Terms of Service

These Terms of Service (“Terms”) govern your access to and use of SiteCOI (the “Service”), provided by Vanguard Edge Solutions (“Company,” “we,” “us,” or “our”), a company based in full registered address, Faroe Islands. SiteCOI is a compliance-tracking software product owned and operated by Vanguard Edge Solutions.

By creating an account or using the Service, you agree to these Terms. If you are agreeing on behalf of a company or other legal entity, you represent that you have the authority to bind that entity, and “you” refers to that entity.

1. Description of Service

SiteCOI is a software-as-a-service platform that helps organizations track expiration dates on employee certifications and vendor/subcontractor compliance documents (such as certificates of insurance, licenses, and bonding), and sends automated reminders before documents lapse. SiteCOI is intended for internal business use by general contractors, property managers, and similar organizations, and by the vendors/contacts they invite to submit documents through the self-service upload portal.

The Service is provided for tracking and reminder purposes only. It does not constitute legal, insurance, compliance, or risk-management advice, and does not guarantee that any document, certification, or coverage is valid, sufficient, or currently in force. You remain solely responsible for verifying the compliance status of your vendors and employees.

2. Eligibility and Accounts

The Service is intended for use by businesses and their authorized personnel, not individual consumers. You must be at least 18 years old and authorized to act on behalf of your organization to create an account.

You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. Notify us immediately at contact@sitecoi.com of any unauthorized use.

2.1 Organizations and Team Members

An account belongs to an “Organization.” The Organization's Owner and Admins may invite additional Team Members and assign roles with different levels of access. The Organization is responsible for the actions of everyone it invites, and for ensuring it has the right to grant them access to any data uploaded to the Service.

3. Free Trial

New accounts may begin with a 7-day free trial. If you do not cancel before the end of the trial period, your account will automatically convert to a paid subscription and your payment method will be charged according to the plan selected at signup. We will provide notice of the upcoming charge before the trial ends, in accordance with applicable law.

You may cancel at any time before the trial ends through your account settings or by contacting contact@sitecoi.com to avoid being charged.

4. Subscription, Billing, and Payment

Paid subscriptions are billed on a recurring basis (monthly or annually, as selected at signup) until cancelled. Payments are processed by our third-party payment processor, Dodo Payments. By subscribing, you agree to Dodo Payments' applicable terms in addition to these Terms.

Subscription pricing is based on the number of tracked contacts in your account, not the number of team members. We reserve the right to change pricing with notice; changes will apply to future billing cycles, not retroactively.

Subscriptions renew automatically at the end of each billing period unless cancelled beforehand. You are responsible for keeping your payment method current.

5. Cancellation and Refunds

You may cancel your subscription at any time through your account settings. Cancellation stops future billing but does not automatically entitle you to a refund of amounts already charged. See our Refund & Cancellation Policy for details on how refund requests are handled.

6. Your Data and Content

You retain ownership of all documents, data, and content you or your invited contacts upload to the Service (“Customer Data”). You grant us a limited license to host, process, and display Customer Data solely as necessary to provide the Service to you.

You are responsible for ensuring you have the right to upload any document or personal data (including data about your employees and vendors) to the Service, and for complying with any applicable data protection obligations toward those individuals.

6.1 Document Processing via Third-Party AI

To power automatic data extraction from uploaded certificates and licenses, SiteCOI sends uploaded documents to Google's Gemini API for processing. By uploading a document, you consent to this processing. See our Privacy Policy for more detail on this and other third-party processors we use.

7. Acceptable Use

You agree not to: use the Service for any unlawful purpose; upload documents or data you do not have the right to upload; attempt to circumvent security or access controls; reverse-engineer the Service; resell or white-label the Service without our written consent; or use the Service to store or process data unrelated to compliance-document tracking.

8. Intellectual Property

The Service, its underlying software, and the SiteCOI name and branding are the property of Vanguard Edge Solutions. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as intended.

9. Disclaimer of Warranties

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AUTOMATED DATA EXTRACTION OR REMINDERS WILL BE ACCURATE OR TIMELY IN EVERY CASE. YOU ARE RESPONSIBLE FOR INDEPENDENTLY VERIFYING CRITICAL COMPLIANCE INFORMATION.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, VANGUARD EDGE SOLUTIONS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITY, ARISING FROM YOUR USE OF THE SERVICE — INCLUDING ANY LOSS RESULTING FROM AN UNDETECTED OR UNREMINDED COMPLIANCE LAPSE. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE PRECEDING TWELVE MONTHS.

11. Indemnification

You agree to indemnify and hold harmless Vanguard Edge Solutions from claims arising out of your misuse of the Service, your violation of these Terms, or your violation of any third party's rights, including rights related to data you upload.

12. Term and Termination

We may suspend or terminate your access to the Service for violation of these Terms, non-payment, or other reasonable cause, with notice where practicable. You may terminate by cancelling your subscription. Upon termination, we may delete your Customer Data after a reasonable retention period, as described in our Privacy Policy.

13. Changes to These Terms

We may update these Terms from time to time. We will provide notice of material changes (e.g., via email or in-app notice). Continued use of the Service after changes take effect constitutes acceptance.

14. Contact

Questions about these Terms can be sent to contact@sitecoi.com

Vanguard Edge Solutions, operator of SiteCOI.