages may affect service availability. The provider is responsible for engaging them within the limits of section 14.

13. Suspension

The provider may suspend a Customer’s or a user’s access where necessary to avert a security threat, on reasonable suspicion of unlawful use or a material breach of sections 7–9, or, for paid plans, on payment default. Unless the nature of the intervention prevents it, the provider will announce a suspension in advance and will restore access without undue delay once the ground has lapsed.

14. Liability

The service is provided “as is” and “as available”; to the extent permitted by law, all warranties are excluded. The provider is not liable for business decisions made on the basis of service output — the customer remains responsible for the content and pricing of issued quotes. To the extent permitted by law, indirect, consequential, special, and punitive damages are excluded, as are lost profits, loss of data, rework costs, and losses from estimating errors.

The provider’s aggregate liability for all claims under this agreement, under the data processing addendum, and for non-contractual claims — whether in contract, tort, or under statute — is capped at USD 100. The cap also covers the personnel, licensors, and subprocessors through whom the provider delivers the service. The cap does not apply where the law does not permit it — in particular harm caused intentionally or by gross negligence, harm to natural rights of a person, and any limitation that is ineffective against a weaker party under Czech law.

The Customer will indemnify the provider against third-party claims arising from data submitted by the Customer, from quotes and contracts issued by the Customer, from construction work performed, from recording individuals without consent, and from the Customer’s violations of licensing, tax, or consumer-protection rules. The provider will notify the Customer of such a claim without undue delay and allow the Customer to defend it.

15. Data protection

Personal data processing is described in the privacy policy and governed by the data processing addendum. The data processing addendum forms part of this agreement. The privacy policy is a transparency notice: it is not part of this agreement, and acknowledging it is not consent under the GDPR.

16. Termination

Customers may terminate at any time via the service UI, and choose between two paths. Ordinary termination: access ends and an export of the customer’s data in open formats is produced on request for 30 days, after which the data is deleted. Owner-directed organization deletion is an instruction to delete immediately: access and the export right end at once, so any export must be taken beforehand. On either path, active service copies are deleted no later than 30 days after the triggering event; backup copies expire on the ordinary backup cycle (currently approximately 3 days) measured from the deletion of the corresponding active copy, and are restored only for disaster recovery; copies at subprocessors are deleted or returned under the same instruction, within the schedules stated in the privacy policy. “Immediately” describes the loss of access and the instruction taking effect, not instantaneous erasure everywhere. Acceptance records (retained to establish, exercise, or defend legal claims) and data we are legally required to retain are excepted. Termination of the pilot by the provider is governed by section 6.

17. Changes to these terms

We will announce non-material changes to these terms at least 30 days in advance by email to the registered address. A materially adverse change — in particular to dispute resolution, liability, data use, pricing, or customer obligations — applies to an existing Customer only after an Organization Owner affirmatively accepts the revised version, unless the change is required by law and cannot reasonably await renewed assent.

18. Final provisions

This agreement and any non-contractual obligations arising from it are governed by Czech law, without regard to conflict-of-laws rules. The courts having subject-matter jurisdiction in Prague, Czech Republic, have exclusive jurisdiction over every dispute arising out of or relating to the service, these terms, or the data processing addendum, except where applicable law makes jurisdiction non-waivable.

Notices are delivered by email: to the Customer at the registered address, to the provider at legal@quotebenchpro.com. Neither party is liable for delay caused by circumstances beyond its reasonable control (force majeure). The provider may assign this agreement in connection with the transfer of operations to a successor company under section 2; the Customer may assign only with the provider’s prior consent. If a provision is invalid, the remainder is unaffected; not enforcing a right is not a waiver of it. These terms together with the data processing addendum are the entire agreement. In case of conflict: mandatory law and any executed standard contractual clauses prevail; on data-protection matters the data processing addendum prevails over these terms; commercial details confirmed at an affirmative checkout supplement these terms only for the specifications they expressly state; otherwise these terms prevail. Website and product copy do not amend the agreement. Sections 7, 9–11, 14, 16, and 18 survive termination. During the US pilot the English version is the published and controlling text; the Czech version will be published when bilingual operation resumes.