Terms and Conditions

Last Updated: March 16, 2026

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (“Customer,” “you,” or “your”) and Empirevault LLC, a Texas limited liability company (“EmpireVault,” “we,” “us,” or “our”), governing your access to and use of the EmpireVault Cloud Suite platform and all related services, software, and documentation (collectively, the “Service”).

By creating an account, accessing, or using any part of the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are accepting these Terms on behalf of an organization, you represent and warrant that you have the authority to bind that organization. If you do not agree, you must not access or use the Service.

1. Description of Service

The EmpireVault Cloud Suite is an integrated, cloud-hosted business platform comprising the following modules:

Engage Plugin — A WordPress plugin providing live chat widgets, contact forms, waitlist and newsletter signup, and lead capture functionality for Customer websites.
CRM — Customer relationship management tools including a unified email inbox, contact and organization management, campaign creation and sequencing, task management, and email tracking.
Tickets — An AI-assisted service desk featuring ticket management, SLA enforcement, a knowledge base, customer satisfaction (CSAT) surveys, feature request tracking, and a customer self-service portal.
Hub — Platform administration tools including user management, role-based permissions, subscription and billing management, single sign-on (SSO) configuration, dynamic pricing plan administration, and immutable audit logging.

The Service is delivered as a multi-tenant, software-as-a-service (SaaS) application hosted on cloud infrastructure. Each module may be enabled or restricted based on the Customer’s subscription plan and tool entitlements.

2. Account Registration and Access

2.1 Account Creation

To use the Service, you must register for an account by providing accurate, current, and complete information. Each account is associated with an organization (“Tenant”). You may belong to multiple Tenants.

2.2 Authentication

Authentication is provided through WorkOS, a third-party identity platform supporting OAuth 2.0, SAML, and OpenID Connect (OIDC) protocols. EmpireVault does not store passwords locally. You are responsible for maintaining the security of your authentication credentials and any SSO identity provider configurations.

2.3 Account Responsibility

You are responsible for all activity that occurs under your account. You must immediately notify us at info@empirevault.com if you become aware of any unauthorized access or security breach. EmpireVault shall not be liable for any loss arising from unauthorized use of your account.

2.4 User Roles and Permissions

Account administrators may invite users, assign roles (such as admin, sales, support, or read-only), and manage permissions within their Tenant. You agree that role assignments and permission configurations are your responsibility.

2.5 Account Approval

EmpireVault reserves the right to review and approve or reject account registrations at its sole discretion. Accounts may be suspended or deactivated by Tenant administrators or by EmpireVault in accordance with these Terms.

3. Subscription and Billing Terms

3.1 Free Trial

New accounts receive a sixty (60) day free trial with up to two (2) user seats. No credit card is required to begin a trial. During the trial period, you will have access to the Service features available under your selected plan. If you do not subscribe to a paid plan before the trial expires, your account will enter a seven (7) day read-only grace period, after which access will be restricted to administrative functions only.

3.2 Subscription Plans

The Service is offered under the following plans:

Team Plan — $49 per seat per month, billed monthly or annually.
Enterprise Plan — Custom pricing, features, and terms available upon request.

Plan details, included tools, and pricing are subject to change. Current pricing is available at www.empirevault.com. Changes to pricing will not affect your current billing cycle but may apply upon renewal.

3.3 Seat-Based Billing

Subscriptions are billed on a per-seat basis. You may add or reduce seats at any time through the platform. Seat additions are prorated for the remainder of the current billing cycle. Seat reductions take effect at the start of the next billing cycle.

3.4 Payment Processing

All payments are processed securely through Stripe, Inc. (“Stripe”). By subscribing to a paid plan, you agree to Stripe’s terms of service. EmpireVault does not directly store your payment card information. You are responsible for keeping your payment method current.

3.5 Cancellation and Refunds

You may cancel your subscription at any time through the billing portal. Cancellation takes effect at the end of the current billing period. No partial refunds are provided for unused time within a billing cycle. Upon cancellation, your account will transition to an expired state and access will be limited to administrative functions, including the ability to export your data for a period of thirty (30) days.

