Terms of Service

These Terms of Service (the “Terms”) form a binding agreement between Arentis LLC, operating as Arentis Core (“Arentis,” “we,” “us”) and the individual or entity that creates an account or uses the Arentis Core platform (“you,” the “Customer”).

By creating an account, accessing the platform, or clicking to accept, you agree to these Terms and to our Privacy Policy. If you accept on behalf of an agency or company, you represent that you have authority to bind that organization. If you do not agree, you may not use the Services.

Arentis Core is a cloud-based operating system for insurance agencies. The Services include lead and client management, pipeline and task workflows, applications, underwriting and policy tracking, quoting, commissions and financial reporting, unified communications, document management, AI-assisted features, integrations, and administrative tooling (collectively, the “Services”).

Arentis Core is software. We are not an insurance carrier, agency, broker, producer or fiduciary. We do not provide insurance, legal, tax, underwriting or financial advice, and we are not responsible for your compliance with licensing, suitability, TCPA, HIPAA, state insurance regulations or any other obligation applicable to your business.

Features may change over time. We continuously improve the Services and may add, modify, deprecate or remove features. We will provide reasonable advance notice before materially degrading or removing a feature that a paid plan depends on.

You must be at least 18 years old and provide accurate registration information. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account.

Credentials may not be shared; each individual using the Services requires their own seat. You must notify us promptly at arianet.herrera.insurance@gmail.com of any suspected unauthorized access. We strongly recommend enabling multi-factor authentication where available.

The Services are multi-tenant. Each agency workspace is a separate tenant, and data is isolated between tenants.

• The agency owner is the account administrator and is responsible for the workspace, its members, their roles and permissions, and their compliance with these Terms.
• Administrators may invite, suspend or remove users, and may access, export or delete any data within their workspace, including data created by individual agents.
• Downlines, sub-accounts and hierarchy structures inherit the parent agency’s subscription terms unless separately contracted.
• If a dispute arises over control of a workspace, we may suspend access until the parties resolve it or provide documentation of authority.

The Services are sold as subscription plans that define included seats, feature entitlements and usage allowances. Your plan and its limits are shown in Settings → Billing.

Exceeding a plan allowance (for example, seats, messages, minutes, storage or AI usage) may result in overage charges at published rates or a required upgrade. Free trials, pilots and beta features are provided as-is, may be modified or discontinued at any time, and convert to a paid plan only if you elect to continue.

Fees are billed in advance on a monthly or annual cycle through our payment processor, and your subscription renews automatically for successive terms unless cancelled.

• You authorize us to charge your payment method for all fees, applicable taxes and overages.
• Fees are exclusive of taxes; you are responsible for any sales, use, VAT or similar taxes other than taxes on our income.
• Except where required by law, fees are non-refundable and there are no refunds or credits for partial periods, unused seats or downgrades mid-term.
• If payment fails, we may retry, apply late charges permitted by law, and suspend the workspace after written notice until the balance is paid.
• We may change pricing with at least thirty (30) days’ notice, effective at your next renewal.

You may cancel at any time from Settings → Billing or by emailing arianet.herrera.insurance@gmail.com. Cancellation takes effect at the end of the current billing period; you retain access until then and are not charged for the following period.

After cancellation, your data remains available for export for thirty (30) days, after which it may be deleted in accordance with our Privacy Policy. Export your data before that window closes.

You agree not to, and not to permit any user to:

• Use the Services for unlawful, deceptive, fraudulent or misleading purposes, including unlicensed insurance activity or misrepresenting products or carriers.
• Send communications that violate the TCPA, CAN-SPAM, state telemarketing laws, carrier messaging policies, or any do-not-call or consent requirement. You are solely responsible for obtaining and documenting consent for calls, SMS, MMS and email sent through the platform.
• Upload malware, attempt to breach security or tenant isolation, probe or scan our systems without written authorization, or circumvent usage limits or access controls.
• Reverse engineer, decompile, resell, sublicense, white-label or provide the Services to third parties except as expressly permitted in writing.
• Use the Services to build a competing product, or to scrape or benchmark them without our consent.
• Upload data you lack the right to process, or infringe the intellectual property or privacy rights of others.

Where APIs, webhooks or developer keys are made available, they are licensed for use with your own workspace and are subject to rate limits and fair-use thresholds we may publish or adjust.

You must keep API keys and secrets confidential, rotate them if exposed, and must not use them to circumvent plan limits, replicate the platform, or extract bulk data for resale. We may throttle, suspend or revoke API access that threatens platform stability, security or other customers.

Google Calendar, Google Drive and Gmail integrations are optional and disabled by default. They are enabled only through Google’s OAuth consent flow.

