Terms of Service

Effective date: August 21, 2026 · Last updated: August 21, 2026

The short version: COI Manager helps you collect and organize insurance certificates and W-9s. We do not verify the accuracy of those documents, and nothing in the platform constitutes insurance advice. You remain responsible for confirming that your vendors carry adequate coverage. Contact us at support@coimanager.com with any questions.

⚠ Important limitation: COI Manager is a document collection and tracking tool — not an insurance verification service. The platform does not guarantee that any certificate of insurance is accurate, current, valid, or that the underlying policy actually provides the coverage shown. Compliance indicators and AI-extracted data are informational only. Always review original documents and consult a qualified insurance professional before relying on any coverage determination.

Please read these Terms of Service ("Terms") carefully before using COI Manager ("Service"), operated by COI Manager ("we," "us," or "our"). By creating an account or using the Service, you agree to be bound by these Terms.

1. Description of Service

COI Manager is a software-as-a-service platform that allows businesses ("Customers") to collect, store, and track certificates of insurance (COIs) and W-9 forms from their vendors and contractors. The Service includes tools for requesting documents via email, storing uploaded files, monitoring expiration dates, and generating compliance reports.

2. Eligibility

You must be at least 18 years old and have the legal authority to enter into these Terms on behalf of yourself or your organization. By using the Service, you represent and warrant that you meet these requirements.

3. Account Registration

You agree to provide accurate, current, and complete information during registration. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. Notify us immediately at support@coimanager.com if you suspect unauthorized access.

4. Acceptable Use

You agree to use the Service only for lawful purposes. You may not:

Upload or transmit any fraudulent, misleading, or falsified insurance certificates or tax documents
Use the Service to harass, threaten, or harm any individual or organization
Attempt to gain unauthorized access to any part of the Service or its infrastructure
Reverse-engineer, decompile, or otherwise attempt to derive the source code of the Service
Resell or sublicense the Service without our written consent
Use automated scripts to scrape or extract data from the Service

5. Vendor Data and Third-Party Documents

The Service allows you to collect documents from third parties (your vendors). You are solely responsible for obtaining any necessary consents from those third parties and for the accuracy of information you enter about them. We are not responsible for the content of documents uploaded by you or your vendors.

6. No Guarantee of Coverage Accuracy

COI Manager is a document collection and organization tool. It is not an insurance broker, agent, advisor, or verification service. We make no representation or warranty — express or implied — that:

Any certificate of insurance uploaded to the Service is genuine, accurate, or currently in force
The coverage limits, policy types, or effective dates shown on any document are correct or sufficient for your purposes
AI-assisted data extraction from uploaded documents is complete, accurate, or free of errors
Compliance status indicators within the Service reflect actual insurance coverage
A vendor shown as "compliant" in the platform actually maintains the coverage required by your contracts

You are solely responsible for independently verifying the validity and adequacy of your vendors' insurance coverage. COI Manager is a tool to assist that process — it does not replace it. We strongly recommend consulting a qualified insurance professional or broker for coverage determinations.

We shall not be liable for any loss, claim, damage, or liability arising from your reliance on any document, data, or compliance status shown in the Service.

7. Subscription and Payment

Access to the Service requires a paid subscription. Fees are billed monthly in advance. We offer a 90-day money-back guarantee: if you are not satisfied with the Service within the first 90 days of your initial subscription, contact us at support@coimanager.com for a full refund of amounts paid. After 90 days, all fees are non-refundable except as required by law. We reserve the right to change subscription pricing with at least 30 days' notice. Continued use after a price change constitutes acceptance of the new pricing.

8. Data and Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to our collection and use of data as described in the Privacy Policy. You retain ownership of all data you upload to the Service. You grant us a limited license to store and process that data solely to provide the Service.

9. Data Security

We implement reasonable technical and organizational measures to protect your data. However, no method of transmission or storage is completely secure. You acknowledge that you provide data at your own risk and that we cannot guarantee absolute security.

10. Intellectual Property

The Service, including its design, code, and content, is owned by COI Manager and protected by applicable intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or other proprietary materials.

11. Termination

You may cancel your account at any time from your account settings. We may suspend or terminate your access if you violate these Terms or if your subscription payment fails. Upon termination, your right to access the Service ceases immediately. We will retain your data for 30 days after termination before deletion, during which you may request an export.

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT ANY DEFECTS WILL BE CORRECTED.

WITHOUT LIMITING THE FOREGOING, COI MANAGER EXPRESSLY DISCLAIMS ANY WARRANTY THAT DOCUMENTS COLLECTED THROUGH THE SERVICE ARE GENUINE OR ACCURATE, THAT AI-EXTRACTED DATA IS COMPLETE OR CORRECT, OR THAT COMPLIANCE INDICATORS REFLECT ACTUAL INSURANCE COVERAGE. YOU ASSUME ALL RISK ARISING FROM RELIANCE ON ANY INFORMATION DISPLAYED IN THE SERVICE.

13. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, COI MANAGER SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS OR DATA, ARISING OUT OF YOUR USE OF OR INABILITY TO USE THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL LIABILITY TO YOU FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS YOU PAID TO US IN THE TWELVE MONTHS PRECEDING THE CLAIM.

14. Indemnification

You agree to indemnify, defend, and hold harmless COI Manager and its officers, directors, employees, and agents from any claims, liabilities, damages, and expenses (including reasonable attorneys' fees) arising out of your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

15. Governing Law

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

16. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the revised Terms.

17. Contact

If you have questions about these Terms, please contact us at support@coimanager.com.