Terms of Service

Last Updated: May 13, 2026

IMPORTANT, PLEASE READ CAREFULLY

RoadFolio is a tracking and organizational tool ONLY. It is NOT tax preparation software, accounting services, financial advice, or legal counsel. By using RoadFolio, you acknowledge that YOU are solely responsible for the accuracy of your data and compliance with all applicable tax and business laws.

These Terms contain a binding arbitration agreement and class action waiver that affect how disputes are resolved. See Section 14. You can opt out of arbitration within 30 days of creating your account, see Section 14.4.

1. Acceptance of Terms

By creating an account, accessing, or using the RoadFolio application, website, or any related services ("Service") provided by ITF Business ("Company," "we," "us," or "our"), you ("User," "you," or "your") agree to be bound by these Terms of Service ("Terms") and our Privacy Policy. If you do not agree to these Terms, do not use the Service.

These Terms constitute a legally binding agreement between you and ITF Business. We reserve the right to modify these Terms at any time. Material changes will be communicated by email and/or an in-app notice at least 14 days before taking effect. Your continued use of the Service after changes take effect constitutes acceptance of the modified Terms.

You must be at least 18 years old and legally capable of entering into a binding contract to use the Service.

2. Description of Service

RoadFolio is a business management application designed to help independent contractors and small business owners:

Track business mileage for potential tax deductions
Record income, expenses, and recurring bills
Create invoices, quotes, and project proposals
Manage clients, leads, jobs, and contractors
Sync bank transactions (via Plaid) and payments (via Square/Stripe)
Generate reports for organizational and tax-preparation purposes
Store business-related documents, receipts, and odometer photos
Interact with an AI assistant ("RoadBuddy") and AI drafting features

What RoadFolio is NOT

NOT professional tax preparation software
NOT a certified public accounting (CPA) service
NOT financial, legal, or tax advice
NOT a guarantee of tax deductions or refunds
NOT a substitute for professional consultation
NOT an IRS-approved or audited system
NOT a party to any agreement between you and your customers

3. User Responsibilities

3.1 Data Accuracy

YOU are solely responsible for the accuracy, completeness, and legality of all data you enter
YOU must verify all calculations, reports, mileage logs, and estimates before relying on them
YOU are responsible for maintaining your own backups of important data
GPS-based mileage tracking may have inaccuracies; you must verify all recorded trips
AI-assisted data (e.g., odometer OCR, receipt OCR) may misread numbers, you must review and correct

3.2 Tax Compliance

YOU are solely responsible for determining your tax obligations
YOU must consult with qualified tax professionals for tax advice
YOU are responsible for proper tax reporting and timely payments
YOU must comply with all federal, state, local, and (if applicable) international tax laws
Mileage logs and expense records created in RoadFolio must still meet the substantiation standards of IRS Publication 463 and any state equivalents
Any tax estimates provided are APPROXIMATIONS only and may differ significantly from actual tax liability

3.3 Data Backup and Data Loss

YOU ARE SOLELY RESPONSIBLE FOR BACKING UP YOUR OWN DATA. RoadFolio offers tools that may help with backups (such as PDF exports, Excel exports, and the optional Monthly P&L Email), but the responsibility for maintaining usable copies of your records rests entirely with you. ITF Business does not guarantee the continued availability, integrity, or recoverability of any data stored in the Service.

You acknowledge and agree that:

ITF Business is not liable for any data loss, corruption, deletion, or inaccessibility of your records, whether caused by software bugs, hardware failures, third-party service outages (including Firebase, Google, and other listed sub-processors), account suspensions, security incidents, force majeure, your own actions, or any other cause
The Service may experience downtime, maintenance windows, or be discontinued entirely at any time, with or without notice, and you must retain independent copies of any data you cannot afford to lose
You should regularly export your records (using the in-app PDF and Excel export tools, or the optional Monthly P&L Email) and keep those copies on storage you control
If you lose access to your account (forgotten credentials, suspension, etc.) we may be unable to recover your data, and we are not obligated to do so
Tax-substantiation records (mileage logs, receipts, invoices) must be preserved by you in a form that satisfies IRS Publication 463 and any applicable state requirements; storing them in RoadFolio alone is at your own risk

