These Terms govern use of Zaviro, the knowledge-base service operated by Zaviro Software Inc. ("Zaviro," "we," "us"), a company incorporated in Alberta, Canada. By creating an account, clicking to accept, or using the service, you agree to these Terms — and creating an account or signing in through a third-party identity provider (such as Google) likewise constitutes acceptance of these Terms and the Privacy Policy. If you accept on behalf of an organization, you represent that you have authority to bind it, and "you" means that organization. Zaviro is a business product: you must be at least 18 (or the age of majority where you live) and using it for business purposes.
We record acceptance: the date and the version of the Terms you accepted are stored with your account — for the account creator at registration, for each invited member when they accept their invitation, and when you join by signing in through a third-party provider.
Zaviro builds a knowledge base from the systems and files your business connects, and serves that knowledge — with citations to source documents — to the AI tools you choose, through our app, our MCP server, and our API.
Two boundaries define the service, and these Terms rely on them:
We may improve, add, or change features over time. Our API versioning policy: v1 changes are additive; a breaking change means a new API version and a migration window.
You must provide accurate registration information, keep your credentials secure, and not share accounts. You are responsible for activity under your account and your API keys, and you must tell us promptly about any suspected compromise (we provide two-factor authentication, session management, and a security activity log — use them).
Zaviro organizations have an Owner, Admins, and Members, plus grantable capabilities (Knowledge Editor; Billing Manager). The Owner controls the organization, including billing, organization-wide security requirements (such as mandatory two-factor authentication), ownership transfer, and deletion. Actions taken by your organization's users within their roles are attributed to your organization.
You own your content. Everything you upload, connect, or push into Zaviro, and the knowledge derived from it ("Customer Content"), is yours. You grant us a limited, non-exclusive license to host, process, index, and display that content solely to provide and protect the service, as described in these Terms and the Privacy Policy. The license ends when the content is deleted, subject to the retention rules in §9 and the Privacy Policy.
You are responsible for what you connect. Connected mailboxes, drives, and business systems routinely contain other people's personal information and third-party materials. You represent that you have the right and any legally required consents or notices to connect and process that content, and that doing so does not violate law or third-party rights. Privacy requests from people whose information appears inside your content are your responsibility as the data controller; we assist as your processor as described in the Privacy Policy and the Data Processing Agreement.
We do not pre-screen content. Zaviro does not monitor, review, or moderate the substance of customer content (screening is limited to malware/spam checks on inbound email, file-type validation, the sender and subject exclusions you configure, and the requirement that forward-in senders be members of your team). We may remove content or suspend access if we are notified of, or become aware of, content that violates these Terms or the law.
Intellectual-property complaints. If you believe content made publicly available through the service infringes your rights, notify us at support@zaviro.ai with the work concerned, where it appears, and your contact details. We act on valid notices, including removing the material and, for repeat infringement, terminating the responsible account.
AI processing. Providing the service involves processing your content through the AI providers named in the Privacy Policy, under API terms that exclude training on your data. We never use your content to train AI models.
You agree not to:
Fair use applies to all surfaces: rate limits scale with your plan, and we may throttle or suspend usage that threatens the integrity, security, or performance of the service for others.
The service is not designed for, and must not be used to process, data whose handling requires an agreement we do not offer — in particular protected health information requiring a HIPAA business associate agreement, or payment-card data subject to PCI DSS.
Our Privacy Policy explains what we collect and how we handle it, including our role as processor for your content, the subprocessors we use, and your rights. Our Data Processing Agreement is incorporated into these Terms by reference for every business customer whose use involves personal data protected by data-protection law, and controls over these Terms for that processing; a countersigned copy is available for Enterprise customers. The Privacy Policy and the DPA are part of these Terms.
Plans. Starter ($25/month, 1 seat), Team ($99/month, 5 seats), Organization ($399/month, 25 seats), with additional seats billed monthly at $25 (Starter), $20 (Team), or $16 (Organization) per seat (additional seats bill monthly even on annual plans). Annual billing is prepaid at two months free ($250 / $990 / $3,990 per year). Enterprise is custom and invoice-billed. All prices are in US dollars. A seat is an active member who has joined; pending invitations do not bill.
