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Terms of Service

Effective November 5, 2026

These terms govern your use of Circlebox Time (the service), provided by Circlebox LLC (Circlebox, we, us, or our). You and your mean the individual using the service or, if you accept these terms on behalf of an organization, that organization. By using the service, you agree to these terms. Our Privacy Policy explains our information practices.

Eligibility and your account

The service is offered to US residents and businesses. You must be at least 18 and authorized to agree to these terms, including on behalf of an organization when applicable. Sign-in currently requires a Google account. Keep your account secure and notify us if you suspect unauthorized access.

Your content and workspaces

You retain your rights in the information you submit. You grant Circlebox LLC permission to host, process, transmit, and display that information as needed to provide, secure, and support the service. You are responsible for having permission to submit customer, project, and other information and to invite people into a workspace.

We also collect technical and usage information about the service, such as errors, performance measurements, and aggregate counts, as described in the Privacy Policy. This information does not include your content. We may use it, in aggregate or de-identified form, to operate, secure, support, and improve the service.

The workspace creator is its administrator. Administrators manage membership and paid seats. Share private invitation links only with intended recipients. Joining a workspace does not grant access to other users’ personal time reports.

Acceptable use

You must use the service lawfully and only for purposes permitted by these terms. You must not:

• Submit, store, or transmit unlawful content, malware, or content that infringes another person’s intellectual property, privacy, or other rights; or use the service for fraud, threats, harassment, or other unlawful activity.
• Access another person’s account or workspace without authorization, share credentials to evade access restrictions, probe or disrupt the service, or bypass authentication, security measures, or usage limits.
• Use bots, scripts, scrapers, or other automated means to access the service without our prior written permission. This restriction does not prohibit assistive technology used to interact with the service’s ordinary user interface.
• Abuse AI features by attempting to bypass safeguards, extract confidential instructions or other users’ data, generate unlawful content, or use the AI features as a general-purpose AI service unrelated to supported time-tracking tasks.
• Evade AI allowances or billing, create accounts or workspaces to circumvent limits, overload the service with requests, or abuse free allowances or payment systems.
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the service’s source code or underlying models, except to the extent applicable law permits despite this restriction.

AI features and time records

Voice transcription and AI interpretation can make mistakes. Review resulting entries and correct errors. You remain responsible for time records used for billing, payroll, or other purposes. The service does not guarantee that its records meet every employment, accounting, or regulatory requirement. Manual controls remain available without AI.

Prices, renewals, and payment

The Free plan supports a maximum of one user and includes 100 monthly AI requests. Team costs $5 USD per user per month for every user, including the owner. Each paid seat adds 250 pooled monthly AI requests to the workspace’s base allowance of 100. Optional one-time packs cost $5 USD for 250 additional requests. Any applicable taxes charged with a purchase are shown at checkout.

By purchasing paid seats, you authorize recurring monthly charges until cancellation takes effect. Seats renew on the subscription billing date shown on Billing. Included AI requests reset separately at midnight UTC on the first of each month. Purchased requests carry forward until used, and included requests are consumed first. There are no automatic AI overage charges.

One completed supported instruction counts as one AI request, including its transcription and follow-up clarifications. Technical failures and unfinished clarifications do not use the allowance. If requests run out, AI pauses while manual time tracking, editing, and reporting remain available.

Seat additions are prorated and activate after payment. If payment fails, additional paid capacity and new paid allowance grants may be unavailable. Existing members retain manual tracking access while the administrator resolves billing or removes additional members to return to the one-member free tier. This does not grant additional members a permanent free seat. Administrators can update payment information through Manage billing.

Seat reductions and cancellation

Administrators can reduce unused paid seats on Billing. Reductions take effect at the next renewal. Removing a member alone does not reduce the paid subscription quantity. The free tier supports one workspace member. To cancel all paid seats and return to that tier, first remove all additional members, then set paid seats to zero on Billing. Cancellation takes effect at the end of the current billing period. Contact support if you cannot complete cancellation in the app.

Account deletion and subscription cancellation are separate requests. If you administer a paid workspace and request account deletion, tell support how you want its subscription handled so recurring billing can be resolved.

Termination and account closure

You may stop using the service at any time and terminate your account by requesting closure at helpdesk@circlebox.com. Stopping use alone does not cancel a paid subscription; follow the cancellation steps above or ask support to handle cancellation with your closure request. Workspace administrators should coordinate any shared workspace closure with support and other members.

We may suspend or terminate access to an account or workspace for violations of these terms, unpaid amounts due, security threats, or legal requirements. We may also terminate the service or our relationship with you on reasonable advance notice. Where practicable, we will explain the reason and provide an opportunity to resolve the issue or request your records before closure; immediate action may be necessary to protect the service or others or comply with law. Contact support if you believe a restriction was made in error.

Canceling a paid subscription or reducing paid seats to zero does not close your account or automatically delete workspace data. After additional members have been removed as required above, the remaining member retains the one-member free tier, including manual tracking and the free AI allowance described above. Cancellation does not entitle a workspace to keep additional members on free manual tracking. New paid-seat admissions and new paid AI allowance grants require an active paid subscription. Removing a workspace member ends that member’s access to the workspace but does not automatically delete their historical time records.

On account or workspace closure, access to the closed account or workspace ends. Contact support before closure to request access to your records or deletion; there is no self-service account export or deletion tool. Closing an individual account does not automatically delete shared workspace records. We handle deletion requests, shared records, legally required retention, and backup copies as described in the Privacy Policy. Cancellation and closure do not promise immediate deletion from active systems, backups, or provider records.

If we terminate a paid workspace, we will end its recurring subscription so it does not renew after termination. Termination does not erase amounts already owed, and refunds remain subject to the Refunds section and applicable law. Provisions that by their nature apply after termination, including accrued payment obligations, disclaimers, limits of liability, indemnification, and governing law and venue, survive termination.

Refunds

Monthly seat purchases and AI request packs are generally nonrefundable, including unused requests and unused portions of a billing period. We may make exceptions for billing mistakes or service problems. Contact helpdesk@circlebox.com to request review. This policy does not limit refunds or other rights required by applicable law.

Access, deletion, and service availability

Contact support to request access to or deletion of personal information. We may verify identity and retain information where permitted or required by law, as explained in the Privacy Policy. There is currently no self-service account export or deletion tool.

Access restrictions and account closure are addressed in Termination and account closure above. Features may change, and maintenance or provider outages may interrupt availability. We do not promise uninterrupted service or a particular uptime level.

Disclaimer of warranties

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE AND ALL OF ITS FEATURES ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITH ALL FAULTS. CIRCLEBOX DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NONINFRINGEMENT, AND WARRANTIES ARISING FROM A COURSE OF DEALING, COURSE OF PERFORMANCE, OR USAGE OF TRADE.

We do not warrant that the service, AI output, or time records will be accurate, complete, reliable, or suitable for your billing, payroll, accounting, employment, or compliance needs; that the service will be uninterrupted, secure, or free of errors or harmful components; or that every defect will be corrected. You are responsible for reviewing and correcting your records before relying on them and for maintaining any separate records required for your business or by law. The service does not provide legal, tax, accounting, or payroll advice.

Third-party services are subject to their own terms. We make no warranties about third-party products or services. These disclaimers do not exclude any warranty or consumer right that applicable law does not allow us to exclude.

Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CIRCLEBOX AND ITS OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AND AGENTS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, BUSINESS OPPORTUNITIES, GOODWILL, OR DATA, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, EVEN IF ADVISED THAT SUCH DAMAGES WERE POSSIBLE.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE TOTAL COMBINED LIABILITY OF CIRCLEBOX AND ITS OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AND AGENTS FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF $50 USD OR THE FEES PAID TO CIRCLEBOX BY YOU OR ON YOUR BEHALF FOR THE WORKSPACE OR WORKSPACES GIVING RISE TO THE CLAIM DURING THE 12 MONTHS IMMEDIATELY BEFORE THE FIRST EVENT GIVING RISE TO LIABILITY. FEES INCLUDE PAID SEATS AND AI REQUEST PACKS, BUT EXCLUDE TAXES. THIS IS AN AGGREGATE LIMIT, NOT A SEPARATE LIMIT FOR EACH CLAIM, INCIDENT, OR WORKSPACE MEMBER ACTING ON YOUR BEHALF.

Subject to the exceptions below, these exclusions and limits apply regardless of the legal theory, including contract, tort (including ordinary negligence), strict liability, or otherwise, and include claims involving AI errors, inaccurate time records, billing or payroll errors, service interruptions, unauthorized access, or lost or corrupted data.

Nothing in these terms excludes or limits liability for our fraud, gross negligence, or willful or wanton misconduct, or for death or personal injury caused by our negligence. Nothing in these terms excludes or limits liability, damages, remedies, or consumer rights that cannot lawfully be excluded or limited. If applicable law does not permit a particular exclusion or limitation, it applies only to the extent permitted by that law.

Events beyond reasonable control

Neither you nor Circlebox is responsible for a delay or failure to perform an obligation under these terms to the extent caused by events beyond that party’s reasonable control, such as natural disasters, war, terrorism, civil unrest, government action, or widespread internet, utility, or hosting outages, provided the affected party uses reasonable efforts to reduce the impact and resume performance. This provision does not excuse amounts owed for the service, override the liability exceptions above, or limit refunds or other rights required by law.

Indemnification

If you use the service on behalf of a business or other organization, that organization agrees to defend, indemnify, and hold harmless Circlebox and its officers, directors, employees, contractors, and agents against third-party claims, damages, liabilities, and reasonable costs and expenses, including reasonable attorneys’ fees, arising from the organization’s or its authorized users’ unlawful use or misuse of the service, violation of these terms, or submission or use of content that infringes another person’s intellectual property, privacy, or other rights. This obligation does not apply to the extent a claim is caused by our breach of these terms, negligence, or misconduct. It does not apply to individuals using the service solely for personal, family, or household purposes.

We will promptly notify the organization of a claim for which we seek indemnification; a delay in notice reduces its obligations only to the extent the delay materially prejudices its defense. The organization may control the defense with counsel reasonably acceptable to us, and we will reasonably cooperate at its expense. We may participate with our own counsel at our expense. The organization may not settle a claim in a way that admits fault on our behalf, imposes an obligation on us, or fails to fully release us without our prior written consent, which we will not unreasonably withhold.

Governing law and venue

These terms and disputes arising out of or related to these terms or the service are governed by Alabama law, without regard to its conflict-of-law rules, except where applicable federal law or mandatory law requires otherwise. Nothing in these terms deprives consumers of protections that cannot be waived under the law applicable to them.

Except where applicable law requires otherwise, you and Circlebox agree that any lawsuit arising out of or related to these terms or the service must be brought exclusively in the state courts located in Jefferson County, Alabama, Birmingham Division, or, if federal subject-matter jurisdiction exists, the United States District Court for the Northern District of Alabama, Southern Division. You and Circlebox consent to personal jurisdiction in those courts. This provision does not prevent a consumer from bringing a claim in another court when applicable law gives the consumer a right that cannot be waived to do so.

Changes to these terms

We will publish changes here with an updated effective date and provide additional notice or obtain agreement when required by applicable law. Questions about these terms can be sent to our support address below.

Contact Circlebox LLC