The agreement, in plain English.
These terms are the deal between CompanyCodex and the business that uses it. By creating a company account, inviting a user, or using the service, you agree to them on behalf of your business. If you are an owner or manager accepting for a company, you confirm you have the authority to do so.
1. What CompanyCodex is
CompanyCodex ("CompanyCodex", "we", "us") is a hosted operating platform for small businesses: a library for your company's documents, tools for running the day (menus, prep, stations, labor, reviews, payables, the daily sales journal), and Dex, an AI help desk that has read your company's material. The service is delivered over the web; there is nothing to install.
2. Your account and your people
- The company that signs up (the "Customer") owns the account. The person who creates it is its first owner and is responsible for who else is given access.
- Users must be at least 18, or an employee of the Customer acting under its direction. Keep your password to yourself and tell us if you think it has been used by someone else.
- Employees on your roster identify themselves with a PIN. The Customer is responsible for issuing PINs, for telling employees what the system records, and for complying with the employment and privacy laws that apply to it.
- Roles decide what a user can do. The Customer decides who holds which role.
3. Your data
- Everything you put in, connect, upload or generate inside the service is yours. You give us a licence to host, process, display and back it up only as needed to provide the service to you, and for nothing else.
- You are responsible for having the right to put it there — your documents, your employees' names, your vendors' invoices, the data pulled from systems you connect.
- You can export the whole dataset at any time, and ask us to delete the account. How we handle data is set out in our Privacy Policy, which is part of these terms.
4. Connected services
You may connect third-party services — a point of sale, QuickBooks Online, Google Business Profile, email. When you do:
- You authorise CompanyCodex to read from and, where the feature says so, write to that service on your behalf, within the scopes you granted.
- Your use of that service stays governed by its own terms. We are not responsible for its availability, its accuracy, or changes it makes to its API.
- You can disconnect at any time, and we delete the stored credentials when you do.
5. AI features
Dex and the drafting features produce suggestions from your material using a large language model. They can be wrong. A sourced answer is still a draft until a person in your business checks it. Where the stakes are real — an allergen statement to a guest, a figure in the books, a definition on a staff brief — the service is built so a person reviews and approves before anything is published or posted, and you agree to use it that way. We do not use your data to train models, and our AI provider is contractually prevented from doing so.
6. What you may not do
- Resell, sublicense or offer the service to third parties, or use it to build a competing product.
- Probe, scan or test the security of the service without our written permission, or try to reach another customer's data.
- Upload material you have no right to, or that is unlawful.
- Use the service in a way that puts an unreasonable load on it or on the services it connects to.
7. Bookkeeping, accounting and tax
Parts of CompanyCodex prepare accounting entries — the daily sales journal, vendor bills, payroll journals, adjustments — and checks that say whether figures agree. These are tools. CompanyCodex is not an accountant, a bookkeeper, a tax adviser or a ledger. Your ledger is your accounting system (for example QuickBooks Online); CompanyCodex proposes, a person in your business approves, and your accounting system records. The Customer, and the accountant or CPA it engages, own the result: the correctness of the books, the treatment of any item, and every filing made from them. You agree to review what the service proposes before it is posted and to reconcile your books with your own records and your accountant.
8. Fees
During the founding beta the service is free. If and when a price applies to your company, we will tell the owner first, and nothing will be charged until the owner sets up payment. Prices are shown before tax; where sales tax applies it is added at checkout. Subscriptions are billed monthly through Stripe and can be cancelled at any time, effective at the end of the paid period. Fees already paid are not refunded except where the law requires it.
9. Availability and support
We aim to keep the service available at all times and to tell you about planned maintenance, but we do not promise uninterrupted service. The service is in active development and will change; we will not remove a feature your business relies on without notice. Support is by email at andrew@waverlystone.com. Founding beta customers get a direct line to the people who build it.
10. Our intellectual property
The service, its software, design and name belong to CompanyCodex. These terms give you a limited, non-exclusive, non-transferable right to use the service for your business while your account is in good standing. Your data stays yours (section 3).
11. Ending the agreement
- You can close your account at any time by emailing us. We will give you a reasonable window to export your data, then delete it as the Privacy Policy describes.
- We can suspend or close an account that breaks these terms, puts other customers at risk, or stops paying fees that are due, after giving you notice and a chance to put it right wherever that is reasonable.
- We can also discontinue the service with at least 90 days' notice, and will make your data exportable for the whole of that period.
12. Warranties and liability
The service is provided "as is". To the fullest extent the law allows, we make no warranty that it is error-free or fit for a particular purpose, and we are not liable for indirect, incidental or consequential losses — including lost profits, a wrong figure in the books, a missed filing, or a decision made on a Dex answer. Our total liability to you for any claim is limited to the fees you paid us in the twelve months before the claim arose, or $100 if you have paid nothing. Nothing here limits liability that cannot be limited by law.
13. Indemnity
You will cover us against claims arising from your data, your use of the service in breach of these terms, or your breach of the law — including employment and privacy law regarding the employees you enter into the service.
14. Changes to these terms
If we change these terms in a way that matters, we will email account owners at least 30 days before the change takes effect. Continuing to use the service after that date is acceptance. The current version always lives at this address.
15. The legal bits
- These terms are governed by the laws of the State of Michigan, USA, and any dispute will be heard in the state or federal courts located in Michigan. Both sides agree to try to resolve a dispute by talking first.
- If any part of these terms is found unenforceable, the rest still stands.
- These terms and the Privacy Policy are the whole agreement between us about the service.
- You may not transfer this agreement without our consent; we may transfer it to a successor that takes on the service, with notice to you.