Terms of Service

1. Acceptance of Terms

By accessing or using MarineDesk AI (the "Platform"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Platform. MarineDesk AI reserves the right to modify these Terms at any time, and your continued use of the Platform constitutes acceptance of any changes.

These Terms govern your use of the MarineDesk AI procurement workflow platform, including all features, services, and tools provided by MarineDesk AI Private Limited.

2. Service Description

MarineDesk AI provides an enterprise procurement workflow platform for maritime operations. The Platform includes the following services:

• Procurement Workflow Management: End-to-end tracking of RFQ-to-delivery workflows
• RFQ Management: Creation, distribution, and tracking of Requests for Quotation
• Supplier Quotation Management: Collection, comparison, and evaluation of supplier quotations
• Comparison Engine: Side-by-side comparison of quotations and supplier performance metrics
• Purchase Order Management: PO creation, approval, and supplier acceptance workflows
• Supplier Portal: Token-based supplier access for RFQ responses and PO management
• Workflow Tracking: Real-time status tracking across the entire procurement lifecycle
• Email Intelligence: Automated extraction of procurement data from email attachments
• Document Intelligence: AI-powered classification and extraction from uploaded documents
• Procurement Analytics: Supplier performance, vessel analytics, and spend intelligence

3. User Accounts

Users are responsible for:

• Credentials: Maintaining the confidentiality of login credentials and account access
• Permissions: Using accounts only within the scope of assigned role permissions (Super Admin, Admin, Procurement, Supplier, Viewer)
• Data Accuracy: Ensuring all data entered into the Platform is accurate and complete
• Authorized Usage: Using the Platform only for legitimate procurement activities
• Notification: Promptly reporting unauthorized access or security incidents

4. Company Responsibilities

Different user types have specific responsibilities:

Ship Owners

• Ensure RFQ specifications accurately reflect vessel requirements
• Approve Purchase Orders before issuance to suppliers
• Review and approve all documents (OC, PI, CI, PL, FI, DN) before workflow progression
• Authorize payment releases after proper verification

Ship Managers

• Coordinate procurement activities on behalf of ship owners
• Maintain accurate vessel information and requirements
• Ensure timely review and approval of procurement documents
• Communicate delivery requirements and vessel schedules accurately

Suppliers

• Submit accurate quotations with valid pricing and delivery terms
• Respond to RFQs within agreed timeframes
• Accept Purchase Orders only when able to fulfill requirements
• Upload valid documents (invoices, packing lists, certificates) as required
• Maintain accurate company and contact information

5. Acceptable Use

The following activities are strictly prohibited:

• Fraud: Submitting false quotations, fake documents, or fraudulent procurement data
• Unauthorized Access: Accessing accounts or data without proper authorization
• Data Scraping: Automated extraction of Platform data for external use
• Malware Uploads: Uploading malicious files, viruses, or harmful code
• Credential Sharing: Sharing login credentials or access tokens with unauthorized parties
• System Abuse: Overloading APIs, denial of service attacks, or disrupting Platform operations
• Competitive Misuse: Using Platform data to harm competitors or engage in anti-competitive practices

6. AI Services Disclaimer

MarineDesk AI uses artificial intelligence to assist with procurement tasks. AI capabilities include:

• Document Classification: Automatic categorization of uploaded documents (invoices, packing lists, etc.)
• Information Extraction: Extraction of line items, part numbers, quantities, and specifications from documents
• Recommendations: Supplier performance scores, pricing insights, and workflow suggestions

All AI-generated suggestions and extracted data are presented for human review. Human approval is required for all workflow actions, including PO creation, supplier selection, document approval, and payment release. MarineDesk AI is not responsible for decisions made based on AI recommendations.

7. Procurement Responsibility

MarineDesk AI is a software platform that facilitates procurement workflows. The Platform does not:

• Guarantee supplier performance or delivery
• Verify supplier qualifications or certifications
• Validate pricing or market rates
• Ensure compliance with maritime regulations
• Provide legal advice on procurement contracts

All commercial decisions, including supplier selection, pricing negotiation, and procurement strategy, remain the sole responsibility of the customer. MarineDesk AI is not liable for any losses resulting from procurement decisions made using the Platform.

8. Intellectual Property

Intellectual property rights are allocated as follows:

• Platform Ownership: MarineDesk AI retains all rights to the Platform software, UI design, algorithms, and proprietary technology
• Customer Data Ownership: Customers retain ownership of all data uploaded to the Platform, including RFQs, POs, invoices, and procurement records
• Uploaded Document Ownership: Customers retain ownership of all documents uploaded to the Platform
• License to Use: Customers grant MarineDesk AI a limited license to process, store, and display data for the purpose of providing the Platform services
• AI Models: MarineDesk AI retains ownership of AI models and algorithms used for document processing and analytics

9. Availability

MarineDesk AI strives to maintain:

• Commercially Reasonable Uptime: We aim for 99.5% uptime, excluding scheduled maintenance
• Maintenance Windows: Scheduled maintenance will be announced at least 24 hours in advance when possible
• Force Majeure: MarineDesk AI is not liable for service interruptions caused by events beyond our control, including natural disasters, internet outages, or third-party service failures
• No SLA Guarantee: Unless a separate Service Level Agreement is executed, no specific uptime guarantees are provided

10. Security

MarineDesk AI implements comprehensive security measures as detailed in our Security Policy. Key security features include:

• JWT-based authentication with secure token management
• Role-based access control with granular permissions
• Company data isolation to prevent cross-tenant access
• Comprehensive audit logging for all system actions
• File upload security with type validation and malware scanning
• HTTPS encryption for all data in transit
• Security headers and content security policies

Customers are responsible for maintaining the security of their accounts and credentials. MarineDesk AI is not liable for security breaches resulting from customer negligence or credential compromise.

11. Limitation of Liability

To the maximum extent permitted by applicable law:

• MarineDesk AI provides software assistance only and is not liable for procurement decisions
• MarineDesk AI is not liable for any indirect, incidental, special, or consequential damages
• MarineDesk AI is not liable for lost profits, revenue, or business opportunities
• MarineDesk AI is not liable for supplier performance, delivery failures, or quality issues
• MarineDesk AI is not liable for data loss resulting from customer actions or system misuse
• Total liability is limited to the fees paid by the customer in the 12 months preceding the claim

12. Termination

MarineDesk AI reserves the right to:

• Account Suspension: Suspend accounts for violation of these Terms or suspicious activity
• Abuse Handling: Terminate accounts engaged in fraud, unauthorized access, or system abuse
• Customer Closure: Process customer requests to close accounts and delete data per retention policies
• Service Termination: Discontinue services with 30 days notice for paying customers

Upon termination, customer data will be retained according to our data retention policy and then securely deleted unless legal requirements mandate longer retention.

13. Governing Law

These Terms are governed by the laws of:

• Singapore: Primary operations and data center jurisdiction
• India: Development and support operations jurisdiction

Any disputes arising from these Terms shall be resolved in the courts of Singapore, unless otherwise agreed in writing. For customers in other jurisdictions, local laws may apply where mandated by regulation.

14. Contact

For questions about these Terms of Service, please contact: