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Terms of Service

Last updated: July 22, 2026

Welcome to Proposal Writer AI. These Terms of Service ("Terms") are a binding agreement between you and Proposal Writer AI ("we," "us," "our"), the operator of proposalwriterai.com (the "Service"). By creating an account or using the Service you agree to these Terms. If you use the Service on behalf of a business, you represent that you have authority to bind that business.

1. What the Service does

The Service helps you create business proposals using artificial intelligence, based on documents you upload and information you provide; edit and export those proposals; and optionally send them to recipients for viewing and electronic signature. Features vary by plan as described on our Pricing page.

2. Your account

  • You must provide accurate information and keep your credentials secure. You are responsible for all activity under your account and for the actions of team members you invite.
  • You must be at least 18 years old and able to form a binding contract.
  • We may suspend or terminate accounts that violate these Terms, abuse the Service, or create risk for us or other customers.

3. Your content and ownership

  • You own your content. Documents you upload and proposals generated for you belong to you. We claim no ownership and take only the limited license needed to operate the Service (storing, processing, analyzing, rendering, and delivering your content at your direction).
  • We do not use your content to train artificial-intelligence models, and we do not sell or share it. See our Privacy Policy.
  • You are responsible for having the rights to anything you upload, and for the accuracy and legality of proposals you send.

4. AI-generated content — important

  • AI output can contain errors, omissions, or wording you didn't intend. You must review every proposal before sending it. You — not we — are responsible for the contents of proposals you send, including prices, commitments, dates, and legal terms within them.
  • The Service is a writing tool. It does not provide legal, financial, or professional advice, and generated text (including any contract-like language) is not a substitute for advice from a qualified professional.
  • Follow up directly. Email delivery is never guaranteed (spam filters, typos, full inboxes). After sending any proposal, you should always confirm receipt with your client directly by phone or email. We are not responsible for proposals that are not received, read, or acted upon.

5. Electronic signatures

The Service offers electronic signing designed to support enforceability (consent capture, identity assertion, audit trail, tamper-evident checksums). However, the enforceability of any signed document depends on many factors outside our control, including the document's own contents and applicable law. We make no guarantee that any particular signed document is valid or enforceable, and we are not a party to any agreement between you and your clients. See the E-Signature Disclosure.

6. Plans, billing, and usage

  • Paid plans bill monthly in advance through our third-party payment processor until cancelled. Cancelling stops future charges; access continues through the paid period.
  • "New proposals per month" counts the first successful AI generation of each proposal; editing and revising existing proposals is unlimited, subject to fair use below.
  • Quotas reset each billing cycle and unused quota does not roll over.
  • The free tier includes one AI-generated proposal per account, for evaluation.
  • Prices may change with at least 14 days' email notice, effective at your next billing cycle.

6a. Cancellation and refunds

You can cancel at any time from your billing page. Cancelling stops future charges and you keep full access until the end of the period you have already paid for.

  • First seven days. If you request a refund within seven (7) days of a payment and you have not generated any proposals during that period, we will refund that payment in full.
  • After that. Refunds are at our sole discretion. Where we choose to grant one, we may prorate it based on the number of proposals generated during the billing period. Requests should be sent to penpals@proposalwriterai.com.
  • Lifetime plans. Lifetime purchases are final and non-refundable, other than the seven-day condition above.
  • Fair use of this policy. The Service delivers its value the moment a proposal is generated. Requesting refunds after generating proposals — or repeatedly subscribing, generating, and cancelling — is abuse of this policy. We reserve the right to decline such requests, to refuse future service, and to suspend or permanently close accounts we determine are using refunds to obtain proposals without paying for them. We may also decline refunds where an account has violated these Terms.

Nothing in this section limits rights you may have under applicable consumer law.

7. Lifetime plans

Lifetime access includes the core features of the corresponding plan (Business or Agency) and future improvements to those features, for as long as we commercially operate the Service. Separate products, premium integrations, API usage, additional storage, extra business profiles, extra user seats, and usage beyond included limits may require additional payment. Lifetime plans are limited to one account and are non-transferable; refunds are governed by section 6a. "Lifetime" refers to the life of the Service, not the purchaser; if we permanently discontinue the Service, our sole obligation is reasonable notice and the ability to export your data.

8. Fair use

"Unlimited" editing and revision features are subject to fair personal/business use. Automated scripting, scraping, reselling access, sharing accounts beyond seat limits, or usage patterns that materially exceed normal business use may be throttled or suspended. We'll always contact you before terminating for fair-use reasons.

9. Acceptable use

You may not use the Service to create or send content that is unlawful, fraudulent, deceptive, defamatory, or infringing; to send spam; to violate others' privacy; or to attempt to breach, probe, or overload our systems. We may remove content or suspend accounts violating this section.

10. Disclaimer of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT AI OUTPUT WILL BE ACCURATE OR SUITABLE, THAT EMAILS WILL BE DELIVERED, OR THAT ANY PROPOSAL WILL WIN BUSINESS OR BE SIGNED.

11. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (A) WE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST BUSINESS OPPORTUNITIES, LOST OR CORRUPTED DATA, OR REPUTATIONAL HARM — INCLUDING ANY DAMAGES ARISING FROM PROPOSALS YOU CREATE OR SEND, AI-GENERATED CONTENT, DELIVERY FAILURES, SIGNED OR UNSIGNED DOCUMENTS, OR DEALINGS BETWEEN YOU AND YOUR CLIENTS OR YOUR USERS; AND (B) OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID US IN THE THREE (3) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM (OR $100 IF GREATER RIGHTS ARE REQUIRED BY LAW). SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO SOME OF THE ABOVE MAY NOT APPLY TO YOU.

12. Indemnification

You will defend and indemnify us against claims arising from your content, proposals you send, your dealings with your clients or team members, or your violation of these Terms or applicable law.

13. Data and termination

You can export your data at any time from Settings. On cancellation we retain account data for 90 days for easy reactivation, then delete it; you can also delete it immediately yourself. We may modify or discontinue features with reasonable notice where changes are material.

14. Governing law and disputes

These Terms are governed by the laws of the State of Illinois, United States, without regard to conflict-of-law rules. The exclusive venue for any dispute is the state or federal courts located in Illinois, and both parties consent to their jurisdiction. To the extent permitted by law, each party waives trial by jury and agrees claims may be brought only individually — not as a class.

15. Changes to these Terms

We may update these Terms; material changes will be emailed to account holders at least 14 days before taking effect. Continued use after the effective date constitutes acceptance.

16. Contact

Questions about these Terms: penpals@proposalwriterai.com.