Terms and Conditions

1. Introduction and Acceptance of Terms

Welcome to LatchLetter.

These Terms and Conditions govern your access to and use of the LatchLetter website, software application, subscription services, and associated features (collectively, the “Services”).

LatchLetter is a business management software platform designed to assist contractors, service providers, independent professionals, and businesses with administrative and operational activities, which may include estimates, invoicing, customer management, job tracking, employee coordination, and financial reporting.

By creating an account, purchasing a subscription, accessing, or using the Services, you agree to be bound by these Terms and our Privacy Policy.

If you do not agree to these Terms, you must not access or use the Services.

If you accept these Terms on behalf of a company or organization, you represent that you have the legal authority to bind that organization to these Terms.

2. Eligibility and Account Registration

To create an account and use LatchLetter, you must:

• Be at least 18 years old or the age of legal majority in your jurisdiction, whichever is greater.
• Have the legal capacity to enter into a binding agreement.
• Provide accurate, current, and complete registration information.
• Maintain the confidentiality of your account credentials.
• Use the Services only for lawful purposes.

You are responsible for activities occurring through your account, including activities conducted by employees, contractors, or other users you authorize.

You agree to notify LatchLetter promptly if you suspect unauthorized access to your account.

We reserve the right to suspend or restrict accounts that violate these Terms, subject to applicable law.

3. Description of Services

LatchLetter provides cloud-based business management tools that may include:

• Customer and contact management.
• Estimates, quotes, and proposals.
• Job and project management.
• Invoice creation and tracking.
• Employee and team management.
• Expense and material tracking.
• Project financial reporting.
• Scheduling and workflow organization.
• Additional features introduced over time.

Available features may vary depending on your subscription plan.

LatchLetter may update, improve, replace, or discontinue particular features as its software develops.

Where reasonably practicable, we will provide advance notice of material changes that substantially reduce the functionality of a paid subscription.

We do not guarantee that any particular feature will remain available indefinitely.

4. Subscription Plans and Fees

Certain LatchLetter features require a paid subscription.

Subscription options may include individual, professional, business, and other plans offered on our pricing page.

The price, billing frequency, included features, user limits, and applicable restrictions for each subscription will be displayed before purchase.

By purchasing a subscription, you authorize LatchLetter and its authorized payment processors to charge the payment method you provide according to the subscription terms disclosed at checkout.

All prices are displayed in United States dollars unless otherwise specified.

Applicable taxes may be added where required by law.

LatchLetter reserves the right to introduce new subscription plans or modify pricing, subject to the notice provisions below.

5. Automatic Renewal and Billing

Unless expressly identified as nonrenewing, paid subscriptions automatically renew at the end of each billing period until canceled.

Monthly subscriptions renew approximately once per month.

Annual subscriptions renew approximately once per year.

Before subscribing, customers will be informed of the subscription price, renewal frequency, applicable trial conditions, and cancellation procedures.

By affirmatively authorizing recurring billing during checkout, you consent to the recurring charges disclosed at that time.

We may use third-party payment processors to securely facilitate payments.

If a payment fails, we may notify you and provide an opportunity to update your payment information.

Continued nonpayment may result in restricted access, suspension, or termination of paid features.

6. Free Trials and Promotional Offers

LatchLetter may offer free trials, promotional discounts, or introductory subscription pricing.

The duration and conditions of each offer will be disclosed when presented.

If a free trial requires payment information and will automatically convert into a paid subscription, the applicable price, conversion date, billing frequency, and cancellation instructions will be disclosed before enrollment.

You will not be charged for a trial that does not include an authorized paid conversion.

Unless otherwise stated, promotional offers cannot be combined and may be subject to eligibility limitations.

LatchLetter may restrict repeated use of introductory offers to prevent abuse.

7. Subscription Cancellation

You may cancel your subscription at any time.

Cancellation stops future automatic renewals, subject to any applicable notice or billing requirements clearly disclosed when you subscribed.

