Terms of Service

These Terms of Service (“Terms”) govern access to and use of RealFast Proposals, an AI-assisted tool that helps teams answer requests for proposals (RFPs), bids, and security questionnaires (the “Service”), available at https://realfastproposals.com (the “Website”).

The Service is provided by Product Proposals Ltd, a company registered in England and Wales with company number 17336643, whose registered office is at [[REGISTERED_OFFICE]] (“RealFast”, “we”, “us” or “our”).

By creating an account, clicking to accept these Terms, or otherwise accessing or using the Service, the customer (“Customer”, “you” or “your”) agrees to be bound by these Terms. If you are entering into these Terms on behalf of an organisation, you represent that you have authority to bind that organisation.

These Terms should be read together with our Privacy Policy and, where personal data is processed on your behalf, our Data Processing Agreement (“DPA”), each of which is incorporated by reference. A copy of the DPA is available on request from jon@realfastproposals.com.

1. Definitions

In these Terms, unless the context requires otherwise:

• “Account” means the account registered by or for the Customer to access the Service.
• “Authorised User” means an individual whom the Customer permits to use the Service under the Customer’s Account (for example, an employee, contractor or agent).
• “Customer Data” means all content, data, documents, questions, answers, library entries and other materials that the Customer or its Authorised Users upload to, generate within, or submit through the Service, including the Customer’s answer library and proposal content.
• “Documentation” means any user guides, help materials or specifications for the Service that we make available.
• “Effective Date” means the date on which the Customer first accepts these Terms or first accesses the Service, whichever is earlier.
• “Estimates” has the meaning given in Section 7.1.
• “Fees” means the charges payable for the Service as described in Section 9.
• “Intellectual Property Rights” means patents, rights to inventions, copyright and related rights, trade marks, trade names, database rights, know-how, and all other intellectual property rights, whether registered or unregistered, anywhere in the world.
• “Organisation” means the tenant workspace associated with the Customer’s Account, within which Authorised Users collaborate.
• “Output” means draft answers, responses, suggestions and other content generated by the Service using AI in response to the Customer’s inputs and library.
• “Sub-processor” means a third party engaged by us to process Customer Data in connection with the Service.
• “UK GDPR” means the retained EU General Data Protection Regulation as it forms part of the law of England and Wales by virtue of the European Union (Withdrawal) Act 2018, together with the Data Protection Act 2018.

2. The Service and Licence to Use It

2.1 The Service builds a library of your team’s own vetted answers, drafts responses to new bids from that library, and shows the source behind each answer so that a reviewer can assess it before submission.

2.2 Subject to your compliance with these Terms and payment of any applicable Fees, we grant you a non-exclusive, non-transferable, non-sublicensable, revocable licence during the Term to access and use the Service and the Documentation for your internal business purposes.

2.3 The licence is limited to the Customer and its Authorised Users. You may not make the Service available to, or use it for the benefit of, any third party except as expressly permitted in these Terms.

2.4 We may modify, enhance or discontinue features of the Service from time to time. We will not make changes that materially reduce the core functionality of the Service without reasonable notice, save where required for security, legal or operational reasons.

3. Account Registration, Organisations and User Responsibilities

3.1 To use the Service you must register an Account and create or join an Organisation. You must provide accurate and complete registration information and keep it up to date.

3.2 You are responsible for configuring your Organisation, inviting and managing Authorised Users, and setting their access permissions.

3.3 You are responsible for maintaining the confidentiality of Account credentials and for all activity that occurs under your Account and Organisation. You must notify us promptly at jon@realfastproposals.com if you become aware of any unauthorised access or use.

3.4 You are responsible for ensuring that your Authorised Users comply with these Terms, and you are liable for their acts and omissions in connection with the Service as though they were your own.

