Terms of Service

1. Agreement to Terms

By accessing or using the stepbase platform at stepbase.ai ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service.

You must be at least 18 years of age to use the Service. By using stepbase, you represent and warrant that you meet this age requirement.

If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms. In such cases, "you" and "Customer" refer to that organization.

2. Description of Service

StepBase is a software-as-a-service (SaaS) workflow automation platform that enables organizations to design, manage, and execute structured approval and task workflows. The Service includes:

• A visual workflow designer for building multi-stage approval flows
• A form builder for creating structured data collection forms
• Condition-based routing with support for complex decision logic
• Team-based task assignments with role and permission management
• AI-powered flow generation and workflow suggestions
• HTTP connectors for integrating with external services
• Comprehensive audit trails and analytics

The Service is provided "as is" and "as available." StepBase uses commercially reasonable efforts to maintain uptime and availability, but does not guarantee uninterrupted access. Scheduled maintenance windows will be communicated in advance when possible.

3. Account Registration

To use the Service, you must create a workspace and provide accurate, complete, and current registration information. You agree to update your information promptly if it changes.

You are responsible for maintaining the confidentiality of your password and account credentials. Each account is intended for use by a single individual. Sharing login credentials between multiple people is not permitted.

You must notify StepBase immediately at [email protected] if you become aware of any unauthorized access to or use of your account. You are responsible for all activity that occurs under your account, whether or not authorized by you.

4. Subscription Plans & Billing

StepBase offers a free tier with limited features and usage. Paid subscription plans are available with additional capabilities, higher limits, and priority support. Current plan details and pricing are available on the StepBase website.

Paid plans are billed through Stripe on either a monthly or annual basis, as selected at the time of purchase. By subscribing to a paid plan, you authorize StepBase to charge your payment method on a recurring basis until you cancel. Annual subscriptions are billed in full at the start of each billing period.

StepBase may change pricing with at least 30 days' prior written notice. Price changes take effect at the start of your next billing cycle following the notice period. You are responsible for any applicable taxes associated with your subscription.

If a payment fails, StepBase will attempt to notify you and may retry the charge. Continued payment failure may result in suspension or downgrade of your account until the balance is resolved.

5. Workspace & Data Ownership

You retain full ownership of all workflow definitions, form submissions, records, and any other content you create or upload to stepbase ("Customer Data"). StepBase does not claim ownership of your data.

You grant StepBase a limited, non-exclusive license to use, process, and store Customer Data solely as necessary to provide and improve the Service. This license terminates when your data is deleted from our systems.

You may export your data at any time through the platform's export features. Upon termination of your account, StepBase will retain your data for 30 days to allow for export. After this retention period, all Customer Data will be permanently deleted from our systems.

6. Acceptable Use

Your use of the Service is subject to our Acceptable Use Policy, which is incorporated into these Terms by reference. You agree to comply with the Acceptable Use Policy in full.

Without limiting the Acceptable Use Policy, you agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations
• Attempt to gain unauthorized access to the Service, other accounts, or any related systems or networks
• Intentionally overload, disrupt, or degrade the performance of the Service or its underlying infrastructure
• Reverse engineer, decompile, or attempt to extract the source code of the Service

Violation of these terms may result in immediate suspension or termination of your account.

7. AI Features

StepBase offers AI-powered features including automated flow generation, workflow suggestions, and configuration assistance. These features are designed to accelerate workflow creation and are provided as a convenience.

AI-generated flows, stage configurations, and suggestions are starting points and are not guaranteed to be complete, accurate, or suitable for your specific requirements. You are solely responsible for reviewing, testing, and validating all AI-generated output before deploying it in a production environment.

StepBase does not use Customer Data to train machine learning models. Customer Data may be sent to third-party AI providers (such as language model APIs) solely to generate responses within the Service, subject to those providers' data processing terms.

AI features are subject to usage limits that vary by subscription plan. StepBase reserves the right to adjust AI usage limits as needed to maintain service quality.

8. Third-Party Integrations

The Service allows you to connect to external services through HTTP connectors and other integration mechanisms. These integrations enable your workflows to exchange data with third-party platforms that you select and configure.

