Flash AI – Terms of Use

1. Acceptance of Terms

These Terms form a binding legal agreement between you and Flash AI. You must be at least 18 years old and legally able to enter into contracts to use the Services. The Services are intended for professional use by authorized personnel of customer organizations, including law enforcement and other regulated entities, subject to applicable law and your organization's policies.

We may make certain features available only to registered users, beta participants, or customers under an active subscription or pilot. Access credentials, demo environments, and production tenants are provided at our discretion and may be revoked for violation of these Terms or applicable agreements.

2. Description of Services

Flash AI provides cloud-based software for investigative and operational intelligence, including case and evidence management, link analysis, call intelligence, document review, reporting, collaboration features, and AI-assisted analysis tools. Services are delivered primarily as software-as-a-service hosted in AWS GovCloud (US) or other designated cloud environments, with authentication, encryption, audit logging, and tenant isolation designed for sensitive workloads.

We may update, modify, or discontinue features from time to time. We will use commercially reasonable efforts to avoid material degradation of subscribed functionality during an active paid term, except for changes required for security, legal compliance, or third-party platform updates. Documentation, status pages, and release notes may describe availability and planned changes but are not contractual service-level commitments unless expressly stated in an Enterprise Agreement.

The Services are not a substitute for legal advice, prosecutorial discretion, or official investigative findings. Output from the Services is intended to support human review and decision-making within your organization.

3. Accounts and Access

You are responsible for maintaining the confidentiality of account credentials and for all activity under your accounts. You must promptly notify us of any unauthorized access or suspected compromise. Where supported, you must enable multi-factor authentication and follow your organization's identity and access management policies.

You may permit only authorized users within your organization (or as otherwise permitted under your Enterprise Agreement) to access the Services. You are responsible for provisioning and deprovisioning users, assigning appropriate roles, and ensuring users comply with these Terms. Sharing credentials across individuals or using the Services for personal, non-organizational purposes is prohibited unless expressly allowed in writing.

4. Acceptable Use

You agree not to, and not to permit others to:

• Use the Services in violation of applicable law, regulation, court order, or agency policy;
• Upload, process, or store content you do not have lawful authority to access or use;
• Attempt to bypass security controls, probe or scan systems without authorization, or interfere with Service integrity or performance;
• Reverse engineer, decompile, or attempt to derive source code from the Services except where prohibited by law;
• Use the Services to develop competing products or to resell, sublicense, or provide time-sharing access except as authorized in writing;
• Introduce malware, scrape or harvest data in bulk outside documented APIs, or use automated means that impose unreasonable load;
• Misrepresent AI-generated output as human-authored official findings without appropriate review and disclosure within your organization;
• Use the Services to infringe intellectual property or privacy rights of third parties.

We may investigate suspected violations and cooperate with law enforcement or regulatory authorities as required by law. We may suspend or terminate access that poses a security, legal, or operational risk.

5. Customer Content and Data

“Customer Content” means data, files, evidence, transcripts, reports, configurations, and other materials you or your users submit to or generate through the Services. As between you and Flash AI, you retain ownership of Customer Content. You grant Flash AI a limited license to host, process, transmit, display, and otherwise use Customer Content solely to provide, maintain, secure, and improve the Services as permitted by these Terms and your Enterprise Agreement.

You represent that you have obtained all rights, consents, and legal bases necessary for Flash AI to process Customer Content in connection with the Services, including for criminal justice, public records, and privacy regimes applicable to your agency. Customer Content is logically segregated by tenant; we do not use Customer Content to train generalized AI models for unrelated purposes, and we do not share Customer Content across customer organizations through the product.

You are responsible for the accuracy, quality, and legality of Customer Content and for exports, retention, and disposition in accordance with your records policies and applicable law. Flash AI's Privacy Policy describes how we handle personal information collected through our websites and account administration; processing of Customer Content in production environments is governed by these Terms, your Enterprise Agreement, and applicable data protection commitments.

6. Artificial Intelligence Features

Certain Services use machine learning and large language models to summarize documents, assist with search and analysis, generate draft text, and surface patterns in investigative data. AI output may be incomplete, inaccurate, or outdated. You must independently verify AI-generated results before relying on them for operational, legal, or evidentiary purposes.

You will not use AI features to automate decisions that have legal or similarly significant effects on individuals without appropriate human oversight required by your policies and applicable law. Flash AI may apply usage limits, content filters, and logging to AI features for safety, abuse prevention, and compliance.

7. Fees, Billing, and Trials

Paid Services are billed according to the pricing, order form, or Enterprise Agreement accepted by you. Unless otherwise stated, fees are non-refundable except as required by law or expressly provided in your agreement. You are responsible for applicable taxes other than taxes based on Flash AI's net income.

