QuoteVitalsQuoteVitals Terms of Use
Who these terms bind. These terms are an agreement between Fandonia LLC (“we,” “us”) and the organization that opens a QuoteVitals account or subscribes to a plan (“you” or “your organization”). The person who accepts them for the organization confirms that they have authority to do so. Everyone your organization invites uses QuoteVitals under these terms, and your organization is responsible for their use.
1. What QuoteVitals is, and is not
QuoteVitals is a working tool. It is not procurement advice, legal advice, or a substitute for your organization's own purchasing policy, value analysis process, capital approval process or contract review. Anything the product extracts, computes, matches or flags is an aid that you are responsible for verifying before you rely on it, present it to a committee, negotiate from it, or sign anything on the strength of it.
It does not select a vendor and does not tell you which quote is best. It normalizes what the quotes say and points at what looks missing or inconsistent. A flag is a question worth asking, not a finding of fact, and the absence of a flag is not a guarantee that nothing was missed. We are not liable for purchasing decisions made, contracts signed, equipment ordered, or savings not realized on the basis of what the product shows you. If a number matters, check it against the vendor's document. Your organization alone chooses the vendor, and remains responsible for following its own purchasing rules and any law that governs its purchasing.
2. Nobody here reviews your work
Fandonia does not read your quotes, check your comparison, or approve anything on your behalf. Review and approval happen inside your organization, by the people you invite to it. No statement in marketing, a demonstration, a support conversation or an answer from Pulse changes that, or adds to what these terms promise.
Our staff can open your organization's documents only while an owner has granted support access. A grant lasts 1 to 30 days, can be revoked at any time, and every grant, revocation and page opened under it is written to your audit trail. We use it only to help with what you asked.
3. Not for patient data
QuoteVitals is a commercial purchasing tool. You must not upload protected health information, clinical records, or any material identifying a patient. We are not your business associate under HIPAA for this product unless we have signed a business associate agreement with your organization, and even then QuoteVitals is not intended to receive protected health information. If patient data reaches us, tell us immediately at privacy@quotevitals.app and we will purge it and confirm when it is done.
QuoteVitals checks each quote it reads for signs of patient information and flags what it finds, but that check can miss things and is not a safeguard you can rely on. Keeping patient data out is your responsibility, and so is purging a file that is flagged.
Your organization confirms that it will not send us protected health information, including through a vendor it invites to send quotes, and it is responsible for any notice, report or other obligation that arises under HIPAA or any other law if it does. Section 14 covers the costs if that happens.
4. Your account
An account is how we tell your organization's documents from everyone else's. Keep your credentials to yourself; you are responsible for what happens under your account, including anything a colleague does with credentials you shared. Tell us promptly if you think someone else has got in.
We will suspend an account being used to break the law, to attack the service, or to store material unrelated to purchasing, and if we ever do, we will tell you why and give you your files. We will try hard to keep the service running and do not promise that it never goes down. Nothing here is an uptime guarantee.
5. Your documents, and your vendors' information
Everything you put in stays yours: quotes, specifications, contract price files, and the security disclosure forms (MDS2) your vendors give you. We claim no ownership of your documents and no license to use them beyond storing them, processing them to produce your comparison, displaying them back to you, and keeping them safe and backed up.
Where your documents contain information about your vendors or your organization, you are the controller of it and we act as your processor, on your instructions, for the purpose of providing this service. We will not use that material for any other purpose, and specifically will not aggregate vendor pricing across customers for any product, report or benchmark. If your organization needs a written data processing agreement, ask at privacy@quotevitals.app and we will sign a sensible one.
We keep your documents, and everything else your organization puts into QuoteVitals, confidential. We use them only to provide QuoteVitals to your organization. We disclose them only to the service providers named on the privacy page that need them to run the service and are bound to protect them, or where the law compels us, in which case we will tell you first if the law allows.
6. Processing by a third-party AI provider
By uploading a document you accept that it is sent to Anthropic's Claude API to be read and structured, as described on the privacy page. The same applies to the questions you ask about your quotes, and to vendor searches, which send only the request's name, category and criteria together with a web search. It also applies to the questions you ask Pulse, the helper inside QuoteVitals: each question is sent with a summary read from your account at that moment, namely your organization's open requests and what needs your attention and, when a request is open on screen, its quotes, findings and sign-off status. The names and email addresses of members and approvers are not sent. If your organization cannot permit that, QuoteVitals is not suitable for you and we would rather you knew before you started than after.
