TERMS OF SERVICE

Terms of Service

CoolBiz®

Effective Date: May 19, 2026

Welcome to the CoolBiz® Terms of Service. This policy explains how CoolBiz® Inc, doing business as CoolBiz® ("CoolBiz®"), provides our services, including websites, subdomains, and software applications at coolbiz.ai. By accessing or using these services, you agree to these Terms of Service, which govern your interactions and responsibilities. Please read them carefully. These Terms of Service should be read alongside our Privacy Policy and Refund Policy, each as in effect from time to time, which are incorporated by reference and form an integral part of this agreement.

1. Services and Scope

CoolBiz® offers two categories of services:

Subscription-Based Software-as-a-Service (SaaS) Products

CoolBiz® develops and offers a growing portfolio of subscription-based artificial-intelligence (AI) products, each accessible on its own subdomain and governed by its own subscription Terms of Service. The current portfolio of active and forthcoming products is published on the Products page of the parent website at coolbiz.ai, and the published list is the authoritative source for the products currently in scope of these Terms of Service. As new products are launched, they will be added to that page, and their respective subscription Terms of Service will be made available at the product's subdomain.

Selective Custom Software Development

CoolBiz® undertakes a limited number of bespoke engineering engagements per calendar year, at CoolBiz®'s sole discretion. The scope of such engagements may include backend software, integrated websites, mobile or smartphone applications for any commercially available or future mobile operating system (including, without limitation, Apple iOS, Google Android, and any other present or future mobile operating system supported in the industry), licensing of CoolBiz®'s proprietary or patented technology, hardware or physical-product integration, and any combination of the foregoing. Each accepted engagement is governed by an individually negotiated, project-specific contract executed between CoolBiz® and the client. CoolBiz® does not offer standalone website development, search-engine-optimization services, social-media-management services, or other professional services as a recurring product line; any website or design component is delivered only as an integrated element within a broader custom software development engagement.

2. Definitions

For these Terms of Service:

Services: All digital products, subscription offerings, and professional engagements provided by CoolBiz® from time to time, including (a) any subscription-based SaaS product currently or hereafter published on the Products page at coolbiz.ai, each governed by its own subscription Terms of Service available on the applicable subdomain; and (b) selective custom software development engagements undertaken on a project-by-project basis under individually negotiated contracts, which may include integrated website development, mobile or smartphone application development for any commercially available or future mobile operating system, licensing of CoolBiz®'s proprietary or patented technology, hardware integration, or any combination of the foregoing.

User: Any individual or entity accessing or using CoolBiz® services, whether through a free trial, paid subscription, custom development engagement, or other authorized means.

Content: Any data, text, images, graphics, or other materials submitted, posted, or displayed through the Services.

Personal Data: Any information relating to an identified or identifiable natural person, as defined by applicable privacy laws.

Subscriber: Any individual or entity with an active paid subscription to any CoolBiz® subscription product.

AI Sub-Processor: A third-party artificial-intelligence service provider engaged by CoolBiz® to deliver inference services as part of the Services, as further described in the Privacy Policy, the BAA, and the DPA.

3. Acceptance of Terms

By accessing or using the Services, you agree to these Terms of Service. These terms apply to all users, regardless of whether you access services through a free trial, paid subscription, custom development engagement, or any other authorized means. If you do not agree with these terms, please refrain from using our services. These comprehensive and binding terms govern all your interactions with our platform.

4. Communication Protocol and Standards

CoolBiz® welcomes inquiries related to sales, support, billing, and general information through email at support@coolbiz.ai and by phone at (530) 691-1055.

Language of Communications

Live phone and live video communications with CoolBiz® personnel are conducted in English. CoolBiz® welcomes inquiries in any language in its text-based communication channels — including email and any chat or messaging channel CoolBiz® makes available — and uses commercial-grade machine-translation services to facilitate bilingual exchange. Use of machine translation may add modestly to CoolBiz®'s response time relative to native-English text exchanges, but CoolBiz® endeavors to keep all responses within the response-time targets published from time to time. CoolBiz® does not guarantee the accuracy of machine-translated text and recommends that mission-critical communications be reviewed by a qualified human translator at the client's discretion.

Custom Software Development Engagements

For selective custom software development engagements, the following applies after contract execution: scoping conversations may take place by phone or video at CoolBiz®'s discretion in English; ongoing collaboration occurs through email and through any project-specific tools designated in the signed contract; communications outside designated channels are not part of the project record. Critical communications may be sent from a no-reply address and cannot be disabled to ensure service integrity.

5. Selective Custom Development Engagement Process

CoolBiz® evaluates prospective engagements on a case-by-case basis and is not obligated to accept any request. Standard intake involves a written inquiry to support@coolbiz.ai, followed by a discovery conversation if CoolBiz® elects to proceed. Engagements proceed only after execution of a project-specific contract that defines scope, deliverables, milestones, payment terms, refund provisions, and (where applicable) licensing and royalty terms.

Each engagement contract is unique. Where any conflict exists between these Terms of Service and a signed project contract, the project contract governs the engagement.

Trust-Based Engagements: CoolBiz® may, at its sole discretion, undertake engagements with established clients on the basis of a prior course of dealing without a written per-project contract. In such cases, these Terms of Service together with the prior course of dealing constitute the governing agreement. CoolBiz® retains the right at any time to require a written contract for any further work with any client.

Code and Technology Licensing

Where an engagement involves licensing of CoolBiz®'s proprietary or patented technology, the project contract specifies the licensing model. Available models include (a) time-limited licenses that expire on a defined date and require a new contract to renew, and (b) perpetual or extended-term licenses subject to ongoing royalty obligations. Royalty terms — including rate, payment cadence, audit rights, and termination — are defined in the individual contract. Use of CoolBiz®'s proprietary or patented technology outside the scope of an executed license is prohibited. CoolBiz® does not publish a standing catalog of licensable code modules; licensing opportunities are evaluated and structured on a case-by-case basis.

Continuing Access to Client Infrastructure for Licensed or Royalty-Bearing Engagements

Where a custom software development engagement involves the licensing of CoolBiz®'s proprietary or patented technology that is deployed onto the client's infrastructure — whether such infrastructure consists of cloud-hosted virtual servers, dedicated on-premises servers, Linux-based or other operating-system installations, or any combination thereof — the engagement contract may require, as a condition of the license, that CoolBiz® be granted ongoing read-only or limited read/write access to specified portions of the client's deployed software environment for the purpose of (a) validating compliance with the license, (b) measuring usage-based or revenue-based royalty calculations, (c) auditing royalty payment integrity, and (d) performing security and integrity verification of CoolBiz®'s licensed components. The scope, duration, access mechanism, and security controls applicable to such continuing access are defined in the engagement contract.

Automated Royalty Mechanisms

Where the engagement contract provides for usage-based or revenue-based royalty payments, the parties may implement automated royalty calculation and remittance directly within the licensed codebase, with calculated royalty amounts remitted on the cadence specified in the contract directly to a financial institution designated by CoolBiz® in writing. The royalty rate, calculation method, payment cadence, audit rights, dispute procedures, and termination conditions are defined in the engagement contract; these Terms of Service provide only the general framework permitting such arrangements.

6. Payment Processing

Payments to CoolBiz® and payouts from CoolBiz® are processed through CoolBiz®'s designated payment processors and methods, which currently include Stripe, Inc. for credit-card and similar electronic payment processing and may, from time to time and at CoolBiz®'s sole discretion, include additional or alternative processors, invoicing platforms, Automated Clearing House (ACH) providers, direct bank-transfer arrangements, or any other lawful payment method CoolBiz® elects to support. The specific payment method applicable to a given transaction will be disclosed at the time of payment or in the applicable engagement contract. CoolBiz® reserves the right to add, remove, or change designated payment processors and methods at any time without notice; provided that any change shall not affect the rights and obligations of CoolBiz® or any subscriber, agency, or affiliate under transactions already initiated.

Subscription Product Payment Models

Subscription products are billed according to the published Terms of Service of each subscription product on its applicable subdomain. The free trial period, included credit allowance, recurring subscription cadence, usage-based fees, auto top-up behavior, suspension policy, cancellation terms, and refund terms are set forth in the subscription product's own ToS and Refund Policy, each as in effect from time to time.