3.4 Acceptable Use

You agree NOT to:

Use the Service to commit fraud, tax evasion, money laundering, or any illegal act
Upload content that is defamatory, harassing, obscene, or infringes another party's rights
Impersonate another person or business
Attempt to access, tamper with, or reverse-engineer non-public areas of the Service
Probe, scan, load-test, or circumvent any rate limits or access controls
Attempt to manipulate the AI assistant to reveal system prompts, bypass safety rules, generate deceptive content, impersonate a professional (CPA, attorney, etc.), or produce content that facilitates the acts prohibited above (commonly known as "prompt injection" or "jailbreaking")
Use automated scripts or bots to access the Service except for documented APIs
Resell, sublicense, or offer the Service to third parties without written permission

We may suspend or terminate accounts that violate this section, and we reserve the right to retain prompt/message logs for abuse detection and dispute resolution.

4. Your Content and License

You own the content you create in RoadFolio, your invoices, quotes, proposals, client records, expenses, income, mileage logs, receipts, odometer photos, notes, and any other data ("Your Content"). By using the Service, you grant ITF Business a worldwide, non-exclusive, royalty-free license to host, store, reproduce, display, and process Your Content solely to provide the Service to you (for example: syncing it across your devices, generating your PDF invoices, feeding it to your AI assistant queries, and creating your backups).

This license ends when you delete the content or close your account, subject to retention described in Section 12 and the Privacy Policy.

Documents you generate (invoices, quotes, proposals, contracts) are agreements between you and your customer. RoadFolio is not a party to these agreements and is not responsible for their enforceability, accuracy, compliance with contract law, lien law, licensing requirements, or any industry-specific disclosures.

5. AI Features, Special Terms

RoadFolio includes generative AI features: RoadBuddy (chat assistant), AI Draft (invoice/quote/proposal drafting), Voice AI (speech-to-text and text-to-speech), Receipt OCR, and Odometer OCR. These are powered by third-party providers (Anthropic, Deepgram, ElevenLabs, Google Vision).

No professional advice. AI output is informational only. It is NOT legal, tax, accounting, financial, or other professional advice.
Review before use. AI-generated invoices, quotes, proposals, reminders, and drafts may contain errors. You must review every line item, amount, date, and name before sending, printing, filing, or relying on the output.
No training on your data. We have contractually configured our AI providers so that Your Content is NOT used to train their foundation models. Your prompts and outputs are processed ephemerally and subject to each provider's short-term retention (generally 30 days or less). See our Privacy Policy for each provider's details.
Variability. AI output is non-deterministic, the same prompt can produce different results. Do not rely on the AI producing a specific output.
Misuse. Attempts to prompt-inject, jailbreak, exfiltrate system instructions, or weaponize outputs against third parties violate Section 3.3 and may result in account termination.

6. Beta / Experimental Features

From time to time we release features labeled "Beta," "Experimental," "Preview," or similar. Beta features are provided AS IS, WITHOUT WARRANTY OF ANY KIND, may have more bugs or outages than the rest of the Service, may be modified or discontinued without notice, and are not covered by any service-level commitment. Feedback you voluntarily provide about Beta features may be used by us without restriction or compensation.

