Terms of Service
These Terms of Service ("Terms") are an agreement between you (the business or person who subscribes, "you" or "Customer") and SubCover HQ, operated by Matthew Friedman in Chicago, Illinois ("SubCover HQ," "we," or "us"). By subscribing, using the service, or clicking a button that refers to these Terms, you agree to them. If you are agreeing on behalf of a company, you confirm you have authority to bind it.
1. The service
SubCover HQ is a done-for-you administrative service for tracking certificates of insurance ("COIs"). Based on the vendor list and insurance requirements you give us, we request COIs from your subcontractors, vendors, and their insurance agents; read and review those COIs, using software including artificial intelligence ("AI") tools plus human review; compare them against your stated requirements; track policy expiration dates; send follow-up requests for missing, deficient, or expiring certificates; and report status and possible gaps to you. We may change, improve, or discontinue features from time to time.
2. We are not an insurance agent, broker, or law firm
SubCover HQ is not an insurance company, agent, broker, producer, adjuster, or law firm. We do not sell, bind, place, or interpret insurance, and nothing we provide is insurance, legal, or risk-management advice. A COI is informational only and does not by itself confer coverage or amend a policy; only the policy and its endorsements determine coverage. We do not guarantee that any vendor is insured, that any coverage exists or will respond to a claim, or that any COI is accurate, authentic, or complete.
You set your own insurance requirements, ideally with your insurance professional and attorney, and you remain solely responsible for all compliance, contracting, hiring, payment, and site-access decisions, including whether to let a vendor work. Our status labels (for example, "compliant" or "gap found") describe how a document compares with the requirements you gave us; they are not a determination of coverage.
3. AI review may contain errors
We use AI and automated tools to read documents. These tools can misread, omit, or misinterpret information, and human review does not catch every error. You should verify any information that matters to a decision, including by reviewing the COI and endorsements yourself or with your agent or broker, and tell us promptly if you see something wrong.
4. Your authorization to contact vendors and agents
You authorize us to contact, on your behalf and in your company's name, the subcontractors, vendors, and insurance agents or brokers you provide (and agents they refer us to), by email and similar channels, to request, receive, and follow up on COIs and related endorsements. You confirm you have the right to share their contact information with us for this purpose. We will only contact them about insurance documentation for your business, and we will honor reasonable requests from them to stop contact, in which case we will tell you.
5. Subscription, billing, and auto-renewal
- The service is a subscription billed in advance, currently $99 per month (plus any applicable taxes), through our payment processor, Stripe. There is no free trial.
- Your subscription renews automatically each month and your payment method will be charged at the then-current price until you cancel. We will give you at least 30 days' notice by email before any price increase takes effect.
- You authorize us and Stripe to charge your payment method for each renewal. If a payment fails, we may retry it and may suspend the service until it is paid.
6. Cancellation and refunds
You may cancel at any time by emailing subcoverhq@gmail.com or using any cancellation link we provide. Cancellation takes effect at the end of the current billing period; you keep access until then and will not be charged again. We do not provide refunds or credits for partial months or unused time, except where required by law. We may terminate or suspend the service for breach of these Terms, non-payment, or misuse, and if we end the service for our own convenience we will refund any prepaid fees for the unused period.
7. Your data
You (and your vendors, as applicable) own the vendor lists, requirements, COIs, and other materials provided to us ("Customer Data"). You grant us a limited license to use, copy, process, and store Customer Data only as needed to provide, secure, and improve the service and as described in our Privacy Policy. We do not sell Customer Data. After cancellation, you may request an export of your COIs and tracking records within 30 days; after that we may delete them as described in the Privacy Policy.
8. Acceptable use
You agree to give us accurate information and not to use the service to: send us data you have no right to share; harass, spam, or mislead anyone; request documents for any purpose unrelated to genuine vendor insurance compliance; upload malware or interfere with the service; or break any law. You are responsible for the conduct of your users.
9. Disclaimer of warranties
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, ACCURACY, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE, THAT VENDORS OR AGENTS WILL RESPOND, OR THAT ANY GAP OR LAPSE WILL BE DETECTED.
10. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW: (a) WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, OR UNINSURED OR UNDERINSURED LOSSES, CLAIMS, OR JUDGMENTS ARISING FROM ANY VENDOR'S LACK OF COVERAGE; AND (b) OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE OR THESE TERMS IS LIMITED TO THE FEES YOU PAID US IN THE THREE (3) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. These limits apply whatever the legal theory and even if we were told the damage was possible.
11. Indemnity
You will defend and indemnify us against third-party claims arising from your Customer Data, your instructions to us, your compliance and hiring decisions, or your breach of these Terms.
12. Governing law and disputes
These Terms are governed by the laws of the State of Illinois, without regard to conflict-of-law rules. Any dispute will be brought exclusively in the state or federal courts located in Cook County, Illinois, and both parties consent to that jurisdiction. Before filing a claim, please email us so we can try to resolve it informally within 30 days.
13. Changes to these Terms
We may update these Terms. We will post the new version here with a new "last updated" date and, for material changes, email active customers at least 15 days before they take effect. Continuing to use the service after that means you accept the changes; if you don't, you can cancel before they take effect.
14. General
These Terms and our Privacy Policy are the entire agreement about the service. If a provision is unenforceable, the rest stays in effect. Failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a sale or reorganization of the business. Neither party is liable for delays caused by events beyond its reasonable control.
15. Contact
SubCover HQ, Chicago, Illinois. Email: subcoverhq@gmail.com.