Custom Software Development Payment Terms

Each engagement contract specifies the payment structure. CoolBiz®'s standard practice is milestone-based payment, beginning with a non-refundable initial payment covering project setup and resource allocation. Where licensing or royalty obligations apply, the contract defines the royalty rate, payment cadence, and audit rights independently of milestone payments. Suspension and termination terms are defined in each individual contract; the Refund Policy provides the default framework where the contract is silent.

Currency and Exchange Rates

All charges to subscribers, all Agency revenue-share payouts, all Affiliate commission payouts, all refunds where issued, and all other monetary transactions between CoolBiz® and any subscriber, agency, affiliate, or other counterparty arising under these Terms or any related agreement are denominated, billed, and paid in United States Dollars (USD), regardless of (a) the default display currency an agency selects for its dashboard or for prices displayed to its child subscribers, (b) the default display currency a subscriber selects on a public-facing pricing page, product page, or marketing surface operated by CoolBiz® or by an agency reselling CoolBiz® services, or (c) any other localized display preference applied to CoolBiz® user interfaces. CoolBiz® may display approximate conversions to other currencies on its public-facing pricing pages, dashboard interfaces, or marketing surfaces using automated exchange-rate data obtained from third-party application programming interface (API) providers. Such displayed conversions are provided for informational and convenience purposes only, are estimates based on then-current exchange-rate data, are subject to change at any time, and do not constitute a guarantee of the amount that any subscriber, agency, or affiliate will be charged, will receive, or will see converted by any third-party financial institution or payment processor. Any discrepancy between a displayed converted amount and the amount actually charged, converted, or paid by a third-party financial institution or payment processor in connection with a USD-denominated transaction is a matter solely between the affected party and that party's financial institution or payment processor, and CoolBiz® bears no liability for any such discrepancy.

7. Regulatory Compliance

CoolBiz® supports compliance with applicable regulations across all services and subdomains. Detailed framework descriptions and compliance features are set forth in our Privacy Policy and in the subscription-product-specific Terms of Service for each CoolBiz® product. The Business Associate Agreement (BAA) and Data Processing Agreement (DPA), each as in effect from time to time, govern HIPAA and GDPR/UK GDPR/FADP compliance respectively.

Vertical Pro Tier framework. CoolBiz® offers vertical-specific add-on tiers (Healthcare-Pro, Legal-Pro, Finance-Pro, and any future tier) that enable specialized regulated-industry functionality, governed by the BAA, DPA, and/or applicable industry-specific addenda as set forth in the applicable subscription-product Terms of Service.

Subscribers deploying CoolBiz® services in regulated contexts assume full responsibility for ensuring their use complies with applicable regulatory frameworks. CoolBiz® makes no warranty of compliance for subscriber-specific use cases outside the described platform capabilities and does not monitor compliance unless required by law.

8. AI-Generated Output and Translation Disclaimers

AI-Generated Output and Source of Truth

Notwithstanding the substantial engineering and the proprietary or patented technologies CoolBiz® applies to its voice, text, and related artificial-intelligence services, AI-generated outputs — whether produced by CoolBiz®'s own systems or by AI Sub-Processors accessed through CoolBiz® services — may, in limited circumstances, include inaccuracies, omissions, edge-case behaviors, or outputs commonly described as "hallucinations" that do not faithfully reflect the content of CoolBiz®'s published legal documents. CoolBiz®'s published legal documents posted at coolbiz.ai and at each applicable subdomain — including, without limitation, the Terms of Service, Privacy Policy, Refund Policy, Business Associate Agreement, Data Processing Agreement, Agency Policy, and Affiliate Policy — constitute the sole source of truth regarding the rights, obligations, and policies governing the CoolBiz® services. To the maximum extent permitted by applicable law, CoolBiz® disclaims any liability for AI-generated output that purports to describe, summarize, restate, or interpret the contents of CoolBiz®'s legal documents but does so inaccurately, incompletely, or otherwise inconsistently with the published documents themselves. Users should consult the published legal documents directly for any binding statement of CoolBiz® policy.

Translation Quality

Notwithstanding the substantial capabilities of the artificial-intelligence services and the third-party translation technologies CoolBiz® integrates from time to time, all translation of text or speech between languages is subject to the accuracy and quality limitations of the underlying translation technology. Translation accuracy is generally strongest for major world languages and for general subject matter, and may exhibit reduced fidelity in lower-resource languages, in highly technical or domain-specific contexts, and in idioms, dialects, or culturally specific expressions. CoolBiz® makes no warranty regarding the accuracy, completeness, or fitness for any particular purpose of any translated content. Users should consult a qualified human translator for any communication where translation accuracy is critical, including any communication that may have legal, medical, financial, or commercial consequences.

