Terms of Service

Welcome to Zaxim. These Terms of Service ("Terms") govern your access to and use of the Zaxim website, application, and related services (collectively, the "Service"). The Service is operated by Zaxim ("Zaxim," "we," "us," or "our"). By creating an account, accessing, or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Eligibility & account

You must be at least 18 years old, or the age of majority in your jurisdiction, to use the Service. You agree to provide accurate information when creating an account and to keep that information up to date. You are responsible for safeguarding your account credentials and for any activity that occurs under your account.

2. The Service

Zaxim provides tools to draft, design, share, and manage client proposals, including AI-assisted draft generation, document templates, PDF rendering, tracked share links, contract drafting, and electronic signature collection. The Service is provided on an "as-is" and "as-available" basis, and features may be added, changed, or removed at any time without notice.

Zaxim is a software tool, not a law firm, and does not provide legal, tax, financial, or other professional advice. Templates, AI drafts, suggested terms, proposals, and contracts made available through or generated by the Service are provided for convenience only, are not legal advice, and may need review by a qualified professional before use. The proposals, contracts, invoices, and other documents you create and send — and any electronic signatures collected through the Service — are agreements between you and your clients. You, not Zaxim, are the party to those agreements; Zaxim is not a party to them and makes no representation or warranty as to their legality, enforceability, validity, or suitability in any jurisdiction. You are responsible for ensuring your documents and signing process meet the legal requirements that apply to you and your clients. Clients and other recipients who sign a document are not required to hold a Zaxim account; their consent to sign electronically is captured in the signing flow at the time of signing, and you are responsible for their authority and for the signing process. Any dispute, claim, or liability that arises between you and your client or any recipient in connection with those documents is solely between you and them, and Zaxim has no responsibility or liability for it.

3. Subscription, billing & refunds

Some features require a paid subscription. Prices are listed on the pricing page and may change with reasonable notice for future billing periods. By subscribing, you authorize Zaxim and its payment processor (Paddle.com Market Ltd.) to charge your payment method on a recurring basis until you cancel.

All sales are final. Zaxim does not offer refunds for subscription periods or partial periods except where required by applicable law. You may cancel your subscription at any time from Settings → Billing; cancellation takes effect at the end of the current billing period.

4. Your content

You retain all ownership rights in the proposal content, client information, logos, and other materials that you upload or generate using the Service ("Your Content"). You grant Zaxim a worldwide, non-exclusive, royalty-free license to host, store, render, transmit, back up, and display Your Content solely as needed to operate the Service for you and to deliver outputs such as PDFs and shared links to recipients you designate.

You represent that you have the rights necessary to use Your Content with the Service, and that Your Content does not violate any third-party rights or applicable law.

5. AI-generated drafts

When you use the AI draft feature, Zaxim sends your inputs to a third-party AI provider (currently Anthropic) to generate suggested text. AI is probabilistic and can be wrong: outputs may be inaccurate, incomplete, outdated, fabricated, or not suitable for your specific situation, and may unintentionally resemble existing third-party material. You are solely responsible for proofreading, fact-checking, editing, and approving every AI-generated document before sending it to a client or relying on it — including verifying its accuracy and that it does not infringe any third party's copyright or other rights. Zaxim makes no warranty that AI outputs are accurate, original, non-infringing, or fit for a particular purpose, and Zaxim is not liable for any consequence of your use of AI-generated content. This responsibility is also surfaced to you in the application at the point of generation. See our AI Usage Policy for details.

6. Zaxim intellectual property

The Service, including the Zaxim name, logo, website, application code, page layouts, proposal template designs, sample copy, illustrations, screenshots, and the overall "look and feel," is owned by Zaxim and is protected by copyright, trademark, and other intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for its intended purpose during the term of your subscription.

