Effective Date: April 26, 2026 | Last Updated: April 26, 2026
1. Acceptance of Terms
By creating an account, completing checkout, or accessing the Carolina Compliance Solutions platform (“Platform”), you (“Client”) affirm that you have read these Terms of Service, that you have authority to bind yourself or the entity on whose behalf you are acting, and that you agree to be bound by them. We require explicit acceptance of these Terms during checkout and again at first login to the Platform. If you do not agree to these Terms, do not complete checkout and do not access the Platform.
Client is responsible for all activity conducted under its account. Client must designate an authorized representative for billing, cancellation, and account administration purposes. Client is responsible for ensuring that only authorized personnel access the Platform on Client’s behalf and for promptly removing access for any individual who is no longer authorized.
2. Description of Service
Carolina Compliance Solutions is a software platform that helps general contractors organize and track Certificate of Insurance (“COI”) documentation submitted by their subcontractors. The Platform extracts data from submitted COI documents, stores that data, and surfaces it to Client through a dashboard and automated email reminders. The Platform does not: (a) provide insurance advice or recommendations; (b) verify the authenticity, validity, accuracy, or current status of any insurance policy or coverage; (c) determine whether any subcontractor’s coverage is adequate, enforceable, or sufficient for any contractual or legal purpose; (d) act as an insurance broker, agent, advisor, or compliance consultant; or (e) serve as a substitute for independent verification of insurance coverage with the issuing carrier or broker.
2A. Definitions
For purposes of these Terms, the following definitions apply:
(a) “Client” means the general contractor, business entity, or sole proprietor that has registered for and maintains an active paid subscription to the Platform.
(b) “Subcontractor” means any third party (typically a trade contractor, vendor, or service provider) whose Certificate of Insurance documentation is submitted to the Platform on Client’s behalf, whether submitted by Client, by the Subcontractor directly, or by the Subcontractor’s broker or agent.
(c) “Authorized User” means any individual designated by Client to access and use the Platform on Client’s behalf.
(d) “Certificate of Insurance” or “COI” means a document evidencing one or more insurance policies, typically issued on the ACORD 25 form or equivalent, that is submitted to the Platform.
(e) “Documentation Status” means any label, indicator, badge, or status the Platform displays with respect to a Subcontractor’s submitted Certificate of Insurance documentation, including but not limited to “Current,” “Expired,” “Matches Requirements,” “Has Open Items,” and “Needs Review.” Documentation Status is not a determination of actual insurance coverage.
(f) “Material Change” means any modification to these Terms that (i) increases the price of any subscription tier; (ii) reduces functionality available to existing subscribers; (iii) modifies data retention, deletion, or security practices; (iv) modifies the dispute resolution provisions in Section 17 or the limitation of liability in Section 8; or (v) increases Client’s legal obligations under these Terms. Changes that do not meet this definition are not Material Changes for purposes of these Terms, including but not limited to corrections of typographical errors, clarifications, formatting changes, addition of new features, and updates to contact information.
(g) “Platform” has the meaning given in Section 1.
3. AI-Assisted Data Extraction — Limitations and Disclaimer
The Platform uses artificial intelligence to extract data from COI documents. Client acknowledges and agrees that: (a) AI extraction is subject to errors, omissions, and misinterpretations; (b) extracted data may not accurately reflect the contents of the original document; (c) the Platform may fail to detect altered, forged, fraudulent, or improperly issued documents; (d) status indicators displayed in the Platform reflect only what the Platform was able to extract from submitted COI documentation, not a determination of actual insurance coverage; and (e) Client is solely responsible for independently verifying that subcontractors maintain adequate insurance coverage before permitting them to perform work.
4. NO WARRANTIES
THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND,
EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, OR NON-INFRINGEMENT. CAROLINA
COMPLIANCE SOLUTIONS DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED,
ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. USE OF THE PLATFORM IS
ENTIRELY AT YOUR OWN RISK.
