Acceptable use policy

1. Introduction

This Acceptable Use Policy ("Policy") sets out the rules and restrictions that apply to your use of the ReqFit platform and any related services, tools, or websites operated by CASM Labs Ltd ("we", "us", "our"), including the website at reqfit.com (together, the "Services").

This Policy forms part of our Terms and Conditions. By accessing or using the Services, you agree to comply with this Policy. If you do not agree with any part of this Policy, you must not use the Services.

We reserve the right to update this Policy at any time. Continued use of the Services following notice of an update constitutes acceptance of the revised Policy.

2. Who this Policy applies to

This Policy applies to:

all registered account holders;
all users accessing the Services on behalf of a business, organisation, or other entity;
all visitors to reqfit.com.

Where you are accessing or using the Services on behalf of a business or organisation, you represent and warrant that you have authority to bind that entity to this Policy and that the entity accepts these terms.

3. Business use only

The Services are provided exclusively for business-to-business use. By accessing or using the Services, you confirm that you are acting in the course of a business, trade, or profession, and not as a consumer.

The Services are not intended for use by individuals acting in a personal capacity outside of any business, trade, or profession. If you are not acting in the course of a business, you must not use the Services.

As the Services are provided exclusively to business customers, the consumer protection provisions of the Consumer Rights Act 2015 and any other applicable consumer protection legislation do not apply to your use of the Services or to any contract entered into between you and CASM Labs Ltd in connection with the Services. This includes, without limitation, any statutory rights relating to cancellation, refunds, or the quality of digital content that apply specifically to consumer contracts.

Nothing in this section affects any rights or remedies available to you under applicable business-to-business contract law or under legislation that applies equally to consumer and non-consumer contracts.

4. Permitted use

You may use the Services solely for lawful purposes and in accordance with this Policy, our Terms and Conditions, and all applicable laws and regulations.

Permitted use includes:

uploading proposal documents and request for proposal documents for the purpose of receiving an automated compliance and fit analysis;
accessing and downloading review reports generated by the Services;
managing your account, reviews, and billing settings;
contacting us for support or billing enquiries.

5. Prohibited use

You must not use the Services:

5.1 Unlawful activity

for any purpose that is unlawful under the laws of England and Wales or any jurisdiction from which you are accessing the Services;
to upload, transmit, or process any content that infringes the intellectual property rights, privacy rights, or other legal rights of any third party;
to commit fraud, engage in identity theft, or impersonate any person or entity.

5.2 Harmful or malicious activity

to upload or transmit any material that contains viruses, malware, ransomware, spyware, or any other harmful or disruptive code;
to attempt to gain unauthorised access to any part of the Services, our infrastructure, or any third-party systems connected to the Services;
to carry out any denial-of-service or distributed denial-of-service attack against the Services or any related infrastructure;
to probe, scan, or test the vulnerability of the Services without our prior written authorisation.

5.3 Misuse of the platform

to reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Services or the underlying AI models;
to use automated scripts, bots, crawlers, or other automated means to access or interact with the Services, except where expressly permitted by us in writing;
to circumvent, disable, or otherwise interfere with security features, access controls, or usage limits of the Services;
to create multiple accounts for the purpose of obtaining more than one free review;
to resell, sublicense, or otherwise commercialise access to the Services without our prior written consent.

5.4 Prohibited content

You must not upload, submit, or process through the Services any content that:

is classified, secret, or subject to government security clearance requirements;
contains personal data of third parties except where strictly necessary for the purpose of the proposal review and where you have obtained all necessary consents and have a lawful basis for processing under applicable data protection law;
discloses confidential information belonging to a third party without their authorisation;
is defamatory, obscene, threatening, or hateful;
promotes discrimination, incites hatred, or violates any applicable equality legislation.

5.5 Regulatory and export compliance

You must not use the Services in any manner that would violate applicable export control laws or regulations, including the export or re-export of any data or outputs to prohibited countries, entities, or individuals.
You must not use the Services if you are located in, or are a national of, any country subject to comprehensive sanctions administered by the UK Office of Financial Sanctions Implementation (OFSI), the United States Office of Foreign Assets Control (OFAC), or the European Union.

6. Document and data responsibilities

6.1 Your responsibility for uploaded content

You are solely responsible for all documents and data you upload to the Services. You represent and warrant that:

you have the right to upload and process the documents you submit;
the documents do not contain any content prohibited under section 5.4 of this Policy;
where the documents contain personal data, you have complied with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

6.2 Sensitive and regulated documents

The Services are not designed or certified for use with documents containing:

personal data of data subjects where a data protection impact assessment (DPIA) would be required under UK GDPR;
special category data as defined under Article 9 of the UK GDPR;
documents subject to legal professional privilege;
medical, clinical, or patient records;
government or defence classified information.

If you are considering using the Services with documents of this type, you should assess your own data handling obligations before doing so. We are transparent about how the Services operate and recommend reviewing our Privacy Policy for full details of our data processing practices.