You may not, and may not permit any third party to:

• copy, reproduce, mirror, frame, scrape, or republish any portion of the Service or its templates outside of your own client proposals;
• resell, sublicense, rent, lease, or otherwise commercially exploit access to the Service;
• create a competing product, template marketplace, or proposal tool by copying our designs, copy, or workflow;
• reverse engineer, decompile, or attempt to extract source code, model weights, prompts, or trade secrets from the Service;
• use any automated means (bots, scrapers, crawlers) to access the Service except as expressly permitted;
• remove or obscure any copyright, trademark, or other proprietary notice;
• use the Service to develop a machine-learning model that competes with the Service.

Outputs you legitimately generate using the Service for your own client work (e.g. a finished proposal PDF) are yours to use commercially. The underlying templates and design system remain Zaxim's.

7. Acceptable use

You agree not to use the Service to:

• break the law, infringe another party's rights, or facilitate fraud;
• send spam, phishing, or other unsolicited messages to recipients of share links;
• upload malware, viruses, or other harmful code;
• impersonate any person or misrepresent your affiliation;
• interfere with, overload, or disrupt the Service or its infrastructure.

We reserve the right to suspend or terminate any account that, in our reasonable judgment, violates these Terms.

8. Share links and recipient data

When you send a proposal share link to a client or other recipient, Zaxim records a basic read receipt when that recipient opens the proposal — the time of each open, the recipient's IP address, IP-derived country, and browser/user agent — and makes it available to you as the proposal owner. The full description of what is collected is set out in our Privacy Policy.

You are the data controller for your recipients' data.By sending a share link you represent that: (a) you have a lawful basis under applicable privacy law (including the GDPR, UK GDPR, and any other law that applies to you or your clients) to share your recipient's name and email address with Zaxim and to have Zaxim record recipient data on your behalf; (b) you have disclosed to your recipients, or will do so, that opening the link is recorded as described in our Privacy Policy; and (c) your use of recipient data obtained through the Service complies with all applicable privacy and data-protection laws. Zaxim acts as a data processor on your behalf in respect of recipient data and processes it solely to provide the Service to you. Where Zaxim acts as your processor, that processing is further governed by our Data Processing Agreement.

9. Third-party services

The Service uses third-party providers including (but not limited to) Anthropic for AI, Clerk for authentication, Paddle for payments, Cloudflare R2 for storage, Supabase for database hosting, Vercel for hosting, and Resend for transactional email. Your use of those providers' functionality through the Service may also be subject to their terms and policies.

10. Disclaimer of warranties

TO THE FULLEST EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE. ZAXIM DOES NOT WARRANT THAT AI-GENERATED OUTPUTS ARE ACCURATE, ORIGINAL, OR FIT FOR ANY PURPOSE.

11. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, ZAXIM AND ITS OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AND AGENTS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. ZAXIM'S AGGREGATE LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID ZAXIM IN THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY, OR (B) USD $50.

12. Indemnification

You agree to defend, indemnify, and hold harmless Zaxim from and against any claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to (a) Your Content; (b) your use of the Service; (c) your violation of these Terms or any third-party right; or (d) the proposals, contracts, invoices, or other documents you create, send, or have signed through the Service, and any electronic signature collected through it — including any dispute with a client, signer, or other recipient over those documents' content, validity, enforceability, or performance.

13. Termination

You may stop using the Service and delete your account at any time. We may suspend or terminate your access to the Service at any time, with or without notice, for any breach of these Terms or for any reason in our sole discretion. Sections 4 (license to retain copies as needed for legal/operational reasons), 6, 10, 11, 12, 14, and 15 survive termination.

14. Governing law & disputes

These Terms are governed by the laws of the Republic of Kenya, without regard to its conflict-of-laws principles. Any dispute arising out of or related to these Terms or the Service will be brought exclusively in the competent courts of Kenya sitting in Nairobi, and you consent to the personal jurisdiction of those courts. To the extent permitted by applicable law, you waive any right to participate in any class action or representative proceeding.

15. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will update the effective date at the top of this page and, where reasonable, notify you in the application or by email. Continued use of the Service after changes take effect constitutes acceptance.

16. Contact

Questions about these Terms? Email us at support@zaxim.app.