ChatFiller - AI-Powered Real Estate Document Assistant

Welcome to ChatFiller ("the Service"), a document automation application provided by Apex Agent, LLC, an Ohio limited liability company ("the Company," "we," "us," or "our"). These Terms of Service ("Terms") govern your access to and use of the ChatFiller application, its content, and services (collectively, "the Service").

Please read these Terms carefully before using the Service. By accessing or using the Service, you agree to be bound by these Terms and our Privacy Policy (see attached below). If you do not agree to these Terms, you may not access or use the Service.

1. Acceptance of Terms

By creating an account, accessing, or using the Service, you represent and warrant that you are of legal age to form a binding contract and that you have the authority to enter into these Terms. You agree to comply with these Terms and all applicable local, state, national, and international laws, rules, and regulations.

2. Description of Service

ChatFiller is an intelligent document automation application designed specifically for real estate professionals to streamline the creation of transactional documents. The Service transforms client conversations, call transcripts, and notes into completed PDF contracts and forms through AI-powered data extraction.

Core Functionality:

Single Document Generation: Extract client information from transcripts or notes to populate individual real estate forms (purchase agreements, disclosures, etc.)
Conversational AI Assistant: Interactive questionnaire system that guides users through comprehensive data collection for complex transactions
Bundle Generation: Create complete document packages for entire transactions (e.g., buyer representation packages including agency disclosures, purchase agreements, and required addenda)
Form Guide Integration: AI-enhanced accuracy through pre-generated template analysis

The Service utilizes enterprise-grade third-party APIs for PDF document processing, advanced language model processing, and optional audio transcription services. All document generation is based on templates you provide through your own document management platform account.

3. User Accounts and Responsibilities

Intended Users: ChatFiller is designed for licensed real estate professionals, including agents, brokers, and real estate attorneys. By using the Service, you represent that you are a licensed professional or are operating under the supervision of a licensed professional in your jurisdiction.

Account Creation: To use the Service, you may be required to create an account. You agree to provide accurate, current, and complete information during registration, including your professional license information when requested.
Professional Standards: You agree to use the Service in accordance with the professional standards, ethics rules, and regulations governing real estate practice in your jurisdiction.
Account Security: You are responsible for safeguarding your account credentials and for any activities under your account. You agree to notify us immediately of any unauthorized use.
Your Content: You are solely responsible for all client data, transaction information, and other materials you input into the Service ("Your Content"). You retain all ownership rights to Your Content and warrant that you have the necessary authority and consents to process such information.
Client Confidentiality: You acknowledge your professional duty to maintain client confidentiality and agree that you will only input client information for which you have proper authorization and legal basis to process.
Document Review: You acknowledge that ChatFiller is an automation tool and that you remain professionally responsible for reviewing, verifying, and ensuring the accuracy and legal sufficiency of all generated documents before use in any transaction. YOU MUST REVIEW EVERY GENERATED DOCUMENT THOROUGHLY BEFORE ANY REAL-WORLD USE. NO GENERATED DOCUMENT SHOULD BE USED WITHOUT COMPLETE PROFESSIONAL REVIEW AND VERIFICATION.

Prohibited Conduct: You agree not to use the Service to:

Upload or transmit any content that is unlawful, harmful, threatening, abusive, defamatory, obscene, or otherwise objectionable.
Violate client confidentiality, privacy rights, or any professional ethical obligations.
Process information for transactions you know or suspect involve illegal activities, including but not limited to money laundering, fraud, or violations of fair housing laws.
Transmit any content that infringes intellectual property rights of any party.
Upload or transmit any viruses, worms, or other malicious code.
Attempt to gain unauthorized access to the Service, other accounts, or connected systems.
Use the Service for any transaction that you know will result in significant environmental harm without proper disclosure and mitigation measures.

4. Third-Party Services and Data Processing

The Service's functionality depends on enterprise-grade third-party APIs and cloud services that maintain the highest standards for data security and privacy. Your use of the Service constitutes your acknowledgment of and agreement to the professional data handling practices of these providers:

Advanced Language Processing: Client data and transaction information you provide may be processed by enterprise-level AI language models to extract and structure relevant information for document generation. These services maintain SOC 2 compliance and enterprise-grade security standards. You remain responsible for ensuring client consent for any data processing.

Document Processing and Management: The Service uses professional-grade document processing platforms to manage and fill your PDF templates. Generated documents are processed through secure, enterprise-level infrastructure that maintains strict data privacy and security protocols.

Audio Transcription Services (Optional): If you use audio transcription features, audio data may be processed by enterprise cloud services that maintain the highest security and privacy standards for sensitive business data.

Your Document Platform Account: You must maintain your own account with a professional document management platform and provide your own PDF templates. The Service accesses only the templates you explicitly configure. You are responsible for ensuring your templates comply with all applicable laws and professional standards.

Third-Party Responsibility: We select only enterprise-grade service providers that maintain the highest standards for data security, privacy, and professional compliance. However, we are not responsible for the performance, availability, or security practices of these third-party services. Any issues with these services must be addressed with the respective provider. We use commercially reasonable efforts to select reputable, enterprise-level service providers and configure integrations to maximize data protection.

5. Data Privacy, Security, and Professional Confidentiality

Privacy Commitment: We are committed to protecting the privacy and confidentiality of your client information. Our collection and use of personal information is described in our Privacy Policy.

Professional Confidentiality: You acknowledge that real estate transactions involve sensitive client information protected by professional confidentiality obligations. You agree to:

Only input client information for which you have proper authorization and legal basis
Ensure compliance with all applicable privacy laws (including state privacy acts, GLBA, and other relevant regulations)
Maintain appropriate client consents for data processing and document generation
Not use the Service to process information in violation of any professional ethical obligations

Data Processing License: You grant us a limited, non-exclusive license to process Your Content solely for the purpose of providing the Service, including:

Extracting and structuring information for document generation
Improving and training our AI models and document generation capabilities (where feasible, data is de-identified prior to use in training; you may opt out per our Privacy Policy)
Providing technical support and troubleshooting

Data Retention: We will retain Your Content only as long as necessary to provide the Service and as required by law. You may request deletion of your data and export of your information, subject to legal and technical limitations. We will provide reasonable assistance in data export upon request.

Security Measures: We implement enterprise-grade security measures and work exclusively with service providers that maintain SOC 2 compliance and the highest industry standards for data protection. However, no system is completely secure. You acknowledge the inherent risks of internet-based services and agree that your use is at your own risk regarding data security.

No Data Mining: We do not use Your Content for advertising, marketing to your clients, or any purpose unrelated to providing and improving the Service. We may use aggregated, anonymized, and de-identified data (which does not identify you, your clients, or specific transactions) for analytics and market research as described in our Privacy Policy.

6. Professional Standards and Environmental Responsibility

Professional Use: You acknowledge that ChatFiller is a professional tool designed to enhance, not replace, professional judgment. You remain fully responsible for:

Ensuring all generated documents comply with local, state, and federal real estate laws
Verifying accuracy of all extracted and populated information before use
Meeting all professional disclosure and fiduciary duty requirements
Obtaining necessary client signatures, witnesses, and notarizations as required by law

Environmental Stewardship: While ChatFiller is designed to streamline standard real estate transactions without unnecessary restrictions, we recognize the real estate industry's role in environmental stewardship. You agree to:

Consider environmental impacts when advising clients on property transactions
Comply with all applicable environmental disclosure requirements
Not knowingly use the Service to facilitate transactions involving:
- Properties with undisclosed significant environmental contamination
- Developments that violate environmental protection laws
- Transactions designed to circumvent environmental regulations

This environmental responsibility clause is intended to promote awareness and compliance with existing environmental laws, not to restrict legitimate real estate transactions or impose additional burdens beyond those required by applicable regulations.

Continuing Education: We encourage users to stay current with professional development, including emerging best practices in sustainable real estate and environmental compliance.

7. Intellectual Property

All rights, title, and interest in and to the Service (excluding Your Content), including all associated intellectual property rights, are and will remain the exclusive property of Apex Agent, LLC and its licensors. The Service is protected by copyright, trademark, and other laws of both the United States and foreign countries. Nothing in these Terms gives you a right to use the ChatFiller name or any of the Apex Agent or ChatFiller trademarks, logos, domain names, and other distinctive brand features.

You retain all rights to Your Content and the documents generated using the Service. Generated documents become your property upon creation, subject to any underlying template rights you may have through your document management platform account.

8. Disclaimers and Limitation of Liability

"AS IS" SERVICE: THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT ANY WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

PROFESSIONAL TOOL, NOT PROFESSIONAL ADVICE: CHATFILLER IS AN AUTOMATION AND PRODUCTIVITY TOOL DESIGNED FOR LICENSED REAL ESTATE PROFESSIONALS. THE SERVICE DOES NOT PROVIDE LEGAL, FINANCIAL, TAX, OR PROFESSIONAL ADVICE. WE MAKE NO GUARANTEE REGARDING THE ACCURACY, COMPLETENESS, OR LEGAL SUFFICIENCY OF ANY GENERATED DOCUMENTS. YOU ARE SOLELY RESPONSIBLE FOR:

THE ACCURACY AND LEGAL SUFFICIENCY OF ALL GENERATED DOCUMENTS
COMPLIANCE WITH ALL APPLICABLE REAL ESTATE LAWS AND REGULATIONS
MEETING ALL PROFESSIONAL DISCLOSURE AND FIDUCIARY DUTY REQUIREMENTS
ENSURING CLIENT CONSENT AND PROPER AUTHORIZATION FOR DATA PROCESSING
REVIEWING AND VERIFYING ALL EXTRACTED INFORMATION BEFORE USE
THOROUGHLY REVIEWING EVERY GENERATED DOCUMENT BEFORE ANY REAL-WORLD USE

AI LIMITATIONS: THE SERVICE USES ARTIFICIAL INTELLIGENCE FOR DATA EXTRACTION AND DOCUMENT GENERATION. AI SYSTEMS ARE NOT PERFECT AND MAY PRODUCE ERRORS, OMISSIONS, INCONSISTENCIES, OR UNEXPECTED RESULTS. THERE IS NO GUARANTEE OF ACCURACY IN ANY AI-GENERATED CONTENT. YOU ACKNOWLEDGE THESE LIMITATIONS AND AGREE TO THOROUGHLY REVIEW ALL GENERATED CONTENT BEFORE ANY USE IN REAL TRANSACTIONS.

THIRD-PARTY DEPENDENCIES: THE SERVICE RELIES ON ENTERPRISE-GRADE THIRD-PARTY APIS FOR DOCUMENT PROCESSING, LANGUAGE MODEL SERVICES, AND CLOUD INFRASTRUCTURE. WE CANNOT GUARANTEE CONTINUOUS AVAILABILITY OR PERFORMANCE OF THESE SERVICES.

LIMITATION OF LIABILITY: IN NO EVENT WILL APEX AGENT, LLC, ITS AFFILIATES, OR THEIR LICENSORS, SERVICE PROVIDERS, EMPLOYEES, AGENTS, OFFICERS, OR DIRECTORS BE LIABLE FOR DAMAGES OF ANY KIND, UNDER ANY LEGAL THEORY, ARISING OUT OF OR IN CONNECTION WITH YOUR USE, OR INABILITY TO USE, THE SERVICE, INCLUDING ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO, PERSONAL INJURY, PAIN AND SUFFERING, EMOTIONAL DISTRESS, LOSS OF REVENUE, LOSS OF PROFITS, LOSS OF BUSINESS OR ANTICIPATED SAVINGS, LOSS OF USE, LOSS OF GOODWILL, LOSS OF DATA, FAILED TRANSACTIONS, PROFESSIONAL LIABILITY CLAIMS, AND WHETHER CAUSED BY TORT (INCLUDING NEGLIGENCE), BREACH OF CONTRACT, OR OTHERWISE, EVEN IF FORESEEABLE.

PROFESSIONAL LIABILITY: YOU ACKNOWLEDGE THAT YOUR USE OF THE SERVICE DOES NOT TRANSFER OR REDUCE YOUR PROFESSIONAL LIABILITY OR RESPONSIBILITIES. YOUR PROFESSIONAL LIABILITY INSURANCE, INCLUDING ERRORS AND OMISSIONS (E&O) COVERAGE, SHOULD COVER YOUR USE OF AUTOMATION TOOLS IN YOUR PRACTICE. YOU REMAIN FULLY LIABLE FOR ALL DOCUMENTS GENERATED THROUGH THE SERVICE.

9. Indemnification

You agree to defend, indemnify, and hold harmless Apex Agent, LLC, its affiliates, licensors, and service providers, and its and their respective officers, directors, employees, contractors, agents, licensors, suppliers, successors, and assigns from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to your violation of these Terms or your use of the Service.

10. Termination

We may terminate or suspend your access to the Service immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms. Upon termination, your right to use the Service will immediately cease.

11. Governing Law

These Terms shall be governed and construed in accordance with the laws of the State of Ohio, without regard to its conflict of law provisions. Any legal action or proceeding arising under these Terms will be brought exclusively in the federal or state courts located in Ohio, and the parties hereby consent to personal jurisdiction and venue therein.

12. Severability and Waiver

Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that these Terms will otherwise remain in full force and effect and enforceable.

Waiver: Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. The waiver of any such right or provision will be effective only if in writing and signed by a duly authorized representative of Apex Agent, LLC.

13. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect by email notification to your registered address and by posting notice within the Service. What constitutes a material change will be determined at our sole discretion. Previous versions of these Terms will be available upon request.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms.

14. Communication Tools & Platform Services Disclosure

To provide real-time messaging, transcription, AI-powered summarization, SMS alerts, and document-assist functionality, ChatFiller integrates with enterprise-grade communication service providers. These services enable:

Message parsing and routing
Transcript analysis and summarization
Transactional SMS messaging
Voice services including optional audio recording and transcription

By using ChatFiller's messaging or voice-based features, you acknowledge and agree to the following compliance disclosures, which are required under applicable platform rules and U.S. communications privacy laws.

a. Consent & Legal Notice Requirements (Recording, Transcripts, Messaging)

If you use features that involve call transcription, conversation monitoring, AI summarization, or SMS messaging, you are responsible for ensuring the following:

All parties to the communication have been informed and, where required by law (such as in Washington, California, and other "two-party consent" states), have provided written or verbal consent to:
- Have their communications recorded or transcribed.
- Interact with communication features that involve automated AI parsing, summarization, or classification.

If you send or opt to recieve SMS messages through the ChatFiller platform (e.g., appointment confirmation texts, document request links, information confirmations), you must:

Only send to users who have opted in.
Include clear opt-out language, as required under mobile carrier rules and the Telephone Consumer Protection Act (TCPA).
Have acknowledged during sign-up that you consent to these practices.

Failure to obtain proper consent before initiating messaging, call monitoring, or audio transcription could result in violations of federal and state privacy laws. You are solely responsible for ensuring lawful use of ChatFiller's communication features with your clients and contacts.

b. Privacy & Personally Identifiable Information (PII)

Some communications processed through Twilio may include personal details such as names, phone numbers, emails, or deal terms provided via call, SMS, or chat. We take your clients' privacy seriously:

ChatFiller never sells or reuses client conversation data input via Twilio services.
All content is transmitted securely using SOC 2 Type II-certified infrastructure.
You must not use ChatFiller to send or store sensitive PII (e.g., Social Security Numbers, bank account details, medical data), unless required for a real estate transaction and permitted under your professional obligations.

c. Data Handling and Storage

ChatFiller processes and transfers communication data to Twilio only for the purpose of powering features you've chosen to use, and does so under strict access controls. Data may be stored temporarily to support:

Message routing and formatting
Audio-to-text transcription
AI-based document preparation and summarization

Messages, audio transcripts, and metadata are stored only as needed to support those functions. You are responsible for determining your own document or conversation storage retention policies under applicable recordkeeping laws.

d. Third-Party Tools and Sub-Processors

Our communication service providers may operate or route communications through globally distributed data centers or sub-processors. All such providers are contractually obligated to uphold the same security and privacy practices required by U.S. and international data protection laws.

By using ChatFiller, you authorize these processors to handle your communication data for the exclusive purpose of delivering services you initiate using the platform.

15. Contact Us

If you have any questions about these Terms, please contact us at:

Apex Agent, LLC

Email: Info@apexagenthq.com

Business Hours: Typically 4pm-8pm PST

For technical support, account issues, or questions about professional use, please include your license number and jurisdiction when contacting us.

Terms of Service for ChatFiller