We may offer pilots, demonstrations, or evaluation access at no charge or reduced cost. Such access may be limited in duration, features, or support and may be terminated at any time. Free or trial Services are provided “as is” without warranties beyond those that cannot be disclaimed by law.

8. Intellectual Property

Flash AI and its licensors own the Services, including software, interfaces, documentation, trademarks, logos, and all related intellectual property, except for Customer Content. No rights are granted except as expressly set out in these Terms or an Enterprise Agreement. You may not remove proprietary notices or use Flash AI branding without prior written consent.

If you provide feedback or suggestions about the Services, you grant Flash AI a perpetual, irrevocable, royalty-free license to use that feedback without restriction or compensation, provided we do not publicly attribute it to you in a way that identifies confidential information.

9. Confidentiality and Security

Each party may receive confidential information from the other. The receiving party will use reasonable care to protect confidential information and use it only for purposes of the relationship. Flash AI implements administrative, technical, and physical safeguards appropriate to the nature of the Services, including encryption in transit and at rest, access controls, audit logging, and infrastructure aligned with CJIS Security Policy themes and SOC 2–oriented programs as described in our security materials.

You are responsible for securing endpoints, managing user access within your organization, and complying with your agency's security and CJIS user agreements. Details of subprocessors and security practices may be available through our Trust Center or Enterprise Agreement.

10. Disclaimers

EXCEPT AS EXPRESSLY PROVIDED IN AN ENTERPRISE AGREEMENT, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLASH AI DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS, OR THAT AI OUTPUT WILL BE ACCURATE OR COMPLETE.

Some jurisdictions do not allow exclusion of certain warranties; in those jurisdictions, our disclaimers apply to the fullest extent permitted.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLASH AI WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, OR GOODWILL, ARISING FROM OR RELATED TO THE SERVICES OR THESE TERMS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

EXCEPT FOR LIABILITY THAT CANNOT BE LIMITED BY LAW (INCLUDING FRAUD OR WILLFUL MISCONDUCT), FLASH AI'S TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATED TO THE SERVICES OR THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS PAID BY YOU TO FLASH AI FOR THE SERVICES GIVING RISE TO THE CLAIM IN THE TWELVE (12) MONTHS BEFORE THE EVENT, OR (B) ONE HUNDRED U.S. DOLLARS (US $100). MULTIPLE CLAIMS WILL NOT ENLARGE THIS LIMIT.

An Enterprise Agreement may specify different liability caps or exclusions for subscribed Services.

12. Indemnification

You will defend, indemnify, and hold harmless Flash AI and its officers, directors, employees, and agents from claims, damages, losses, and expenses (including reasonable attorneys' fees) arising from (a) Customer Content or your use of the Services in violation of these Terms or applicable law, (b) your breach of representations regarding authority and lawful processing, or (c) disputes between you and your users or third parties related to Customer Content, except to the extent caused by Flash AI's gross negligence or willful misconduct.

13. Term and Termination

These Terms remain in effect while you access or use the Services. We may suspend or terminate access immediately if you materially breach these Terms, pose a security risk, or if required by law. You may stop using the Services at any time; termination of paid subscriptions is governed by your order or Enterprise Agreement.

Upon termination, your right to access the Services ends. Provisions that by their nature should survive (including ownership, confidentiality, disclaimers, limitation of liability, indemnification, and governing law) will survive. We will handle export or deletion of Customer Content as described in your Enterprise Agreement or applicable documentation.

14. Governing Law and Disputes

These Terms are governed by the laws of the State of Ohio, without regard to conflict-of-law principles, except where federal law applies. Flash AI is headquartered in Newark, Ohio. Any dispute arising from these Terms or the Services will be brought exclusively in the state or federal courts located in Ohio, and you consent to personal jurisdiction in those courts, unless an Enterprise Agreement specifies alternative dispute resolution or venue.

You may have rights under applicable government procurement or public-sector regulations that cannot be waived by contract; nothing in these Terms limits those non-waivable rights.

15. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will post the updated Terms on our website and, where appropriate, notify account administrators by email or in-product notice before changes take effect. Continued use of the Services after the effective date constitutes acceptance of the updated Terms. If you are subject to an Enterprise Agreement, material changes to these Terms during your subscription term will be handled as specified in that agreement.

16. SMS Authentication Messages

Flash AI may send SMS messages containing one-time verification codes when you enable multi-factor authentication on your account. These messages are transactional and used only for account security — not for advertising, affiliate marketing, or lead generation.

By providing your mobile number and completing MFA enrollment in your account settings, you consent to receive these security messages. Message frequency varies with your sign-in activity. Message and data rates may apply. For questions, contact legal@flashai.us. Our Privacy Policy describes how we handle mobile numbers and SMS opt-in information.

Contact

If you have questions about these Terms, contact us at:

Flash AI, LLC
91 S. 30^th Street
Newark, Ohio 43055
Email: legal@flashai.us