3.6 Failed Payments

If a payment fails, we will attempt to collect the amount due according to Stripe’s retry schedule. If payment cannot be collected after reasonable attempts, your subscription may be suspended or terminated.

4. License and Permitted Use

4.1 License Grant

Subject to your compliance with these Terms and payment of applicable fees, EmpireVault grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service during the term of your subscription solely for your internal business purposes.

4.2 Engage Plugin License

The Engage Plugin component is provided as a WordPress plugin that you may install on websites you own or operate. The plugin is licensed, not sold, and remains the intellectual property of EmpireVault. You may not distribute, modify, decompile, reverse-engineer, or create derivative works of the plugin.

4.3 Restrictions

You shall not:

Use the Service for any purpose other than its intended business functions;
Sublicense, resell, rent, lease, or otherwise make the Service available to third parties;
Attempt to gain unauthorized access to any part of the Service or its infrastructure;
Remove, alter, or obscure any proprietary notices or labels;
Use the Service to build a competing product or service.

5. Acceptable Use

You agree not to use the Service to:

Violate any applicable local, state, national, or international law or regulation;
Send unsolicited bulk email (spam) or violate the CAN-SPAM Act, GDPR, or other applicable anti-spam and data protection regulations;
Transmit any material that is unlawful, defamatory, obscene, threatening, harassing, or otherwise objectionable;
Upload or transmit viruses, malware, or any other malicious code;
Interfere with or disrupt the integrity or performance of the Service or its infrastructure;
Harvest, scrape, or collect information about other users without their consent;
Impersonate any person or entity or misrepresent your affiliation;
Circumvent or attempt to circumvent any access controls, rate limits, or usage restrictions;
Use AI features to generate content that is misleading, deceptive, or harmful.

EmpireVault reserves the right to suspend or terminate accounts that violate this policy, with or without notice.

6. AI-Generated Content Disclaimer

6.1 AI Features

Certain features of the Service utilize artificial intelligence provided through the OpenAI API, including but not limited to: ticket triage and classification, draft reply suggestions, ticket summarization, translation, lead and importance scoring, feature request analysis, and ticket routing recommendations.

6.2 No Guarantee of Accuracy

AI-generated content is provided as suggestions only and may be inaccurate, incomplete, or inappropriate. You are solely responsible for reviewing, editing, and approving all AI-generated content before use. EmpireVault makes no representations or warranties regarding the accuracy, reliability, or suitability of AI-generated outputs.

6.3 Rate Limiting

AI features are subject to per-tenant daily and monthly usage limits as configured by your account administrator. These limits exist to ensure fair usage across all customers.

6.4 Data and Training

Customer data processed through AI features is sent to OpenAI solely for the purpose of generating responses. Your data is not used to train, improve, or fine-tune any AI models. OpenAI’s data processing is governed by their API data usage policies, which prohibit the use of API inputs and outputs for model training.

7. Data Processing

7.1 Data Security

EmpireVault employs industry-standard security measures to protect your data, including:

Encryption at rest — All sensitive fields are encrypted using AES-256-GCM;
Encryption in transit — All data transmitted between your browser and our servers is encrypted via TLS;
Multi-tenant isolation — Each Tenant’s data is logically isolated at the database level;
Immutable audit logging — Administrative and security-relevant actions are recorded in tamper-resistant logs.

7.2 Data Retention

Email messages are subject to configurable per-tenant retention policies with automated purging. Chat messages from the Engage Plugin are retained for ninety (90) days unless otherwise configured. You may export your data at any time through the Service.

7.3 Privacy Policy

Our collection, use, and disclosure of personal information is described in our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to our data practices as described therein.

7.4 Email Compliance

Campaign and marketing emails sent through the Service include CAN-SPAM compliant unsubscribe mechanisms, cryptographically signed unsubscribe tokens, and bounce suppression to maintain email deliverability and regulatory compliance. You are responsible for ensuring that your use of email features complies with all applicable laws.