Seat changes. Seats bill as a count for each billing period. Adding a member above the highest count you have already paid for in the current period charges that additional seat for the remainder of the period. Removing a member ends their access immediately but does not reduce that period's charge and does not produce a credit; the lower count takes effect from your next billing period. Their personal knowledge base is sealed at once, restorable by an owner or admin within 30 days, and deleted after that; what they added to the shared knowledge base stays with the organization. Within a period you never pay twice for the same seat: re-filling a seat up to the count you have already paid for is free.
Payment. Billing runs on Stripe (hosted checkout and customer portal); card details never touch our servers. You authorize recurring charges for your subscription and for any increase in your seat count. All prices are exclusive of applicable taxes; where we are required to collect them, they are calculated and added at checkout and on invoices.
Price protection. Your subscription's prices are locked for the 12 months following the date you subscribe. After that, we may change prices with at least 30 days' notice; changes take effect at your next renewal after the notice period.
Renewal reminders. We send a reminder email before an annual term renews.
Trial. New organizations get one 14-day free trial with full product access at Starter limits and 25,000 AI credits. No payment method is required. If your trial ends without a payment method on file, your account pauses and you are not charged; if you add a payment method during the trial, your subscription begins — and bills — when the trial ends. Paused-trial data is retained for 90 days from trial end, after which it is deleted.
AI credits. Each seat includes 100,000 pooled AI credits per month. Included credits reset each month and do not roll over. Annual plans include double credits in the first month. Credit packs may be purchased in whole-dollar amounts you choose within the published range; purchased credits are valid for 12 months from purchase and are consumed after included credits. Credits are non-refundable. If a credit purchase is refunded or charged back, the corresponding credits are removed from the balance (floored at what was already spent). When the balance reaches zero, AI processing pauses and queues rather than billing you — no work is lost, and processing resumes when credits arrive.
Auto-top-up (optional, off by default). If you enable auto-top-up, you authorize us to automatically charge your default payment method the amount you chose whenever your balance falls below the threshold you chose, off-session, as many times as the threshold is crossed in a billing cycle unless you set a monthly limit. Each auto-top-up is invoiced. You can disable auto-top-up or change its settings at any time.
If a renewal payment fails, access winds down on a published ladder: full access continues for a 7-day grace period while payment retries run; the account then becomes read-only; after a further 7 days it is paused (no new work); if payment is not restored, the account may be terminated, and its data may be deleted, at any time after 90 days from the initial failure. During the grace period and the read-only stage you can still sign in, view your data, and download your documents; once the account is paused it is locked to billing management and your personal account export, which stays available in every state. Successful payment at any recoverable stage restores full access.
If you dispute a subscription charge with your card issuer, we may suspend the organization's use of the service (excluding billing management) while the dispute is open. If the dispute is resolved in your favor (or the charge is refunded), your account's standing is restored; a lost dispute over a subscription charge is treated as nonpayment, and the account moves to read-only under the ladder above until payment is restored. A charged-back credit purchase forfeits the corresponding credits.
You may publish specific documents to a public collection and use a public API key to ground your own customer-facing chatbot in them. Only documents you explicitly mark public are ever served on that surface. You are solely responsible for what you choose to publish, for your chatbot's behavior and outputs on whatever platform runs it, and for your own site's legal notices to its visitors.
Cancellation. You can cancel any time; the subscription ends at the close of the period you paid for, and you keep full access until then. Cancellation itself does not refund fees and does not delete data — your organization is retained so you can reactivate, until you delete it.
Organization deletion. The Owner can delete the organization at any time (re-authentication required). Deletion is scheduled 30 days out and is recoverable during that window; at execution the organization is permanently deleted — users, content, knowledge base, and stored files — and any unused prepaid subscription time is automatically refunded to the original payment method as a credit note. Certain operational and audit records survive deletion for limited periods as described in the Privacy Policy's retention section.
