Terms of Service

By accessing or using Darkbyte Systems (“the Service”), you agree to be bound by these Terms of Service and our Privacy Policy. If you are entering into these Terms on behalf of a business, you represent that you have the authority to bind that business. If you do not agree to these terms, do not use the Service.

Darkbyte Systems provides a multi-tenant AI-powered business operating system, including AI knowledge bases, CRM, employee management, delivery routing, workflow automation, cybersecurity monitoring, and related modules, accessed through our web platform and APIs.

You must provide accurate, complete information when creating an account. You are responsible for maintaining the security of your credentials and for all activity under your account. You must notify us immediately of any unauthorized access.

Monthly plans: Billed monthly. You may cancel at any time; cancellation takes effect at the end of the current billing period.

Annual plans: Billed annually at the discounted rate. You may cancel within 30 days of your initial payment for a full refund. After 30 days, your subscription remains active until the end of the annual period with no cash refund; you may cancel renewal at any time to prevent future charges.

Free trial: Paid plans include a 15-day free trial. Your card will not be charged until day 16. You may cancel before then at no cost.

You agree not to use the Service to violate any law, infringe intellectual property rights, transmit harmful content, or interfere with the Service’s operation. Darkbyte Systems reserves the right to suspend accounts that violate these terms.

Your data belongs to you. You retain full ownership of all data you upload, enter, or sync into the Service, including business documents, customer records, pricing information, employee data, and any other content (“Your Content”).

Strict tenant isolation. Your Content is logically and technically isolated from every other customer’s data at the database layer using row-level security. Darkbyte Systems does not share, expose, or make accessible any portion of Your Content to any other customer of the Service — directly, indirectly, or through any platform feature. This is enforced at the infrastructure level, not solely by application logic.

Processing license. You grant Darkbyte Systems a limited, non-exclusive license to access and process Your Content solely for the purpose of providing the Service to you, including training the AI knowledge base (“the Brain”) on your own data to answer queries you submit.

Third-party AI processing. Queries submitted to the AI Brain are processed by Anthropic’s Claude API. Your query content and relevant excerpts from your knowledge base are transmitted to Anthropic for this purpose. Anthropic does not use API traffic to train its models. See our Privacy Policy and Data Processing Agreement for details.

To improve the Service and provide benchmarking features, Darkbyte Systems derives anonymized, aggregated insights from usage patterns across its customer base. The following rules govern this:

• No raw data crosses tenant boundaries. No portion of Your Content — including pricing, documents, customer information, employee records, or any other business data — is ever disclosed to, accessible by, or used to generate outputs for any other customer, directly or indirectly.
• Aggregation threshold. Cross-customer comparative insights (such as performance benchmarks or industry averages) are derived only from anonymized statistical aggregates across a minimum of twenty-five (25) active customers. No aggregate output is produced that could identify or be re-attributed to any individual customer.
• One-way pipeline. The aggregation pipeline is strictly one-directional: Your Content contributes to aggregate statistics; aggregate statistics produce platform-level insights; those insights are never traceable back to any individual customer’s data.
• No model training on raw data. Darkbyte Systems does not use Your Content to fine-tune, retrain, or build machine learning models that are shared with or accessible by other customers.
• Opt-out. You may request exclusion from cross-customer aggregation at any time by contacting [email protected]. Opting out does not affect your access to the Service.

You must not upload, enter, sync, or otherwise transmit Protected Health Information (“PHI”) as defined under HIPAA (45 C.F.R. § 160.103) into the Service. PHI includes individually identifiable health information in any form — electronic, paper, or oral — that relates to a person’s past, present, or future physical or mental health condition, the provision of healthcare, or payment for healthcare.

Darkbyte Systems is not a HIPAA-covered entity or business associate for customers operating under HIPAA. The Service has not been designed or certified for PHI processing. If your business handles PHI and you require a HIPAA-compliant platform, you must not use this Service for those workflows without first obtaining a signed Business Associate Agreement (“BAA”) from Darkbyte Systems.

To inquire about BAA availability, contact [email protected]. If no BAA is in place, use of the Service to store or process PHI is a material breach of these Terms and may result in immediate account suspension.

Darkbyte Systems retains all rights to the platform, software, AI models, and technology. You retain ownership of Your Content. Nothing in these Terms transfers intellectual property rights in the platform to you.

To the maximum extent permitted by law, Darkbyte Systems shall not be liable for indirect, incidental, special, or consequential damages arising from your use of the Service, including damages arising from AI-generated outputs. Our total liability shall not exceed the amounts paid by you in the 12 months preceding the claim.

AI outputs. The AI Brain provides information based on your uploaded content and general knowledge. Outputs are not professional legal, financial, medical, or regulatory advice. You are responsible for verifying AI-generated information before acting on it.

Either party may terminate this agreement at any time. Darkbyte Systems may suspend or terminate accounts that violate these Terms. Upon termination:

• Your access to the Service ceases immediately.
• Your Content is retained for 35 days to allow for data export requests, then permanently deleted from active systems.
• AI knowledge base entries (Brain index) are deleted within the same 35-day window.
• Backups are purged on a rolling basis consistent with our backup retention schedule.
• Some records (billing history, audit logs) are retained as required by law. See our Privacy Policy for retention schedules.

To request a data export before termination, contact [email protected].

If you are subject to GDPR, UK GDPR, CCPA, or similar data protection regulations in your processing of personal data using the Service, our Data Processing Agreement applies and is incorporated into these Terms by reference. Your acceptance of these Terms constitutes your acceptance of the DPA.

Enterprise customers requiring a countersigned DPA may request one by contacting [email protected]. We will provide a countersigned copy within 10 business days.

We may update these Terms from time to time. We will notify you of material changes by email or in-platform notice at least 14 days before they take effect. Continued use of the Service after changes constitutes acceptance.

These Terms are governed by the laws of the State of Oklahoma, without regard to conflict of law principles. Any disputes shall be resolved in the state or federal courts located in Oklahoma County, Oklahoma.

Questions about these Terms? Contact us at [email protected].