RFPMill
RFPMill Terms of Service
Published at: https://rfpmill.com/terms
Last updated: 2026-08-25
Version: 1.1
These terms are a contract between you and Flow Solutions Group LLC, a Florida limited liability company
("we", "us", "our"). They govern your use of RFPMill, the software service we operate at
rfpmill.com (the "Service").
You accept these terms when you check the box on our payment page, when you sign an Order Form
that references them, or when you use the Service. If you are accepting on behalf of a company,
you are telling us you have the authority to bind that company, and "you" means that company.
1. What the Service does
RFPMill reads request for proposal packages you give it, produces a priced fee proposal and a
list of conflicts it found across the documents, and tracks each bid through to won or lost.
**RFPMill is a drafting and tracking tool. It is not a professional service and it is not
advice.** It does not practice architecture, engineering, law, or accounting. Everything it
produces is a draft for you to review.
2. You review everything before it leaves your hands
This is the most important term in this document, so it is short and plain.
You are responsible for every number, every clarification, and every document that goes out
under your name. You will review each proposal before you send it. You will not rely on the
Service as the only check on a fee you are committing to.
Software reading construction documents will sometimes miss a conflict, misread a number, or
find a conflict that is not real. That is a known limit of the tool, you are on notice of it,
and pricing a job is your professional judgment, not ours.
3. Your account
You need an account to use the Service. You sign in with a link sent to your email address, so
keep that mailbox secure. Anyone who can read your email can reach your account.
Tell us promptly at info@flowsolutionsgroup.com if you think someone else has reached your account. You
are responsible for what happens under your account until you do.
Do not share one account across a firm. Each person who uses the Service needs their own login
under your account. We will add seats on request.
4. What you may upload, and the promise you make when you do
You will upload documents that belong to other people. Architect drawings, owner RFPs, schedules
and specifications routinely carry confidentiality notices, distribution limits, and copyright.
**When you upload a document you are telling us that you have the right to upload it, and the
right to have it processed by our service providers listed in our Subprocessor List.** Those
providers include an artificial intelligence provider that reads the documents in order to
produce your proposal.
If a document you hold is under a confidentiality agreement or a distribution restriction that
would not permit that, do not upload it. Read section 5, because this is the one term most
likely to cause you a real problem, and we would rather you understand it than agree to it
without reading.
You will not upload anything unlawful, anything containing malware, or anything you were not
given in the ordinary course of bidding work.
5. How your documents are processed, in plain terms
Here is exactly what happens to a package you upload:
- It is stored on our servers, which run on Amazon Web Services in the United States.
- The text and the attached PDFs are sent to Anthropic, the artificial intelligence provider
whose model reads the documents, and the reading comes back to us.
- The result is stored in your account.
Anthropic does not train its models on data submitted through the commercial interface we use.
Amazon Web Services stores your files and does not read them. Our current list of providers,
what each one receives, and where each one operates, is at https://rfpmill.com/subprocessors.
We will give you at least thirty days notice before adding a provider that receives your
documents, and if the change does not work for you, you may cancel for that reason.
We will not sell your documents. We will not use the contents of your bids to advertise, and we
will not show one customer's data to another.
6. Who owns what
You own your data. Your bids, your fee build, your rates, your firm details, your uploaded
documents and every proposal the Service produces for you are yours. We claim no ownership in
them and no license beyond what we need to run the Service for you and to keep backups.
We own the Service. The software, the pricing templates, the way it reads documents, the
interface and everything we build stays ours, including any improvement we make after working
with you. Nothing in these terms transfers it.
Setting up your account is not commissioned work. Loading your firm details, building your
rate card and fitting your proposal template are things we do so the Service is useful to you.
They are not development work you have bought, they are not work made for hire, and doing them
gives you no ownership, no exclusivity and no share in the Service, whether or not any fee is
charged for them.
We sell this to other firms. RFPMill is a subscription product offered to many firms,
including firms that bid against you on the same projects. Your subscription is not exclusive
and does not restrict who else we sell to. What we will never do is show another customer your
documents, your rates or your bids; that is section 11, and it is the part that
actually protects you.
Feedback is free to use. If you tell us the tool should do something differently, we may
build it without owing you anything.
7. Your licence to use the Service
For as long as your account is paid and in good standing, we grant you a non-exclusive,
non-transferable, revocable right to access and use the Service for your own firm's bidding
work, and to keep and use the documents it produces for you, including after you cancel.
That licence does not let you resell access, run the Service on behalf of another firm as a
service, share a login outside your firm, copy or reverse engineer the software, scrape the
interface, use it to build a competing product, or remove any notice of ownership.
The Service is hosted software. We do not deliver a copy of it to you and you do not install
anything, so nothing here gives you rights in the software itself.
8. What you pay
Fees are set out in your Order Form or on our payment page. Unless it says otherwise:
- There is no setup fee on our standard plan. If your Order Form sets one, it is due when you
sign up and is earned when we begin setup work.
- The monthly fee is charged in advance, on the same day each month, to the card on file.
- Fees do not include sales tax. Where sales tax applies to this service, and New York currently
taxes software of this kind, it will be added at checkout and shown on your receipt.
- Your plan includes fifty RFP readings per calendar month. Readings beyond that are billed
at $5 each. We will tell you before we charge you for overage, and no customer
has yet come close to this limit.
If a payment fails we will retry it and email you. If it is still unpaid after fourteen days we
may suspend your account. Your data is not deleted on suspension, and paying restores access.
We may change our prices with sixty days notice by email. If you do not want the new price,
cancel before it takes effect and you will not be charged it.
9. Cancelling
You may cancel at any time from your account or by emailing info@flowsolutionsgroup.com. Cancellation
takes effect at the end of the month you have paid for. We do not refund partial months and we
do not refund a setup fee, where your Order Form sets one, once setup work has begun.
We may cancel your account with thirty days notice. If we do that for any reason other than your
breach of these terms, we will refund the unused part of what you have paid.
Either of us may cancel immediately if the other breaches these terms in a material way and does
not fix it within fifteen days of being told about it in writing.
10. Getting your data out
At any time while your account is open, you may export your bids and documents from the Service.
For thirty days after your account closes, email us and we will send you a complete export of
your data at no charge. After that we delete it from our live systems, and it ages out of our
backups within a further ninety days. Once it is gone we cannot recover it, so take the export.
11. Confidentiality
Each of us may learn things about the other that are not public. Your bid data, your rates and
your client documents are confidential to you. Our software, our pricing methods and anything we
mark confidential are confidential to us.
Neither of us will disclose the other's confidential information to anyone else, other than to
employees and service providers who need it and are under similar obligations, and neither of us
will use it for anything other than performing under these terms. This lasts for three years
after the account closes, and for trade secrets, for as long as the law protects them.
If either of us is legally compelled to disclose the other's confidential information, we will
give notice first where we are allowed to.
12. Uptime and support
We aim to keep the Service available and we will not deliberately take it down during business
hours without telling you first. We do not promise a specific uptime percentage and we do not
pay service credits.
Support is by email at info@flowsolutionsgroup.com. We answer within one business day. There is no
telephone support line.
We may change the Service. If we remove a feature you actively use, we will tell you at least
thirty days before, and if the change does not work for you, you may cancel for that reason.
13. What we do not promise
Apart from what these terms say plainly, the Service is provided as it is. To the extent the law
allows, we exclude all other warranties, including any implied promise that the Service is fit
for a particular purpose or that it will run without interruption or error.
We do not promise the Service will find every conflict in a package, that its pricing is correct
for any given job, or that using it will win you work.
14. Limits on what we owe you
Neither of us is liable to the other for indirect losses. That means lost profits, lost
business, lost bids, lost goodwill, or the cost of substitute services, even if we were told
they were possible.
**Our total liability to you, for everything, is capped at the amount you paid us in the twelve
months before the claim.** If you paid us three thousand six hundred dollars, that is the ceiling.
These limits do not apply to your obligation to pay us, to either side's breach of
confidentiality, to your indemnity in section 15, or to anything the law does not let us limit,
including fraud and death or personal injury caused by negligence.
We chose these limits deliberately, and the price of the Service reflects them. A tool that costs
three hundred dollars a month cannot carry the risk of a five figure bid.
15. Your indemnity
You will defend us and cover our losses, including reasonable legal costs, from any claim
arising out of:
- a document you uploaded that you did not have the right to upload or to have processed;
- a proposal produced by the Service that you sent to a client, including any claim about the
fee, the scope, or a conflict the Service did not catch; or
- your use of the Service in a way these terms do not permit.
We will tell you promptly about any such claim, let you control the defence, and help you
reasonably at your cost. You will not settle anything that admits fault on our part without
asking us first.
16. Changes to these terms
We may update these terms. If a change materially reduces your rights, we will email you at
least thirty days before it takes effect. Using the Service after that date means you accept the
new terms. If you do not accept them, cancel before the date and the old terms govern until then.
Every version is kept at https://rfpmill.com/terms with its date, so you can see what changed.
17. The rest
Governing law. These terms are governed by the laws of Florida, without regard to conflict
of laws rules. Any dispute goes to the state or federal courts in Pinellas County, Florida, and we both
agree those courts have jurisdiction over us.
Before you sue. If something goes wrong, email info@flowsolutionsgroup.com first and give us thirty days
to sort it out. Most things get fixed in a phone call.
Assignment. Neither of us may hand these terms to someone else without the other's written
consent, except that either of us may assign them to a buyer of substantially all of the
business, on notice.
Independent contractors. We are not partners, and neither of us can bind the other.
Whole agreement. These terms, your Order Form, our Privacy Policy and our Subprocessor List
are the entire agreement between us about the Service, and they replace anything said before. If
your Order Form conflicts with these terms, the Order Form wins for that point.
No waiver. If we do not enforce something once, we can still enforce it later.
Severability. If a court strikes out part of these terms, the rest still stands.
Notices. Ours to you go to the email on your account. Yours to us go to info@flowsolutionsgroup.com and
to Flow Solutions Group LLC, 7901 4th St N, Ste 300, St. Petersburg, FL 33702.
Force majeure. Neither of us is liable for a delay caused by something genuinely outside our
control, including the failure of a service provider we depend on.
Questions
Email info@flowsolutionsgroup.com. A real person answers.
Flow Solutions Group LLC
Flow Solutions Group LLC, 7901 4th St N, Ste 300, St. Petersburg, FL 33702