Terms of Service

The Services are provided to facilitate project intelligence, dashboard analytics, client portal management, and AI-powered insights for architecture and engineering firms (“Subscribers”) and their clients (“Portal Users”).

You agree not to:

• Use the Services in any way that violates applicable laws
• Attempt to access another subscriber's data or tenant
• Use automated means to access or collect information from the Services without prior written consent
• Interfere with or disrupt the Services or connected systems
• Reverse engineer, decompile, or disassemble any part of the platform
• Share account credentials with unauthorized users
• Upload malicious code or attempt to compromise platform security

You must provide accurate information when creating an account. You are responsible for maintaining the security of your account credentials. You must notify us immediately of any unauthorized access at hello@prolens.io.

Authentication is managed by Clerk. Your use of authentication services is also subject to Clerk's terms and privacy policy.

ProLens is offered on a monthly subscription basis. Subscription tiers determine available features, integration limits, and AI feature access. Pricing is provided during the demo and onboarding process and is subject to your subscription agreement.

Subscriptions renew automatically unless cancelled at least 30 days before the renewal date. Refunds are not provided for partial months.

Client portals are provided free of charge with unlimited seats as part of all subscription tiers. The subscribing firm controls which data categories are visible on client portals through admin settings. ProLens is not responsible for data that the subscribing firm chooses to make visible to their clients.

Portal Users access the platform under the terms established by their firm's ProLens subscription. Portal Users do not have a direct contractual relationship with ProLens.

You retain all rights to your data. ProLens does not claim ownership of any project data, financial data, or client information accessed from your project management tools or created within the platform.

ProLens stores your operational data encrypted. Financial records (invoices, time entries, cost rates, deal details, client records) are encrypted at the field level using AES-256-GCM with a key unique to your account before they reach our database. Sensitive fields are stored as encrypted text unreadable without your tenant's decryption key. With Bring Your Own Key (BYOK) encryption enabled, ProLens cannot decrypt your data at all. Data is synced every 15 minutes and refreshed with the latest from your platform.

You may request permanent deletion of all your data at any time using the “Delete My Data” option in Settings. Upon cancellation or disconnection, all encrypted records, encryption keys, and cached data are permanently deleted within 24 hours.

ProLens will never share, sell, or expose your firm's individual data to any third party or to other ProLens customers.

ProLens may produce anonymized, aggregated industry benchmarks (such as average utilization rates or days sales outstanding by firm size) using data from across our customer base. These benchmarks are produced only when the contributing pool includes a minimum of 20 firms and no individual firm's data can be identified or reverse-engineered. You can opt out of benchmark contribution at any time in Settings.

Bring Your Own Key (BYOK) encryption is available on all plans. When BYOK is enabled, ProLens encrypts your data with a key you control through AWS KMS, Google Cloud KMS, or Azure Key Vault. ProLens never possesses your key. Revoking your key renders your data permanently unreadable.

ProLens connects to third-party project management tools via their published APIs. We are not responsible for changes to third-party APIs that may affect data availability or accuracy. We will make reasonable efforts to notify subscribers of known integration disruptions.

Tool connections are read-only. ProLens does not write to, modify, or update your project management tools. You may disconnect your project management tools at any time from the Settings page, which immediately stops all data access.

AI-powered features use Anthropic's Claude API to analyze your data and generate insights. Data sent to the AI is anonymized: client names, project names, and employee names are replaced with pseudonyms before transmission. Dollar amounts and percentages are included to enable accurate analysis.

You acknowledge that AI-generated insights are informational and should not be treated as financial, legal, or professional advice. ProLens is not liable for decisions made based on AI-generated content.

ProLens uses artificial intelligence to analyze your firm's operational data and generate insights, recommendations, and responses to queries. When you use AI-powered features, your data is processed as follows:

• (a) ProLens reads your cached operational data (project financials, team utilization, invoice status, pipeline deals, and related metrics).
• (b) All identifying information (client names, employee names, project names, and firm name) is replaced with anonymous placeholders before any data leaves ProLens servers.
• (c) The anonymized data is sent to our AI processing partner (Anthropic) for analysis. Anthropic does not store your data, use it for model training, or share it with third parties.
• (d) ProLens receives the analysis results, restores the original identifiers, and presents the insights to you.

You may disable AI-powered features at any time through Settings > AI Intelligence. Disabling AI features does not affect your access to dashboards, reports, or other non-AI functionality.

ProLens does not use AI to make automated decisions about your employees, clients, or business operations. All AI-generated content is advisory and requires human review before action.

The Weekly Pulse workflow allows project managers to review, override, and publish project data to client portals. Published data reflects the subscribing firm's review and approval. ProLens is not responsible for the accuracy of data that has been manually overridden by a subscriber's team.

All content, software, and design elements of the Services are the property of ProLens and are protected by intellectual property laws. You may not reproduce, distribute, or create derivative works from the platform without prior written consent.

Your data remains your property. Our intellectual property rights do not extend to any data you access or create within the platform.

The website at prolens.io contains industry data, analyses, and informational content provided for general purposes only. This content should not be construed as financial, legal, or professional advice. Decisions made based on information found on the website are made at your own discretion and risk.

THE SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. PROLENS MAKES NO WARRANTIES, EXPRESS OR IMPLIED, REGARDING THE SERVICES' OPERATION, AVAILABILITY, ACCURACY, OR COMPLETENESS. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, PROLENS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM OR RELATED TO YOUR USE OF THE SERVICES.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THE SERVICES SHALL NOT EXCEED THE AMOUNT YOU PAID IN SUBSCRIPTION FEES DURING THE TWELVE MONTHS PRECEDING THE CLAIM.

WE ARE NOT LIABLE FOR DECISIONS MADE BASED ON AI-GENERATED INSIGHTS, DASHBOARD ANALYTICS, OR ANY DATA DISPLAYED ON THE PLATFORM.

You agree to indemnify and hold harmless ProLens, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses arising from your use of the Services or your violation of these Terms.

Either party may terminate the subscription with 30 days written notice. Upon termination:

• Financial data access stops immediately (real-time connection to your project management tools is severed)
• All encrypted data, encryption keys, and cached records associated with your account are permanently deleted within 24 hours
• You may request export of project records and Weekly Pulse snapshots within 90 days
• All stored data is permanently deleted 90 days after cancellation

We may suspend or terminate accounts that violate these Terms without notice.

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions. Any disputes shall be resolved in the state or federal courts located in Dallas County, Texas.

We may update these Terms from time to time. When we make changes, we will update the “Last updated” date and notify account holders via email at least 30 days before material changes take effect.

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

ProLens
Rowlett, TX
Email: hello@prolens.io