Termination by us. We may suspend or terminate for material breach of these Terms, unlawful use, nonpayment (per §7), or risk to the service or others; where practical we will notify you and give you a chance to cure. Except where prohibited or where the account poses a risk to the service or others, your personal account export remains available for 30 days after a termination by us, after which the deletion rules above apply. On any termination, §3 (your ownership), §10–§13, and payment obligations survive.
The service, its software, and everything we make (excluding your content) are ours or our licensors'. We grant you a non-exclusive, non-transferable right to use the service under these Terms. If you send us feedback, we may use it without obligation. We will not use your name or logo publicly without your consent.
Confidentiality (mutual). Each party will protect the other's confidential information — non-public information disclosed in connection with the service that a reasonable person would treat as confidential, including your Customer Content and our non-public product and security information — with at least the care it uses for its own, use it only to perform under these Terms, and not disclose it except to personnel and subprocessors bound by comparable obligations. This does not cover information that is public without breach, independently developed, or rightfully received from a third party. A party compelled by law to disclose will, where lawful, notify the other and disclose only what is required. These obligations survive termination for as long as the information remains confidential.
If Zaviro is at fault. If the service materially fails to do what these Terms and zaviro.ai say it does, tell us (§15) and we will correct it promptly and at no charge. If we have not corrected it within 30 days of your report, you may cancel, and we will refund the prepaid fees for the unused remainder of your term. This is what putting it right means when a problem is ours. It is your exclusive remedy for a failure of the service to perform as described, and §12 applies to it.
Beyond that commitment, the service is provided "as is" and "as available." We do not warrant that it will be uninterrupted, error-free, or that retrieval will be complete or suit any particular purpose, and we publish no uptime commitment. Zaviro retrieves and cites; it does not verify the truth of your source documents, and the outputs of your AI tools are those tools' outputs, not ours. The service is not professional advice — nothing retrieved through Zaviro is legal, financial, tax, or medical advice. Where a jurisdiction does not allow certain disclaimers, they apply to the fullest extent permitted.
To the fullest extent permitted by law: neither party is liable for indirect, incidental, special, consequential, or punitive damages, or lost profits, revenue, or data; and our total liability arising out of the service is capped at the fees you paid in the 12 months preceding the claim — except for damages arising from our breach of the confidentiality obligations in §10 or the security commitments in the Privacy Policy, where the cap is two times that amount. Nothing limits liability that cannot be limited by law.
You will defend and indemnify us against third-party claims arising from your content, the sources you connect (including third-party personal data within them), what you publish through a public chatbot, or your breach of these Terms.
We will defend you against third-party claims that the service itself (excluding your content and your AI tools' output) infringes their intellectual-property rights, and pay resulting damages finally awarded, provided you notify us promptly and let us control the defense. If such a claim is brought or likely, we may modify the service to be non-infringing, replace the affected functionality, or terminate the affected service and refund unused prepaid fees. This does not cover claims arising from your content, your combination of the service with things we didn't supply, or your breach of these Terms; it is your exclusive remedy for service IP claims.
These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada applicable there, without regard to conflict-of-laws rules. Disputes are subject to the exclusive jurisdiction of the courts of Alberta, and each party will bring claims only in its individual capacity, waiving, to the extent permitted by law, any right to participate in a class or representative proceeding.
We may update these Terms; each version is dated and numbered, and your acceptance is recorded against the version you accepted. For material changes we will give notice by email or in the product at least 30 days before they take effect; continued use after the effective date is acceptance. If you do not agree, cancel before the changes take effect; if you are on a prepaid annual plan and reject a material change, deleting your organization refunds the unused remainder automatically (§9).
These Terms, the Privacy Policy, and the Data Processing Agreement (plus any signed Enterprise agreement, which controls if it conflicts) are the entire agreement. You may not assign these Terms without our consent; we may assign to an affiliate or in a corporate transaction. Neither party is liable for delay caused by events beyond reasonable control; no failure to enforce a provision waives it. If a provision is unenforceable, the rest stand. Notices to you go to your account email; notices to us go to support@zaviro.ai or through the contact form at zaviro.ai.