4. Acceptable Use

4.1 You agree not to, and not to permit any Authorised User or third party to:

• (a) use the Service for any unlawful, fraudulent or malicious purpose, or to upload, store or transmit any unlawful, infringing, defamatory or harmful content;
• (b) upload or transmit any material that infringes the Intellectual Property Rights or other rights of any third party;
• (c) copy, modify, adapt, translate, reverse engineer, decompile or disassemble any part of the Service, or attempt to derive its source code, except to the extent this restriction is prohibited by applicable law;
• (d) attempt to gain unauthorised access to, interfere with, or compromise the integrity or security of the Service, including any attempt to circumvent or break the tenant isolation that separates one Organisation’s data from another’s;
• (e) introduce any virus, malware or other harmful code, or conduct any denial-of-service or load-testing activity, without our prior written consent;
• (f) use the Service to build a competing product or service, or resell, sublicense or commercially exploit the Service except as expressly permitted; or
• (g) use any automated means to access the Service in a manner that adversely affects its performance or circumvents any usage limits.

4.2 We may suspend access to the Service, in whole or in part, where we reasonably believe there is a breach of this Section 4 or a threat to the security or integrity of the Service. Where practicable we will give notice and an opportunity to remedy the issue.

5. Customer Data and Ownership

5.1 Ownership. As between the parties, the Customer owns all right, title and interest in and to the Customer Data, including its proposal content and answer library. Nothing in these Terms transfers ownership of Customer Data to us.

5.2 Licence to us. You grant us a limited, non-exclusive, worldwide, royalty-free licence to host, store, copy, process, transmit and display Customer Data solely to the extent necessary to provide, maintain, secure and support the Service, and to perform our obligations under these Terms.

5.3 AI processing. To generate Output, Customer Data may be processed by our AI sub-processor (Anthropic / Claude). We do not sell Customer Data and we do not use it, or permit it to be used, to train third-party AI models. Our AI sub-processor does not train its models on data submitted through its API.

5.4 Aggregated data. We may collect and use aggregated, anonymised and non-identifying usage data and statistics derived from operation of the Service (for example, feature usage and performance metrics) to operate, analyse, improve and develop the Service. Such data does not identify you, any Authorised User, or any individual, and does not include the substance of your Customer Data.

5.5 Responsibility for Customer Data. You are responsible for the Customer Data, including its accuracy, quality and legality, and for having all necessary rights and consents to upload it to and process it through the Service.

5.6 Our processing of any personal data contained in Customer Data is governed by the DPA, under which we act as processor and you act as controller.

5.7 Third-party documents. Where you upload a document belonging to or issued by a third party, including a buyer’s own response template, tender pack or evaluation material, you confirm that you are permitted to upload it and to have it processed as described in these Terms, and that doing so does not breach any confidentiality obligation, tender condition or licence to which you are subject.

5.8 Debriefs and outcome material. Material you submit about the outcome of a bid, including debriefs, assessment summaries and responses to information requests, may contain personal data relating to individuals other than your Authorised Users. You are the controller of that personal data and are responsible for having a lawful basis for submitting it. We process it only to provide the Service and in accordance with the DPA.

5.9 Sub-processors. We publish the sub-processors we use in our Privacy Policy. We may add or replace a sub-processor, and where we do we will update that list. Your right to object is set out in the DPA.

5.10 No shared corpus without your consent. We do not use Customer Data to build, train or populate any shared or cross-customer library, corpus or model. If we offer such a facility in future, participation will be optional and will require your separate written opt-in, which you may withdraw. This Section 5.10 prevails over any other provision of these Terms.

6. AI-Generated Output — Disclaimer

6.1 The Service uses AI to produce draft answers and responses. Output is assistive only. It is intended to help your team prepare responses more quickly, not to replace human judgement.

6.2 Although the Service surfaces the source behind each answer so that a reviewer can trace and assess it, we do not warrant or guarantee that Output is accurate, complete, current, appropriate or fit for any particular bid or submission.

6.3 You are solely responsible for reviewing, verifying, editing and approving all Output before relying on it or submitting it to any prospective customer, procurement body, regulator or other third party. You must not submit Output without such review.

6.4 We are not liable for any decision made, or submission made, in reliance on Output that has not been independently reviewed and verified by you.

7. Scoring, Predictions and Bid Decisions

7.1 What the Service estimates. The Service may produce estimated scores against a reconstructed or configured evaluation standard, an estimated overall score for a bid, an indication that a bid may fail a stated gate or qualification requirement, and an estimated probability of winning. These are together the “Estimates”.

