Terms of Service

1. Eligibility & Authority

You represent and warrant that:

• you are at least 18 years of age
• you have the legal authority to enter into these Terms on behalf of yourself or the organization you represent
• if you are an Agency User installing FileSentinel for a business entity, you are authorized to bind that entity to these Terms
• any information you submit is truthful, accurate, and complete
• if you provide a phone number or email address, you are the subscriber, customary user, or otherwise authorized to consent to communications at that contact point
• your use of the Services does not violate any applicable law or regulation

The Services are intended for use by business professionals and their authorized clients in the United States.

2. Scope of Services

FileSentinel is a secure document collection platform distributed as a GoHighLevel Marketplace application. The Services include:

• Admin panel (Agency Users) - create and manage document requests, configure checklist templates, send magic links, view uploaded files, annotate documents, and manage portal settings within the GHL sidebar
• Client portal (End Clients) - access a secure, password-free upload portal via a time-limited magic link; view a structured document checklist; upload required files; receive in-portal annotation alerts
• Transactional email notifications - automated emails sent via Resend to notify Agency Users of uploads, portal access events, and link expiry
• Template library - pre-built and custom document request templates for tax returns, financial reviews, insurance applications, mortgage packages, and other professional engagements
• Security infrastructure - magic link generation, token expiry and revocation, Cloudflare R2 encrypted file storage, portal activity audit trail

The availability and features of the Services depend on the Agency User's active subscription plan (Starter at $97/month or Professional at $297/month). FileSentinel reserves the right to modify, expand, or discontinue features with reasonable notice.

3. Privacy & Communications

Your use of the Services is subject to FileSentinel's Privacy Policy, available at filesentinel.app/privacy, which is incorporated into these Terms by reference.

FileSentinel sends transactional communications as part of the normal operation of the Services. These communications are necessary to deliver the Services and cannot be individually opted out of while you remain a user.

Agency Users are responsible for ensuring that their communications to End Clients comply with applicable law, including the TCPA, CAN-SPAM Act, and A2P carrier requirements. FileSentinel is not responsible for Agency User communications initiated outside of FileSentinel's direct Services.

4. Consent to Communications

By providing your contact information in connection with the Services, you consent to receive:

• Transactional email messages from FileSentinel or from the Agency User's firm related to your document request, including magic links, upload confirmations, and annotation alerts
• Transactional text messages, if SMS delivery of magic links or portal notifications is configured by the Agency User and you have provided a phone number
• Account-related communications from FileSentinel to Agency Users regarding billing, updates, security notices, and changes to these Terms

Consent is not a condition of purchase, enrollment, or use of the Services.

You may revoke consent to receive text messages at any time by replying STOP to any message, or by contacting us using the information in Section 20. Revocation of consent to transactional emails may limit our ability to deliver the Services.

5. SMS & Text Program Terms

A. Program description

Where FileSentinel or an Agency User (using FileSentinel's Services) operates an SMS or MMS messaging program, text messages may be sent to phone numbers provided in connection with document requests. Messages may include: magic link delivery, upload confirmation receipts, portal access notifications, and document request reminders.

B. Message frequency

Message frequency may vary based on the number of active document requests and actions taken by you or the Agency User.

C. Charges

Message and data rates may apply. Standard messaging rates charged by your carrier apply to all messages sent and received. FileSentinel does not charge separately for SMS messages.

D. Consent standard

Consent to receive text messages is not a condition of purchase or use of the Services. Agency Users are responsible for obtaining and documenting appropriate consent from End Clients before initiating SMS communications.

E. Opt-out

You may opt out of text messages at any time by replying STOP to any message. You may also reply STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT where supported. After opting out, you will receive one final confirmation message and no further messages will be sent to that number, except as required by law.

F. Help

Reply HELP for assistance where supported, or contact us directly using the information in Section 20.

G. Effect of opt-out

Opting out of text messages does not affect your ability to access the portal or upload documents through a magic link. The Services remain fully accessible via email and magic link after an SMS opt-out.

H. No carrier liability

Wireless carriers are not liable for delayed or undelivered messages. Delivery is subject to network availability and carrier policies outside FileSentinel's control.

I. Number reassignment

If you provide a phone number that has been reassigned from a previous subscriber, you represent that you are the current subscriber or customary user and are authorized to receive messages at that number.

J. Logging

FileSentinel and its service providers may log opt-in events, opt-out events, message delivery attempts, and related metadata for compliance, fraud prevention, quality assurance, and dispute-resolution purposes.

6. Platform Use & User Responsibilities

You agree to use the Services only for lawful purposes and in accordance with these Terms. You agree not to:

• Submit false, misleading, or incomplete information
• Impersonate another person or misrepresent your authority
• Share, distribute, or disclose a magic link to any person other than the intended recipient
• Use a magic link to access a portal that was not issued to you
• Upload malicious code, viruses, ransomware, or other harmful content
• Submit another individual's phone number or email address without their knowledge and appropriate authorization
• Use the Services for purposes that violate applicable law
• Interfere with, disrupt, or attempt to gain unauthorized access to the Services or related infrastructure
• Reverse-engineer, decompile, or attempt to extract the source code of any part of the Services
• Use automated scripts, bots, or scrapers to interact with the Services
• Use the Services to send spam, unsolicited communications, or to evade opt-out controls

FileSentinel may suspend or terminate access without prior notice if it believes these Terms have been violated.

7. Professional Responsibility & Data Ownership

Data ownership

Agency Users retain ownership of all documents and data uploaded by their End Clients through the Services. FileSentinel does not claim any ownership interest in uploaded documents. FileSentinel's rights with respect to uploaded data are limited to storing, processing, and transmitting it as necessary to deliver the Services.

Agency User responsibilities

Agency Users are solely responsible for:

• Obtaining appropriate authorization from End Clients to collect their documents through FileSentinel
• Providing End Clients with accurate information about how their documents will be used, stored, and accessed
• Implementing their own document retention and destruction policies consistent with applicable professional standards
• Ensuring their use of the Services complies with professional licensing rules, engagement letter requirements, and applicable law
• Maintaining the confidentiality of their admin credentials and GHL account access
• Ensuring that magic links are sent only to the intended End Clients

No professional advice

FileSentinel is a technology platform, not a legal, accounting, tax, financial, or compliance advisory firm. Nothing in the Services or these Terms constitutes professional advice. Agency Users should consult qualified professionals regarding their own compliance obligations.

8. Intellectual Property

FileSentinel and its licensors own all intellectual property rights in the Services, including the platform software, source code, user interface, design, brand elements (FileSentinel name, logo, and Sentinel Backoffice brand), system default templates, and documentation.

These Terms grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services solely as described in these Terms and solely during your active subscription.

You may not copy, modify, distribute, sell, sublicense, or create derivative works from any part of the Services without express prior written consent from FileSentinel.

Your content: You retain full ownership of documents you upload and custom templates you create. You grant FileSentinel a limited license to store, process, and transmit your content solely as necessary to operate the Services on your behalf.

9. Third-Party Services & Integrations

The Services depend on and integrate with third-party platforms, including:

• GoHighLevel (GHL) - CRM platform through which FileSentinel is installed, authenticated, and billed. FileSentinel's availability may be affected by GHL platform changes, outages, or policy updates.
• Cloudflare - infrastructure including serverless compute (Workers), database (D1), file storage (R2), and security (WAF, DDoS protection).
• Resend - processes and delivers transactional emails on behalf of the Services.

FileSentinel is not responsible for the availability, performance, security practices, or actions of any third-party platform. Your use of third-party services is governed by their own terms and privacy policies.

10. Financial Data & Regulatory Frameworks

FileSentinel is a document collection technology platform. It is not a financial institution, investment advisor, insurance carrier, mortgage lender, tax preparer, or attorney.

GLBA service provider role

Agency Users who are financial institutions subject to GLBA - including registered investment advisors, mortgage brokers, insurance agents, and others - are responsible for complying with GLBA's Safeguards Rule and Privacy Rule. FileSentinel may function as a "service provider" as that term is used under GLBA, but does not independently assume the compliance obligations of a covered financial institution. Agency Users should ensure that their use of FileSentinel is addressed in their own information security programs.

IRS and professional standards

CPA firms and tax preparers using FileSentinel remain responsible for compliance with IRS Publication 1075 (if applicable), Treasury Circular 230, and applicable state CPA licensing rules regarding client data security and confidentiality.

Regulatory safe harbor

FileSentinel makes no representation that use of the Services satisfies any specific regulatory requirement of any federal or state agency. Agency Users are advised to consult legal counsel to assess whether FileSentinel meets the document handling requirements applicable to their specific practice.

11. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

FileSentinel does not warrant that:

• the Services will be uninterrupted, timely, secure, or error-free
• any errors or defects in the Services will be corrected
• the Services will meet your specific professional, regulatory, or compliance requirements
• the results obtained from use of the Services will be accurate or reliable
• any particular magic link or email notification will be delivered successfully

Some jurisdictions do not allow the exclusion of implied warranties; in such jurisdictions, any implied warranties are limited to the minimum scope and duration permitted by applicable law.

12. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, FILESENTINEL AND ITS OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AND LICENSORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF DATA, LOSS OF GOODWILL, BUSINESS INTERRUPTION, OR COST OF SUBSTITUTE SERVICES, ARISING OUT OF OR IN CONNECTION WITH THE SERVICES OR THESE TERMS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

IN NO EVENT SHALL FILESENTINEL'S TOTAL CUMULATIVE LIABILITY EXCEED THE GREATER OF: (A) TOTAL FEES PAID BY YOU IN THE THREE MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS (USD $100.00).

Some jurisdictions do not allow certain liability limitations; in such jurisdictions, FileSentinel's liability is limited to the maximum extent permitted by applicable law.

13. Indemnification

You agree to indemnify, defend, and hold harmless FileSentinel, LLC and its officers, directors, employees, contractors, agents, and successors from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:

• Your access to or use of the Services in violation of these Terms or applicable law
• Your unauthorized use of any End Client's personal information or documents
• Your failure to obtain appropriate consent from End Clients before initiating communications
• Any communications you send to End Clients outside of FileSentinel's direct Services
• Your violation of any third party's privacy rights or applicable privacy laws
• Any misrepresentation or breach of your representations and warranties under these Terms

14. Suspension & Termination

Termination by Agency User

Agency Users may cancel their subscription at any time through the GHL Marketplace. Cancellation takes effect at the end of the then-current billing period. No prorated refunds are issued for partial billing periods unless required by applicable law.

Trial period

If FileSentinel offers a free trial, your subscription will automatically convert to a paid plan at the then-current rate if you do not cancel before the trial ends.

Termination by FileSentinel

FileSentinel may suspend or terminate your access, with or without notice, if:

• You violate these Terms or applicable law
• Your GHL subscription lapses or is terminated
• Your payment cannot be processed after reasonable retry attempts
• FileSentinel determines suspension is necessary to protect the platform or other users
• FileSentinel discontinues the Services

Effect of termination

Upon termination: (a) your license to use the Services immediately ends; (b) FileSentinel will retain uploaded documents for up to 90 days during which Agency Users may export their data; (c) after the export period, FileSentinel may permanently delete Agency User data without further notice. FileSentinel is not liable for any loss of data resulting from account termination. Sections 8, 11, 12, 13, 15, 17, and 18 survive termination.

15. Electronic Notices & Records

You consent to receive all notices, agreements, disclosures, and other communications from FileSentinel electronically, including by email to the address associated with your Agency User account or by notices posted within the Services. Electronic communications satisfy any legal requirement that such communications be in writing, to the fullest extent permitted by applicable law.

You are responsible for keeping your contact information current and for monitoring your email for notices from FileSentinel.

16. Geographic Scope

The Services are operated from the United States and are intended for use within the United States. FileSentinel makes no representation that the Services are appropriate or available for use in locations outside the United States.

FileSentinel does not knowingly transfer personal information outside the United States except as necessary to operate the Services through Cloudflare's global edge network, which operates in accordance with applicable data protection requirements.

17. Governing Law & Venue

These Terms are governed by and construed in accordance with the laws of the State of Washington, United States, without regard to its conflict of laws principles.

Subject to the dispute resolution provisions in Section 18, any legal action or proceeding arising out of or relating to these Terms or the Services shall be brought exclusively in the state or federal courts located in [County], Washington.

18. Dispute Resolution

Informal resolution: Before initiating any formal legal proceeding, contact FileSentinel at the address in Section 20 with a written description of the dispute, your desired resolution, and your contact information. The parties will make a good-faith effort to resolve the dispute informally within 30 days.

Binding arbitration: If informal resolution fails, any dispute shall be resolved by binding arbitration administered by JAMS under its applicable rules. The arbitration shall be conducted in [County], Washington (or remotely by mutual agreement). The arbitrator's award shall be final and binding.

Class action waiver: Any arbitration shall be conducted on an individual basis only. You waive any right to participate in a class action or class-wide arbitration.

Exceptions: Either party may seek emergency injunctive or other equitable relief from a court of competent jurisdiction to prevent irreparable harm pending arbitration.

19. Changes to These Terms

FileSentinel reserves the right to modify these Terms at any time. For material changes, we will provide at least 14 days' advance notice via email to Agency Users and by posting a notice within the Services.

Your continued use of the Services after the effective date of any update constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you must discontinue use of the Services before the effective date.

20. Contact Information

For questions about these Terms, to report a potential violation, or to submit a legal notice:

FileSentinel, LLC
[Mailing Address Line 1]
[City, State ZIP Code]

Email: [email protected]
Website: filesentinel.app

Legal notices submitted via email will be considered received on the date they are sent, provided they are delivered to the address above and a delivery confirmation is obtained.