Terms of Service

1. The agreement

These Terms of Service ("Terms") govern access to and use of Zanbase, including the website at zanbase.com, the Zanbase app, Zanbase Agent and related services (the "Service"), provided by Zanbase ("Zanbase", "we", "us").

By creating an account, creating or joining a workspace, or using the Service, you agree to these Terms. If you use the Service on behalf of an organization, you agree on its behalf and confirm you have authority to do so; "you" then means that organization ("Customer") and its members.

The Privacy Policy is part of these Terms, and so is the Data Processing Agreement at the end of this page, where it applies.

2. Accounts and workspaces

You must be at least 16 years old to use the Service. Give accurate account information and keep your sign-in methods (passkeys, email codes, or a connected Google or GitHub account) secure. You are responsible for activity under your account.

Workspace owners and admins manage membership, workspace connections and the workspace's plan. Access to content is controlled by each resource's permissions and any inherited folder permissions. Workspace administration does not itself grant access to private content; the workspace owner has a dedicated emergency access path.

Tell us at [email protected] if you believe your account has been used without permission.

3. Your content

Everything you and your members put into a workspace (messages, docs, tasks, tables, files, recordings, whiteboards and the like) is "Customer Content". You keep all rights to it.

You grant Zanbase a worldwide, non-exclusive license to host, store, copy, process, transmit and display Customer Content only as needed to provide, secure and support the Service for you, and as described in the Privacy Policy. This license ends when the content is deleted from the Service.

You are responsible for Customer Content and for having the rights to use it in the Service. When you create a public share link, anyone with the link can view what it shares until you turn the link off.

While your workspace is active, you can export docs, table data, whiteboards, presentations and reels using the formats available in each editor. Export does not provide a complete workspace archive.

4. Zanbase Agent and AI features

Zanbase Agent and other AI features generate text and actions from your prompts and from workspace content the requesting person is allowed to see. Zanbase Agent acts on behalf of the person using it, with that person's permissions.

AI output can be wrong, incomplete or not unique. Review it before you rely on it or share it. You are responsible for how you use AI output; as between you and Zanbase, you own it.

Zanbase does not train AI models on Customer Content. To produce a response, the relevant content is sent to the AI providers listed in our Privacy Policy, which process it under their own terms.

5. Acceptable use

This applies to everyone who uses Zanbase, including workspace members, guests and people who open a public share link. Do not use Zanbase to:

• Break the law, or help anyone else break it.
• Store or share content that sexually exploits children, promotes terrorism or violent extremism, or threatens or incites violence.
• Harass, bully, defame or threaten anyone, or share someone's private information without permission.
• Infringe intellectual property or privacy rights.
• Send spam, run phishing or fraud, or impersonate a person or organization.
• Distribute malware or host content that harms devices or networks.
• Use public share links, forms or recordings to deceive people or collect their credentials.

Do not misuse the Service:

• Access workspaces, accounts or data you are not authorized to access, or probe or test the Service's security without our written permission.
• Get around plan limits, usage caps or access controls, including by creating multiple accounts or workspaces to avoid them.
• Disrupt or overload the Service, or use automated means to access it except through the interfaces we provide, such as our MCP server.
• Copy, resell or reverse engineer the Service, or use it to build a competing product.

With Zanbase Agent and other AI features:

• Do not use AI features to create content this section forbids, or to make decisions with legal or similarly significant effects on people without human review.
• Do not try to get Zanbase Agent to reveal content you are not permitted to see, or to bypass its safeguards.
• Do not present AI output as human-written where that would mislead people, or use it to impersonate someone.

If we find a breach of this section, we may remove content, turn off share links, suspend accounts or workspaces, or end the agreement, depending on how serious it is. We act proportionately and, where we can, give notice first.

To report abuse or a share link that breaks these rules, email [email protected].

6. Plans, fees and payment

Plan availability and charges are shown on the pricing page when you subscribe. Self-service paid subscriptions are charged per member per month, billed monthly or yearly. Each plan includes a set capacity of members, Zanbase Agent credits, call minutes and storage; when a workspace reaches a limit, the related action pauses until capacity frees up or the plan changes.

Purchases are made through Polar, our merchant of record. Polar handles payment, tax and receipts under its own terms. Subscriptions renew automatically at the end of each billing period until canceled. You can cancel at any time; the plan stays active until the end of the paid period.

We may change prices with at least 30 days' notice before the change applies to your next billing period. Fees already paid are non-refundable, except where the law requires otherwise or we state otherwise in writing.

Single sign-on with your identity provider uses OpenID Connect (OIDC) and is available on Enterprise.

If you sign an order form or separate contract with Zanbase, it takes precedence over these Terms where they conflict.

7. Integrations and third-party services

You can connect services such as Google, Microsoft and GitHub accounts to a workspace. When you do, you authorize Zanbase to access and store the data that integration needs, under the permissions you grant. Your use of a third-party service is governed by its own terms, and we are not responsible for it.

8. Our service

We work to keep the Service available and secure, as described on our Security page. The Service changes over time: we may add, change or remove features. If we remove a material feature of a paid plan, we will tell you in advance.

Zanbase and its licensors own the Service, including its software, design and trademarks. These Terms give you no rights to them beyond using the Service.

If you send us feedback, we may use it without obligation to you.

9. Suspension and termination

You can stop using the Service at any time, and workspace owners can delete a workspace from its settings.

We may suspend or end access to the Service if you materially breach these Terms, if payment is overdue, or if needed to prevent harm to the Service, other users or third parties. Where possible we give notice first and a chance to fix the problem.

After a workspace is deleted or this agreement ends, we delete its Customer Content within 30 days, except copies in backups, which are overwritten on their normal schedule, and anything we must keep by law. Export what you need before then.

Sections 3 (license ends as stated), 6 (fees owed), 8, 10, 11, 12 and 13 survive termination.

10. Disclaimers

The Service is provided "as is" and "as available". To the fullest extent the law allows, Zanbase disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement, and does not warrant that the Service will be uninterrupted or error-free.

11. Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, even if advised of their possibility.

Each party's total liability arising from these Terms is limited to the amount Customer paid Zanbase for the Service in the 12 months before the event giving rise to the claim, or US $100 if that amount is lower. These limits do not apply to Customer's payment obligations, to a party's indemnity obligations, or to liability that cannot be limited by law.

12. Indemnity

You will defend and indemnify Zanbase against third-party claims arising from Customer Content or from your use of the Service in breach of these Terms or the law. Zanbase will defend and indemnify you against third-party claims that the Service, as provided by us, infringes their intellectual property rights.

13. Governing law

These Terms are governed by the laws of Singapore, without regard to conflict-of-law rules. Any dispute will be resolved in the courts of Singapore, and both parties consent to their jurisdiction.

14. Changes to these Terms

We may update these Terms. For material changes we will notify workspace owners by email or in the app before they take effect. Continuing to use the Service after the effective date means you accept the updated Terms.

Questions about these Terms: [email protected].

15. Data Processing Agreement: Scope

This Data Processing Agreement ("DPA") forms part of these Terms between Customer and Zanbase ("Zanbase") and applies when Zanbase processes personal data contained in Customer Content on Customer's behalf ("Customer Personal Data"), including where the GDPR, the UK GDPR, Swiss data protection law or US state privacy laws apply. Customer accepts this DPA by accepting these Terms; no signature is required.

Customer is the controller (or a processor acting for its own controllers) and Zanbase is the processor (or service provider). If this DPA and the Terms conflict, this DPA prevails for Customer Personal Data.

16. Data Processing Agreement: Details of processing

17. Data Processing Agreement: Customer's instructions

Zanbase processes Customer Personal Data only on Customer's documented instructions, which are the Terms, this DPA, and Customer's use and configuration of the Service, unless the law requires otherwise; in that case Zanbase informs Customer first unless the law forbids it. Zanbase tells Customer if it believes an instruction breaks data protection law.

Zanbase does not sell or share Customer Personal Data, and does not retain, use or disclose it for any purpose other than providing the Service, or combine it with other data except as allowed by law.

18. Data Processing Agreement: Confidentiality and security

Zanbase ensures that people authorized to process Customer Personal Data are bound by confidentiality. Zanbase maintains appropriate technical and organizational measures to protect it, described on our Security page, and may update them as long as protection does not decrease.

19. Data Processing Agreement: Subprocessors

Customer authorizes Zanbase to use the subprocessors listed in our Privacy Policy. Zanbase binds each subprocessor by written contract to data protection obligations no less protective than this DPA, and remains responsible for their performance.

Zanbase gives at least 30 days' notice before a new subprocessor starts processing Customer Personal Data, by updating that list and notifying workspace owners who ask to be notified at [email protected]. Customer may object on reasonable data protection grounds within that period; if the parties cannot resolve the objection, Customer may terminate the affected Service and receive a refund of prepaid fees for the remaining term.

20. Data Processing Agreement: Assistance

Taking into account the nature of the processing, Zanbase assists Customer, mostly through the Service's own features (such as export, deletion and permissions), with responding to data subject requests, and provides reasonable information for data protection impact assessments and consultations with authorities. If Zanbase receives a request directly from a data subject about Customer Personal Data, it refers them to Customer.

21. Data Processing Agreement: Personal data breaches

Zanbase notifies Customer without undue delay, and within 72 hours, after becoming aware of a personal data breach affecting Customer Personal Data. The notice describes the breach, its likely consequences and the measures taken, as far as that information is available, and Zanbase supplies further details as they become known.

22. Data Processing Agreement: Deletion and return

Customer can export docs, table data, whiteboards, presentations and reels through their editors during the term; a complete workspace archive is not available. Within 30 days after the Terms end or a workspace is deleted, Zanbase deletes the Customer Personal Data in it, except copies in backups, which are overwritten on their normal schedule, and data the law requires Zanbase to keep, which remains protected by this DPA.

23. Data Processing Agreement: Audits

On written request, Zanbase makes available the information reasonably necessary to demonstrate compliance with this DPA, such as answers to security questionnaires. If that information is not enough to meet a legal requirement, Customer may conduct an audit, at its own cost, no more than once a year, with 30 days' notice, during business hours, and under confidentiality.

24. Data Processing Agreement: International transfers

Zanbase may process Customer Personal Data in the United States and in other countries where its subprocessors operate. Where Customer Personal Data subject to the GDPR is transferred to a country without an adequacy decision, the parties agree to the European Commission's Standard Contractual Clauses (Module 2, controller to processor, or Module 3, processor to processor, as applicable), which are incorporated by reference, with Customer as data exporter and Zanbase as data importer; Annex I is completed by section 2 of this DPA and Annex II by the Security page. For the UK and Switzerland, the clauses apply as amended by the UK International Data Transfer Addendum and Swiss law, respectively.

25. Data Processing Agreement: Liability and law

Each party's liability under this DPA is subject to the limitations in the Terms. This DPA is governed by the law that governs the Terms, except where the Standard Contractual Clauses require otherwise. Questions: [email protected].