These Terms of Service govern your use of Spotdit, including the Spotdit mobile apps, the website and the External Portal. By creating an account, accepting an invitation or activating access to a shared post, you agree to these terms. If you use Spotdit on behalf of an organization, you confirm that you are authorized to accept these terms for it.
Please also read our Privacy Policy, which explains how we handle your information.
1. The service
Spotdit lets you capture what you see with photos, video, voice and notes, uses AI to help turn those captures into posts and reports, and lets you share them with your team and with external parties such as contractors, vendors and clients.
Spotdit is under active development. Features may be added, changed or removed, and some features may be labelled as early access or beta. Beta features are provided as they are and may change or be withdrawn.
2. Your account
- You must be at least 16 years old and provide accurate information, including a valid email address.
- You can sign in with an email and password, or with Google or Apple. Signing in with a provider is also subject to that provider's terms.
- You are responsible for keeping your sign-in details secure and for activity under your account. Tell us promptly if you suspect unauthorized access.
- One account works across every workspace you belong to.
3. Workspaces, members and roles
A workspace is where a team keeps its posts, collections and reports. The person who creates a workspace is its owner and is responsible for who it invites and what permissions they have.
Workspace roles determine what each member can do, such as creating posts, changing post details, sharing posts, managing external parties and exporting reports. Workspace owners and managers are responsible for assigning roles appropriately and for removing people who should no longer have access.
4. External parties and sharing
Workspace members can share individual posts with external parties. An external person gets access only after activating it through a link sent to their email, and they can see only the posts shared with them.
- If you share: you are responsible for making sure you are allowed to share the content and for choosing what the recipient may do (view, reply, upload). You can revoke a share at any time.
- If you receive a share: you may use the shared content only to do the work it relates to, must not try to access anything that was not shared with you, and must follow the instructions of the workspace that shared it. Access ends when the share is revoked or your contact is archived.
External parties are not workspace members and do not get access to the rest of the workspace.
5. Your content
You or your workspace keep ownership of everything you put into Spotdit: photos, videos, voice recordings, files, text and reports (“your content”).
You give Spotdit a limited permission to host, store, copy, process, transmit and display your content only as needed to provide, secure and improve the service. This includes sending content to our AI providers to run the AI features you use, showing it to the people your workspace shares it with, and generating the reports you request.
You are responsible for your content and confirm that you have the rights and any consents needed to capture and share it. This includes consent from people who appear in your photos, videos or recordings where the law requires it, and respecting the rules of the sites and properties you document.
6. AI features
Spotdit uses AI to draft posts, transcribe voice notes, analyze photos and video frames, summarize reports and suggest follow-ups or when an issue looks resolved.
- AI output can be incomplete or wrong. Review drafts, transcripts, summaries and suggestions before you rely on or share them.
- AI suggestions do not change your posts by themselves. Closing a post on an AI suggestion requires a member to confirm it.
- Spotdit is a documentation and communication tool. It does not replace professional judgment, and AI output is not a professional inspection, engineering, legal, safety or compliance opinion. You remain responsible for decisions you make, including decisions about safety hazards.
- AI features may be subject to usage limits (“AI Actions”) depending on your plan.
7. Acceptable use
You agree not to:
- Break the law, or capture or share content that infringes others' rights, including privacy, intellectual property and confidentiality rights.
- Record people covertly or in places where they have a reasonable expectation of privacy.
- Upload malware, or content that is illegal, abusive, harassing or sexually explicit.
- Try to access accounts, workspaces or posts you are not authorized to access, or probe, scan or test the security of the service without our permission.
- Interfere with or overload the service, or use automated means to access it except through the interfaces we provide.
- Copy, resell or reverse engineer the service, or use it to build a competing product.
- Use Spotdit to send spam or unsolicited invitations or shares.
We may remove content or suspend access that violates these terms.
8. Plans, limits and payment
Spotdit offers a free plan and paid plans. Current plans, prices and limits — such as workspaces, internal members, active sites, external parties, AI Actions and storage — are described on our Pricing page and may change.
- Paid plans are billed per account, monthly or yearly, as shown before you buy, and cover every workspace you own; those workspaces share the plan's limits. Prices exclude taxes unless stated.
- Paid plans renew automatically until cancelled. Cancellation takes effect at the end of the current billing period.
- Additional AI Actions may be bought as top-ups. Unused AI Actions do not carry over unless we say otherwise.
- Except where required by law, fees already paid are not refundable.
- If you move to a plan with lower limits, you may need to reduce usage (for example, members or storage) before some features work again. We will not delete your content just because you changed plans.
We will give you reasonable notice before changing the price of a paid plan you are on.
9. Reports and exports
Reports are built from the posts you select, as they were when the report was generated. You are responsible for checking a report before you send it and for whoever you send it to. Once a report or export leaves Spotdit, we have no control over how it is used.
10. Third-party services
Spotdit relies on third-party services such as cloud storage, AI model providers, email delivery, push notification services and Google and Apple sign-in. We are not responsible for third-party services you choose to use with Spotdit, and their own terms may apply.
11. Suspension and termination
You can stop using Spotdit at any time and ask us to delete your account by emailing [email protected]. Workspace owners can remove members and external parties.
We may suspend or end your access if you breach these terms, if your use creates risk or legal exposure for Spotdit or others, or if required by law. Where reasonable, we will tell you first and give you a chance to export your content.
Sections that by their nature should continue — such as content ownership, disclaimers, limitation of liability and payment obligations — survive termination.
12. Disclaimers
Spotdit is provided “as is” and “as available”. To the extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not guarantee that the service will be uninterrupted or error-free, that AI output will be accurate, or that content will never be lost. Keep your own copies of anything important.
13. Limitation of liability
To the extent permitted by law, Spotdit will not be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill, arising from your use of the service.
To the extent permitted by law, our total liability for any claim relating to the service is limited to the greater of the amount you paid us for the service in the 12 months before the claim and USD 100.
Nothing in these terms limits liability that cannot be limited by law, or your rights as a consumer under mandatory law.
14. Indemnity
If you use Spotdit for business, you agree to cover Spotdit against claims and costs arising from your content, your use of the service or your breach of these terms, to the extent permitted by law.
15. Changes to these terms
We may update these terms as Spotdit changes. We will update the date at the top of this page and, for significant changes, notify you in the app or by email before they take effect. If you keep using Spotdit after the changes take effect, you accept the updated terms. If you do not agree, stop using the service and you may ask us to delete your account.
16. Contact us
Questions about these terms? Email us at [email protected].