Last updated: August 25, 2026. See also our Privacy Policy.
These Terms of Service ("Terms") are a binding agreement between you, on behalf of the organization you represent ("Customer," "you," "your"), and RG Novatech Private Limited, a company having its registered office at New No. 8, II Cross Street, Ganesh Nagar, Adambakkam, Chennai – 600088, Tamil Nadu, India ("ZappRFP," "we," "us," "our"), governing your access to and use of the ZappRFP platform (the "Service"). By creating an account, accepting an invitation to join an organization, checking the acceptance box at signup, or otherwise accessing the Service, you agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference. If you're accepting on behalf of an organization, you represent that you have the authority to bind that organization, and "you" refers to that organization.
"Authorized User" means an individual your organization has given access to the Service, whether as an admin or member. "Customer Content" means all documents, templates, answers, company information, and other data your organization uploads to, generates within, or stores in the Service. "Order" means the plan, pricing, and terms you agreed to at signup or in a separate order form with our sales team. "Subprocessor" means a third party we engage to process data on our behalf in order to provide the Service, listed in section 12.
The Service is intended solely for business and organizational use by professionals acting in a commercial capacity — it is not offered for personal, family, or household use, and using it that way is outside the scope of these Terms. You must be at least 18 years old (or the age of legal majority in your jurisdiction, if higher) to create an account. The Service is not directed at, and must not be used by, individuals under that age — see also section 12 of our Privacy Policy.
You're responsible for the accuracy of the information you provide and for safeguarding your credentials. Organization admins are responsible for who they invite, what role those teammates are given, and removing access promptly when someone leaves. If your organization enables SSO, sign-in is additionally governed by your identity provider's own policies. You must notify us promptly at support@zapprfp.com of any unauthorized use of an account.
Paid plans, when available, are billed in advance on a recurring basis through our payment processor. New organizations may start with a free plan or a trial of limited length and usage, described at signup; we may change these terms for new signups at any time. During any period where self-serve billing is not enabled, organizations are provisioned directly and enterprise/paid access is arranged with our sales team — contact sales@zapprfp.com. Where billing is self-serve, you can cancel at any time from your account settings; cancellation stops future billing but doesn't retroactively refund the current billing period unless we say otherwise. Fees are exclusive of applicable taxes (including GST, VAT, or sales tax), which you're responsible for unless we're required by law to collect them.
ZappRFP uses AI models to draft answers grounded in your own uploaded content and answer library. Drafts are a starting point, not a guarantee of accuracy, completeness, currency, or fitness for any particular RFP's requirements. AI-generated output can be wrong, outdated, or inconsistent with your actual policies or capabilities. You're solely responsible for reviewing, editing, and approving every answer before it's submitted to a third party — that review step exists in the product on purpose, and skipping it is entirely at your own risk. We disclaim liability for any consequence of submitting AI-generated content that was not reviewed and approved by an Authorized User.
You retain all ownership of Customer Content. You grant us the limited, worldwide, non-exclusive license needed to store, process, transmit, and display that content — including sending relevant portions to the AI Subprocessors listed in section 12 — solely to provide the Service back to your organization. This license ends when the content is deleted, including through the full account-deletion process described in our Privacy Policy. You represent that you have all rights necessary to upload Customer Content and grant this license, and that doing so doesn't violate any third party's rights or any law applicable to you.
This mirrors the commitment in our Privacy Policy, section 5: your Customer Content is never made public, never shared with other organizations on ZappRFP, and never sold. We don't use it to train AI models, ours or anyone else's. The only use beyond generating your answers is aggregated, de-identified analytics used to monitor and improve system performance — never analysis of what your content actually says. If these two documents ever disagree, tell us — that's a bug in the paperwork, not an intentional carve-out.
For personal data contained in Customer Content (for example, names of individuals mentioned in an uploaded RFP), your organization is the controller (or, under India's Digital Personal Data Protection Act, 2023, the "Data Fiduciary") and we act as processor ("Data Processor") or, under the California Consumer Privacy Act, "service provider," processing that data only on your documented instructions and for the purpose of providing the Service. Enterprise customers who require a separate Data Processing Addendum incorporating Standard Contractual Clauses can request one at sales@zapprfp.com.
We treat your Customer Content as confidential, and each party agrees to protect the other's confidential information with the same degree of care it uses for its own similarly sensitive information (and no less than reasonable care). We won't disclose your Customer Content to third parties except: (a) to the Subprocessors listed in section 12, strictly to provide the Service; (b) to your own organization's members, per the roles your admins assign; (c) where required by law or valid legal process, in which case we'll notify you first unless legally prohibited from doing so.
Don't upload content you don't have the rights to use, attempt to access another organization's data, probe or bypass the Service's security or rate limits, reverse engineer the product, use it to build a competing service, upload malicious code, or use the Service in a way that violates any applicable law, including export control and sanctions law (section 13). We can suspend access for violations, with notice where practical.
Aside from your Customer Content, ZappRFP's software, design, trademarks, and underlying technology are our property (or our licensors'). Nothing here transfers ownership of the platform itself to you. Any feedback or suggestions you give us about the Service may be used by us without restriction or obligation to you.
