Terms of Service

ProposalWorx.com provides tools for managing proposals, tenders, bids, grants, renewals, vendor registrations, documents, tasks, calendars, analytics, partners, customers, and team workspaces.

You may use ProposalWorx.com only for lawful business purposes. You may not use ProposalWorx.com for personal, household, illegal, harmful, or unauthorized purposes.

You are responsible for your own use of the service and for all activity in your account and workspace.

By using ProposalWorx.com on behalf of a company, organization, or team, you confirm that you have authority to accept these Terms on behalf of that company, organization, or team.

If you do not have that authority, you must not create or manage a workspace on behalf of that company, organization, or team.

You must provide accurate account, organization, and billing information when registering or subscribing.

You are responsible for keeping access to your email account, password, login session, and workspace secure.

Workspace owners and administrators are responsible for inviting users, assigning roles, managing seats, controlling billing access, and deciding what information is stored in the workspace.

You are responsible for making sure that all users in your workspace follow these Terms.

You retain ownership of proposal records, documents, files, tasks, notes, customer information, partner information, pricing information, compliance information, and other content that you add to ProposalWorx.com.

You give ProposalWorx.com permission to host, store, process, transmit, display, and back up that content as needed to provide, secure, maintain, and improve the service.

You are responsible for making sure that you have the right to upload, store, share, and process the content you add to ProposalWorx.com.

ProposalWorx.com helps you organize proposal work, but it does not replace your own review process.

You are responsible for checking all proposal details before submission, including deadlines, pricing, client information, compliance requirements, attachments, links, terms, calculations, and final documents.

ProposalWorx.com is not responsible for lost bids, missed deadlines, incorrect submissions, incorrect pricing, incomplete documents, or business losses caused by information entered, reviewed, or submitted by you or your team.

You may not misuse ProposalWorx.com or use the service in a way that creates security, legal, operational, or platform risk.

You may not:

1. Break any law or regulation.
2. Upload malicious code, viruses, or harmful files.
3. Try to access accounts, workspaces, data, or systems that you are not allowed to access.
4. Try to bypass security controls.
5. Interfere with the service or other users.
6. Use ProposalWorx.com to store unlawful, harmful, abusive, defamatory, obscene, or infringing content.
7. Use ProposalWorx.com to send spam or unauthorized communications.
8. Copy, resell, rent, or commercially exploit the service without written permission.
9. Reverse engineer, copy, or build a competing product using ProposalWorx.com's design, features, workflows, or user interface.

We may suspend or restrict access if we reasonably believe an account is being used in a way that creates security, legal, operational, payment, or platform risk.

ProposalWorx.com may offer free plans, free trials, paid subscriptions, or custom enterprise plans.

Free plans and trials may have limits, including limits on seats, storage, features, support, workspaces, or usage.

If a trial is advertised as no card required, you will not be charged unless you choose to start a paid subscription.

When a trial ends, access may be limited until the workspace is upgraded, extended or moved to an agreed plan.

We may change, pause, or end free plans or trials at any time, where allowed by law.

Paid plan details, seat limits, renewal dates, taxes, and payment terms are shown during checkout, in workspace billing settings, or in an agreed order form.

If you start a paid plan, you agree to pay the fees shown during checkout, in workspace billing settings, or in an agreed order form.

Unless stated otherwise, subscription fees are charged in advance and are not refundable, except where required by law or agreed in writing.

Your subscription may renew automatically unless you cancel before the renewal date.

You are responsible for keeping your billing details and payment method up to date.

If payment fails, we may retry the payment, contact you, restrict access, suspend the workspace, or cancel the subscription.

Taxes, bank fees, currency conversion fees, and payment provider fees may apply and are your responsibility unless stated otherwise.

You may be able to upgrade, downgrade, add seats, or remove seats from your workspace billing settings.

Upgrades may take effect immediately.

Downgrades, seat removals, and cancellations may take effect at the end of the current billing period, unless stated otherwise during checkout or agreed in writing.

We may change pricing or plan features from time to time. If we make material pricing changes for an active paid subscription, we will take reasonable steps to notify you before the change applies.

Enterprise plans, onboarding, custom support, procurement assistance, security reviews, custom features, or professional services may be covered by a separate agreement or order form.

If there is a conflict between these Terms and a signed agreement, the signed agreement will apply to the conflicting part.

We work to keep ProposalWorx.com reliable, but we do not guarantee that the service will always be available, uninterrupted, secure, or error free.

Maintenance, updates, security work, third party outages, hosting issues, payment provider issues, incidents, or events outside our control may affect availability.

