Terms of Service

The short version

The full terms are below and they are what actually binds us. This is a summary, and every line of it is true of the software as it is built today:

• Sovun Assistant prepares work; a person approves before anything leaves your business. Drafts, estimates, replies and follow-ups are prepared for review. Sending, posting and committing are human actions.
• Your business data is yours. We process it to run and support the service for you, and we do not sell it.
• Parts of the assistant use AI to write a first draft. A draft is a starting point, not a finished document, and it is never sent by the software. No QuickBooks information is sent to an AI provider.
• Our QuickBooks connections both read and write — and every write is a record a person at your business approved first. Section 8 sets out exactly what can be written, and what is switched off today.
• We run the service on hardware we operate ourselves, and we do not promise uptime. There is no redundant copy of the service running somewhere else.
• Deleting your account is something we do by hand, and it does not reach our backups. We say exactly what that means in section 13 rather than implying more.

1. What this document is

This page is the End User License Agreement and Terms of Service for Sovun Assistant (the "Service"), the software platform operated by Sovun Technologies ("Sovun", "we", "us"). It applies to the business using the Service (the "Client", "you") and to every person who signs in under your account.

When you first sign in, the Service shows you this agreement and asks you to click I Agree. That click is recorded with your user, your company, the date and time, the version of the agreement, and the IP address you accepted from, and it is treated as your electronic signature.

These terms and the Privacy Policy are the whole of the agreement between us about the Service, and they replace any earlier version of it.

2. Who we are

Sovun Assistant is built and operated by Sovun Technologies, a company in Maine, USA. Sovun Technologies is a very small operation — that is a fact worth knowing when you read the rest of this page, because it is why we make no claims about certifications, security teams or 24-hour response.

Registered entity: [TO BE COMPLETED BEFORE PUBLICATION — exact registered legal entity name and form]

Registered address: [TO BE COMPLETED BEFORE PUBLICATION — registered mailing address]

3. What Sovun Assistant is

Sovun Assistant is a hosted service, not software you install. You get an account and a portal in your browser; the software runs on our systems. We license you the right to use it during your term — we do not sell or transfer the software itself, and the platform, its code and its design stay ours.

The Service captures leads and requests, drafts replies and estimates, organises follow-ups, tracks inventory and builds where that applies to your trade, and prepares briefings and review packets. Which features are switched on varies by account and may change as we improve the product.

The Service is for business use. It is not a consumer product, and it is not for use in any situation where a failure or a delay could hurt someone.

4. The approval boundary — the core promise

This is the promise the product is built around: Sovun Assistant prepares work, and a person approves before anything is committed. The assistant does not send customer-facing messages, finalise pricing, commit schedule dates, post invoices, make purchases, or write to your outside systems on its own.

Concretely, in the software today:

• A reply to one of your customers goes out only when a person opens it in the review queue, writes or edits the text, and clicks send. The code path that sends refuses to run without a message body supplied by that person.
• One exception, stated plainly: Sovun Assistant does send some scheduled internal email on its own — a daily briefing and a weekly report — to your own business's address. Those are reports about your business, going to your business, rather than messages going out to your customers. But they are sent without anyone clicking anything, and "the software never sends email on its own" would be the wrong thing for you to take away.
• Follow-up sequences produce drafts on a schedule. They do not send.
• Everything the Service writes into QuickBooks is a record that was approved inside Sovun Assistant first. Nothing is written because the software decided to write it. Section 8 sets out what can be written, by which connection, and what is switched off.

Two honest limits on that promise

Approval is a control in the software, not a guarantee about people. Anyone you give an approving role can approve. Who holds those roles is your decision and your responsibility.

Our support access can act. When we open a support session into your workspace to help with a problem, that session is separately credentialed, expires after 30 minutes, and is labelled in the interface while it is running. It is not technically restricted to reading — an operator in a support session can take actions in your workspace, and a person doing that is not a person at your company. We describe this the same way in the Privacy Policy, and we would rather tell you than have you find it.