7.2 Estimates are not evaluations. Estimates are produced by us or by our software. They are not produced, endorsed, reviewed or approved by any contracting authority, procurement body, buyer or evaluator, and they are not a prediction of, or a substitute for, that party’s own assessment. The evaluation standard the Service applies is a model of a scoring scheme, which may be configured by you, reconstructed from documents you supply, or derived from a published template, and may not match the scheme the buyer actually applies.

7.3 No warranty as to outcome. We do not warrant or represent that any Estimate is accurate, that a bid will be scored as estimated, that a bid identified as compliant will be found compliant, or that a bid identified as failing a gate will in fact be rejected. Accuracy varies with the quality and quantity of the data available for a given buyer, and may be low or unavailable where little data exists.

7.4 Your decision. You are solely responsible for every decision you take in reliance on an Estimate, including whether to bid, what to price, what to submit and whether to challenge an award. You must exercise your own commercial and professional judgement, and where appropriate take your own legal or procurement advice.

7.5 No liability for outcomes. To the fullest extent permitted by law, we shall have no liability for any loss arising from a bid that was submitted, priced, altered or not submitted in reliance on an Estimate, including loss of the contract bid for, loss of profits or wasted bid costs.

7.6 Section 6 continues to apply to Output. This Section 7 applies to Estimates. Where content is both, both apply.

8. Intellectual Property

8.1 We and our licensors own all Intellectual Property Rights in and to the Service, the Website, the Documentation and all underlying software, technology and materials, together with any improvements, modifications and derivative works. Except for the licence granted in Section 2, no rights in the Service are granted to you.

8.2 If you provide us with feedback, suggestions or ideas about the Service, you grant us a perpetual, irrevocable, royalty-free licence to use them without restriction or obligation to you.

8.3 For the avoidance of doubt, this Section 8 does not affect your ownership of Customer Data under Section 5.

9. Fees and Billing

9.1 Billing provider. Once paid billing is live, Fees for the Service are collected through Paddle, acting as our merchant of record and reseller. Paddle’s own terms and privacy notice apply to the payment transaction, and Paddle may appear as the seller on your invoice.

9.2 Free and design-partner access. We may make the Service available free of charge or on a design-partner or beta basis. Where we do so, these Terms continue to apply, but the provisions of this Section 9 concerning Fees do not apply for the duration of that free or design-partner access, and such access may be modified or withdrawn on reasonable notice.

9.3 Fees and payment. Where Fees apply, you agree to pay all Fees for your selected plan in accordance with the pricing and billing frequency presented at the point of purchase. Unless stated otherwise, Fees are exclusive of VAT and other applicable taxes, which you are responsible for paying.

9.4 Renewals. Subscriptions renew automatically for successive periods unless cancelled before the end of the then-current period, in accordance with the plan terms and Paddle’s checkout.

9.5 Non-payment. If undisputed Fees remain unpaid, we may suspend or terminate access to the Service in accordance with Section 13, following reasonable notice.

9.6 Refunds. Except as required by law or expressly stated in the applicable plan, Fees are non-refundable. Nothing in this Section affects any statutory cancellation or refund right you may have that cannot lawfully be excluded.

10. Confidentiality

10.1 Each party (the “Receiving Party”) may receive information of the other (the “Disclosing Party”) that is marked or should reasonably be understood to be confidential (“Confidential Information”). Customer Data is the Customer’s Confidential Information.

10.2 The Receiving Party shall: (a) use the Disclosing Party’s Confidential Information only to perform its obligations or exercise its rights under these Terms; (b) protect it using at least reasonable care; and (c) not disclose it except to its personnel and advisers who need to know it and who are bound by confidentiality obligations.

10.3 These obligations do not apply to information that is or becomes public through no fault of the Receiving Party, is independently developed, is rightfully received from a third party without restriction, or is required to be disclosed by law or a court or regulator (in which case, where lawful, the Receiving Party shall give reasonable prior notice).

11. Warranties and Disclaimers

11.1 We warrant that we will provide the Service with reasonable skill and care.

11.2 Except as expressly stated in these Terms, and to the fullest extent permitted by law, the Service, the Website, the Documentation, all Output and all Estimates are provided “as is” and “as available”, and we disclaim all other warranties, conditions and representations, whether express or implied, statutory or otherwise, including any implied warranties of satisfactory quality, fitness for a particular purpose, and non-infringement.