7. Limitation of Liability

CRITICAL, READ CAREFULLY

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

ITF BUSINESS AND ITS OWNERS, EMPLOYEES, CONTRACTORS, AND AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES
WE SHALL NOT BE LIABLE FOR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, BUSINESS OPPORTUNITIES, OR FOR BUSINESS INTERRUPTION
WE SHALL NOT BE LIABLE FOR ANY TAX PENALTIES, INTEREST, AUDITS, ADDITIONAL TAXES OWED, OR MISSED DEDUCTIONS
WE SHALL NOT BE LIABLE FOR SERVICE INTERRUPTIONS, DATA LOSS, TECHNICAL FAILURES, OR THIRD-PARTY PROVIDER OUTAGES
WE SHALL NOT BE LIABLE FOR DISPUTES BETWEEN YOU AND YOUR CUSTOMERS, CLIENTS, VENDORS, OR ANY OTHER THIRD PARTY
OUR TOTAL AGGREGATE LIABILITY TO YOU FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) ONE HUNDRED U.S. DOLLARS ($100) OR (B) THE FEES YOU ACTUALLY PAID TO ITF BUSINESS IN THE TWELVE (12) MONTHS PRECEDING THE FIRST EVENT GIVING RISE TO THE CLAIM

Some jurisdictions do not allow the exclusion or limitation of certain damages; in those jurisdictions our liability is limited to the greatest extent permitted by law.

8. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION:

MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, TITLE, OR QUIET ENJOYMENT
ACCURACY OR RELIABILITY OF ANY INFORMATION, INCLUDING AI OUTPUT AND TAX ESTIMATES
UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE OPERATION

We do not warrant that the Service will meet your requirements or that errors will be corrected.

Document Templates Are Not Legal Advice. RoadFolio and ITF Business are not a law firm and do not provide legal advice or legal services. Any contract, agreement, or document templates offered through the Service are general informational starting points only, have not been reviewed by an attorney for your specific situation or jurisdiction, and are not a substitute for the advice of a licensed attorney. Your use of these templates does not create an attorney-client relationship. You are solely responsible for the content, accuracy, legality, and enforceability of any document you complete, send, or sign, and we strongly recommend you have important documents reviewed by a licensed attorney in your jurisdiction before relying on them.

9. Indemnification

You agree to indemnify, defend, and hold harmless ITF Business and its officers, directors, employees, agents, licensors, and suppliers from and against all claims, losses, expenses, damages, and costs, including reasonable attorneys' fees, arising from or related to:

Your violation of these Terms
Your use or misuse of the Service
Your violation of any law, regulation, or third-party right
Any tax liability, penalties, or audits related to your use of the Service
Any data, invoice, quote, proposal, or message you submit, post, or transmit through the Service
Any dispute between you and your customer or client

10. Third-Party Services and Sub-Processors

RoadFolio integrates with third-party services that are essential to the Service. A current list of our named sub-processors (who process your data on our behalf) is maintained in our Privacy Policy and includes at minimum:

Service	Purpose
Google Firebase	Authentication, database, file storage, cloud functions
Stripe	Subscription billing
Square	Payment processing, bank transactions
Plaid	Bank account linking and transaction sync
Anthropic	AI assistant, AI drafting, AI OCR (Claude Vision)
Deepgram	Speech-to-text
ElevenLabs	Text-to-speech voice synthesis
Google Cloud Vision	Receipt and document OCR
Google (Calendar, Maps, Gmail)	Calendar sync, mapping, email delivery (optional)

Your use of third-party services is also subject to their respective terms and privacy policies. We are not responsible for the availability, accuracy, security, or functionality of third-party services, and we do not control their pricing, features, or data-handling practices.

11. Subscriptions, Billing, and Refunds

Subscription Plans. RoadFolio offers three tiers: a Free tier ($0), a Pro tier ($29.99/month or $299.00/year), and an Elite tier ($49.99/month or $479.00/year). Pro includes the full business toolkit without AI features; Elite includes everything in Pro plus AI features and additional storage. Paid subscriptions are billed through Stripe and renew automatically at the end of each billing period unless canceled. Storage add-ons (100 GB – 1 TB) are billed separately.

Auto-Renewal. Paid subscriptions automatically renew at the end of each billing cycle. You will be charged the then-current rate unless you cancel before the renewal date.
Cancellation. You may cancel at any time in Settings. Cancellation takes effect at the end of the current billing period, you retain access to paid features until then.
Refunds. Subscription fees are generally non-refundable. If you believe you were charged in error, contact us at roadfolio@gmail.com within 7 days of the charge and we will review your request on a case-by-case basis.
AI Credits. AI credits included with Elite reset monthly and do not roll over. Purchased AI credit packs are non-refundable once used.
Storage Add-ons. Recurring; cancel anytime. If you cancel add-on storage and your usage exceeds the free allowance, uploads will be blocked until you delete files or re-purchase add-on space. Your existing data remains readable.
Price Changes. We may change pricing with at least 30 days' notice. Continued use after a price change constitutes acceptance.

