Terms of Service

1. The service

MaterialDock is business software for contractors. It helps Customers maintain reusable product information, organize products and purchases by client and project, review receipt and invoice extraction, prepare quotes and change orders, generate reports, and preserve project and audit history.

MaterialDock does not provide construction, accounting, tax, legal, engineering, architectural, procurement, payment-processing, or inventory- warehousing services. Clients of a Customer do not receive MaterialDock accounts under the initial service. Stripe billing pays for access to MaterialDock and does not collect the Customer’s payments from its own clients.

The initial service is offered for use by business customers in the United States. MaterialDock does not currently support international service. This territory statement does not determine which federal or state laws apply to a particular Customer or person represented in Customer Content.

We may improve or change the service over time. We will not describe an unavailable feature as included in a paid plan, and material changes affecting an active subscription remain subject to applicable notice obligations.

2. Business eligibility and authority

You must be at least 18 years old, capable of entering a binding contract, and using MaterialDock for lawful business purposes. You may not use the service if you are barred from doing so under applicable law.

The person who creates a company workspace represents that they are authorized to act for that company. The initial release supports one Owner/Administrator. When collaboration is introduced, each person must use their own account; credentials may not be shared.

A private invitation creates a separate new account and initial company workspace; it is not an invitation to join another Customer's company or to share that Customer's credentials. Invitation-management permission is a separate system-operator permission, not a right of every company Owner.

3. Accounts and security

You must provide accurate account and company information, protect passwords, authentication factors, and recovery codes, and promptly notify us of suspected unauthorized access. You are responsible for activity performed through your account except to the extent caused by our breach of these Terms or applicable law.

MaterialDock may require email verification, recent reauthentication, or multi-factor authentication for sensitive actions. We may temporarily restrict access when reasonably necessary to investigate abuse, protect data, comply with law, or respond to a security risk.

4. Customer Content and permissions

“Customer Content” means information submitted to or generated through the service for a Customer, including company, client, project, product, supplier, pricing, purchase, quote, report, audit, and uploaded-document information. Customer retains its rights in Customer Content.

Customer grants MaterialDock a limited, non-exclusive right to host, copy, process, transmit, render, back up, and otherwise use Customer Content only as reasonably necessary to provide, secure, maintain, and support the service; to comply with Customer instructions; and to meet legal obligations. This right ends when the content is deleted from our systems, subject to the disclosed retention periods, backups, legal holds, and records we must retain. MaterialDock does not use private Customer documents, contacts, prices, supplier relationships, project records, or notes to train a MaterialDock model.

Customer represents that it has the rights, notices, permissions, and lawful basis needed to submit and process Customer Content, including information about clients, employees, suppliers, and job sites. Customer must not upload prohibited or unnecessary sensitive data identified in the Acceptable Use Policy.

5. Product information and historical records

Catalog and extracted product information may be incomplete, outdated, or incorrect. Customer is responsible for confirming manufacturer identifiers, descriptions, variants, quantities, prices, tax treatment, and project assignment before relying on them.

MaterialDock preserves snapshots, revisions, adjustments, and audit history for financially or historically significant records. Catalog updates do not automatically rewrite completed projects, accepted quotes, approved change orders, or finalized reports.

Community contribution and automatic promotion are not currently enabled. Accepting these Terms does not authorize contribution of company records to a shared catalog. Before introducing contribution, we will disclose the eligible fields and provide a separate Owner opt-in and withdrawal process. Private prices, supplier relationships, contacts, project records, notes and uploaded images are not shared catalog content.

6. Automated extraction and AI-assisted features

MaterialDock may use an artificial-intelligence provider to propose structured information from a document selected by an authorized user. Provider output is an untrusted draft. It may omit, misread, or invent information and does not modify confirmed business records until a user reviews and explicitly confirms the result.

Production AI extraction is currently disabled pending provider-control verification. If enabled later, its availability and processing disclosures will be presented before use. Neither free access nor a paid subscription automatically submits documents to an AI provider.

Customer is responsible for reviewing all extracted identifiers, quantities, prices, taxes, fees, allocations, and totals. MaterialDock does not guarantee the accuracy or availability of extraction, barcode, search, matching, or recommendation features. Manual entry and correction remain the authoritative fallback.

7. Quotes, reports, and business decisions

MaterialDock calculations and generated documents depend on Customer inputs and configuration. Customer is responsible for verifying every quote, change order, report, tax setting, markup, discount, allowance, term, and client-facing document before approval or delivery.

MaterialDock does not determine whether a quote or change order creates a binding agreement between Customer and its client. Electronic signature, contractor-to-client payment collection, and legal review of Customer forms are outside the initial service.