We rely on a small number of subprocessors to operate the Service; this list must match Privacy Policy section 6: Supabase (database, file storage, and authentication), Vercel (application hosting), Anthropic (AI answer drafting), Voyage AI (embeddings/search), Google (optional sign-in via Google OAuth), and Stripe (payment processing, when self-serve billing is active). We remain responsible for these Subprocessors' handling of your data to the same extent we would be if we handled it ourselves.
The Service, including the underlying AI models it relies on, may be subject to export control and economic sanctions laws, including those of India, the United States, and the European Union. You represent that you are not located in, under the control of, or a national or resident of any country or region subject to comprehensive trade sanctions, and that you are not listed on any applicable restricted- or denied-party list. You agree not to use the Service in violation of any such law.
The Service is provided "as is" and "as available," without warranties of any kind, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We don't warrant that the Service will be uninterrupted, error-free, or that AI-generated output will be accurate — see section 6. Some jurisdictions don't allow the exclusion of certain warranties, so some of these exclusions may not apply to you.
To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill, arising out of or related to these Terms or the Service, even if advised of the possibility of such damages. Each party's total aggregate liability for any claim arising out of or related to these Terms is limited to the amount you paid us in the 12 months before the claim arose (or, for claims arising before any payment, INR 5,000). Nothing here limits liability where the law doesn't allow it to be limited — for example, gross negligence, willful misconduct, death or personal injury caused by negligence, or fraud, or statutory consumer protections that apply despite section 3's business-use restriction.
You agree to indemnify and hold us harmless from third-party claims, damages, and reasonable expenses (including legal fees) arising from: (a) your Customer Content, including any claim that it infringes a third party's rights or violates applicable law; (b) your use of the Service in violation of these Terms, including section 10 (Acceptable Use) or section 13 (Export Control); or (c) your submission of unreviewed AI-generated content to a third party in violation of section 6. We agree to indemnify and hold you harmless from third-party claims that the Service, as provided by us and used in accordance with these Terms, infringes that third party's intellectual property rights, excluding claims arising from your Customer Content or your modification of the Service.
These Terms remain in effect while you use the Service. An organization admin may deactivate a member's access, or the organization's entire account, at any time. We may suspend or terminate accounts that violate these Terms, or on reasonable notice for any other reason. On termination, your data is handled per the retention terms in our Privacy Policy — including the option to request immediate erasure rather than waiting out the standard retention window. Sections 7, 8, 9, 11, 14, 15, 16, 18, and 19 survive termination.
Before filing any formal proceeding, you agree to first contact us at support@zapprfp.com and attempt in good faith to resolve the dispute informally for at least 30 days. If that doesn't resolve it, any dispute, controversy, or claim arising out of or relating to these Terms, including its formation, breach, or termination, will be finally resolved by binding arbitration under the Arbitration and Conciliation Act, 1996, before a sole arbitrator appointed by mutual agreement (or, failing agreement within 30 days, appointed in accordance with that Act). The seat and venue of arbitration will be Chennai, Tamil Nadu, India, and the language of arbitration will be English. The arbitrator's award will be final and binding on both parties, and judgment on it may be entered in any court of competent jurisdiction. Either party may seek interim or injunctive relief from a court of competent jurisdiction to protect its intellectual property or confidential information without first pursuing arbitration. Nothing in this section limits any non-waivable right you have under mandatory local consumer-protection or data-protection law to bring a claim before a court or regulator in your home jurisdiction.
These Terms are governed by the laws of India, without regard to conflict-of-law principles, except to the extent mandatory local law in your jurisdiction requires otherwise (for example, certain EU/UK consumer or data-protection provisions that can't be contractually waived). Subject to section 18, courts at Chennai, Tamil Nadu shall have exclusive jurisdiction over any matter not subject to arbitration.
Neither party is liable for any failure or delay in performance (other than payment obligations) resulting from causes beyond its reasonable control, including acts of God, natural disaster, war, terrorism, riots, embargoes, acts of civil or military authority, fire, flood, internet or utility outages, or failures of third-party hosting or AI providers.
You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of substantially all our assets, on notice to you.
If any provision of these Terms is found unenforceable, the rest remain in full force, and the unenforceable provision will be reformed only to the extent necessary to make it enforceable, consistent with its original intent. Our failure to enforce any provision isn't a waiver of our right to do so later.
These Terms, together with our Privacy Policy and any Order, constitute the entire agreement between you and us regarding the Service, and supersede any prior agreements on the subject. In the event of a conflict between these Terms and a signed Order, the Order controls for the matters it specifically addresses.
We may provide notices to you via the email address associated with your account or in-app notification. Notices to us should be sent to support@zapprfp.com or our registered office address in section 1.
We may update these Terms from time to time. For material changes, we'll notify organization admins directly and update the "Last updated" date above; continued use after a change takes effect means you accept the updated Terms.
Questions about these Terms? Contact your organization admin, or reach us at support@zapprfp.com, or by post at RG Novatech Private Limited, New No. 8, II Cross Street, Ganesh Nagar, Adambakkam, Chennai – 600088, Tamil Nadu, India.