12. Termination and Data Retention

We may suspend or terminate your account at any time for violation of these Terms, fraudulent or illegal activity, non-payment of fees, or for any reason at our sole discretion. You may cancel your account at any time.

Data export. Before closing your account, you can export your data from Settings (CSV / PDF / Excel).
Retention after deletion. After you delete your account, we retain a subset of data for up to 90 days for backup recovery and fraud prevention, after which it is permanently deleted from live systems. Some records may be retained longer where required by law (e.g., tax records, anti-fraud logs).
Third-party copies. Data stored with our sub-processors (Firebase backups, Stripe invoices) is deleted on their schedules, not ours.

13. Service Availability

We do not guarantee uninterrupted access to the Service
We may modify, suspend, or discontinue any feature at any time without notice
We are not liable for any service interruptions, maintenance periods, or downtime
We may impose usage limits or rate limits at our discretion

14. Dispute Resolution, Arbitration

This section affects your legal rights. Read it carefully. It requires disputes to be resolved in binding individual arbitration, waives your right to a jury trial, and waives your right to participate in a class action.

14.1 Informal Resolution

Before filing any formal legal action, you agree to first contact us at roadfolio@gmail.com and attempt to resolve any dispute informally for at least 30 days.

14.2 Binding Arbitration

Any dispute not resolved informally shall be resolved by binding individual arbitration administered by the American Arbitration Association ("AAA") under its Consumer Arbitration Rules. The arbitration shall take place in Santa Cruz County, California (or remotely, at your option), and the arbitrator's decision shall be final and binding. Judgment on the award may be entered in any court of competent jurisdiction.

Exceptions: Either party may bring individual claims in small-claims court. Either party may seek injunctive or equitable relief in court for intellectual property infringement or breach of confidentiality.

14.3 Class Action Waiver

YOU AGREE TO RESOLVE DISPUTES ON AN INDIVIDUAL BASIS. YOU WAIVE ANY RIGHT TO PARTICIPATE IN A CLASS ACTION, COLLECTIVE ACTION, OR CONSOLIDATED ARBITRATION. California residents: nothing in this Section waives your right to public injunctive relief under applicable California law.

14.4 Opt-Out Right (30 days)

You can opt out of Sections 14.2 and 14.3 by sending a written opt-out notice to roadfolio@gmail.com within 30 days after you first accept these Terms. Your notice must include your full name, the email on your account, and a clear statement that you are opting out of arbitration. Opting out does not affect any other part of these Terms.

15. Governing Law

These Terms are governed by the laws of the State of California, without regard to conflict-of-law principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply. Subject to Section 14, any court action permitted under these Terms must be brought in the state or federal courts located in Santa Cruz County, California.

16. Intellectual Property

RoadFolio, including its name, logo, design, features, and content (excluding Your Content), is the intellectual property of ITF Business and is protected by copyright, trademark, and other laws. You may not:

Copy, modify, or distribute the Service
Reverse engineer or decompile the application, except to the extent expressly permitted by applicable law
Use our trademarks without written permission
Create derivative works based on the Service

17. Severability

If any provision of these Terms is found unenforceable, the remaining provisions shall continue in full force and effect. The unenforceable provision shall be modified to the minimum extent necessary to make it enforceable and reflect the original intent.

18. Entire Agreement

These Terms, together with our Privacy Policy and any additional terms referenced here (including third-party provider terms you accept by using those integrations), constitute the entire agreement between you and ITF Business regarding the Service and supersede all prior agreements or understandings.

19. Contact Information

ITF Business

Watsonville, California, United States

Email: roadfolio@gmail.com

Website: https://roadfolio.net