Terms of Service

W9Relay is workflow software for collecting and managing vendor W‑9s. These terms explain how we provide the service and what we expect from customers.

Your responsibilities

• Use the service for lawful purposes and only collect data you have a right to collect.
• Maintain accurate account information and keep credentials/MFA secure.
• Configure retention and deletion settings that align with your policies and regulatory obligations.

Data handling

We process the data you provide to operate invite flows, capture signatures, and generate exports. By using the product, you authorize us to use essential subprocessors (email delivery, storage, logging). We will notify admins before adding any materially new subprocessor.

You can export or delete vendor records and documents at any time. Deleted items leave active storage immediately and are removed from backups within 30 days.

Service levels & support

• We target 99.9% uptime and will communicate incidents on our status page.
• Team plans include next-business-day email support; Business plans receive priority routing.
• Planned maintenance windows will be announced in advance.

Fees & billing

Paid plans are billed monthly or annually as selected. Fees are non-refundable except where required by law. Downgrades take effect at the next billing cycle. Past-due accounts may be paused until resolved.

Warranties & limitations

The service is provided “as is.” To the fullest extent permitted by law, our aggregate liability is limited to the fees you paid in the 12 months preceding a claim. We do not assume your organization’s compliance obligations; always consult your tax and legal advisors for guidance specific to your situation.

Changes

We may update these terms as the product evolves. We’ll notify admins of material changes. Continued use after an update constitutes acceptance of the revised terms.

Contact

Questions about these terms? Email legal@w9relay.com. For security issues, contact security@w9relay.com.