No Professional Advice

The CoolBiz® Services and any AI-generated output produced through the Services are provided for general informational and operational-support purposes only. The Services do not provide, and no AI-generated output constitutes, legal advice, medical or healthcare advice, financial or investment advice, tax advice, accounting advice, or any other form of professional advice. No attorney-client, doctor-patient, fiduciary, or other professional relationship is established between CoolBiz® and any User by use of the Services. Users should consult a qualified, licensed professional in the applicable jurisdiction for any decision having legal, medical, financial, tax, or other professional consequences. CoolBiz® and its affiliates disclaim any liability for any decision made, action taken, or harm incurred in reliance on AI-generated output from the Services. The provisions of this section apply notwithstanding any other provision of these Terms or of any sibling policy, except to the extent expressly modified by the Trusted Third-Party Provider Override clause below.

Trusted Third-Party Provider Override

Where CoolBiz® integrates specifically named, validated third-party professional service providers — including, without limitation, medical-vocabulary speech-to-text providers, legal research platforms, clinical decision-support databases, financial data providers, regulatory-coverage reference databases, and similar specialized providers — into the Services, and Subscribers activate such integrations under a Vertical Pro Tier or other compliant configuration, the general professional-advice disclaimers above do not displace the warranties, representations, certifications, or advisory functions of the integrated third-party provider as to the integrated provider's own outputs. Subscriber's use of an integrated third-party provider is governed by that provider's terms and warranties, which are disclosed to Subscriber at the time of integration and incorporated by reference into the applicable Vertical Pro Tier agreement. CoolBiz® disclaims responsibility for the accuracy, completeness, or fitness for purpose of any integrated third-party provider's outputs except as expressly set forth in a written agreement between CoolBiz® and the Subscriber.

Prototype and Beta Services

CoolBiz® may from time to time make features available in a beta, pre-release, or limited-access capacity. Beta and pre-release features are not designed or intended to meet any regulatory compliance framework, including HIPAA, GDPR, CCPA, or SOC 2. Users must not submit, share, or discuss any regulated, sensitive, confidential, or protected information through any beta or pre-release feature. Beta features are provided strictly on an "as is" basis with no warranties of any kind.

9. Data Handling and Privacy

For details on data collection, use, and security, see our Privacy Policy. Key points: collection of personal, technical, and usage data for service delivery and compliance; use solely for service, security, and support; encryption in transit and at rest; international processing with appropriate safeguards. Personal data is never sold or shared with third parties for marketing purposes.

10. Security and Service Reliability

We use robust security (enterprise-grade cloud infrastructure, encryption, regular penetration testing) targeting 99.9% uptime. For breaches, we notify affected users and authorities as legally required. Subscribers report incidents to us within twenty-four (24) hours of discovery.

11. Data Retention and Deletion

Detailed retention schedules are set forth in the Privacy Policy. In summary: compliance-related financial records subject to the Sarbanes-Oxley Act (SOX) are retained for seven (7) years; chat data is retained for thirty (30) days; users may request deletion subject to legal and operational retention obligations.

12. DMCA, Copyright, and Trademark Notices

All DMCA takedown notices, copyright claims, and trademark concerns must be submitted in writing to: CoolBiz®, 1534 Purple Way, Redding, CA 96003, Email: support@coolbiz.ai. Valid claims must include the complainant's signature, a description of the copyrighted work, identification of the allegedly infringing material, complainant's contact information, a good-faith statement that the use is unauthorized, and a declaration under penalty of perjury that the information is accurate.

13. Limitation of Liability

Service Provision Parameters: CoolBiz® provides its services on an "as is" and "as available" basis. While we strive to maintain high performance and reliability, we do not guarantee uninterrupted service, error-free operation, or fitness for any particular purpose. No express or implied warranties are provided, including warranties of merchantability, fitness for a specific purpose, or non-infringement.

