Terms of Service

1. Acceptance of Terms

By accessing or using the RIA Firm Management System ("RIAFMS," "the Platform," "the Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Platform on behalf of a firm or organization, you represent that you have authority to bind that entity to these Terms. If you do not agree, do not use the Platform.

2. Description of Service

RIAFMS is a multi-tenant SaaS platform that provides SEC-registered investment advisors with tools for compensation management, compliance task tracking, document storage, attestation campaigns, marketing review, custody tracking, and regulatory filing management. The Platform is designed to support firms in maintaining SEC exam readiness and regulatory compliance.

3. User Accounts and Access

3.1 Account Registration

Access to RIAFMS is provisioned by firm administrators or platform administrators. Each user receives individual login credentials and must change their password upon first login.

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Immediately notifying your firm administrator of any unauthorized access
• Using a password that meets the platform's complexity requirements (minimum 12 characters with uppercase, lowercase, numeric, and special characters)

3.3 Account Suspension

Accounts may be temporarily locked after 5 consecutive failed login attempts. Firm administrators may disable user accounts at any time. We reserve the right to suspend access for violations of these Terms.

4. Acceptable Use

You agree not to:

• Use the Platform for any unlawful purpose or in violation of any applicable regulations
• Attempt to access data belonging to other firms or users without authorization
• Upload malicious files, viruses, or harmful code
• Interfere with or disrupt the Platform's infrastructure or security features
• Share your login credentials with unauthorized individuals
• Attempt to circumvent access controls, encryption, or audit mechanisms
• Use the Platform to store data unrelated to your firm's advisory business
• Reverse-engineer, decompile, or disassemble any part of the Platform

5. Data Ownership and Responsibility

5.1 Your Data

You retain all ownership rights to the data you upload or enter into RIAFMS, including commission data, client information, compliance documents, and firm records. We do not claim ownership of your data.

5.2 Data Accuracy

You are responsible for the accuracy and completeness of all data entered into the Platform. RIAFMS processes and reports on data as provided — we do not independently verify the accuracy of uploaded commission statements, compliance records, or other firm data.

5.3 Regulatory Responsibility

While RIAFMS provides tools to support your firm's compliance program, your firm remains solely responsible for meeting all SEC, state, and other regulatory requirements. The Platform is a tool to assist with compliance workflows — it does not constitute legal, regulatory, or compliance advice.

6. Document Vault and Retention

Documents uploaded to the Document Vault are stored with SHA-256 integrity hashes and configurable retention policies. You are responsible for setting appropriate retention periods in accordance with your firm's regulatory obligations. Documents placed on legal hold will not be auto-archived regardless of retention settings.

7. AI Document Assistant

RIAFMS offers an AI-powered Document Assistant that uses OpenAI to analyze uploaded documents. When using this feature:

• Document content may be sent to OpenAI's API for processing
• PII redaction is applied before transmission where possible
• AI-generated analysis is provided for informational purposes and should not be relied upon as legal or compliance advice
• You are responsible for reviewing all AI-generated outputs before acting on them

8. Service Availability

We strive to maintain high availability of the Platform but do not guarantee uninterrupted service. Scheduled maintenance, infrastructure updates, and unforeseen events may cause temporary service disruptions. We will make reasonable efforts to notify users of planned maintenance in advance.

9. Limitation of Liability

To the maximum extent permitted by law, RIAFMS and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform. This includes, without limitation, damages for loss of data, revenue, or business opportunities.

Our total liability for any claim arising from these Terms or your use of the Platform shall not exceed the fees paid by your firm in the twelve (12) months preceding the claim.

10. Indemnification

You agree to indemnify, defend, and hold harmless RIAFMS and its operators from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from your use of the Platform, your violation of these Terms, or your violation of any applicable laws or regulations.

11. Termination

Either party may terminate the service relationship with reasonable notice. Upon termination, we will provide a reasonable period for you to export your data. After the export period, your data will be retained for the minimum period required by applicable regulations and then securely deleted.

12. Changes to Terms

We may update these Terms from time to time. We will notify registered users of material changes via email or in-app notification at least 30 days before the changes take effect. Your continued use of the Platform after changes become effective constitutes acceptance of the revised Terms.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Texas.

14. Contact

If you have questions about these Terms, please contact us through the contact form on our homepage or reach out to your firm's designated RIAFMS administrator.