We may modify, improve, suspend, restrict, or discontinue parts of the service as the product evolves.

Both you and ProposalWorx.com must handle confidential information with reasonable care.

You should not add information to ProposalWorx.com that you are not authorized to store, process, or share.

We use reasonable technical and organizational safeguards to protect the service, but no internet based service can be guaranteed to be completely secure.

You are responsible for managing user access, removing users who no longer need access, and protecting workspace data.

Our Privacy Policy explains how we collect, use, store, and protect personal information.

Where ProposalWorx.com processes personal information on behalf of a customer, that processing may be covered by a Data Processing Agreement or similar data protection terms.

You are responsible for making sure that your use of ProposalWorx.com complies with privacy, data protection, employment, procurement, and industry rules that apply to your organization.

ProposalWorx.com may include AI assisted features, such as summarization, drafting, document review, classification, recommendations, or automation support.

AI features are optional unless clearly included in a specific workflow.

AI output may be incomplete, incorrect, or unsuitable for your use case. You are responsible for reviewing AI output before using it in a proposal, tender, bid, grant, communication, or decision.

Unless we state otherwise in writing, customer content is processed only to provide the requested AI feature and is not used by ProposalWorx.com to train public AI models.

Some AI features may use third party providers. Use of those features may require content to be processed by those providers to deliver the feature.

ProposalWorx.com may use third party providers for hosting, storage, payments, analytics, email, authentication, support, automation, AI, integrations, and other product functions.

Examples may include payment processors, cloud hosting providers, email providers, analytics tools, AI providers, and integration platforms.

We are not responsible for third party services that we do not control. Your use of connected third party services may be subject to their own terms and policies.

ProposalWorx.com owns or licenses the platform, software, code, product design, user interface, workflows, branding, templates, documentation, website content, and other service materials.

These Terms do not give you ownership of ProposalWorx.com's intellectual property.

You may not copy, modify, resell, reproduce, distribute, or create derivative works from ProposalWorx.com without written permission.

You retain ownership of your own customer content.

If you send us feedback, ideas, suggestions, bug reports, or feature requests, you allow us to use that feedback to improve ProposalWorx.com without payment or obligation to you.

You may stop using ProposalWorx.com at any time.

You may cancel a paid subscription according to the cancellation options shown in workspace billing settings or in your agreement with us.

We may suspend or terminate access if:

1. You breach these Terms.
2. Payment fails.
3. Your use creates security, legal, operational, or platform risk.
4. We are required to do so by law.
5. We reasonably believe the account is being misused.

After termination, access to the service may stop. We may delete or retain data according to our data retention practices, Privacy Policy, legal duties, and technical backup processes.

ProposalWorx.com is provided as is and as available.

To the maximum extent permitted by law, we do not give warranties that the service will be uninterrupted, error free, secure, accurate, complete, or fit for a specific purpose.

We do not guarantee that ProposalWorx.com will help you win proposals, tenders, bids, grants, renewals, or contracts.

To the maximum extent permitted by law, ProposalWorx.com will not be liable for indirect, incidental, special, consequential, punitive, or similar damages.

This includes loss of profits, revenue, customers, data, goodwill, business opportunities, proposal outcomes, tender outcomes, grant outcomes, or contract awards.

To the maximum extent permitted by law, ProposalWorx.com's total liability for any claim will be limited to the amount paid by you to ProposalWorx.com in the three months before the event giving rise to the claim.

You agree to protect ProposalWorx.com from claims, losses, damages, costs, and expenses that arise from:

1. Your use of the service.
2. Your customer content.
3. Your breach of these Terms.
4. Your violation of law.
5. Your infringement of another person's rights.
6. Your proposal, tender, bid, grant, contract, or submission activity.

We may update these Terms from time to time.

When we make material changes, we will take reasonable steps to notify users or update the effective date on this page.

Continuing to use ProposalWorx.com after changes take effect means you accept the updated Terms.

We may send notices through the service, by email, or by posting updates on our website.

Notices to ProposalWorx.com should be sent to hello@proposalworx.com.

These Terms are governed by the laws of South Africa.

Any dispute relating to these Terms or ProposalWorx.com will be handled in the courts of South Africa, unless applicable law requires otherwise.

These Terms are the full agreement between you and ProposalWorx.com for use of the service, unless a separate signed agreement applies.

If part of these Terms is found to be invalid or unenforceable, the rest of the Terms will still apply.

You may not transfer your rights or obligations under these Terms without our written permission.

We may transfer these Terms as part of a merger, acquisition, restructuring, sale of assets, or business transfer.

If these Terms are translated, the English version will apply if there is a conflict between versions.