8. Intellectual Property

8.1 EmpireVault Property

The Service, including all software, code, designs, interfaces, documentation, trademarks, and proprietary technology, is and remains the exclusive property of Empirevault LLC and its licensors. These Terms do not convey any ownership rights to you.

8.2 Customer Data

You retain all rights, title, and interest in the data you submit to the Service (“Customer Data”). You grant EmpireVault a limited license to host, process, and display Customer Data solely as necessary to provide the Service.

8.3 Feedback

If you provide suggestions, ideas, or feedback regarding the Service, you agree that EmpireVault may use such feedback without restriction or obligation to you.

9. Third-Party Services

The Service integrates with the following third-party services, each governed by their own terms:

WorkOS — Provides authentication, single sign-on (SSO), SAML, and OIDC identity management. Subject to WorkOS Terms of Service.
Stripe — Provides payment processing, subscription management, and billing portal functionality. Subject to Stripe’s Terms of Service.
OpenAI — Provides AI language model capabilities for ticket triage, summarization, drafting, translation, and analysis features. Subject to OpenAI’s Terms of Use.

EmpireVault is not responsible for the availability, accuracy, or practices of third-party services. Your use of these integrations is at your own risk and may be subject to additional terms.

10. Availability and Modifications

10.1 Service Availability

The Service is hosted on Kubernetes-based cloud infrastructure. While we strive to maintain high availability, we do not guarantee uninterrupted or error-free operation. The Service may be temporarily unavailable due to scheduled maintenance, infrastructure updates, or events beyond our reasonable control.

10.2 Modifications

EmpireVault reserves the right to modify, update, or discontinue any feature or module of the Service at any time. We will provide reasonable notice of material changes that reduce core functionality. Continued use of the Service after modifications constitutes acceptance of those changes.

10.3 Support

Support is available via email at info@empirevault.com. Response times and support levels may vary by subscription plan.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

11.1 THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

11.2 IN NO EVENT SHALL EMPIREVAULT, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY.

11.3 EMPIREVAULT’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS PAID BY YOU TO EMPIREVAULT DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

11.4 EMPIREVAULT SHALL NOT BE LIABLE FOR ANY LOSS OR DAMAGE ARISING FROM AI-GENERATED CONTENT, INCLUDING INACCURATE SUGGESTIONS, MISCLASSIFICATIONS, OR INAPPROPRIATE RESPONSES GENERATED BY AI FEATURES.

12. Indemnification

You agree to indemnify, defend, and hold harmless Empirevault LLC and its officers, directors, employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or in connection with:

Your use of the Service;
Your violation of these Terms;
Your violation of any applicable law or regulation, including CAN-SPAM, GDPR, and other data protection or anti-spam laws;
Any content you submit, transmit, or make available through the Service;
Your use or distribution of AI-generated content;
Any claim by a third party arising from your use of the Engage Plugin on your website(s).

13. Termination

13.1 Termination by You

You may terminate your account at any time by canceling your subscription through the platform billing portal or by contacting us at info@empirevault.com.

13.2 Termination by EmpireVault

We may suspend or terminate your account immediately, with or without notice, if:

You breach any provision of these Terms;
You fail to pay applicable fees after reasonable notice;
Your use of the Service poses a security risk or may subject us to liability;
We are required to do so by law.

13.3 Effect of Termination

Upon termination, your right to access the Service ceases immediately. You will have thirty (30) days following termination to request export of your Customer Data. After this period, we may delete your data in accordance with our data retention practices. Sections 6, 7, 8, 11, 12, and 14 shall survive termination.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, United States of America, without regard to its conflict of law provisions. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the state and federal courts located in Harris County, Texas. You consent to personal jurisdiction in these courts.

15. Changes to Terms

EmpireVault reserves the right to update or modify these Terms at any time. When we make material changes, we will update the “Last Updated” date at the top of this page and, where practicable, notify you via email or through the Service. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree with the revised Terms, you must stop using the Service and cancel your subscription.

16. Contact Information

If you have any questions, concerns, or requests regarding these Terms, please contact us:

Empirevault LLC
Houston, Texas
Email: info@empirevault.com
Website: www.empirevault.com