Terms of Service - Simple Trust Portal

1. Acceptance of Terms

By accessing or using Simple Trust Portal ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

Simple Trust Portal is a document sharing platform designed for B2B organizations to publish and manage trust portals where they can share security and compliance documents with prospective customers.

2. Description of Service

Simple Trust Portal provides the following capabilities:

Creation and management of organization trust portals
Secure upload and storage of security and compliance documents
Document versioning with complete version history tracking
Document visibility controls (public download vs. request-only access)
External access request management with approval workflows
Non-Disclosure Agreement (NDA) support and acceptance tracking
Time-limited, download-restricted document sharing
PDF watermarking with requester information
Comprehensive audit logging and download tracking
Team member management with role-based access control

3. Account Registration and Security

3.1 Account Creation

To use Simple Trust Portal, you must create an account by providing accurate and complete information, including your name and email address. You may create an account using email and password, or by signing in with Google (OAuth 2.0). If you use Google Sign-In, we receive your name, email address, and profile picture from your Google account. You are responsible for maintaining the confidentiality of your account credentials.

3.2 Account Responsibilities

You agree to:

Provide accurate, current, and complete information
Maintain and update your information to keep it accurate and current
Maintain the security of your account credentials
If using third-party sign-in (e.g., Google), comply with that provider's terms of service
Notify us immediately of any unauthorized access or security breach
Accept responsibility for all activities that occur under your account

3.3 Organization Accounts

Each organization account is managed by one or more administrators who have full control over the organization's documents, team members, and settings. Administrators are responsible for their organization's use of the Service and compliance with these Terms.

4. Acceptable Use

4.1 Permitted Uses

The Service is intended for legitimate business purposes, specifically for sharing security and compliance documentation with prospective customers, partners, and stakeholders.

4.2 Prohibited Activities

You agree NOT to:

Upload malicious files, viruses, or malware
Upload illegal, harmful, or offensive content
Share copyrighted material without authorization
Impersonate any person or entity
Attempt to gain unauthorized access to the Service or other users' accounts
Interfere with or disrupt the Service or servers
Use automated systems to access the Service without permission
Violate any applicable laws or regulations
Use the Service to transmit spam or unsolicited communications
Circumvent any security features or access controls
Upload Protected Health Information (PHI) subject to HIPAA regulations, as the Service is not HIPAA compliant and does not sign Business Associate Agreements (BAAs)

4.3 Fair Usage Policy

Plans advertised with "unlimited" resources (such as document storage or access requests) are subject to our fair usage policy to prevent abuse and ensure service quality. "Unlimited" allowances are intended for normal business usage. We reserve the right to limit, throttle, or suspend accounts that exceed reasonable usage patterns, such as using the Service for mass file distribution, archival storage unrelated to trust center operations, or generating automated excessive traffic.

5. Content and Documents

5.1 Your Content

You retain all rights to the documents and content you upload to Simple Trust Portal. By uploading content, you grant us a license to store, process, and display your content solely for the purpose of providing the Service.

5.2 Content Responsibility

You are solely responsible for the content you upload, share, and make available through the Service. You represent and warrant that:

You own or have the necessary rights to upload and share the content
Your content does not violate any laws, regulations, or third-party rights
Your content does not contain malware, viruses, or harmful code
You have the authority to share the information with external parties

5.3 File Restrictions

We impose the following restrictions on uploaded files:

Maximum file size: 100MB per document
Prohibited file types: executable files (.exe, .bat, .sh, .cmd) and other potentially harmful formats
Files are subject to automated security scanning

5.4 Document Watermarking

PDF documents shared through approval workflows are automatically watermarked with requester information (name, email, date) for tracking and security purposes. Original documents are preserved unchanged.

5.5 Document Versioning

When you replace a document, the system creates a new version while preserving all previous versions for audit compliance and to maintain the integrity of external document shares. This ensures that external users with approved access can continue to access documents even after files are updated. All document versions are retained indefinitely while your organization account is active. When you delete your organization, all document versions are removed along with other associated data.

6. Access Requests and Document Sharing

6.1 Access Request Process

External users may request access to an organization's documents through the trust portal. Organizations have sole discretion to approve or reject access requests. Approved access includes:

Time-limited access (default: 7 days)
Download count limits (default: 10 downloads)
Secure, single-use share tokens
Full audit trail of all downloads

6.2 NDA Requirements

Organizations may require external users to accept a Non-Disclosure Agreement before accessing documents. NDA acceptance is tracked and logged for compliance purposes. By accepting an NDA, you agree to be bound by its terms.

7. Intellectual Property

7.1 Simple Trust Portal IP

Simple Trust Portal and its original content, features, and functionality are owned by us and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

7.2 User Content IP

You retain all intellectual property rights to your uploaded content. We do not claim ownership of your documents or information.

8. Data and Privacy

Your use of the Service is subject to our Privacy Policy. By using the Service, you consent to our collection, use, and disclosure of information as described in the Privacy Policy.

We maintain comprehensive audit logs of all activities for security, compliance, and transparency purposes. You can view and export these logs through your dashboard.

9. Service Availability and Support

9.1 Service Uptime

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

9.2 Service Changes

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with or without notice. We will make reasonable efforts to notify users of significant changes.

9.3 Support

Support is provided via email. We will make reasonable efforts to respond to support requests in a timely manner but do not guarantee specific response times.

10. Fees and Payment

The Service is currently provided at the pricing tier selected during signup (target pricing: approximately $20/month for small to mid-sized organizations). Fees are subject to change with notice.

Organizations are responsible for paying all applicable fees and taxes associated with their use of the Service.

11. Termination

11.1 Termination by You

You may terminate your account at any time through the settings page. Upon termination, your organization and all associated data will be permanently deleted.

11.2 Termination by Us

We reserve the right to suspend or terminate your access to the Service at any time, with or without notice, for:

Violation of these Terms
Fraudulent, abusive, or illegal activity
Non-payment of fees
Extended periods of inactivity

11.3 Effect of Termination

Upon termination, your right to use the Service immediately ceases. We may delete your data in accordance with our data retention policies. Provisions that by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, and limitations of liability.

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

Warranties of merchantability, fitness for a particular purpose, or non-infringement
Warranties that the Service will be uninterrupted, secure, or error-free
Warranties regarding the accuracy, reliability, or completeness of content
Warranties that defects will be corrected

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, TRUST PORTAL SHALL NOT BE LIABLE FOR:

Indirect, incidental, special, consequential, or punitive damages
Loss of profits, data, use, goodwill, or other intangible losses
Damages resulting from unauthorized access to or alteration of your content
Damages resulting from any third-party conduct or content
Damages resulting from service interruptions or data loss

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

14. Indemnification

You agree to indemnify, defend, and hold harmless Simple Trust Portal and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to your use of the Service, your content, or your violation of these Terms.

15. Governing Law and Disputes

These Terms shall be governed by and construed in accordance with the laws of the United States, without regard to conflict of law principles.

Any disputes arising from these Terms or the Service shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, except where prohibited by law.

16. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of material changes by posting the updated Terms on this page and updating the "Last Updated" date. Your continued use of the Service after changes constitutes acceptance of the updated Terms.

17. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

18. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Simple Trust Portal regarding the Service and supersede all prior agreements and understandings.

19. Contact Information

If you have questions about these Terms, please contact us:

General Inquiries: Via our contact page
Security Concerns: security@simpletrustportal.com
Service: Simple Trust Portal