Aptli

Terms of Service

1. Acceptance of Terms

By accessing or using Aptli ("the Service"), you agree to be bound by these Terms of Service and all applicable laws and regulations. If you do not agree with any of these terms, you are prohibited from using or accessing the Service.

2. Service Description

Aptli is a commercial infrastructure asset management platform providing inventory tracking, work fulfillment, GIS feature management, and mobile field operations. The Service is available in two deployment models:

  • SaaS Deployment: Hosted infrastructure at clientname.aptli.io with fully isolated databases and servers per client.
  • Self-Hosted Deployment: Client-managed infrastructure on customer-owned or third-party servers.

Each client deployment maintains complete data isolation. No data, configurations, or information is shared between clients regardless of deployment model.

3. Authorized Access

Access to the Service is granted only to authorized users within your organization. You are responsible for:

  • Maintaining the confidentiality of your account credentials.
  • All activities that occur under your account.
  • Notifying us promptly of any unauthorized access or security breach.
  • Ensuring users have appropriate permissions based on their role (admin rights, role restrictions).

Attempting to access areas, data, or functionality for which you do not have explicit authorization is prohibited and may result in review of your account access.

4. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. Prohibited activities include but are not limited to:

  • Violating any applicable local, provincial, federal, or international law or regulation.
  • Attempting to gain unauthorized access to other client deployments, systems, or databases.
  • Uploading malicious code, viruses, or harmful software.
  • Using the Service to facilitate illegal activities, fraud, or criminal conduct.
  • Interfering with or disrupting the integrity, performance, or security of the Service.
  • Reverse engineering, decompiling, or attempting to extract source code.
  • Circumventing authentication, role restrictions, or security measures.

5. Data Ownership and Isolation

You retain all rights, title, and ownership of your data stored within the Service. We implement strict data isolation protocols:

  • Database Isolation: Each client deployment uses a dedicated database instance with no cross-client data sharing.
  • Infrastructure Isolation: SaaS deployments use separate server resources per client (shared domain infrastructure only for routing).
  • Access Restrictions: Our personnel do not access your database or data except as explicitly described below.

6. System Maintenance and Upgrades

We may access your database or system infrastructure only under the following conditions:

  • Pre-Approved Upgrades: System upgrades, data model migrations, or schema changes that have received prior written authorization from your designated administrator.
  • Emergency Support: Critical technical issues affecting Service availability or data integrity, with immediate notification to your administrator.
  • Legal Compliance: When required by valid legal process or law enforcement requests (see Section 10).

All system access is logged with timestamps, user identification, and actions performed. Access logs are available upon request.

7. Service Availability

While we strive for continuous availability, we do not guarantee uninterrupted access to the Service. Scheduled maintenance will be communicated in advance. We are not liable for:

  • Service interruptions due to maintenance, upgrades, or infrastructure failures.
  • Data loss resulting from your failure to maintain adequate backups (self-hosted deployments).
  • Third-party service outages affecting connectivity or authentication providers.

8. Termination Rights

We reserve the right to suspend or terminate your access to the Service, with reasonable notice, under the following circumstances:

  • Suspected illegal activities, fraud, or criminal conduct.
  • Material breach of these Terms of Service.
  • Failure to pay applicable fees (SaaS deployments).
  • Activities that threaten the security or integrity of our infrastructure or other clients.

Upon termination, you will receive reasonable time (minimum 30 days when feasible) to export your data. We comply fully with law enforcement and legal processes as required by applicable authorities.

9. Mobile Application

The Service includes a Progressive Web App (PWA) for mobile field operations. The mobile application:

  • Requires installation permission from your device.
  • May cache data locally for offline functionality.
  • Uses GPS and camera permissions only when explicitly requested for features (QR scanning, location-tracked pickups).
  • Syncs data when network connectivity is available.

10. AI Assistant Features (Opt-In)

The Service offers optional AI-powered features through Anthropic's Claude API, including Smart Search, Data Analysis, and Writing Assistance. Use of AI features is entirely optional and requires explicit opt-in.

Requirements and Limitations

  • User Opt-In: You must enable AI features in your Communications Preferences to use this functionality.
  • Admin Permission: Your administrator must grant you the "canRunAiQueries" permission.
  • Rate Limits: AI usage is subject to rate limiting (default: 20 queries per hour) to manage costs.

Third-Party Data Processing

When you enable and use AI features:

  • Your queries, application context (visible records, map data), and file attachments are sent to Anthropic, Inc., a third-party AI service provider.
  • Anthropic processes this data using their Claude API to generate responses.
  • Aptli does not view, store, log, or collect your AI queries or responses. We act solely as a technical intermediary connecting you to Anthropic's API.
  • Data sent to Anthropic is governed by Anthropic's commercial terms and privacy policies. Anthropic states they do not train models on API customer data.

Your Responsibilities

By enabling AI features, you acknowledge and agree that:

  • You are voluntarily sharing application data with a third-party AI provider (Anthropic).
  • This data may include business-sensitive information from your visible records, maps, or uploaded files.
  • You understand Aptli does not control Anthropic's data processing and cannot guarantee data handling beyond our own infrastructure.
  • You will not use AI features to process highly sensitive, confidential, or regulated data (PII, PHI, financial information) unless you have independently verified compliance with applicable regulations.

Liability Limitations for AI Features

AI-generated responses are provided "as-is" without warranty. We are not responsible for the accuracy, completeness, or reliability of AI-generated content, or for decisions made based on AI recommendations. If you have concerns about third-party data processing, do not enable AI features. All core Service functionality operates independently of AI assistance.

11. Legal Compliance

We comply with all applicable laws and regulations, including:

  • Responding to valid subpoenas, court orders, and law enforcement requests.
  • Cooperating with federal, provincial, and local authorities investigating illegal activity.
  • Maintaining data compliance with industry regulations applicable to your sector.

When legally permitted, we will notify you of law enforcement requests regarding your data.

12. Intellectual Property

The Service, including all software, interfaces, documentation, and trademarks, is protected by copyright and intellectual property laws. Unless otherwise indicated, all source code, databases, functionality, software, website designs, audio, video, text, photographs, and graphics on the Site are owned or licensed by us. Licensed works including website elements have been properly obtained for commercial use.

You are granted a limited, non-exclusive, non-transferable license to use the Service for its intended purpose. You may not:

  • Copy, modify, or create derivative works of the Service.
  • Sell, resell, or sublicense access to the Service.
  • Remove or alter any copyright, trademark, or proprietary notices.
  • Reproduce, republish, upload, publicly display, distribute, or exploit any part of the Site for any commercial purpose without our express prior written permission.

13. Third-Party Links and Integrations

The Service may contain links to third-party websites or integrate with third-party services (such as AI providers, authentication providers, or mapping services). Such third-party services are not investigated, monitored, or checked for accuracy by us, and we are not responsible for their content, privacy practices, or policies.

Inclusion of or linking to any third-party service does not imply our approval or endorsement. If you choose to use or access any third-party service, you do so at your own risk, and the applicable third-party terms and policies govern. You should review the terms and privacy practices of any third-party service you use in connection with Aptli.

14. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be error-free or uninterrupted. Your use of the Service is at your sole risk.

15. Limitation of Liability

To the extent permitted by applicable law, Aptli and its suppliers will not be liable for any indirect, incidental, special, consequential, or punitive damages — including lost profits, data loss, or business interruption — arising out of your use of or inability to use the Service. Our aggregate liability for any claims relating to the Service will not exceed the fees you paid in the twelve months preceding the claim.

16. Modifications to Terms

We reserve the right to modify these Terms of Service at any time. Material changes will be communicated via email to your designated administrator at least 30 days before taking effect. Continued use of the Service after changes become effective constitutes acceptance of the modified Terms.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Ontario, Canada.

18. Cookies

This site may use cookies for the purpose of website analytics and improving user experience. By continuing to use the Service, you consent to our use of cookies. You may configure your browser to refuse cookies, but doing so may limit certain features of the Service.

19. Electronic Communications

Visiting the Site, sending us emails, and completing online forms constitute electronic communications. You consent to receive electronic communications and agree that all agreements, notices, and other communications we provide electronically satisfy any legal requirement that such communication be in writing. Any personal information you provide will be handled according to our Privacy Policy.

20. Contact Information

For questions about these Terms of Service, please contact us at contact@aptli.io or through the support channels provided within the Service.

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