Terms of Service

These Terms of Service (“Terms”) are a binding contract between you (“User,” “you,” or “your”) and RetainerBase (“RetainerBase,” “Company,” “we,” “us,” or “our”). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. The Service

RetainerBase is a software-as-a-service (SaaS) platform that helps freelancers, consultants, and agencies manage client billing, automated invoicing, payment collection via Stripe, client-facing portals, project status updates, and file collection (collectively, the “Service”). The Service is operated from the United States.

2. Eligibility

You must be at least 18 years old and have the legal capacity to enter into binding contracts. By using the Service, you represent that you are doing so for business purposes, not as a consumer under any consumer protection statute.

3. Your Account

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorized access at hello@retainerbase.ai. We are not liable for losses caused by unauthorized use of your account.

4. Payment and Lifetime Access

The founding-member plan is a one-time payment of $99 USD, which grants you lifetime access to the features of the Service as described at the time of purchase. All prices are exclusive of applicable taxes.

This is not a subscription. You will not be charged again unless you separately opt into a new pricing tier we introduce. “Lifetime access” means access for the operational lifetime of the Service, or until your account is terminated under Section 12.

5. Refunds

We offer a 30-day money-back guarantee from the date of purchase. See our Refund Policy for full details. After 30 days, all payments are final.

6. Stripe Connect

To receive payments from your clients through RetainerBase, you must connect a Stripe account. By connecting Stripe, you agree to Stripe’s Connected Account Agreement and Terms of Service.

RetainerBase is a Stripe Connect platform. Payments collected from your clients are sent directly to your Stripe account. RetainerBase does not hold, custody, or intermediate your funds at any time.

7. Acceptable Use Policy

You agree not to use the Service to:

• Violate any applicable law, regulation, or court order
• Process invoices or payments for illegal goods or services
• Defraud, deceive, harass, or impersonate clients or other parties
• Upload malicious code, viruses, or harmful data
• Circumvent, disable, or interfere with security features of the Service
• Scrape, reverse-engineer, copy, or create derivative works from the Service
• Resell, sublicense, or otherwise make the Service available to third parties without our written permission
• Send unsolicited commercial communications (spam)
• Attempt to gain unauthorized access to any part of the Service or its related systems

Violation of this policy may result in immediate account suspension without refund.

8. Client Data and Your Responsibilities

You are the data controller for personal data you enter about your clients (names, emails, project information). You represent and warrant that:

• You have a lawful basis to share your clients’ personal data with us
• You have provided your clients with appropriate notice of how their data will be used
• You will not enter data of minors under 16 into the Service

For GDPR-applicable processing, see our Data Processing Addendum.

9. Intellectual Property

All software, design, documentation, trademarks, and content comprising the Service are owned by or licensed to RetainerBase and are protected by applicable intellectual property law. You are granted a limited, non-exclusive, non-transferable, revocable license to use the Service during your access period, solely for your internal business purposes.

You retain full ownership of all data, content, and materials you upload to or create within the Service.

10. Disclaimer of Warranties

The service is provided “as is” and “as available” without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, completely secure, or free of viruses or other harmful components. We do not warrant that any defects will be corrected or that the service will meet your specific requirements. Use of the service is at your sole risk.

11. Limitation of Liability

To the maximum extent permitted by applicable law, RetainerBase and its officers, employees, agents, affiliates, and licensors shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages whatsoever, including but not limited to loss of profits, revenue, data, goodwill, or other intangible losses, arising out of or relating to your access to or use of (or inability to access or use) the service, even if RetainerBase has been advised of the possibility of such damages.

Our total cumulative liability to you for all claims arising out of or relating to these terms or the service shall not exceed the total amount paid by you to RetainerBase in the twelve (12) months immediately preceding the claim. Some jurisdictions do not allow limitation of liability for certain types of damages; in such jurisdictions, our liability is limited to the fullest extent permitted by law.

12. Termination

We may suspend or permanently terminate your account, with or without notice, if you: violate these Terms; engage in fraudulent, abusive, or illegal activity; or pose a security risk to the Service or other users.

You may close your account at any time by emailing hello@retainerbase.ai. Upon account closure, you may request an export of your data within 30 days, after which your data will be deleted in accordance with our Privacy Policy.

13. Service Modifications and Discontinuation

We reserve the right to modify, suspend, or discontinue any part of the Service at any time. For founding members, we commit to:

• Providing at least 30 days’ notice before removing core features
• Providing a prorated refund if the Service is permanently discontinued and you purchased within the preceding 12 months

14. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email at least 30 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Texas, United States, without regard to its conflict-of-law provisions. Any dispute arising under these Terms shall be resolved exclusively in the state or federal courts located in Travis County, Texas, and you consent to the personal jurisdiction of those courts.

You waive any right to participate in a class-action lawsuit or class-wide arbitration against RetainerBase. All claims must be brought in your individual capacity.

16. Entire Agreement

These Terms, together with our Privacy Policy, Cookie Policy, Data Processing Addendum, and Refund Policy, constitute the entire agreement between you and RetainerBase with respect to the Service and supersede all prior agreements and understandings.

17. Contact

Legal inquiries: hello@retainerbase.ai
RetainerBase, Texas, United States