Terms of Service

1. Acceptance & Eligibility

By creating a ChatLMS account or using the service, you agree to these Terms of Service ("Terms") and our Privacy Policy. If you're using ChatLMS on behalf of an organization, you represent that you have authority to bind that organization to these Terms; "you" then refers to the organization.

You must be at least 18 years old to create an account. ChatLMS is not designed for use by children and we do not knowingly collect data from anyone under 13.

2. Accounts & Access

The first user to sign up from a new email domain becomes the admin for that domain's organization. Subsequent signups for the same domain enter an admin- approval queue. You're responsible for keeping account credentials secure and for all activity that occurs under your account.

We strongly recommend enabling two-factor authentication (2FA) on every admin and editor account. The audit log records every meaningful action; if you suspect a breach, contact us immediately at support@chatlms.ai.

3. Subscription & Billing

3.1 Pricing

ChatLMS is billed via Stripe. Pricing is published on our pricing page and is per-knowledge-base. Each active knowledge base in your organization counts as one quantity unit on your monthly subscription. Adding a knowledge base increases the subscription quantity (Stripe prorates to the current billing period); removing one decreases it on the next cycle.

3.2 Usage Charges

Some features are billed by usage in addition to the platform fee, currently chat queries, video processing minutes, hosted storage minutes, and AI-authored content that you publish. Current rates are on the pricing page and can change with notice under §12. Usage is metered through Stripe Meter Events; the customer-facing usage dashboard in the admin portal shows your current month's accruals.

3.3 Free Trial, Payment, Late Payment, and Refunds

New accounts start with a 14-day free trial. A valid payment method is collected at signup but not charged during the trial. Unless you cancel before the trial ends, your subscription begins automatically at the end of the trial and your payment method is charged the platform fee (plus any metered usage accrued). Trial accounts operate with reduced usage limits, which are removed when the paid subscription begins. If you cancel before the trial ends, you are not charged.

Subscriptions auto-renew monthly until cancelled. If a payment fails, your account moves to a past_due state; existing content stays accessible while past_due, but new AI processing pauses until billing is restored. Stripe retries the charge several times before downgrading further.

We don't offer refunds for partial months or unused features. If you believe you've been billed in error, email support@chatlms.ai within 30 days of the charge and we'll review in good faith.

4. Your Content & Ownership

You retain all right, title, and interest in the content you upload to ChatLMS: training videos, documents, written content, glossary entries, page-builder pages, assessments, chat history, and any other material ("Customer Content"). We claim no ownership of Customer Content.

You grant us a non-exclusive, worldwide, royalty-free licence to host, process, transmit, display, and otherwise use Customer Content solely as needed to provide the service to you (including running it through subprocessors as documented in our Privacy Policy). This licence ends when you delete the content or terminate your account, except for backups and audit-log entries retained per the Privacy Policy.

You represent that you have the right to upload all Customer Content and that it doesn't infringe anyone else's IP, privacy, or other rights.

5. AI-Generated Content

Our AI authoring features ("Generate with AI" buttons in the module, glossary, and assessment editors) produce draft content from prompts you provide. As between you and ChatLMS, you own the output of those features as part of your Customer Content, subject to the same representations in §4 about your right to use any source material the prompt referenced.

AI-generated content can be wrong, biased, or out of date. You're responsible for reviewing all AI output before publishing it to your team or customers. We provide a draft → review → publish workflow specifically so a human signs off on every AI-authored piece of training material before it's visible to learners.

Per the AI provider's data policy, your prompts and the resulting output are not used to train external AI models. See the privacy page for the full breakdown.

6. Acceptable Use

You agree not to:

• Use ChatLMS to upload, host, or distribute content that's illegal, defamatory, infringing, or designed to harm or deceive others.
• Reverse-engineer, decompile, or attempt to derive the source code of the service except to the extent applicable law permits.
• Use the service to develop a competing product or to benchmark performance for a competing product without our written consent.
• Attempt to circumvent the per-knowledge-base scoping, rate limits, or other technical controls that gate access between organizations.
• Use automated means to scrape, crawl, or otherwise extract bulk content from the service that you wouldn't be entitled to access through the normal UI.
• Upload content containing malware, ransomware, or other malicious code.
• Use the embeddable customer chat widget on a site or for a purpose materially different from what you described in your subscription, without notifying us.

We may suspend or terminate accounts that violate this section, with or without notice depending on severity. Where possible we'll attempt to contact you first.

7. Service Availability & Support

We aim for high availability but don't currently offer a contractual uptime SLA. Planned maintenance windows are announced in advance via email to the admin contacts on each org. Unplanned incidents are reported on our status page and via email to admins.

Standard support is via support@chatlms.ai; response times are best-effort during business hours (US Pacific). Enterprise customers can contract for an SLA, dedicated support contact, and faster response windows.

8. Termination & Data Export

You can cancel your subscription at any time via the Stripe-hosted customer portal from the Billing tab. Cancellation takes effect at the end of the current billing period; you keep access to your data until then.

After cancellation, your data remains accessible during the current billing period and is purged 30 days after the period ends, unless you request export. Export currently happens on request. Email support@chatlms.ai and we'll deliver a JSON archive of your content, users, and chat history within 5 business days.

We may terminate or suspend your account for non-payment, violation of §6, or by written notice for any reason with 30 days' notice. If we terminate without cause, we'll prorate any prepaid amounts.

9. Warranty Disclaimer

The service is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranties arising from course of dealing or usage of trade.

We don't warrant that the service will be uninterrupted, error-free, or completely secure, or that AI-generated content will be accurate, complete, or up to date.

10. Limitation of Liability

To the maximum extent permitted by law, neither party's liability for any claim arising out of these Terms or the service exceeds the total fees you paid to ChatLMS in the 12 months immediately preceding the event giving rise to the claim.

Neither party is liable for any indirect, incidental, special, consequential, exemplary, or punitive damages (including lost profits, lost revenue, lost data, or business interruption) arising out of or related to the service, even if advised of the possibility of such damages.

The above caps don't apply to either party's indemnification obligations, your payment obligations, your violations of §6, or liability that can't be limited under applicable law.

11. Indemnification

You'll defend and indemnify ChatLMS against third-party claims arising out of (a) your Customer Content, (b) your violation of §4 representations or §6 acceptable use, or (c) your unauthorized use of the service.

We'll defend and indemnify you against third-party claims that the service, when used as permitted by these Terms, infringes a third party's intellectual property rights. Our liability under this indemnity is subject to the cap in §10. We may modify the service, obtain a licence, or terminate the affected feature to mitigate an infringement claim.

12. Changes to These Terms

We may update these Terms from time to time. Material changes (for example, a change in pricing structure, the introduction of a binding arbitration clause, or a material reduction in your data-protection rights) will be communicated to account admins by email at least 30 days before they take effect, and we'll update the "Last updated" date at the top of this page.

Continuing to use ChatLMS after a material change becomes effective means you accept the updated Terms. If you don't agree, you can cancel under §8 before the change takes effect.

13. Governing Law & Disputes

These Terms are governed by the laws of the State of Delaware (USA), without regard to conflict-of-law principles. Any dispute arising out of or related to these Terms or the service will be brought exclusively in the state or federal courts located in New Castle County, Delaware, and both parties consent to the jurisdiction of those courts.

Nothing in this section prevents either party from seeking injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

14. Contact

For questions about these Terms, contact privacy@chatlms.ai. For account or billing questions, use support@chatlms.ai or support@chatlms.ai respectively.