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Terms of Use

Last Updated: March 9, 2026

Welcome to CastleFort Fundraise QB (the "Service"), operated by CastleFort Technologies Inc. ("CastleFort," "we," "us," or "our"). These Terms of Use ("Terms") govern your access to and use of the Service.

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. The Service

CastleFort Fundraise QB is a multi-tenant SaaS platform designed to help organizations coordinate and manage venture capital fundraising activities. The Service provides tools for:

  • CRM management -- maintaining profiles of VC firms, contacts, and portfolio companies
  • Pipeline tracking -- managing fundraising rounds, lead statuses, and deal flow
  • Interaction logging -- recording calls, emails, meetings, notes, and other interactions with contacts to build a comprehensive relationship history
  • Virtual data room (VDR) -- securely uploading, organizing, and sharing confidential documents with potential investors via controlled access links (see Section 4.6)
  • Team collaboration -- enabling team members and advisors to share insights, map connections, and coordinate outreach
  • Analytics and reporting -- visualizing pipeline progress and fundraising metrics
  • AI-assisted features -- tools powered by third-party large language models to help you query, summarize, and analyze your fundraising data, including automated document summaries (see Section 10)

2. Eligibility

The Service is intended for use by business professionals acting on behalf of their organizations. By using the Service, you represent that you are at least 18 years of age and have the authority to bind your organization to these Terms. If you are accessing the Service on behalf of an organization, you represent that you have the necessary authority to accept these Terms on its behalf.

3. Accounts and Access

3.1 Registration

To use the Service, you must create an account through our authentication provider. You agree to provide accurate information and keep your credentials secure.

3.2 Organization Workspaces

The Service operates on a per-organization basis. Each organization has a dedicated workspace with isolated data. The organization administrator manages team member access and permissions.

3.3 Roles and Permissions

Access within each workspace is governed by assigned roles:

  • Admin -- full access to all features and settings
  • Member -- access to CRM, pipeline, and collaboration tools
  • Advisor -- limited, read-oriented access with the ability to signal connections

You agree to use the Service only within the scope of your assigned permissions.

4. Your Data

4.1 Ownership

You and your organization retain full ownership of all data entered into the Service, including CRM records, interaction histories, pipeline data, notes, and any other content you create ("Your Data").

4.2 License to Operate

By using the Service, you grant CastleFort a limited, non-exclusive license to store, process, and display Your Data solely for the purpose of providing the Service to your organization. This license includes the right to transmit Your Data to our sub-processors (listed in Section 11) strictly as necessary to deliver the functionality you use. We will not use Your Data for any purpose unrelated to delivering value to your organization.

4.3 Data Accuracy

You are responsible for the accuracy and legality of the data you enter into the Service. CastleFort does not verify the content of Your Data and is not liable for decisions made based on information stored within the platform.

4.4 Interaction History

The Service allows you to log interactions (such as calls, emails, meetings, and notes) associated with contact records. This data is stored to provide your team with a complete, actionable view of each relationship. Interaction history is treated with the same confidentiality and security protections as all other CRM data -- it is never shared with third parties for their own purposes, never used outside the Service, and never sold.

4.5 Data Portability

You may request a full export of Your Data at any time. We believe your data should work for you, and we will not hold it hostage. Export requests will be fulfilled within 30 days.

4.6 Virtual Data Room

The Service includes a virtual data room (VDR) that allows your organization to securely share confidential documents with potential investors and other external parties.

4.6.1 Document Upload and Storage

You may upload documents to the VDR for sharing with authorized recipients. Uploaded files are stored in Cloudflare R2 cloud storage, encrypted at rest, and isolated by your organization's tenant identifier. You are responsible for ensuring you have the right to upload and share any documents you place in the VDR.

4.6.2 External Access and Magic Links

Your organization's administrators may grant access to the VDR by generating time-limited access links ("magic links") sent to specified email addresses. Each access grant is scoped to a specific set of documents and has a configurable expiration period. Administrators may revoke access at any time.

4.6.3 Activity Monitoring

All external access to the VDR is logged. When an external party views, downloads, or searches documents, the Service records the action, the accessor's email address, IP address, browser information, and timestamp. For natural language searches, the search query text is also recorded. These logs are available to your organization's administrators for audit and compliance purposes. By granting access to external parties, you acknowledge that their activity within the data room will be monitored and logged.

4.6.4 NDA Acceptance

Your organization may configure a non-disclosure agreement (NDA) that external parties must accept before viewing documents. NDA acceptance records (including the accessor's email, IP address, and timestamp) are stored as proof of agreement. CastleFort facilitates NDA acceptance as a platform feature but is not a party to any NDA between your organization and its data room viewers. Any NDA template provided by the Service is offered as a convenience only and does not constitute legal advice. You are responsible for ensuring your NDA is appropriate for your needs and compliant with applicable law.

4.6.5 AI Document Summaries

The Service may generate AI-powered summaries and highlights for uploaded documents (see Section 10). These summaries may be visible to external parties who have been granted data room access. You are responsible for reviewing AI-generated summaries for accuracy before enabling them for external viewers.

4.6.6 AI Disclaimer Acknowledgement

External parties accessing the VDR may be presented with a notice that certain content (such as document summaries and highlights) has been generated by artificial intelligence and may contain inaccuracies. By proceeding to access the data room, external viewers acknowledge that AI-generated content is provided for convenience only, does not replace the underlying source documents, and should not be relied upon for investment decisions, legal analysis, or due diligence without independent verification.

4.6.7 Watermarking

When watermarking is enabled, in-browser document previews display a visual watermark containing the viewer's email address and the current date. Watermarks are applied as a client-side overlay during preview only and are not embedded in downloaded files. Watermarking is a deterrent, not a guarantee against unauthorized distribution.

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable law or regulation
  • Attempt to access another organization's workspace or data
  • Interfere with or disrupt the Service's infrastructure or security mechanisms
  • Use the Service to store or transmit malicious code, spam, or harmful content
  • Reverse-engineer, decompile, or attempt to extract the source code of the Service
  • Share your account credentials with unauthorized individuals
  • Use the Service in a manner that infringes on the rights of any third party
  • Use AI-assisted features to generate content that is misleading, defamatory, or intended to deceive third parties
  • Systematically extract, scrape, or harvest data from AI-assisted features for purposes unrelated to your organization's legitimate use of the Service
  • Attempt to reverse-engineer, probe, or extract the underlying model weights, training data, or system prompts of any AI feature
  • Upload documents to the VDR that you do not have the right to share, or that contain malware, illegal content, or material that violates third-party rights
  • Share, forward, or redistribute VDR access links to unauthorized parties
  • Attempt to circumvent VDR access controls, expiration limits, or watermarking features

6. Intellectual Property

6.1 Our Property

The Service, including its design, code, features, documentation, and branding, is the intellectual property of CastleFort Technologies Inc. These Terms do not grant you any rights to our intellectual property beyond the limited right to use the Service as described herein.

6.2 Feedback

If you provide suggestions, ideas, or feedback about the Service, you grant us a non-exclusive, royalty-free, perpetual license to use and incorporate such feedback into the Service without obligation to you.

7. Service Availability and Support

7.1 Availability

We strive to maintain high availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to notify you of planned downtime.

7.2 Third-Party Dependencies

The Service depends on third-party infrastructure and service providers (see Section 11). Our ability to deliver the Service is subject to the availability and performance of these providers. We cannot guarantee service levels beyond those provided by our underlying infrastructure and service partners, and we are not liable for outages, degraded performance, or data loss caused by third-party provider failures.

7.3 Support

CastleFort is a small-team product. We provide support on a reasonable-efforts basis via email. We do not offer guaranteed response times, 24/7 support, or dedicated support personnel. We aim to respond to support inquiries within a reasonable timeframe but make no binding commitments regarding response or resolution times.