6.3 Document processing and requirement retention

Uploaded RFP and proposal documents are analysed in memory and are cleared from active processing once your review report has been generated. The original source documents are not retained between reviews. To ensure consistency across sequential reviews of the same opportunity, the Services extract and retain a baseline list of requirements from your RFP, which remains attached to your account until you delete it or close your account. We do not use your documents or their contents to train any artificial intelligence model. Completed review reports remain available in your account for ninety (90) days from generation, after which they are deleted automatically, and you may delete a report manually at any time within that window. Full detail of our data handling is set out in our Privacy Policy and Data Processing Agreement. Notwithstanding the above, you remain responsible for ensuring your use of the Services complies with applicable data protection law.

7. Account security

You are responsible for maintaining the security and confidentiality of your account credentials. You must:

use a strong, unique password for your account;
not share your account credentials with any third party;
notify us immediately at security@reqfit.com if you become aware of any unauthorised access to or use of your account.

We will not be liable for any loss or damage arising from your failure to comply with these obligations.

8. AI-generated outputs and limitations of the Services

The review reports generated by the Services are produced using artificial intelligence and are provided for informational and analytical purposes only. You acknowledge and agree that:

AI-generated outputs may contain errors, omissions, or inaccuracies;
outputs should not be relied upon as a substitute for professional advice, including legal, commercial, or bid management advice;
we make no warranty, express or implied, as to the accuracy, completeness, or fitness for purpose of any review report generated by the Services;
the decision to submit a proposal, tender, or bid remains entirely your own, and we accept no liability for any outcome arising from your reliance on a review report.

8.1 Scope of analysis

The Services analyse the documentary compliance and requirement coverage of a proposal against the stated requirements of a request for proposal or equivalent document. The Services are designed to identify gaps between what a buyer has asked for and what a proposal addresses in writing.

The Services do not, and cannot, assess or predict all factors that may influence the outcome of a competitive procurement process. These include, without limitation:

the subjective preferences of evaluators or decision-makers;
the overall design, visual presentation, or aesthetic qualities of a proposal;
the personal relationships, prior history, or commercial rapport between a buyer and any competing supplier;
the relative commercial positioning, pricing strategy, or market reputation of competing suppliers;
factors internal to the buyer's organisation, including undisclosed preferences, budgetary constraints, or changes in procurement strategy;
any element of the evaluation process that is conducted outside the scoring of documented requirements.

A review report indicating strong requirement coverage does not guarantee a favourable procurement outcome. Equally, an unsuccessful bid outcome does not necessarily indicate a deficiency in the Services or in the review report provided. Many procurement decisions involve human judgement and organisational factors that fall entirely outside the scope of document analysis.

We accept no liability for any unsuccessful bid outcome, loss of contract, or commercial loss of any kind, whether or not a review report was produced in connection with the relevant submission.

9. Intellectual property

9.1 Our intellectual property

All intellectual property rights in the Services, including the platform, website, software, design, trade marks, and any content produced by us, are owned by or licensed to CASM Labs Ltd. Nothing in these terms grants you any right to use our intellectual property other than as necessary to use the Services in accordance with this Policy.

9.2 Your content

You retain all intellectual property rights in the documents you upload and the reports generated from your documents. By uploading documents to the Services, you grant us a limited, non-exclusive, non-transferable licence to process those documents solely for the purpose of generating your review report. This licence terminates upon completion of processing and deletion of the documents in accordance with our stateless processing model.

10. Enforcement

10.1 Suspension and termination

We reserve the right, at our sole discretion, to:

suspend or terminate your access to the Services, with or without notice, if we reasonably believe you have breached this Policy or our Terms and Conditions;
remove or disable access to any content that we determine, in our sole discretion, to violate this Policy;
report any suspected unlawful activity to the relevant authorities.

10.2 Reviews and payments on termination

Where your account is suspended or terminated due to a breach of this Policy, we reserve the right to withhold any unused review credits and no refund will be issued. This is without prejudice to any other rights or remedies available to us.

10.3 Cooperation with authorities

We will cooperate with law enforcement agencies and regulatory authorities and will disclose information about your account and usage of the Services where required to do so by law or by a valid court order.

11. Limitation of liability

To the fullest extent permitted by applicable law:

we exclude all liability for any loss or damage arising from your breach of this Policy;
we exclude all liability for any loss or damage arising from the misuse of the Services, including the uploading of prohibited content;
nothing in this Policy limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.

12. Governing law and jurisdiction

This Policy is governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with this Policy shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. How to report a violation

If you become aware of any use of the Services that you believe violates this Policy, please report it to us at:

Email: info@reqfit.com
Subject line: Acceptable use policy concern

We will investigate all reports and take appropriate action where a violation is confirmed.

14. Contact

For any questions about this Policy, please contact:

CASM Labs Ltd
71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
info@reqfit.com