11.3 We do not warrant that the Service will be uninterrupted, error-free or completely secure, or that it will meet your requirements, or that Output or Estimates will be accurate or reliable.

11.4 Nothing in these Terms excludes or limits any warranty, right or remedy that cannot lawfully be excluded or limited.

11.5 Availability. We do not commit to any service level for the Service. Any availability target published on our status page or elsewhere is an operational objective and is not a contractual commitment, service credit or warranty. Where a service level is agreed, it will be stated in a separate written agreement or order form, which prevails over this Section 11.5.

12. Limitation of Liability

12.1 Nothing in these Terms limits or excludes either party’s liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be limited or excluded by law.

12.2 Subject to Section 12.1, neither party shall be liable to the other, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any: (a) loss of profits, revenue, business, contracts or anticipated savings; (b) loss of goodwill; (c) loss of or corruption of data (save for our obligations regarding Customer Data under these Terms and the DPA); or (d) any indirect or consequential loss.

12.3 Subject to Sections 12.1 and 12.2, each party’s total aggregate liability arising out of or in connection with these Terms in any twelve (12) month period shall not exceed the greater of (a) the total Fees paid or payable by the Customer for the Service in that period, and (b) £1,000. Where the Service is provided free of charge or on a design-partner basis, our total aggregate liability shall not exceed £1,000.

12.4 The Customer acknowledges that Output is assistive and that Estimates are estimates, and that it is responsible for reviewing and verifying Output under Section 6 and for its own decisions under Section 7. To the fullest extent permitted by law, we shall have no liability for any loss arising from reliance on, or submission of, Output that has not been reviewed and verified by the Customer, or from any decision taken in reliance on an Estimate.

13. Term and Termination

13.1 Term. These Terms take effect on the Effective Date and continue for as long as you have an Account or use the Service (the “Term”), unless terminated earlier in accordance with this Section.

13.2 Termination for convenience. You may terminate by closing your Account and ceasing to use the Service, subject to any minimum commitment in your plan. We may terminate free or design-partner access on reasonable notice.

13.3 Termination for cause. Either party may terminate immediately on written notice if the other: (a) commits a material breach that is not remedied within thirty (30) days of written notice; or (b) becomes insolvent or is unable to pay its debts as they fall due.

13.4 Suspension. We may suspend access as described in Sections 4.2 and 9.5.

13.5 Effect of termination. On expiry or termination:

• (a) all licences granted under these Terms end and you must stop using the Service;
• (b) for a period of 30 days following termination, you may export or request the return of your Customer Data in a commonly used format; and
• (c) after that period, we will delete or anonymise Customer Data in accordance with our Data Retention Policy and the DPA (account and application data deleted or anonymised within 30 days of Account deletion), except where retention is required by law.

13.6 Any provision that by its nature should survive termination (including Sections 5, 6, 7, 8, 10, 11, 12, 13.5 and 15) shall survive.

14. Changes to These Terms

14.1 We may update these Terms from time to time. Where changes are material, we will give reasonable notice by email or through the Service before they take effect.

14.2 Your continued use of the Service after the changes take effect constitutes acceptance of the updated Terms. If you do not agree to the changes, you may terminate in accordance with Section 13.

15. General

15.1 Entire agreement. These Terms, together with the Privacy Policy and DPA, constitute the entire agreement between the parties regarding the Service and supersede all prior arrangements.

15.2 Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition or sale of assets.

15.3 Third parties. No one other than a party to these Terms has any right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

15.4 Force majeure. Neither party is liable for failure or delay caused by events beyond its reasonable control.

15.5 Notices. Notices to us should be sent to jon@realfastproposals.com. Notices to you may be sent to the email address on your Account.

15.6 Severance. If any provision is found invalid or unenforceable, the remainder of these Terms remains in effect.

15.7 Waiver. A failure to enforce any provision is not a waiver of it.

16. Governing Law and Jurisdiction

16.1 These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) are governed by the laws of England and Wales.

16.2 The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.