7. Automated checks, scores and answers
Much of what QuoteVitals shows is produced automatically: the flags and findings, the check for patient information, the scorecard against what you are looking for, the price check against your contracts and history, cost per reportable, the reading and side-by-side comparison of vendors' MDS2 security disclosure forms, the vendor record, savings and reports, answers to your questions about your quotes, answers from Pulse, and the vendors suggested by Find vendors. Any of it can be wrong or incomplete, and section 1 applies to every part of it.
A score, a rank or a lowest figure is arithmetic on the quotes as read and on the figures your team entered, such as weights, test volumes and allowances. It is not a recommendation. Vendors suggested by Find vendors come from public websites; check a vendor and its contact details yourself before you rely on them. We do not vouch for any vendor we list. A figure, score or finding in QuoteVitals is not a statement by us about any vendor, product or price.
An MDS2 security disclosure is the vendor's own statement about its device. What QuoteVitals reads from it and compares across vendors is that statement as the vendor made it, not proof of how the device is built, configured or secured, and not a security assessment by us. Your organization's IT security team remains responsible for evaluating any device before it is connected to your network.
8. Messages you send through QuoteVitals
QuoteVitals can send email for your team: requests for quote, best-and-final requests, award and regret letters, requests to extend a quote, committee packets, and sign-off requests to your approvers, as well as notices to your own team. Nothing goes to a vendor until someone on your team presses Send on that message. A committee packet email carries your message and a private link to the packet's files, not the files themselves. An approver is emailed when your team sends the sign-off request and is reminded automatically once if they have not answered after a few days; a member can also send a reminder from the iPhone app, no more than once in 20 hours for each approver.
Those messages are yours. Your organization is the sender, answers for what they say and for having the right to contact the people you send them to, and must not use QuoteVitals to send marketing, bulk or unsolicited email. We transmit them on your organization's instructions and do not review what they say. Replies come back to your request or your team, not to us.
9. Contract price files
An owner can upload contract price files, such as the price list from a group purchasing or vendor agreement, so that quotes are checked against them. Upload only files your agreements allow you to share with a service provider that processes them for you. Where an agreement lets you share prices with a service provider that keeps them confidential, section 5 is our commitment to do that. We use them only to check your own organization's quotes; as section 5 says, they are never shown to or used for any other customer.
10. Links, channels and people outside your team
Some features reach people and services outside your team, at your choice. A request's vendor upload link and quotes address accept files from anyone who has them, and those files land on your request as quotes; you can issue new ones at any time, and an owner can turn the quotes address off for the whole organization in Settings. Approvers you add receive a private link to a summary and the memo without needing an account; on an iPhone the link may open in the QuoteVitals App Clip, which shows the same page and records the decision in the same way. A committee packet link lets anyone who has it download that packet's files, without an account, until it expires 30 days after it was sent or until an owner or the sender revokes it. A calendar link shows your organization's open deadlines and expiry dates to anyone who has it. A Slack or Teams channel you connect receives notices naming requests and vendors, and what it receives is then held by that service under your own agreement with it.
You decide who gets these links and which channels to connect, and you are responsible for that choice. Replace a link or remove a channel you no longer trust.
11. Commercial use
You may use QuoteVitals in your organization, by the colleagues you invite, for the purchases you run. You may use anything it produces, bid tabs, memos, exports, internally and with your vendors, commercially and without attribution. You may not resell, sublicense or redistribute the product or the service itself, and you may not use it to provide a comparison service to third parties.
12. Ending it
You can stop at any time. Download what you need first; the retention and deletion policy explains what happens and when. We will not delete your work without telling you first, and we will never make leaving harder than joining.
13. What you pay
The free trial costs nothing and needs no card. The plans, their prices and what each includes are shown under Settings → Billing and on quotevitals.app.
Monthly plans are paid by card and renew each month until canceled.
