Terms of Service

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1. Introduction

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and A2J Suites, Inc., a corporation organized under the laws of the State of Texas, with its principal office at 4712 Burnet Road, Suite 210, Austin, TX 78756 ("A2J Suites," "we," "us," or "our").

By accessing or using the A2J Suites platform, including any associated APIs, documentation, or services (collectively, the "Platform"), you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of an organization, you represent that you have the authority to bind that organization.

2. Service Description

A2J Suites provides a cloud-based legal aid technology platform designed for legal aid organizations, court systems, and pro bono attorney networks. The Platform includes:

• CaseFlow Engine: Automated case intake, triage, conflict checking, and routing.
• ClientBridge Messenger: Secure two-way communication between attorneys and clients.
• HearingSync Scheduler: Court-date management, hearing reminders, and calendar synchronization.
• DocVault Delivery: Document generation, e-signature workflows, and secure distribution.

The Platform sends transactional email notifications related to case events, appointments, documents, security alerts, and billing. A2J Suites does not send marketing emails, newsletters, or promotional content.

3. Eligibility & Access

The Platform is available to authorized representatives of legal aid organizations, law firms, court systems, bar associations, and related entities ("Eligible Organizations"). Individual users must be at least 18 years of age and authorized by their organization to access the Platform.

Access credentials are personal and non-transferable. You are responsible for all activity that occurs under your account. You must notify us immediately at security@a2jsuites.com if you suspect unauthorized access.

4. Client Obligations

As a Client of A2J Suites, you agree to:

• Provide accurate and current information during registration and throughout your use of the Platform.
• Maintain the confidentiality of your account credentials and enable multi-factor authentication where available.
• Use the Platform solely for lawful purposes and in accordance with these Terms and our Acceptable Use Policy.
• Ensure that all individuals within your organization who access the Platform comply with these Terms.
• Promptly notify us of any security incidents, unauthorized access, or breaches involving your account.
• Keep client and case data accurate and up to date to ensure proper delivery of notifications.

5. Prohibited Uses

You shall not use the Platform to:

• Send unsolicited commercial messages, spam, or bulk marketing emails.
• Upload, transmit, or distribute content that is unlawful, defamatory, harassing, or infringing.
• Use purchased, rented, scraped, or harvested email lists or contact databases.
• Conduct cold outreach, promotional campaigns, or newsletter distribution through the Platform.
• Distribute malware, phishing attempts, or deceptive content.
• Attempt to reverse-engineer, decompile, or disassemble any part of the Platform.
• Circumvent rate limits, access controls, or security mechanisms.
• Resell, sublicense, or redistribute Platform access without written consent.
• Process data in violation of applicable privacy laws (GDPR, CCPA, HIPAA as applicable).

Violation of these prohibitions may result in immediate suspension or termination of your account, as described in Section 13.

6. Fees & Payment

Access to certain Platform features requires a paid subscription. Fees are set forth in the applicable Order Form or pricing page and are due in advance on a monthly or annual basis, as selected.

• All fees are quoted in U.S. Dollars and are non-refundable except as expressly stated in the Order Form.
• We may adjust fees upon 30 days' written notice prior to the start of a new billing cycle.
• Late payments may incur interest at 1.5% per month or the maximum rate permitted by law, whichever is lower.
• Non-payment exceeding 30 days may result in suspension of access until the balance is resolved.

7. Intellectual Property

The Platform, including all software, interfaces, documentation, APIs, trademarks, and related materials, is and remains the exclusive property of A2J Suites, Inc. These Terms grant you a limited, non-exclusive, non-transferable license to use the Platform during the subscription term solely for your internal business purposes.

You retain all rights to data you upload to the Platform ("Client Data"). By uploading Client Data, you grant us a limited license to process, store, and transmit it solely to provide the Platform services.

8. Confidentiality

Each party agrees to hold in confidence all non-public information received from the other party ("Confidential Information"). Confidential Information shall not be disclosed to third parties except as required to perform obligations under these Terms, with the prior written consent of the disclosing party, or as required by law.

Confidentiality obligations survive termination of these Terms for a period of three (3) years.

9. Data Protection

We process personal data in accordance with our Privacy Policy and applicable data protection laws, including GDPR and CCPA. For Clients located in the European Economic Area, we offer a Data Processing Agreement (DPA) upon request.

A2J Suites acts as a data processor on behalf of Clients (data controllers) for case-related personal data. We implement appropriate technical and organizational measures to protect personal data, as described in our Trust Center.

10. Service Availability & SLA

We strive to maintain Platform availability of at least 99.9% measured on a monthly basis, excluding scheduled maintenance windows.

• Scheduled Maintenance: Performed during off-peak hours (Sundays 02:00–06:00 CT) with at least 48 hours' advance notice via email and in-app notification.
• Unscheduled Downtime: We will use commercially reasonable efforts to restore service promptly. Status updates will be posted to our status page and sent via email.
• SLA Credits: If monthly uptime falls below 99.9%, eligible Clients may request service credits as specified in their Order Form.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, A2J SUITES' TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS SHALL NOT EXCEED THE AMOUNTS PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

IN NO EVENT SHALL A2J SUITES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, REGARDLESS OF THE THEORY OF LIABILITY.

12. Indemnification

You agree to indemnify, defend, and hold harmless A2J Suites, its officers, directors, employees, and agents from and against any claims, losses, damages, liabilities, and expenses (including reasonable attorneys' fees) arising out of:

• Your use of the Platform in violation of these Terms.
• Your violation of any applicable law or regulation.
• Any third-party claim related to Client Data you upload or process through the Platform.
• Your breach of confidentiality obligations.

13. Termination

By Client: You may terminate your subscription at any time by providing 30 days' written notice. Pre-paid fees for the remaining subscription term are non-refundable unless otherwise stated in your Order Form.

By A2J Suites: We may suspend or terminate your access immediately upon:

• Material breach of these Terms (including Prohibited Uses).
• Non-payment exceeding 30 days past due.
• Violation of our Acceptable Use Policy.
• Conduct that threatens the security, integrity, or availability of the Platform.

Effect of Termination: Upon termination, your access to the Platform will cease. We will retain Client Data for 30 days post-termination to allow for export. After this period, Client Data will be permanently deleted in accordance with our data retention policies.

14. Dispute Resolution & Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Texas, without regard to conflict-of-law principles.

Any dispute arising out of or related to these Terms shall be resolved through the following process:

1. Informal Resolution: The parties shall first attempt to resolve disputes through good-faith negotiation for a period of 30 days.
2. Mediation: If negotiation fails, disputes shall be submitted to mediation administered by the American Arbitration Association (AAA) in Austin, Texas.
3. Binding Arbitration: If mediation is unsuccessful, disputes shall be resolved by binding arbitration under AAA Commercial Arbitration Rules. The arbitration shall take place in Austin, Texas, and the arbitrator's decision shall be final and enforceable in any court of competent jurisdiction.

Nothing in this section prevents either party from seeking injunctive relief in a court of competent jurisdiction to prevent irreparable harm.

15. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy, Acceptable Use Policy, and any applicable Order Form, constitute the entire agreement between you and A2J Suites.
• Amendments: We may update these Terms from time to time. Material changes will be communicated at least 30 days in advance via email.
• Severability: If any provision is held unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: Failure to enforce any right shall not constitute a waiver of future enforcement.
• Assignment: You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

16. Contact

For questions about these Terms, please contact us: