Terms of Service

Agreement to these Terms

These Terms of Service (the “Terms”) govern access to and use of Pro Suite Software’s websites, HVAC operations platform, technician portal, mobile experiences, communications, and related services (collectively, the “Service”). “Pro Suite,” “we,” “us,” and “our” refer to Pro Suite Software.

By creating an account, accepting an invitation, clicking to accept, or using the Service, you agree to these Terms. If you use the Service for a company or other organization, you represent that you have authority to bind that organization, and “you” includes that organization.

Eligibility and company authority

You must be at least 18 years old and legally able to enter a contract. The Service is intended for businesses and their authorized personnel, not for personal or household use.

Company owners and administrators may invite office users and technicians, assign roles, configure access, and manage company records. You are responsible for ensuring each invited user is authorized to access the company workspace.

Accounts and access

You must provide accurate account and company information, keep it current, protect login credentials, and promptly tell us about suspected unauthorized access. Accounts are personal to the assigned user and may not be shared.

Role-based permissions may provide office administrators with broader access and technicians with access limited to their profiles, schedules, assigned work, directions, notes, photos, signatures, and related job records. Your company is responsible for configuring roles appropriately.

Subscriptions, trials, and payment

Paid plans, billing periods, included features, usage limits, and fees are shown when you subscribe or in an applicable order form. Unless stated otherwise, subscriptions renew automatically for the same billing period until canceled. You authorize us and our payment providers to charge applicable fees and taxes using your selected payment method.

Trials and promotional features may be limited, modified, or ended as described in the offer. Except where required by law or expressly stated otherwise, fees already paid are nonrefundable. Canceling prevents future renewal but does not retroactively refund the current period.

Using the Service

The Service helps HVAC businesses manage scheduling, dispatch, jobs, customers, equipment, estimates, invoices, payments, reports, communications, technicians, and proof-of-service records. You are responsible for reviewing records and outputs before relying on them.

The Service is an operational tool. It is not an emergency dispatch service, licensed trade advice, legal or tax advice, accounting advice, or a substitute for professional judgment, safety procedures, permits, codes, manufacturer instructions, or applicable law.

Your company’s responsibilities

Your company determines what customer, employee, contractor, property, equipment, and job data is entered into the Service and how that data is used. Your company is responsible for having a lawful basis and providing any notices or obtaining any consents required for:

• inviting and managing employees or contractors;
• using technician addresses, device location, route, or dispatch information;
• recording or transcribing calls and communications;
• taking, uploading, and sharing job-site photos;
• collecting customer signatures, approvals, and service records; and
• sending email, text, or other communications.

Company and customer data

You retain ownership of data you or your users submit to the Service (“Company Data”). You grant Pro Suite a limited, worldwide license to host, process, transmit, display, back up, and otherwise use Company Data only as needed to provide, secure, support, and improve the Service, comply with law, and follow your instructions.

You represent that you have all rights and permissions needed to provide Company Data to us. Do not upload information that you are not authorized to collect, use, or disclose.

Location, photos, and signatures

Technician location or address data may be used for mapping, routing, assignment, and dispatch when configured by the company. Job photos, notes, timestamps, and customer signatures may be stored as proof-of-service records.

Your company—not Pro Suite—is responsible for its workforce policies, customer disclosures, job-site permissions, retention decisions, and the legal validity or evidentiary use of these records. Electronic signatures and approvals must be used in compliance with applicable law.

Communications

You agree that we may send transactional messages about accounts, security, service changes, billing, confirmations, and support. Marketing communications may be stopped using the unsubscribe method provided, but essential service messages may continue while an account is active.

If you use Service features to communicate with customers or technicians, you are responsible for message content, recipient consent, opt-outs, timing, and compliance with telemarketing, call-recording, email, and text-messaging laws.

Acceptable use

You may not use the Service to violate law or another person’s rights; access another company’s workspace without authorization; upload malicious code; interfere with security or availability; probe or reverse engineer the Service except where law expressly permits; scrape or resell access; send spam or deceptive communications; submit unlawful, infringing, or harmful content; or use the Service to make unlawful employment, credit, housing, insurance, or other high-impact decisions.

