Terms of Service

These Terms of Service (“Terms”) govern your access to and use of Files2BI, including files2bi.com and the Files2BI web application (together, the “Service”), provided by COSTTRAIL INC, an Indiana corporation (“we”, “us”). By creating an account or otherwise using the Service, you agree to these Terms on behalf of yourself and, if applicable, the organization you represent.

1. The Service

Files2BI lets you upload documents, spreadsheets, images and web pages (“Customer Data”), ask questions about them in plain English, and build dashboards from them. In Browser-Private mode, files stay on your device and the search index is kept in your browser; the text of your files is sent to the Service to be masked and indexed, and is not stored by the Service.

2. Accounts and teams

You must be at least 18 years old and able to enter into a contract. You are responsible for keeping your credentials confidential and for all activity under your account. Tell us promptly at support@costtrail.io if you suspect unauthorized access. If you create an account for an organization, you confirm you have authority to bind it to these Terms.

A workspace owner may invite teammates. Teammates can see and work on the workspace's files, folders, dashboards and saved queries and use its token balance; each person's chat history stays private to them. The owner is responsible for who they invite and may remove members at any time.

3. Tokens, purchases and refunds

• Tokens. Certain actions, such as asking questions, uploading files and opening dashboards, consume tokens from your workspace's balance as described on our pricing page. New accounts receive a free token grant at our discretion.
• Token packs. Tokens are sold as one-time packs. There is no subscription and no automatic renewal. Purchased tokens do not expire while your account remains open.
• Payments. Purchases are processed by our payment partner, Lemon Squeezy, which acts as merchant of record and handles applicable taxes and receipts. We do not store card numbers.
• Refunds. Unused tokens are refundable within 30 days of purchase — contact us. Tokens have no cash value and cannot be transferred between accounts.
• Price changes. We may change pack prices or token rates for future purchases; changes never affect tokens you have already bought.

4. Acceptable use

You agree not to, and not to permit anyone to:

• Upload content you have no right to use, or content that is unlawful, infringing or malicious (including malware).
• Use the Service for any unlawful purpose or to infringe anyone's rights.
• Reverse engineer, resell, or use the Service to build a competing product, except as permitted by law.
• Circumvent token metering, rate limits or security controls, or probe the Service for vulnerabilities without authorization. Responsible-disclosure reports go to support@costtrail.io.
• Use the Service in breach of applicable export-control or sanctions laws.

We may suspend access if continued use threatens the integrity or security of the Service or breaches these Terms.

5. Your data

You retain all rights to Customer Data. You grant us a limited licence to host, copy, process and display Customer Data solely to provide the Service to you and your workspace, as described in our Privacy Policy. We do not use Customer Data to train AI models. You can delete files at any time.

6. AI-assisted features

Answers, summaries, charts and extracted fields are produced by AI systems and can be wrong or incomplete. Each answer cites its sources so you can check it; always do so before relying on it. The Service does not provide legal, accounting, tax, medical or financial advice and does not replace a qualified professional.

7. Automatic masking of sensitive data

When you upload a file, the Service automatically detects and masks certain sensitive data — such as card and bank account numbers, government ID numbers, email addresses, phone numbers, postal addresses, dates of birth and medical record numbers — before the content is stored, indexed or sent to an AI model, as described in our Privacy Policy.

• Best effort, not a guarantee. Masking is provided on a best-effort basis. Detection is automated and may not identify every instance — for example values in unusual formats, inside images or handwriting, in languages other than English, or split across lines or cells — and it may occasionally mask values that are not sensitive.
• Not a compliance certification. Masking is a safeguard. It does not by itself make your use of the Service compliant with laws or standards that apply to you, such as HIPAA, GDPR, India’s Digital Personal Data Protection Act or PCI DSS.
• Your responsibility. You remain responsible for deciding what to upload and for meeting your own legal, regulatory and contractual obligations. Do not upload data you are not permitted to store or share, such as card security codes.
• Tell us if something was missed. If you see a sensitive value that was not masked, delete the file and let us know at support@costtrail.io so we can improve detection.

8. Security

We maintain administrative, physical and technical safeguards designed to protect Customer Data, including encryption in transit and at rest, per-workspace access controls, least-privilege access and monitoring. You are responsible for the security of your own devices, and of files kept there in Browser-Private mode.

9. Intellectual property

The Service, including its software, user interfaces, documentation and branding, is and remains the property of COSTTRAIL INC and its licensors. Feedback you choose to send may be used without obligation.

10. Third-party services

The Service relies on third-party services such as Amazon Web Services and Lemon Squeezy. Those services are governed by their own terms.

11. Term and termination

These Terms apply while you have an account. You may close your account at any time by contacting us. We may suspend or terminate the Service for material breach or where required by law. On termination we delete Customer Data and account information as described in our Privacy Policy, subject to retention required by law.

12. Disclaimers

Except as expressly stated, 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, title and non-infringement.

13. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential or punitive damages, including loss of profits, revenue, data or goodwill. Each party’s aggregate liability arising out of these Terms will not exceed the amounts you paid us for the Service in the 12 months before the event giving rise to liability. These limits do not apply to your payment obligations or indemnification obligations.

14. Indemnification

You will defend and indemnify COSTTRAIL INC against third-party claims arising from your Customer Data, your use of the Service in breach of these Terms, or your violation of law. We will defend and indemnify you against third-party claims that the Service, as provided by us and used within these Terms, infringes a third party’s intellectual-property rights.

15. Governing law

These Terms are governed by the laws of the State of Indiana, USA, without regard to conflict-of-laws rules. The parties agree to the exclusive jurisdiction of the state and federal courts located in Hamilton County, Indiana, except that either party may seek injunctive relief in any court of competent jurisdiction.

16. Changes

We may update these Terms. Material changes will be posted here with a new “Last updated” date and, where appropriate, communicated by email or in-product notice. Continued use after the effective date means you accept the updated Terms.

17. Contact

COSTTRAIL INC, 1900 Pleasant Street, Noblesville, Indiana 46061-0813, USA. Legal: support@costtrail.io.