CoolBiz® is not liable for service disruptions caused by force majeure events (including natural disasters, acts of war, civil unrest, labor disputes, cyberattacks, or global technical failures), third-party service failures (including AI Sub-Processors, payment processors, hosting providers, or external integrations), or user misuse, configuration errors, or unauthorized modifications of the platform.

Financial Liability Limitations: To the maximum extent permitted by law, CoolBiz®'s total financial liability for any claim arising from its services shall not exceed the total subscription fees paid by the affected subscriber within the twelve (12) months before the claim. This limitation does not apply to gross negligence, willful misconduct, statutory consumer-protection liabilities that cannot be waived, or intentional and unlawful harm. CoolBiz® shall not be liable for indirect, incidental, special, consequential, or punitive damages.

14. Prohibited Uses

The following activities are expressly prohibited:

Engaging in any activity that harms, disrupts, or interferes with the services provided by CoolBiz®, its users, or third parties.

Violating any local, state, federal, or international laws or regulations.

Attempting to gain unauthorized access, bypass security measures, or disrupt service operations.

Sharing, selling, or transferring access credentials to unauthorized individuals or entities.

Using the service for any prohibited, illegal, fraudulent, or unethical activities.

Users found to be engaging in prohibited activities may have their interactions restricted or blocked without notice. CoolBiz® may also take legal action against individuals or entities involved in severe violations, including fraud, abuse, or unauthorized access to our systems.

15. Dispute Resolution

At CoolBiz®, we prioritize customer satisfaction and are committed to resolving concerns promptly and fairly. If you encounter an issue, please contact us directly at support@coolbiz.ai.

Governing Law and Venue: This agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict-of-law provisions. Any legal proceedings shall be brought exclusively in the state or federal courts of competent jurisdiction located in Shasta County, California. Both parties consent to personal jurisdiction and venue in such courts.

Informal Resolution Requirement: Before initiating any formal legal proceeding, the disputing party must provide written notice to CoolBiz® at support@coolbiz.ai describing the nature of the dispute and the relief sought. Both parties agree to make a good-faith effort to resolve the dispute informally within thirty (30) calendar days of receipt of such notice.

Class Action Waiver: To the fullest extent permitted by law, you waive the right to participate in any class-action lawsuit or collective proceeding against CoolBiz®. All disputes must be brought on an individual basis only.

Exceptions: CoolBiz® reserves the right to seek injunctive or other equitable relief in any court of competent jurisdiction to protect its intellectual property, prevent unauthorized use of its services, or prevent irreparable harm.

16. Discord Community and Support Channel

CoolBiz® operates a Discord server ("CoolBiz® Discord") as a support and community channel for users to file tickets, report issues, receive announcements, and engage with other CoolBiz® subscribers. While CoolBiz® moderates the server, the content posted by users does not necessarily reflect the views or opinions of CoolBiz®. The CoolBiz® Discord operates on Discord Inc.'s platform, a third-party service; your participation is governed by these Terms of Service and our Privacy Policy and not by separate Discord-specific policies. CoolBiz® is not responsible for Discord Inc.'s outages, actions, or data handling. CoolBiz® is not liable for user-generated content, member conduct, or disputes arising from server interactions; you participate at your own risk. For urgent or billing-critical issues, contact support@coolbiz.ai per the official support section of these Terms.

17. Modifications, Updates, and Amendments

CoolBiz® reserves the right to update or modify these Terms of Service as needed to reflect changes in business operations, regulatory requirements, or service enhancements. When material changes occur, we will notify users through direct email, in-app or in-platform notifications, and updates to the published Terms of Service. Unless otherwise specified, all modifications take effect upon posting.

18. Severability and Complete Agreement

If any provision is found invalid, illegal, or unenforceable, that provision shall be severed and the remaining provisions will continue in full force and effect.

These Terms of Service, together with our Privacy Policy and Refund Policy, each as in effect from time to time, constitute the entire agreement between you and CoolBiz® regarding the use of our services at coolbiz.ai, including websites, subdomains, and subscription products. This agreement supersedes all prior communications or understandings, whether written or oral.

19. Contact Information

For questions or concerns about these Terms of Service, contact our support team at:

Email: support@coolbiz.ai

Address: CoolBiz® Headquarters, 1534 Purple Way, Redding, CA 96003

By using our services, you agree to these Terms of Service.