We may investigate suspected misuse and limit or suspend access when reasonably necessary to protect users, the Service, or others.

Third-party services

The Service may interoperate with hosting, authentication, mapping, geocoding, communications, analytics, payment, accounting, or other third-party services. Those services are governed by their own terms and privacy practices. We are not responsible for third-party products or for changes, outages, or data handling outside our control.

Pro Suite ownership and license

Pro Suite and its licensors own the Service, including its software, design, workflows, branding, documentation, and related intellectual property. Subject to these Terms and payment of applicable fees, we grant you a limited, nonexclusive, nontransferable, revocable right to use the Service for your internal business operations during your subscription.

If you provide suggestions or feedback, you permit us to use it without restriction or compensation, provided we do not identify you publicly without permission.

Confidentiality

Each party may receive nonpublic information that a reasonable person would understand to be confidential. The receiving party will use reasonable care to protect it and will use it only for the relationship, except when disclosure is authorized or legally required. Company Data is your confidential information.

Availability and changes

We work to keep the Service available and secure, but uninterrupted or error-free operation is not guaranteed. Maintenance, security events, internet conditions, third-party outages, and other factors may affect availability. We may improve, modify, replace, or discontinue features, and will provide notice when a material change reasonably requires it.

Suspension and termination

You may stop using the Service or cancel as allowed by your plan. We may suspend or terminate access for material breach, nonpayment, security risk, unlawful activity, or conduct that could harm the Service or others. When reasonably possible, we will provide notice and an opportunity to cure.

After termination, access ends and Company Data may be deleted according to our retention practices, subject to legal requirements and any available export period. Provisions that by their nature should survive will survive, including payment obligations, ownership, disclaimers, liability limits, and dispute terms.

Disclaimers

To the maximum extent permitted by law, the Service is provided “as is” and “as available.” Pro Suite disclaims implied warranties of merchantability, fitness for a particular purpose, title, and noninfringement. We do not warrant that forecasts, reports, AI-assisted outputs, routes, geocoding, communications, integrations, or records will always be complete, accurate, or suitable for a particular purpose.

Nothing in these Terms excludes warranties or rights that cannot lawfully be excluded.

Limitation of liability

To the maximum extent permitted by law, Pro Suite and its affiliates, officers, employees, and suppliers will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, business interruption, or data, arising from or related to the Service.

Our total liability for all claims arising from or related to the Service will not exceed the greater of $100 or the amount you paid Pro Suite for the Service during the 12 months before the event giving rise to the claim. These limits do not apply where prohibited by law or to liability that cannot lawfully be limited.

Indemnification

To the extent permitted by law, your company will defend and indemnify Pro Suite from third-party claims, losses, and reasonable costs arising from Company Data, your company’s use of the Service, your violation of these Terms, or your violation of another person’s rights or applicable law. This does not require indemnification for claims caused solely by Pro Suite’s willful misconduct.

Governing law and disputes

These Terms are governed by the laws of North Carolina, without regard to conflict-of-law rules. Before filing a claim, each party agrees to give written notice and make a good-faith effort for at least 30 days to resolve the dispute informally.

Unless applicable law requires otherwise, courts located in Pitt County, North Carolina will have exclusive jurisdiction over disputes arising from these Terms or the Service, and each party consents to that jurisdiction and venue.

Changes and general terms

We may update these Terms. Material changes will be posted with a new effective date and, when appropriate, communicated through the Service or email. Continued use after the effective date means you accept the updated Terms.

These Terms and any applicable order form are the entire agreement about the Service. If one provision is unenforceable, the remaining provisions remain effective. Failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, reorganization, or sale of assets.

Contact us

Questions about these Terms may be sent to legal@prosuitesoftware.com. Pro Suite Software is headquartered in Greenville, North Carolina, United States.