StepBase is not responsible for the availability, reliability, security, or data handling practices of any third-party service. Your use of third-party integrations is at your own risk and subject to the terms and conditions of those services.

You are responsible for ensuring that your use of third-party integrations complies with the applicable terms of service, privacy policies, and any other agreements governing those external services. StepBase bears no liability for any loss or damage resulting from third-party service failures or changes.

9. Intellectual Property

StepBase and its licensors retain all rights, title, and interest in and to the Service, including all software, design, documentation, trademarks, and other intellectual property. These Terms do not grant you any rights to StepBase's intellectual property except the limited right to use the Service as described herein.

You retain all rights to your Customer Data, workflow configurations, and content created within the platform. Nothing in these Terms transfers ownership of Customer Data to StepBase.

If you provide feedback, suggestions, or ideas about the Service, you grant StepBase a non-exclusive, royalty-free, perpetual, irrevocable license to use that feedback for any purpose, including improving the Service. Neither party claims ownership of the other party's intellectual property.

10. Confidentiality & Security

StepBase takes the security of your data seriously and implements industry-standard measures to protect it. Key security practices include:

• AES-256-GCM encryption for all stored connector credentials and secrets
• TLS encryption for all data transmitted between your browser and our servers
• Encryption at rest for stored data
• Workspace-level data isolation ensuring strict separation between customer environments

StepBase maintains reasonable administrative, technical, and physical security safeguards designed to protect Customer Data against unauthorized access, disclosure, alteration, or destruction. While no system is perfectly secure, we are committed to continuous improvement of our security practices.

In the event of a security incident that affects your data, StepBase will notify you promptly in accordance with applicable law and will take reasonable steps to mitigate any harm.

11. Limitation of Liability

To the maximum extent permitted by applicable law, StepBase and its officers, directors, employees, and agents shall not 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 related to your use of the Service.

In no event shall StepBase's total aggregate liability for all claims arising out of or related to these Terms or the Service exceed the total amount of fees paid by you to StepBase during the twelve (12) months immediately preceding the event giving rise to the claim.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In such jurisdictions, the limitations in this section apply only to the extent permitted by law.

12. Indemnification

You agree to indemnify, defend, and hold harmless StepBase and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with: (a) your use or misuse of the Service; (b) your violation of these Terms; or (c) your violation of any third-party rights, including intellectual property or privacy rights.

StepBase agrees to indemnify, defend, and hold harmless the Customer from and against any third-party claims that the Service, as provided by StepBase, infringes or misappropriates that third party's intellectual property rights. This indemnity does not apply to claims arising from Customer Data, Customer modifications, or use of the Service in combination with third-party products not provided by StepBase.

13. Termination

Either party may terminate these Terms at any time. You may cancel your subscription at any time through the Stripe customer portal or by contacting support. Cancellation takes effect at the end of your current billing period, and no prorated refunds are issued for partial periods.

StepBase may suspend or terminate your account if you materially breach these Terms. Where practicable, StepBase will provide written notice and a reasonable opportunity to cure the breach before termination. StepBase may suspend access immediately, without notice, if necessary to protect the security or integrity of the Service.

Upon termination, your Customer Data will be retained for 30 days during which you may export your data using the platform's export features. After the 30-day retention period, all Customer Data will be permanently and irreversibly deleted from our systems.

14. Modifications

StepBase reserves the right to modify these Terms at any time. For non-material changes, the updated Terms will be posted on this page with a revised "Last updated" date.

For material changes, StepBase will provide at least 30 days' advance notice via email to the address associated with your account or through an in-app notification. The notice will describe the nature of the changes and the effective date.

Your continued use of the Service after the effective date of any modifications constitutes your acceptance of the updated Terms. If you do not agree with the modified Terms, you must stop using the Service and cancel your subscription before the changes take effect.

15. Governing Law

[JURISDICTION PLACEHOLDER: to be determined based on business registration]

Note: This section requires legal review and must be updated with the appropriate governing jurisdiction before these Terms go live. The governing law, dispute resolution mechanism, and venue should be determined based on StepBase's business registration and the advice of legal counsel.

16. Contact

If you have any questions about these Terms of Service or need to report an issue, please reach out to us.