5. AI-written drafts

Some parts of Sovun Assistant use a large language model to write a first draft of an email reply. The draft is stored on the item in your review queue and pre-fills the reply box for a person to read, change or throw away. The drafting code does not send anything.

What is sent to the model provider when a draft is generated: your business name, the sender's name, the subject line, the first 4,000 characters of the message body, and the customer's name where we know it. Nothing else is put in the prompt.

No QuickBooks information of any kind is sent to an AI provider. That is not a policy we follow carefully — the drafting code cannot carry it. The prompt is built from those five fields and nothing reaches it from the accounting side of the product.

The provider we route these requests through is OpenRouter, which passes the request to Anthropic. Those two companies therefore receive the five fields described above, and their own terms govern what they do with them. We have not negotiated any special data-handling terms with either of them, and we are not claiming any here.

A model can be confidently wrong. Read a draft before you use it. Nothing the assistant produces is accounting, tax, legal or compliance advice, and you remain responsible for anything you send, sign, file or rely on.

6. Your account and your responsibilities

• Keep your login to yourself. You are responsible for what happens under your accounts. Sovun Assistant does not support multi-factor authentication today, which means your password is doing more of the work than it should — please make it a good one, and tell us straight away if you think it has been exposed.
• Use it lawfully, and for your own business. Don't use the Service to break the law, to harass anyone, or to send mail that people did not ask for.
• Regulatory compliance is yours. Licensing, advertising rules, record-keeping, product-specific rules in your industry — those are your obligations. The Service is a workflow tool.
• You are responsible for the information you put in about other people. Sovun Assistant holds names, phone numbers, email addresses and messages belonging to your customers, who have never dealt with us. You need the right to give us that information, and you are the one who answers to those people for it.
• Don't attack it. No probing security, no reverse-engineering, no scraping, no reselling access, no attempts to reach another company's data.

7. Your data

You own your data. The content you and your customers put into the Service stays yours. You give us permission to process it in order to run, support, secure and troubleshoot the Service for you.

We do not sell it, and we do not hand it to third parties except the service providers we need in order to run the platform — those are named in the Privacy Policy — or where the law requires it.

One thing worth saying out loud: we record which parts of the product each user opens, and we use that both to decide what to build next and to describe the product to other businesses. That is more than "running the service for you", so we would rather name it here than bury it. It is product-usage information about how the software is used, not your customers' records. The Privacy Policy sets out what is collected and how it is handled.

If something goes wrong. If we discover a security incident affecting your data, we will tell you within 24 hours of discovering it.

How your data is stored, who can reach it, which providers are involved and how long it is kept are all in the Privacy Policy, which forms part of these terms.

8. Connecting your other systems

You can connect other services to Sovun Assistant. You decide whether to connect them, and you can disconnect at any time. Each of those services is run by someone else under their own terms, and if you disconnect there, we lose access here.

QuickBooks Online

If you connect QuickBooks Online, an administrator on your side authorises the connection through Intuit's own sign-in screen. We never see or store your Intuit password.

We ask Intuit for one category of access — the accounting scope — and our own code then limits which record types may be touched at all. There are ten: company information, customers, items, payment terms, tax codes, accounts, vendors, purchases, time activities and invoices. Bills, deposits, journal entries, payments and employee records are deliberately excluded. The Privacy Policy explains what each is read for.

Reading. As the product is wired today, five of those ten are actually fetched — company information, customers, items, payment terms and tax codes. What comes back is shown in the response to the person who asked for it; it is not stored in our database. We state the permitted list of ten rather than the shorter wired list, because connecting a further route is a small change and we do not want this page to stop being true quietly.