WITHOUT LIMITING THE FOREGOING, CAROLINA COMPLIANCE SOLUTIONS MAKES NO WARRANTY THAT DATA EXTRACTED BY THE PLATFORM’S ARTIFICIAL INTELLIGENCE SYSTEMS WILL BE ACCURATE, COMPLETE, OR FREE FROM ERROR, AND CLIENT EXPRESSLY ASSUMES ALL RISK OF RELIANCE ON SUCH DATA WITHOUT INDEPENDENT VERIFICATION.
5. Documentation Tracking, Not Coverage Verification
Status labels displayed in the Platform — including but not limited to “Current,” “Expired,” “Matches Requirements,” “Has Open Items,” “Needs Review,” and any similar indicators — reflect only what the Platform was able to extract from COI documentation submitted to it. They do not mean a subcontractor’s insurance policy is active, valid, in force, or that it will respond to a claim. Certificates of insurance are representations made by the issuing party and are not, by themselves, guarantees of coverage. Carolina Compliance Solutions has no ability to confirm coverage directly with insurance carriers and expressly disclaims any such ability or obligation.
6. Policy Number Validity
The Platform will flag any Certificate of Insurance where the policy number is listed as "TBD," "Pending," or any equivalent placeholder as having open items. A certificate with a placeholder policy number does not confirm a bound insurance policy and should not be relied upon as evidence of coverage.
7. Cancellation and Endorsement Detection
The Platform includes automated detection of cancellation notices, endorsements, and reinstatement documents when such documents are forwarded to coi@carolinacompliancesolutions.com. Client acknowledges that: (a) this detection is not guaranteed to be complete, accurate, or timely; (b) Client is responsible for forwarding all relevant insurance correspondence to coi@carolinacompliancesolutions.com; and (c) Carolina Compliance Solutions is not liable for any loss, damage, or claim arising from a cancellation, lapse, endorsement, or change in coverage that was not forwarded to the Platform, was not detected by the Platform’s automated systems, or was detected but not communicated within a timeframe Client expected.
8. LIMITATION OF LIABILITY
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CAROLINA COMPLIANCE SOLUTIONS
SHALL NOT BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR
PUNITIVE DAMAGES ARISING OUT OF OR RELATED TO YOUR USE OF THE PLATFORM, INCLUDING
BUT NOT LIMITED TO: (A) LOSSES ARISING FROM A SUBCONTRACTOR PERFORMING WORK WITHOUT
ADEQUATE INSURANCE; (B) CLAIMS, JUDGMENTS, OR SETTLEMENTS ARISING FROM AN UNINSURED
OR UNDERINSURED INCIDENT; (C) LOSSES RESULTING FROM INACCURACIES IN DOCUMENTATION STATUS, EXTRACTED DATA, OR PLATFORM INDICATORS, WHETHER CAUSED BY AI EXTRACTION ERROR, INCOMPLETE SUBMISSION, FORGED OR FRAUDULENT DOCUMENTS, OR ANY OTHER CAUSE; OR (D) LOSSES RESULTING FROM FAILURE TO DETECT A CANCELLATION, LAPSE,
OR COVERAGE GAP. OUR TOTAL LIABILITY TO YOU FOR ANY CLAIM SHALL NOT EXCEED THE
AMOUNT YOU PAID TO US IN THE THREE (3) MONTHS PRECEDING THE CLAIM.
9. Client Responsibilities
Client agrees that Client is solely responsible for: (a) verifying the accuracy of all data entered into or extracted by the Platform; (b) independently confirming subcontractors’ insurance coverage with the issuing broker or carrier before allowing them on job sites; (c) forwarding all cancellation notices, endorsements, and reinstatement letters to coi@carolinacompliancesolutions.com; (d) ensuring subcontractors’ coverage meets Client’s contractual obligations with project owners, lenders, or other parties; (e) maintaining Client’s own insurance coverage as required by law or contract; and (f) using the Platform as one tool among others in Client’s broader insurance and risk management process, not as the sole basis for any decision regarding subcontractor work authorization.
