1. Operator and agreement
ToolRoster is operated by Eastbase Studio. In these terms, “ToolRoster,” “we,” “us,” and “our” refer to the service and its operator. By creating an account, creating or joining a workspace, or using the service, you agree to these terms. If you act for an organization, you confirm that you have authority to bind it.
2. The service and its limits
ToolRoster helps teams maintain an AI-tool registry, statuses and data-use rules, requests and decisions, policy versions and acknowledgments, deterministic risk levels and readiness scores, append-only audit history, exports, public approved-tools pages, and Team evidence packs.
ToolRoster does not connect to your AI tools or intentionally collect AI prompts, external browsing history, or private employee activity outside ToolRoster. ToolRoster records actions taken within the service because registry changes, requests, decisions, policy acknowledgments, and administrative events form part of the audit trail.
ToolRoster is not legal, security, audit, or compliance advice. Risk levels and readiness scores are deterministic outputs based on customer-provided data. We do not independently verify all vendor claims, certifications, controls, terms, or product behavior.
Evidence packs, exports, public pages, acknowledgments, risk levels, and readiness scores are decision-support and record-keeping tools. They do not certify compliance or guarantee audit success, insurer acceptance, procurement approval, legal compliance, or any other business outcome.
3. Accounts and workspace authority
- You must provide accurate account information and keep credentials secure. You are responsible for activity under your account.
- Workspace admins control members, invite links, policies, public-page publication, and billing. Admins are responsible for whom they invite and what they publish or decide.
- You must have the rights, notices, authority, and legal basis needed to process employee, contractor, vendor, and customer data through ToolRoster.
4. Customer content and sensitive data
You retain your rights in content submitted to a workspace and grant us the limited rights needed to host, process, back up, transmit, and display it to provide and secure the service. You are responsible for the accuracy, legality, and appropriateness of that content.
Do not enter AI prompts; credentials, keys, tokens, or passwords; customer content or source code; sensitive HR, health, payment, or regulated data; or unnecessary personal data into tool names, notes, requests, policies, audit comments, or other free-text fields.
5. Vendor information changes
AI vendor terms, training practices, retention periods, certifications, ownership, security controls, and product behavior can change. Customers must review relevant vendors, keep registry entries and review dates current, and make their own approval and restriction decisions.
6. Public approved-tools pages
A page at /t/[slug] is intentionally public when a workspace admin enables it. Its published tool names, vendors, statuses, use cases, data rules, review dates, workspace name, and enabled branding may be indexed, cached, copied, screenshotted, or stored by search engines and other third parties.
Admins must not publish confidential assessments, security findings, private restrictions, personal data, or content they are not authorized to disclose. Disabling a page stops ToolRoster from serving it but cannot recall copies already made by third parties.
7. Acceptable use
You must not:
- Use ToolRoster unlawfully, deceptively, or to harm others.
- Probe, disrupt, overload, or attempt to bypass the service, another customer’s workspace, plan limits, billing, or access controls.
- Upload malware or content you do not have the right to process or publish.
- Resell or repackage the service without our written permission.
8. Plans, billing, cancellation, and refunds
ToolRoster offers Free, Starter, and Team plans as described on the pricing page. Paid plans are billed per workspace through Lemon Squeezy, the merchant of record. Lemon Squeezy handles checkout, payments, applicable taxes, and refunds under its buyer terms.
- Paid plans renew monthly until cancelled. An admin can manage or cancel a subscription through workspace settings.
- We may change prices or included features with reasonable notice. Changes do not alter a period already paid for.
- Our Refund & Cancellation Policy applies in addition to mandatory consumer rights and Lemon Squeezy’s buyer terms.
9. Privacy and data processing
Our Privacy Policy explains how personal data is handled. Where ToolRoster processes workspace personal data for a customer, our Data Processing Terms apply. Eastbase Studio acts as controller for account, billing, security, support, and product-operation data. Customers generally determine the purposes and means of processing workspace member, employee, vendor, and customer data; ToolRoster processes that workspace data to provide the service.
10. Availability and changes
The service is provided on an “as is” and “as available” basis. We do not currently provide a formal uptime service level. We may modify, suspend, or discontinue features, and will provide reasonable notice of material changes where practicable.
11. Intellectual property
ToolRoster’s software, brand, design, and documentation are owned by Eastbase Studio or its licensors. These terms do not transfer those rights. Customer content remains subject to section 4.
12. Warranties and liability
To the maximum extent permitted by law, we disclaim implied warranties, including merchantability, fitness for a particular purpose, non-infringement, and uninterrupted or error-free operation.
To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, exemplary, or consequential loss, or loss of profits, revenue, goodwill, or data. Our total aggregate liability arising out of or relating to ToolRoster will not exceed the greater of the fees paid for the affected service during the three months before the event giving rise to the claim or USD $100.
These exclusions and limits do not apply where liability cannot lawfully be excluded or limited, including mandatory consumer rights.
13. Suspension, termination, and deletion
You may stop using ToolRoster at any time. We may suspend or terminate access for a serious or repeated breach, unlawful use, security risk, or non-payment. Where reasonable, we will allow an export before termination.
Account and workspace deletion requests are handled through support@eastbase.studio after authority and identity checks. Some audit, policy, acknowledgment, billing, security, and dispute records may be retained or tombstoned where necessary for integrity or law, as described in the Privacy Policy.
14. Changes to these terms
We may update these terms as the service or law changes. We will update the date above and give notice of material changes through the service or by email where appropriate. Changes apply prospectively unless law requires otherwise.
15. Governing law and disputes
These terms are governed by the laws of Vietnam, without regard to conflict-of-law rules. Before filing a claim, contact support@eastbase.studio so we can try to resolve the matter informally. If it is not resolved, the competent courts in Vietnam will have jurisdiction, subject to any mandatory rights or venue protections that apply to you.
16. Contact
ToolRoster is operated by Eastbase Studio. Questions about these terms may be sent to support@eastbase.studio.