Yearly plans are billed by invoice, due 30 days after the invoice date, payable by bank transfer or card. An owner can start a yearly plan under Settings → Billing, and an organization that needs a signed order form can ask for one at support@quotevitals.app; section 18 explains how a signed order form fits with these terms. A yearly plan starts on the date shown on its first invoice and renews automatically for another year on each anniversary of that date, with a new invoice, unless an owner cancels before the renewal date. We will email your organization's owners and billing contact at least 30 and no more than 60 days before each renewal, stating the renewal date, the price for the coming year and how to cancel. If an invoice is still unpaid 15 days after its due date, the organization becomes read-only until it is paid.
A founding price stays the same for two years from the start of the plan. After that, the plan renews at the list price then in effect, and we will tell you at least 30 days before.
Extra approved comparisons are paid by card, are used only after the month's allowance, and do not expire while the organization has a plan.
Payments are processed by Stripe; we never see or store full card or bank account numbers. Prices do not include taxes, which are added where the law requires.
An owner can cancel at any time under Settings → Billing. The plan runs to the end of the current month or year, and an invoice already issued for that period remains payable. Canceling a yearly plan before its renewal date means no renewal invoice is owed. At the end of the period the organization becomes read-only and, as the retention and deletion policy explains, is deleted 60 days after the last paid day unless the plan is renewed. Payments already made are not refunded, including for a partly used period.
We will give at least 30 days' notice by email before a price change applies to a monthly renewal; for a yearly plan, the change appears in the renewal notice. A change never affects a period you have already paid for.
14. No warranty, and the limit on what we owe
QuoteVitals is provided as is and as available. We do not warrant that what it extracts, computes, matches or flags is accurate or complete, that it fits your purpose, or that the service will be uninterrupted or error-free; every warranty the law lets us disclaim, express or implied, including accuracy, merchantability and fitness for a particular purpose, is disclaimed. Section 1 says the same thing in plain words: check it against the vendor's document before you rely on it.
To the fullest extent permitted by law, Fandonia LLC and its members, officers and contractors will not be liable for any indirect, incidental, consequential, special or punitive damages, or for any loss of data, profits or goodwill, arising from your use of QuoteVitals. Our total liability for all claims together, however they arise, will not exceed the fees your organization paid or owes us for the twelve months before the first claim, or ten US dollars, whichever is greater. These limits do not apply to liability for gross negligence, willful misconduct or fraud, or to any liability the law does not allow us to limit.
These limits apply however a claim is framed, whether in contract, negligence or otherwise, and they apply even if a remedy in these terms fails of its essential purpose. Some jurisdictions do not allow these limits and exclusions, so they may not fully apply to you.
Your organization will defend us against, and pay the costs, damages and reasonable legal fees that result from, any claim by a third party arising from material your organization or its vendors put into QuoteVitals (including patient information), messages your organization sends through QuoteVitals, or its breach of section 3, 8 or 9.
15. Governing law
These terms are governed by the laws of the Commonwealth of Kentucky, USA, without regard to its conflict-of-law rules. Any dispute that we cannot settle between ourselves goes to the state courts in Fayette County, Kentucky, or the federal court for the district that includes it, and both of us agree to their jurisdiction. If a court finds any part of these terms unenforceable, the rest stays in force.
16. Changes
If these terms change we will update the effective date above. For a material change, we will email your organization's owners at least 30 days before it takes effect, and each user will be asked to accept the new version at their next sign-in. If your organization does not accept a material change, an owner may cancel before it takes effect and we will refund any prepaid fees for the unused part of the period. Continued use after a change that is not material means you accept it.
17. Contact
Questions about these terms: support@quotevitals.app.
18. How these terms fit with other agreements
These terms, the privacy page and the retention and deletion policy are the whole agreement between your organization and us about QuoteVitals. If your organization signs an order form, data processing agreement, business associate agreement or other agreement with Fandonia LLC, that signed agreement controls where it conflicts with these terms, and accepting a later version of these terms in the product does not change it. Fandonia's general Terms of Use for its games and apps do not apply to QuoteVitals. Your organization may not transfer these terms without our written consent; we may transfer them to a buyer of QuoteVitals or of Fandonia LLC.