10. Indemnification
Client agrees to indemnify, defend, and hold harmless Carolina Compliance Solutions and its owners, officers, employees, and agents from any claims, damages, losses, costs, or expenses (including reasonable attorneys’ fees) arising out of or related to: (a) Client’s use of or reliance on the Platform; (b) Client’s breach of these Terms; (c) any subcontractor incident, loss, or claim, regardless of any documentation status, indicator, or label displayed in the Platform with respect to that subcontractor; or (d) any fraudulent, forged, or invalid documents submitted to the Platform.
10A. Carolina Compliance Solutions Indemnification of Client
Subject to the limitations in this Agreement, Carolina Compliance Solutions will defend Client against any third-party claim alleging that the Platform, as provided by Carolina Compliance Solutions and used by Client in accordance with these Terms, infringes that third party’s United States patent, copyright, or trademark rights. Carolina Compliance Solutions will pay damages and reasonable costs finally awarded against Client by a court of competent jurisdiction, or amounts agreed to in a settlement approved in writing by Carolina Compliance Solutions, in connection with such a claim. This obligation does not apply to claims arising from: (a) Client’s modification of the Platform; (b) Client’s use of the Platform in combination with software, services, or data not provided by Carolina Compliance Solutions, where the claim would not have arisen but for such combination; (c) Client’s continued use of the Platform after Carolina Compliance Solutions has provided a non-infringing alternative; or (d) Client’s use of the Platform in violation of these Terms. Carolina Compliance Solutions’ total liability under this Section 10A shall not exceed the fees paid by Client in the twelve (12) months preceding the claim. This Section 10A states Client’s exclusive remedy for any claim of intellectual property infringement related to the Platform.
11. Acceptable Use
Client agrees not to: (a) represent to any third party, including project owners, lenders, or government entities, that the Platform verifies, certifies, or confirms the actual existence, validity, or adequacy of any subcontractor’s insurance coverage. The Platform tracks documentation only; (b) reverse engineer, decompile, disassemble, or attempt to derive the source code or underlying logic of the Platform; (c) resell, sublicense, or otherwise transfer Client’s access to the Platform; or (d) use the Platform in any manner that violates applicable law.
12. Intellectual Property
The Platform, including all software, algorithms, designs, and documentation, is the exclusive intellectual property of Carolina Compliance Solutions. These Terms do not grant Client any ownership interest in the Platform. Client retains ownership of data Client uploads to the Platform. Client grants Carolina Compliance Solutions a limited license to process and store that data for the purpose of providing the service.
13. Payment and Cancellation
Subscription fees are billed monthly in advance. Your subscription automatically renews each month at the rate in effect at signup, unless and until you cancel.
You may cancel your subscription at any time by:
(a) emailing hello@carolinacompliancesolutions.com from the email address on your account, or
(b) replying to any CCS billing email and requesting cancellation.
We will confirm cancellation by email within one (1) business day. Cancellation takes effect at the end of your current billing period, and your portal access continues until that date. No refunds are issued for partial months. Carolina Compliance Solutions reserves the right to suspend or terminate your account for non-payment or violation of these Terms.
14. Data and Privacy
We collect and store data Client and Subcontractors provide to the Platform. We do not sell Client’s data to third parties for monetary compensation. (See our Privacy Policy for details on tracking technologies and Client’s rights to opt out under applicable state law.)
Data submitted by Client to the Platform is owned by Client. Data submitted by Subcontractors (whether submitted directly to coi@carolinacompliancesolutions.com, by a Subcontractor’s broker, or otherwise) is processed by Carolina Compliance Solutions on Client’s behalf for the purposes of Platform operation, and Client is the controller of such data for purposes of applicable privacy laws. If a Subcontractor exercises a privacy right (such as access, correction, or deletion) with respect to data submitted to the Platform, Carolina Compliance Solutions will respond in coordination with Client and may direct the Subcontractor to Client where appropriate.
Live account data — including Client’s dashboard, Subcontractor list, stored Certificate of Insurance documentation, and account settings — is retained for the duration of Client’s active subscription plus twelve (12) months after cancellation, after which it is deleted, except where retention is required by law. Anonymized backups, security logs, and data necessary to demonstrate compliance with legal obligations may be retained for longer periods, consistent with our Privacy Policy.
Our Privacy Policy is available at https://carolinacompliancesolutions.com/privacy-policy.
14A. Security Incident Notification
Carolina Compliance Solutions will notify Client without undue delay, and in any event within seventy-two (72) hours of confirmation, of any security incident that has resulted or is reasonably likely to result in unauthorized access to, disclosure of, or loss of Client’s data or Client’s subcontractors’ data on the Platform. Such notification will include, to the extent then known: (a) the nature and scope of the incident; (b) the data affected; (c) the steps Carolina Compliance Solutions is taking to investigate and mitigate; and (d) recommended actions, if any, that Client should take. Carolina Compliance Solutions’ obligations under this Section 14A do not constitute an admission of fault or liability and do not limit any rights or remedies otherwise available under this Agreement.
15. Force Majeure
Carolina Compliance Solutions shall not be liable for any delay or failure to perform resulting from causes outside
our reasonable control, including but not limited to acts of God, internet outages, third-party service failures
(including Airtable, SendGrid, cloud providers, or AI processing services), cyberattacks, or governmental actions.
16. Service Availability
We do not guarantee uninterrupted or error-free service. The Platform relies on third-party services. Downtime or
delays caused by third-party service failures are outside our control and do not constitute a breach of these
Terms.
17. Dispute Resolution
Any dispute arising out of or relating to these Terms or the Platform shall first be submitted to non-binding mediation in Charlotte, North Carolina. If mediation does not resolve the dispute within sixty (60) days, the parties agree to binding arbitration under the rules of the American Arbitration Association, conducted in Charlotte, North Carolina. Each party shall bear its own costs. Client waives any right to a jury trial or class action.
18. Modifications
Carolina Compliance Solutions reserves the right to modify these Terms at any time. All modifications are subject to the notice and acceptance procedures set forth in this Section.
Material Changes (as defined in Section 2A) will be communicated to Client via email to the address on file at least fourteen (14) days before the effective date of the change. A Material Change will not take effect unless Client affirmatively re-accepts the updated Terms, which may be accomplished through in-Platform acknowledgment, continued use after an additional thirty (30) day cure period, or another mechanism designated by Carolina Compliance Solutions at the time of notice. If Client does not accept a Material Change, Client may cancel its subscription before the effective date without penalty.
For changes that do not constitute Material Changes, Carolina Compliance Solutions may update these Terms at any time without advance notice. Client’s continued use of the Platform after the effective date of any non-material change constitutes acceptance of the updated Terms. The current version of these Terms, with its effective date, will always be available at carolinacompliancesolutions.com/terms-of-service.
19. Governing Law
These Terms are governed by the laws of the State of North Carolina without regard to conflict of law principles. Any legal action not subject to arbitration under Section 17 shall be brought exclusively in the state or federal courts located in Mecklenburg County, North Carolina.
19A. Assignment
Neither party may assign this Agreement, in whole or in part, without the other party’s prior written consent, except that Carolina Compliance Solutions may assign this Agreement, in whole or in part, to any successor in connection with a merger, acquisition, sale of substantially all assets, corporate reorganization, or similar transaction, with notice to Client. Any attempted assignment in violation of this Section is void. This Agreement binds and benefits the parties and their permitted successors and assigns.
20. Entire Agreement
These Terms, together with our Privacy Policy, constitute the entire agreement between you and Carolina
Compliance Solutions regarding the Platform and supersede all prior agreements, representations, or
understandings. If any provision of these Terms is found unenforceable, the remaining provisions shall remain in
full effect.
21. Contact
Carolina Compliance Solutions LLC
4030 Wake Forest Road, Ste 349
Raleigh, NC 27609