Customers may cancel through the account billing settings where supported, or by contacting customersupport@latchletter.com.

We will not require unnecessary steps or unreasonable obstacles to cancel an eligible subscription.

Unless otherwise stated at checkout, a cancellation takes effect at the end of the current paid billing period, and access to paid features remains available until that period expires.

Cancellation does not automatically delete your account or your stored business information.

We recommend exporting important business records before your subscription ends.

Your statutory cancellation rights, where applicable, remain unaffected.

8. Refund Policy

Except where required by applicable law or expressly stated in a promotional offer or separate written agreement, subscription payments are nonrefundable once the applicable billing period begins.

Canceling a subscription does not automatically entitle you to a prorated refund for unused time.

If you believe a charge was unauthorized, duplicated, or made in error, contact customersupport@latchletter.com.

We will review billing disputes in good faith and provide refunds where legally required or otherwise approved.

Nothing in this section limits rights or remedies that cannot lawfully be waived.

9. Price Changes

LatchLetter may change subscription pricing.

We will provide advance notice of price increases affecting existing subscriptions, as required by applicable law.

Price changes will generally apply beginning with a future renewal rather than retroactively to a completed billing period.

Where applicable law requires additional consent or provides a right to cancel before a price increase, those requirements will be honored.

Continued use of a subscription following a properly disclosed and legally effective price change constitutes acceptance of the updated pricing, to the extent permitted by law.

10. Business Information and Customer Data

You retain ownership of the business information, customer records, estimates, invoices, project details, employee information, and other materials you upload or create using LatchLetter (“Customer Data”).

LatchLetter does not acquire ownership of Customer Data merely because it is stored or processed through the Services.

You grant LatchLetter a limited, nonexclusive license to host, store, transmit, process, reproduce, and display Customer Data solely as reasonably necessary to provide, maintain, secure, support, and improve the Services, and as otherwise permitted by our Privacy Policy or your instructions.

You are responsible for ensuring that you have the necessary rights and lawful authority to collect, upload, use, and share Customer Data.

You are also responsible for the accuracy, legality, and completeness of that information.

11. Privacy and Data Protection

LatchLetter respects the importance of protecting business and personal information.

Our collection, use, retention, disclosure, and protection of personal information are described in our separate Privacy Policy.

Where LatchLetter processes personal information on behalf of a business customer, that customer may be responsible for providing required notices, obtaining appropriate permissions, and complying with applicable privacy and employment laws.

Where required, the parties may enter into a separate Data Processing Agreement.

LatchLetter will implement reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information processed.

However, no internet-based system can be guaranteed completely secure.

Users should avoid uploading sensitive personal information that is unnecessary for their business operations.

12. Employee and Team Accounts

Business subscriptions may allow account administrators to invite employees, contractors, or other authorized users.

The account administrator is responsible for:

• Assigning appropriate access permissions.
• Managing authorized users.
• Removing access when individuals leave the organization.
• Ensuring that users comply with these Terms.
• Obtaining any legally required employee notices or consents.

Actions performed by authorized users may be attributed to the business account to the extent permitted by applicable law.

LatchLetter is not responsible for internal employment disputes, improper permission assignments, or unauthorized activities resulting from a customer's failure to manage account access appropriately, except to the extent caused by LatchLetter's own conduct or legal obligations.

13. Estimates, Invoices, and Financial Information

LatchLetter provides tools to help users create, organize, calculate, and manage business information.

Unless expressly stated otherwise, LatchLetter is not an accounting firm, licensed financial advisor, tax preparer, law firm, or construction consultant.

Users remain responsible for reviewing and verifying:

• Estimate calculations and quantities.
• Labor and material costs.
• Invoice amounts and payment terms.
• Applicable taxes.
• Project profitability calculations.
• Contractual obligations.
• Financial reports and business decisions.

Software-generated estimates, reports, and projections are informational tools and should not be treated as guaranteed financial outcomes.

LatchLetter is not a party to contracts, invoices, estimates, or transactions between its customers and their clients unless expressly agreed in writing.