8. Acceptable use

Customer must comply with the Acceptable Use and Prohibited Data requirements identified in section 20. Without limitation, Customer may not use MaterialDock to:

• violate law or another person’s rights;
• upload malware or attempt unauthorized access;
• interfere with the service or bypass security, usage, or access controls;
• scrape, reverse engineer, resell, or reproduce the service except as law expressly permits;
• include full payment-card credentials, banking credentials, Social Security numbers, medical information, government identity documents, authentication secrets, or other prohibited data in Customer Content; or
• submit information Customer is not authorized to use.

These content restrictions do not prohibit using credentials through the service's normal authentication controls. Customers must remove prohibited information before submitting documents. File-type validation and malware screening do not guarantee that prohibited sensitive information in an upload will be detected or removed.

9. Plans, trial, and payment

The trial, recurring-charge, payment-failure and paid-cancellation provisions apply only to companies that start a paid subscription. A separate written access offer governs any complimentary grant; these Terms do not create a general free plan, charge a complimentary company or shorten its promised access. General account, security, lawful-use and privacy requirements apply to all Customers.

Permanent complimentary access has no scheduled access expiry, subscription renewal or automatic conversion to paid access for the initial company covered by the written offer. Ending the pilot or changing paid-plan prices does not end that grant or authorize charges to that company. The ordinary security, lawful-use and termination provisions still apply. Section 16 addresses a discontinuation of the service; permanence is not a promise to operate the service indefinitely or to provide uninterrupted availability. A more specific written access promise retains the priority stated in section 20.

MaterialDock may offer one seven-day trial per company, requiring a payment method. MaterialDock records when that trial begins and does not attach another trial to a replacement subscription. Checkout displays whether the trial applies and when paid billing begins. Unless the subscription is canceled before the displayed trial ends, the selected paid plan begins and Stripe charges the payment method according to the checkout terms.

Prices, billing frequency, included usage, taxes, and plan limits are shown at checkout or in the applicable order. By starting a paid subscription, Customer authorizes recurring charges until cancellation. Stripe processes payment credentials for MaterialDock subscriptions; MaterialDock's subscription-billing integration does not collect full card numbers or security codes. This does not mean that prohibited information submitted in Customer Content is automatically detected or removed.

MaterialDock will give existing customers at least 30 days' advance notice before a price increase applies to their subscription. Material changes to billing frequency or subscription terms will be clearly communicated before they take effect. Shorter notice is permitted only when required for legal, security, or provider-imposed reasons, subject to applicable law.

Only the company Owner may manage the MaterialDock subscription. Seat, storage, and document-extraction limits may vary by plan. The initial paid plan does not impose client or project count limits unless the displayed order says otherwise.

10. Payment failure and account state

If a paid subscription payment fails, MaterialDock may provide a configurable grace period, initially seven days, with notices to the Owner. If payment is not restored by the deadline, company access becomes read-only. We do not immediately conceal or delete company data because of one failed payment.

Successful payment or a valid replacement subscription may restore ordinary access, subject to any independent security, legal, or policy restriction.

11. Cancellation, refunds, and retention

An Owner with a paid subscription may cancel through the Stripe billing portal. Cancellation takes effect at the end of the paid billing period, and ordinary paid access continues until then. After paid access ends, company data ordinarily enters a 90-day read-only retention period during which the Owner may request full exports.

Paid fees are non-refundable and no refunds or credits are provided for partial billing periods, except where required by law or when MaterialDock confirms a billing error. Customer should report a suspected erroneous charge within 14 days for investigation. That reporting window does not limit a non-waivable right.

Reaching the retention deadline currently stops new export generation and download authorization. MaterialDock does not yet promise or perform automatic permanent deletion. The current behavior is described in the Data Retention and Deletion disclosure.

The paid-access retention window does not expire a separate complimentary grant. Privacy requests and legally required retention or deletion are separate from subscription access and remain governed by applicable law.

12. Third-party services

MaterialDock relies on service providers for hosting, storage, email, billing, security, and optional document extraction. Their processing is described in the Privacy Policy and subprocessor register. A third-party outage or change may affect a related feature.

Customer’s use of a third-party website or service, including Stripe-hosted checkout and billing management, may also be governed by that provider’s terms.

13. Confidentiality

Each party may receive non-public information that a reasonable person would understand to be confidential. The receiving party will use such information only to perform or receive the service and will protect it using reasonable care. This obligation does not apply to information that is public through no breach, already lawfully known, independently developed, or lawfully received without a duty of confidentiality.

A party may disclose confidential information when legally required after providing notice when permitted. MaterialDock may disclose Customer Content to authorized service providers under appropriate restrictions as needed to provide the service.

14. MaterialDock intellectual property and feedback

MaterialDock and its software, interfaces, documentation, designs, and service content are owned by Lens Analytics LLC or its licensors and protected by law. Subject to these Terms and payment of applicable fees, Customer receives a limited, non-exclusive, non-transferable right to use the service for its internal business purposes during its authorized access period.

If Customer voluntarily provides feedback, we may use it without restriction or compensation, provided we do not identify Customer publicly without permission or use Customer Content contrary to these Terms.

15. Suspension and termination

We may suspend or terminate access for a material breach, unlawful or abusive use, security risk, nonpayment of a paid subscription after the applicable grace period, or when required by law. When reasonable, we will provide notice and an opportunity to cure. Immediate action may be necessary for security, fraud, or legal reasons.

Customer may stop using the service and, if applicable, cancel its paid subscription at any time.

While company access and the export window remain authorized, the current company Owner may request and download a full-company export through the service. Both actions require authentication, current Owner authority and recent account confirmation. Download authorization lasts no more than 72 hours and never extends beyond an applicable company retention deadline. A completed or expired export does not erase the underlying records or backup copies.

If suspension or termination prevents normal export access, the Owner may contact [email protected] for review of the request and the applicable authority, security restrictions and legal obligations. This contact route does not bypass access controls or promise an automated post-termination export, restoration of access, or an additional fixed retrieval period. The paid-access retention window in section 11 is not a guaranteed window after termination for another reason. Applicable privacy and data-return duties remain unaffected.

Provisions concerning fees owed, intellectual property, confidentiality, disclaimers, disputes, and retained records survive as their nature requires.

16. Service availability and changes

During the initial pilot, product and account support is available by email at [email protected]. MaterialDock does not guarantee response or resolution times and does not offer a formal support service-level agreement.

We work to provide a reliable service but do not offer a formal uptime service level agreement in the initial release. Maintenance, provider failures, security events, and circumstances outside reasonable control may interrupt access. We may discontinue a feature or the service after reasonable notice when practical, subject to applicable law and Customer export rights.

For a planned service shutdown, when lawful and reasonably practicable, we will give advance notice and a reasonable opportunity for the authorized company Owner to use the existing export workflow before access ends. A security event, legal restriction, emergency or loss of the systems needed to generate an export may prevent advance access or retrieval; this paragraph does not guarantee recovery of unavailable data or create an unauthenticated recovery service. Discontinuation is not permission to convert an existing permanent complimentary grant into paid access or erase non-waivable rights.

17. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MATERIALDOCK IS PROVIDED “AS IS” AND “AS AVAILABLE.” LENS ANALYTICS LLC DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE, THIRD-PARTY DATA, EXTRACTION OUTPUT, CALCULATIONS, OR GENERATED DOCUMENTS WILL BE UNINTERRUPTED, COMPLETE, OR ERROR-FREE.

Nothing in these Terms excludes a warranty or right that applicable law does not permit the parties to exclude.

18. Governing law and disputes

Idaho law governs these Terms, subject to rights and protections that applicable law does not permit the parties to waive. These Terms do not require arbitration, select an exclusive court or venue, waive class actions or jury trials, or shorten a legally applicable deadline to bring a claim.

19. Changes to these Terms

We may update these Terms. Material changes will be presented through the service or sent by email before they take effect when required. MaterialDock records acceptance of the current published Terms and Privacy Policy before signup and requires acceptance of later effective versions before continued workspace access. A change to a linked supporting page alone does not amend a Customer's agreed price, complimentary access duration or other material contractual rights. Where a supporting-page change changes contractual obligations, we will present it through the applicable Terms update and notice or acceptance process, rather than silently replacing the agreement.

20. General terms

These Terms incorporate the following documents as presented with the version of these Terms accepted by Customer at signup or through a later update under section 19:

• Privacy Policy: https://app.materialdock.com/legal/privacy
• Acceptable Use and Prohibited Data requirements: https://app.materialdock.com/legal/acceptable-use
• Data Retention and Deletion disclosure: https://app.materialdock.com/legal/data-retention

The Service Provider and Subprocessor Register at https://app.materialdock.com/legal/subprocessors supplies additional processing information. Updates to provider facts do not by themselves amend agreed price, access duration or other material contractual rights; required notices and acceptance remain governed by section 19, the Privacy Policy and applicable law.

These Terms, the identified incorporated documents and any specific written access offer issued by an authorized MaterialDock operator form the agreement concerning the service unless the parties sign a separate agreement. A specific access offer controls a conflict about that offer's price or access duration; it does not waive account security, lawful-use requirements or privacy rights. If a provision is unenforceable, the remaining provisions continue in effect. A waiver must be in writing and does not waive a later breach. Customer may not assign these Terms without our consent except as part of a permitted merger or sale of substantially all relevant assets; Lens Analytics LLC may assign them as part of a merger, reorganization, or sale of the service. Neither party is liable for delay caused by events beyond its reasonable control, except for payment obligations.

21. Contact

MaterialDock is operated by Lens Analytics LLC doing business as MaterialDock.

• General and legal support: [email protected]
• Privacy requests: [email protected]
• Security reports: [email protected]