7.4 No Service Level Agreement

Unless a separate written agreement is in effect between your organization and CastleFort, the Service is provided without any service level agreement (SLA). We do not guarantee specific uptime percentages, response times, or performance benchmarks. The Service is provided on an "as is" and "as available" basis.

8. Limitation of Liability

To the maximum extent permitted by law:

  • The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement
  • CastleFort shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to loss of data, loss of revenue, or business interruption
  • CastleFort shall not be liable for any damages arising from the unavailability, failure, or degradation of third-party services upon which the Service depends
  • CastleFort shall not be liable for any damages arising from reliance on AI-generated content, including document summaries, search results, or other AI outputs (see Section 10)
  • Our total liability for any claim related to the Service shall not exceed the fees paid by your organization in the twelve (12) months preceding the claim, or one hundred Canadian dollars (CAD $100), whichever is greater

9. Indemnification

You agree to indemnify and hold CastleFort harmless from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

10. AI-Assisted Features

10.1 Availability and Scope

The Service includes AI-assisted features designed to help you query, summarize, and analyze your fundraising data. These features include automated document summaries and highlights in the virtual data room, natural language search over data room documents, and conversational AI tools. These features are powered by third-party large language models and are intended to augment -- not replace -- your team's professional judgment.

10.2 Accuracy and Limitations

AI-generated outputs are provided for informational purposes only. While we design our AI features to be helpful and accurate, large language models can produce responses that are incomplete, inaccurate, or out of date. You should independently verify any AI-generated output before relying on it for business decisions, investor communications, or legal or financial matters. This includes AI-generated document summaries that may be visible to external data room viewers. CastleFort does not warrant the accuracy, completeness, or reliability of any AI-generated content.

10.3 Human Oversight

AI features within the Service are assistive tools. They do not make autonomous decisions on your behalf, and no AI-generated output constitutes professional advice (legal, financial, investment, or otherwise). Your team retains full responsibility for all decisions made using the Service, including decisions informed by AI-generated insights.

10.4 Data Handling

When you use an AI feature, the minimum contextual data necessary to generate a relevant response is transmitted to our AI provider. Your data is processed solely to generate a response for your organization and is not used to train, improve, or fine-tune any AI model. For full details on how your data is handled in connection with AI features, see our Privacy Policy, Section 5.

11. Third-Party Service Providers

We rely on a limited set of trusted service providers to deliver the Service. Each provider processes data solely on our behalf:

Provider Role
Cloudflare Infrastructure hosting, database, file storage, CDN, SSL
Clerk Authentication and identity management
Anthropic AI-assisted features (Claude API)
Resend Transactional email delivery (invites, access links)
Sentry Error monitoring and application reliability

These providers are contractually prohibited from using your data for their own purposes. We do not share Your Data with any provider except as strictly necessary to deliver the Service. A complete sub-processor list with data categories is maintained in our Privacy Policy, Section 6.

12. Termination

12.1 By You

You may stop using the Service and request account deletion at any time by contacting us.

12.2 By Us

We reserve the right to suspend or terminate your access if you violate these Terms or if we reasonably believe your use poses a risk to the Service or other users. We will provide reasonable notice where practicable.

12.3 Effect of Termination

Upon termination, your right to use the Service ceases. We will retain Your Data for a reasonable period to allow you to export it, after which it will be deleted in accordance with our Privacy Policy.

13. Modifications

We may update these Terms from time to time. Material changes will be communicated through the Service or by email to your organization's administrator. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms. A changelog of material updates is maintained at LEGAL_CHANGELOG.md.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of the Province of Quebec, Canada, without regard to its conflict-of-law provisions. Any disputes shall be resolved in the courts of Quebec.

15. Contact

For questions about these Terms, please contact:

CastleFort Technologies Inc. Email: legal@castlefort.co