Writing. Sovun Assistant is designed to write to QuickBooks as well as read from it, and that is how the connection is declared to Intuit. The writing the product is built to do is narrow and it is always second in line to a person: a record — for example an invoice — is prepared inside Sovun Assistant from your own data, put in front of someone at your business, and sent to QuickBooks only after that person approves it. The software does not decide to write, and there is no path by which it writes something nobody approved.

Two things are true about writing to QuickBooks Online today, and we would rather state them than let the word "write" imply more than is running:

• It is not enabled in production. The outbound connection our server is permitted to make to Intuit's accounting service currently accepts read requests only, and it stays that way until Intuit issues production credentials and we enable writing deliberately.
• When it is enabled, approval still gates every write. Enabling it does not change the rule in the paragraph above; it only makes the approved record able to reach your books.

If you disconnect — from inside QuickBooks Online, or by asking us — we revoke the authorisation with Intuit and mark the connection closed on our side. There is a short page explaining what happens and how to reconnect: QuickBooks disconnected.

QuickBooks Desktop

QuickBooks Desktop is a different product and it works differently, so we describe it separately rather than letting one description cover both.

If your company uses the QuickBooks Web Connector, it calls our service on a schedule and exchanges data with your open company file. In that arrangement we do store the item and assembly records it returns, in our database, so the rest of the product can use them. On a company's first full import we replace the provisional catalogue with what QuickBooks holds, after taking a backup copy first.

And if — and only if — write-back is switched on for your company, we write two kinds of record back into your company file: assembly builds you approved, and cost updates you approved. Nothing else can be written; the connector validates the shape of every request before it goes out, and two separate switches control this, both off unless you ask for them.

Calendars and email

If you connect a Google calendar, we ask for read-only calendar access plus your basic profile — nothing else, and we never ask for access to your Gmail mailbox. If you connect an Apple calendar, we read busy times only: start and end, never titles, notes or who is invited. Inbound email reaches us because you choose to forward it to an address we give you; we hold no access to your mailbox and cannot read anything you have not forwarded.

9. Fees

What you pay. The Service is charged as a monthly subscription on the plan your business signs up to, at the rates published on our pricing page — Starter at $149 per month, Growth at $299, Pro at $599, and Custom from $999. Where a plan carries a one-time setup fee, that fee is quoted to you and agreed before any work starts. All amounts are in US dollars and are exclusive of any tax that applies to you.

How you pay. Sovun Assistant issues and tracks your invoices, and you can see them in your portal. The platform processes no payments and stores no card details. There is no card processing in the software and no payment provider connected to it. Payment itself happens outside the product — by cheque, transfer, or a card taken by phone — and is recorded by hand against your invoice.

Term and cancellation. Subscriptions run month to month. There is no minimum term and no long-term contract. Either of us may cancel with 30 days' notice; you keep access for the notice period, and we do not refund part-months.

Price changes. We will only change a price with advance notice to you. And to be clear about what that means in practice: the price you sign at is the price you pay for as long as your account stays open. It does not go up. If we raise our published prices, that changes what new clients pay — never what you pay. The one thing that changes your rate is you choosing to move to a higher plan, which is charged at that plan's current price and is then locked in turn.

Unpaid invoices. If an invoice is overdue we will contact you before doing anything else. We may suspend access to the Service while an account is significantly overdue; suspension does not delete your data, and access is restored when the account is settled.

10. Availability — and what we do not promise

We do not offer an uptime guarantee, and we would rather say so than write a number we cannot stand behind. The Service runs on hardware Sovun Technologies operates itself in the United States, reached over the public internet through Cloudflare. There is one instance of it. We do not run a redundant copy in a second location, and there is no automatic failover.

That means maintenance, a power cut, a network fault or a hardware failure at that one location can take the Service offline, and it can stay offline until a person fixes it. We take a full backup of the database every night.

We may change, pause, or limit the Service if we find a safety, privacy, reliability or approval problem — and we would rather stop something than let it do the wrong thing on your behalf.