14. Third-Party Services and Integrations

LatchLetter may integrate with external services, including payment processors, accounting platforms, communication providers, and other software products.

Use of third-party services may be subject to additional terms and privacy policies established by those providers.

LatchLetter does not control third-party platforms and is not responsible for their independent actions, availability, or policies, except where responsibility arises under applicable law or a separate agreement.

Third-party integrations may change or become unavailable.

15. Acceptable Use

You agree not to misuse the Services.

Prohibited activities include:

• Using LatchLetter for fraudulent, deceptive, or unlawful transactions.
• Uploading malicious software or attempting to compromise platform security.
• Accessing another user's information without authorization.
• Attempting to reverse engineer the Services except where legally permitted.
• Circumventing subscription restrictions or security measures.
• Using automated tools in a manner that disrupts platform performance.
• Uploading content that infringes another person's legal rights.
• Using the platform to send unlawful spam or unauthorized communications.
• Selling, sublicensing, or redistributing the Services without written authorization.

LatchLetter may investigate suspected violations and take proportionate action, including suspension or termination where appropriate.

16. Intellectual Property

The LatchLetter name, branding, website design, software, source code, documentation, original content, and related intellectual property are owned by LatchLetter or its licensors, as applicable.

Subject to these Terms and payment of applicable fees, LatchLetter grants you a limited, nonexclusive, nontransferable, revocable right to access and use the Services for your lawful internal business operations during your authorized subscription period.

This license does not transfer ownership of the software or any intellectual property rights.

You may not reproduce, distribute, commercially exploit, or create unauthorized derivative works from the Services except as permitted by applicable law or written agreement.

Your ownership of Customer Data remains subject to Section 10.

17. Service Availability and Maintenance

LatchLetter aims to provide reliable access to its platform.

However, availability may be affected by maintenance, software updates, infrastructure failures, internet outages, cybersecurity incidents, or circumstances beyond our reasonable control.

We do not guarantee uninterrupted or error-free operation.

Where practical, we will provide notice of scheduled maintenance likely to cause material service interruptions.

Users are encouraged to maintain independent copies of essential business records.

Any specific uptime or support commitments must be established in a separate written Service Level Agreement.

18. Data Export and Account Termination

Users may request access to or export of their Customer Data through available platform features or by contacting support.

Following account cancellation or termination, access to stored information may be limited.

Data retention period following account termination: [Insert Confirmed Retention Period].

After the applicable retention period, Customer Data may be deleted or anonymized in accordance with our Privacy Policy, contractual obligations, and applicable law.

Certain information may be retained longer where reasonably necessary for legal compliance, security, fraud prevention, dispute resolution, or legitimate recordkeeping obligations.

Users should export essential records before terminating their accounts.

19. Account Suspension and Termination

LatchLetter may suspend or terminate access if a user:

• Materially violates these Terms.
• Engages in fraudulent or unlawful activity.
• Creates a material security risk.
• Repeatedly fails to pay applicable subscription fees.
• Uses the platform in a manner that substantially harms other users or the Services.

Where reasonably practicable and appropriate, we will provide notice and an opportunity to resolve the issue before terminating an account.

Immediate suspension may be necessary to address security threats, fraud, or serious violations.

Users may discontinue use of the Services at any time, subject to applicable subscription and cancellation provisions.

20. Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS.

LATCHLETTER DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT TO THE EXTENT SUCH DISCLAIMERS ARE LAWFUL.

WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, COMPLETELY SECURE, OR SUITABLE FOR EVERY BUSINESS PURPOSE.

WE DO NOT GUARANTEE THAT USE OF THE SERVICES WILL INCREASE REVENUE, GENERATE PROFITS, SECURE CONTRACTS, OR PRODUCE ANY PARTICULAR BUSINESS RESULT.

NOTHING IN THESE TERMS EXCLUDES WARRANTIES OR RIGHTS THAT CANNOT LEGALLY BE EXCLUDED.

21. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, LATCHLETTER AND ITS OFFICERS, EMPLOYEES, CONTRACTORS, AND SERVICE PROVIDERS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES ARISING FROM OR RELATED TO THE SERVICES, INCLUDING LOST PROFITS, LOST BUSINESS OPPORTUNITIES, OR BUSINESS INTERRUPTION.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, LATCHLETTER'S TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATED TO THE SERVICES WILL NOT EXCEED THE GREATER OF:

• (A) THE TOTAL SUBSCRIPTION FEES PAID BY THE CUSTOMER TO LATCHLETTER DURING THE 12 MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR
• (B) ONE HUNDRED UNITED STATES DOLLARS ($100).

THESE LIMITATIONS APPLY REGARDLESS OF THE LEGAL THEORY ASSERTED, TO THE EXTENT PERMITTED BY LAW.

NOTHING IN THIS SECTION LIMITS LIABILITY FOR FRAUD, WILLFUL MISCONDUCT, OR ANY OTHER LIABILITY THAT CANNOT LAWFULLY BE LIMITED OR EXCLUDED.

22. Indemnification

To the extent permitted by applicable law, business customers agree to defend, indemnify, and hold harmless LatchLetter and its officers, employees, and representatives from third-party claims, damages, liabilities, and reasonable legal expenses arising from:

• Customer Data that infringes another person's rights.
• The customer's unlawful use of the Services.
• The customer's material violation of these Terms.
• The customer's unauthorized or unlawful handling of third-party information.

This obligation does not apply to the extent a claim results from LatchLetter's own negligence, misconduct, breach of these Terms, or violation of applicable law.

23. Changes to These Terms

LatchLetter may revise these Terms to reflect changes in the Services, business operations, legal requirements, or security practices.

The most current version will be available on our website.

For material changes, we will provide reasonable advance notice through email, account notifications, or another appropriate method.

Changes will not retroactively eliminate accrued legal rights.

Where required by law, we will obtain affirmative consent before implementing changes.

If you do not agree to revised Terms, you may discontinue use and cancel your subscription.

24. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Idaho, United States, without regard to conflict-of-law principles, except where applicable law requires otherwise.

Before initiating formal legal proceedings, the parties agree to make a good-faith effort to resolve disputes informally.

You may contact customersupport@latchletter.com with a description of the dispute.

If a dispute cannot be resolved informally, the parties may pursue available legal remedies in a court of competent jurisdiction.

Subject to applicable law, disputes arising from these Terms will be brought in the appropriate state or federal courts located in Idaho.

Nothing in this section deprives users of mandatory consumer protections or legal rights applicable in their jurisdiction.

25. Force Majeure

LatchLetter will not be responsible for delays or failures to perform nonpayment obligations caused by events beyond its reasonable control, including natural disasters, widespread internet disruptions, utility failures, government actions, labor disruptions, or other extraordinary circumstances.

This provision does not excuse obligations that cannot lawfully be suspended or excluded.

26. Severability

If any provision of these Terms is found unenforceable, unlawful, or invalid, the remaining provisions will continue in effect to the extent legally permissible.

Any unenforceable provision will be interpreted or limited only to the extent necessary to comply with applicable law.

27. Entire Agreement

These Terms, together with the Privacy Policy, applicable subscription terms, and any separate written agreements expressly incorporated by reference, constitute the agreement between you and LatchLetter regarding the Services.

If a separately executed written agreement expressly conflicts with these Terms, that agreement will control to the extent of the conflict.

28. No Waiver

Failure by LatchLetter to enforce any provision of these Terms does not constitute a waiver of its right to enforce that provision in the future.

29. Assignment

You may not assign your rights or obligations under these Terms without LatchLetter's prior written consent, except where prohibited by applicable law.

LatchLetter may assign these Terms in connection with a merger, acquisition, reorganization, or sale of substantially all relevant business assets, subject to applicable legal obligations.

30. Contact Information

For questions regarding these Terms, subscription billing, account access, or legal notices, contact: