Terms & Conditions

These terms govern use of the DeepWell Technology website and application, operated by DeepWell Technology LLC ("DeepWell," "we," "us"), a company based in Alamogordo, New Mexico, USA. By creating an account or using the service, you agree to these terms.

1. Service description

DeepWell is a hosted document management and AI question-answering service for businesses that keep documents and paperwork. It stores your company's records (work orders, invoices, contracts, warranty documents, photos, and similar files) and lets your team ask questions about them in plain language, with answers that cite the source document.

2. Accounts

You must provide accurate information to create an account and are responsible for activity under your account and for keeping your login credentials secure. Accounts are scoped to your company; you control who on your team has access.

3. Acceptable use

• Don't upload content you don't have the right to store or process.
• Don't attempt to access another customer's account or data.
• Don't use the service to break the law or to attempt to disrupt, reverse-engineer, or overload the platform.
• If you choose to connect cloud storage or use email intake, when those features become available, connect only folders and senders you are authorized to share, and follow that provider's terms. We may pause imports or reject files that fail our checks or threaten the service.

4. Your data

You own the documents and data you upload to DeepWell. We store it under your account, do not sell it, and do not share it with other customers. If you cancel, you may request an export of your data or deletion of your account — see the Privacy Policy for details.

5. AI output disclaimer

Scans and photos are more error-prone. Documents that are scanned, photographed, handwritten, faded, skewed or low-resolution, or that contain tables or stamps, may be read incorrectly or incompletely, including numbers, dates, serial numbers, names and amounts. We do not guarantee that text, values or tables read from scans or photos are accurate or complete. The original image is kept and linked, so always check the cited source page before relying on a value. Records Rescue scanning is a conversion service and does not certify that a digital copy is legally equivalent to the original; keep originals where the law requires. AI output is not legal, tax, accounting, medical, safety or compliance advice, and you remain responsible for your decisions.

6. Fees and refunds

Plans are billed monthly or annually at the rates shown on our pricing page (Solo $99/mo, Team $199/mo, Crew $399/mo, Fleet $899+/mo). There is a 30-day free trial on the Solo plan (card required; you won't be charged until the trial ends). Annual prepay receives one month free. Each plan also includes a monthly document-scan (pages processed) allowance, a storage limit and a limit on the number of logins (the owner account is not counted), shown on the pricing page and on the Billing screen in your account. Donovan is included on every plan under fair use. Each account also has a monthly AI allowance that covers answering questions and reading documents. If the allowance is used up, AI features such as handoffs and document reading may pause until it resets on the date we show you in the app, and newly uploaded documents wait and are processed after the reset. Your stored documents stay available and searchable. We may change these limits as described in section 11. API access is included on the Fleet plan.

Refund policy: Monthly plans may be canceled at any time; cancellation takes effect at the end of the current billing period, and we do not provide prorated refunds for partial months. Annual plans are refundable in full if you cancel within 30 days of your first annual payment; after that 30-day window, annual payments are non-refundable. The Records Rescue scanning service is billed separately at $0.12/page with a $500 minimum, and is non-refundable once scanning has begun. If you believe you were billed in error, contact us at the email below within 30 days of the charge and we'll investigate.

7. Termination

You may cancel at any time. We may suspend or terminate an account for violation of these terms, non-payment, or activity that puts the security of the platform or other customers at risk. On termination, you may request an export of your data for a reasonable period before it is deleted.

8. Limitation of liability

To the maximum extent permitted by law, DeepWell and its officers and employees are not liable for indirect, incidental, or consequential damages arising from use of the service, including reliance on an AI-generated answer. Our total liability for any claim relating to the service is limited to the fees you paid us in the 12 months before the claim arose.

9. Governing law

These terms are governed by the laws of the State of Arizona, USA, without regard to conflict-of-law principles. Any dispute will be resolved in the state or federal courts located in Arizona.

10. Our commitments

These commitments are part of this agreement:

• Answers show their source. Answers DeepWell gives cite the document they came from. When the service cannot find a reliable answer in your records, it is designed to say so and show you the document rather than guess.
• Your records stay yours. Your data is stored under your company's own account, is not pooled with another customer's, and is not used to build anything for anyone else, except that if your company opts in, masked wrong-answer cases (with names, numbers and identifiers removed) may be used to test and improve the service. Without your opt-in, nothing is used that way. You can export or delete your data at any time.
• Built for the job. We design the service to be usable on a phone at a job site and on a weak connection.
• Measured before you rely on it. During setup we test your account on questions your team actually asks and show you the result before go-live.

These commitments describe how we build and operate the service. They do not replace the AI output disclaimer in section 5 or the limitation of liability in section 8.

11. Changes

We may update these terms as the product changes. Material changes will be reflected in the effective date above.

12. No warranty; availability

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICE OR AI OUTPUT WILL BE ACCURATE, COMPLETE, UNINTERRUPTED OR ERROR-FREE. WE DO NOT GUARANTEE ANY UPTIME OR AVAILABILITY LEVEL. The service depends on third-party providers and may be interrupted for maintenance or outages. Do not use the service as your only copy of records you are legally required to keep; keep your own originals and exports.

13. Confidentiality

Your uploaded content is your confidential information. We use it only to provide the service, protect it with reasonable care, and share it only with the providers and personnel who need it to run the service and are bound to protect it, or as the law requires. Likewise, please keep non-public details of the service (unreleased features, pricing arrangements) confidential. Information that is public, already known to the other party, independently developed, or lawfully received from someone else is not covered.

14. Security incidents

If we confirm that a security incident has compromised personal information or customer content in your account, we will notify the account owner by email without unreasonable delay. The notice will describe, as far as we know, what happened, what data was involved, what we are doing about it and what you can do. We will cooperate reasonably with your own legal notification duties. Keep the owner email on your account current.

Contact

Questions about these terms: support@deepwelltechnology.com.

DeepWell Technology LLC · Alamogordo, New Mexico, USA