• Arentis receives only the permissions you explicitly grant, and requests only the scopes required for the features you enable.
• OAuth tokens are encrypted and stored server-side; all traffic occurs over HTTPS.
• You may revoke OAuth access at any time from Settings → Integrations or through your Google Account permissions page. Revocation immediately ends Arentis’s access and may disable dependent features.
• Your use of Google services remains governed by Google’s own terms, and Arentis Core’s use of Google API data complies with the Google API Services User Data Policy, including Limited Use requirements.

Microsoft 365 integrations (Outlook Calendar, Outlook Mail, OneDrive and SharePoint) operate on the same basis: consent-based authorization through Microsoft Entra ID, least-privilege Microsoft Graph scopes, encrypted token storage, and revocation available at any time from Settings → Integrations or your Microsoft account. Your use of Microsoft services remains governed by Microsoft’s terms.

Arentis Core and its licensors retain all right, title and interest in the Services, including software, interfaces, designs, documentation, trademarks and all improvements. Subject to these Terms and payment of fees, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Services for your internal business purposes during your subscription term.

If you send us feedback or suggestions, you grant us a perpetual, royalty-free license to use them without obligation to you. No rights are granted except those expressly stated.

You retain ownership of your customer data. All leads, clients, applications, policies, documents, communications and related records you or your users submit to the Services remain yours.

You grant Arentis Core a limited license to host, process, transmit, back up and display that data solely to provide, secure and support the Services, and to comply with law. We do not sell your data, do not use it for advertising, and do not use it to train general-purpose AI models. You may export your data at any time in a standard format.

You represent that you have all rights and consents necessary for the data you submit and for the communications you send using the Services.

We aim to keep the Services available on a continuous basis and use commercially reasonable efforts to minimize downtime. Scheduled maintenance is performed during low-usage windows where practical, with advance notice for significant work.

Arentis is not responsible for outages, degradations, rate limits, policy changes or data loss caused by third-party providers such as Google, Microsoft, Meta, Twilio, WAVV, payment processors, carriers or network operators, nor for events outside our reasonable control. Any service-level commitment applies only where expressly stated in a signed order form or enterprise agreement.

EXCEPT AS EXPRESSLY STATED IN THESE TERMS, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, ACCURACY AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE OR SECURE, THAT DEFECTS WILL BE CORRECTED, OR THAT AI-GENERATED OUTPUT WILL BE ACCURATE, COMPLETE OR SUITABLE FOR ANY PARTICULAR PURPOSE. AI OUTPUT IS DECISION SUPPORT ONLY AND MUST BE REVIEWED BY A QUALIFIED HUMAN BEFORE USE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST COMMISSIONS, LOST BUSINESS OPPORTUNITIES, OR LOSS OR CORRUPTION OF DATA, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

ARENTIS CORE’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE AMOUNTS YOU PAID TO US FOR THE SERVICES IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITATIONS APPLY REGARDLESS OF THE THEORY OF LIABILITY AND SURVIVE ANY FAILURE OF ESSENTIAL PURPOSE. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, WHICH MAY NOT APPLY TO YOU.

You will defend, indemnify and hold harmless Arentis Core and its officers, employees and agents from and against any third-party claims, damages, liabilities, penalties and reasonable legal fees arising out of or relating to: (a) your use of the Services in violation of these Terms or applicable law; (b) the data you submit or the communications you send, including consent and do-not-call obligations; (c) your insurance activities, licensing or advice given to your clients; or (d) your infringement of a third party’s rights. We will notify you of any such claim, allow you to control the defense with counsel reasonable to us, and cooperate at your expense; you may not settle a claim imposing obligations on us without our written consent.

We may suspend or limit access immediately, with notice where practical, if your use threatens the security, integrity or availability of the Services, violates the Acceptable Use section, exposes us or others to legal liability, or if fees are past due.

Either party may terminate for material breach that remains uncured thirty (30) days after written notice. Upon termination, your license to the Services ends, accrued fees remain payable, and your data is handled as described in the Cancellations section and our Privacy Policy. Sections concerning intellectual property, data ownership, disclaimers, liability, indemnification and governing law survive termination.

These Terms are governed by the laws of the State of Florida, United States, excluding its conflict-of-laws rules and the UN Convention on Contracts for the International Sale of Goods. The parties submit to the exclusive jurisdiction of the state and federal courts located in Florida, and each waives any objection to venue there. Each party waives any right to a jury trial and agrees that claims must be brought individually and not as part of a class action. Nothing prevents either party from seeking injunctive relief in any court of competent jurisdiction.

We may update these Terms from time to time. For material changes we will provide notice in the application or by email at least thirty (30) days before they take effect, and the “Last Updated” date above will be revised. Continued use of the Services after the effective date constitutes acceptance. If you do not agree to a change, you may cancel before it takes effect.

Questions about these Terms can be directed to:

• Legal entity: Arentis LLC
• Support email: arianet.herrera.insurance@gmail.com
• Website: https://www.arentiscore.com

These Terms, together with the Privacy Policy and any order form, constitute the entire agreement between the parties and supersede prior proposals or agreements on the subject.