11. Changes to the Service and to these terms

Features get added, changed and occasionally removed. We aim to give reasonable notice before a change that materially affects how you work.

We may update these terms. If we make a material change, the updated version is presented in the app for acceptance the next time you sign in — the software records which version each user accepted and asks again when the version changes, so what you agreed to is always a specific version on a specific date.

12. Suspension and ending the relationship

Either of us can end this with 30 days' notice — email or a message in the app is fine.

We may suspend access without notice if an account is being used in a way that risks harm to someone, to your data or to the platform, or where the law requires it. Suspending an account signs its users out and blocks sign-in; it does not touch your data and it can be reversed.

If your account is on a trial, access stops when the trial period ends unless the account is converted. Your data is not deleted at that moment; see the next section for what actually happens to it.

13. What happens to your data when it ends

This section is deliberately specific, because it is the one most software terms are vague about.

• Getting your data out: we will produce an export for you on request. It is something we do by hand — there is no self-service "export everything" button in the product, though individual screens do export their own data to spreadsheets.
• Deleting it: deleting a company account is an administrator action we run. It removes your users and rows from every table in the live platform database that is keyed to your company — including, so you know, that company's own audit history. Two honest limits: the process cannot currently report a partial deletion, so a failure on any one table would not stop it reporting success; and it runs against the platform database only, not the separate internal console database described in the Privacy Policy.
• Deletion does not reach our backups. The database is backed up every night, both onto the machine and to an offsite copy. After a deletion, your data continues to exist in those backup copies until they age out, and one monthly archive copy is not on a removal schedule at all.
• How long we keep data if you say nothing: for as long as your account exists, and after that until the backups holding it age out. We do not operate a fixed retention period and we are not going to publish one we do not enforce — there is no scheduled process that deletes business records on a timetable.
• Asking us to delete something: write to [email protected]. A person handles it by hand, and we will respond within 14 days. The limits above — backups, and the separate console database — apply to any deletion we do.

14. Confidentiality

Each of us may see the other's confidential information. Each of us will protect it with reasonable care and use it only to do what this agreement is for. This does not cover information that is already public, that you or we already had, or that we are legally required to disclose.

15. No warranty

The Service is provided "as is" and "as available", without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that a draft it produces will be correct.

We hold no certification and have had no third-party security audit. Nothing on this page should be read as one.

16. Limitation of liability

To the maximum extent the law allows, Sovun is not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or lost revenue.

To the maximum extent the law allows, Sovun's total liability for all claims arising out of or relating to the Service is limited to the amount you paid us for the Service in the twelve months before the event giving rise to the claim.

Nothing in this section limits liability that cannot be limited by law.

17. Governing law

This agreement is governed by the laws of the State of Maine, without regard to its conflict-of-laws rules, and disputes will be handled in the state or federal courts located in Maine.

18. General

Severability. If any part of this agreement turns out to be unenforceable, the rest of it stays in force and the unenforceable part is limited to the smallest extent necessary.

Entire agreement. This page and the Privacy Policy are the entire agreement between us about the Service, and they replace any earlier proposal, quote or statement about it.

Assignment. Neither of us may transfer this agreement without the other's consent, except that either of us may transfer it to a successor in connection with a merger or a sale of substantially all of the business.

Notices. Notices to us go to [email protected]. Notices to you go to the email address on your account, or to a message in the app.

Survival. The sections on your data, confidentiality, no warranty, limitation of liability and governing law continue to apply after this agreement ends.

Waiver. If either of us does not enforce a term on one occasion, that does not give up the right to enforce it later.

Events outside our control. Neither of us is liable for a failure to perform caused by something outside our reasonable control, for as long as that lasts.

No third-party rights. This agreement is between you and us. Nobody else can enforce it.

19. Trademarks

Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission.

Other product and company names on this page are the trademarks of their owners, and naming them does not imply any relationship with them.

20. Contact

Sovun Technologies — [email protected] · 207-200-1165