Terms of Service

These Terms govern access to and use of CRM Gem, a service operated under the SmartBizToolls brand. “CRM Gem,” “we,” “us,” and “our” refer to the service and operator. “User,” “you,” and “your” refer to the account holder.

Creating an account or using CRM Gem means agreeing to these Terms and the Privacy Policy. Paid purchases are also governed by the Refund, Cancellation & Subscription Renewal Policy. If you do not agree, you must not use CRM Gem.

• You must be at least 18 years old or the age of legal majority in your location, whichever is higher.
• If you accept these Terms for a business, you confirm that you have authority to bind that business.
• CRM Gem is intended for legitimate freelance, professional, and small-business use.
• You must provide accurate registration and billing information.

You are responsible for maintaining accurate account information, protecting passwords and sign-in access, activities performed through your account, using an email address you control, and promptly reporting suspected unauthorized access.

Keep PayPal, email, API, and service credentials secure. CRM Gem will never ask you to send passwords, full card details, PayPal passwords, Supabase keys, API secrets, or service-role credentials through support email.

CRM Gem may be used to store business profiles, clients and customer contacts, projects, invoices, quotations, proposals, payments, files, attachments, notes, reminders, email records, branding information, and other supported content.

You are responsible for having permission or another lawful basis to process this information, giving required notices, handling your customers’ access, correction, and deletion requests, avoiding unnecessary sensitive data, keeping records accurate, and following applicable privacy, tax, invoicing, employment, and consumer laws.

CRM Gem provides software tools and does not determine whether your processing is lawful.

You retain ownership of content you submit. You grant CRM Gem a limited, non-exclusive licence to host, store, process, copy, display, transmit, back up, and format that content only as needed to provide, secure, maintain, and improve the service.

This licence ends when content is deleted, subject to backups, lawful retention obligations, dispute records, and security logs. You confirm that you have the rights required to upload and use your content.

Invoices, quotations, and proposals may be shared using token-based public links. Anyone possessing a valid link may be able to access the linked document. Send links only to intended recipients and avoid unnecessary sensitive information in public documents.

Search engines are not intended to index authenticated or tokenized customer documents. Contact support@smartbiztoolls.com if a public link must be revoked and no self-service revocation is available. An account-deletion request does not instantly guarantee that every public link is removed.

You may use CRM Gem for legitimate client management, project management, invoicing, quotations, proposals, payment recording, reminders, recurring documents, business communications, and other documented CRM Gem functions.

You must not use CRM Gem to:

• Conduct illegal, fraudulent, deceptive, or abusive activity, including false invoices, false payment records, or impersonation.
• Distribute malware, phishing, spam, credential theft, or harmful code.
• Gain unauthorized access, share accounts in a way that compromises security, or bypass plans, limits, RLS, permissions, or security controls.
• Scrape or automate extraction in a way that harms the service.
• Upload content without required rights or expose another person’s data through public links without authorization.
• Violate privacy, intellectual-property, tax, consumer, sanctions, or payment laws.
• Interfere with availability, performance, or other users.
• Reverse engineer where such restrictions are legally enforceable, or resell or sublicense CRM Gem without written permission.

These restrictions do not prohibit normal integrations, browser use, lawful backups, or lawful competition.

Current plan features and limits are displayed on the Pricing page. Free is USD 0 and currently includes 2 clients, 2 projects, 15 combined invoices, quotations, and proposals per calendar month, and 25 MB storage.

Pro is currently USD 10 monthly or USD 100 annually and includes 1 GB storage, unlimited clients, projects, and documents, recurring invoices, automatic recurring invoice generation and delivery, automated and smart reminders, and Client Portal.

CRM Gem may enforce plan limits technically, and users may not bypass them. Losing Pro does not normally delete existing records, but Free limits may restrict new clients, projects, documents, storage, or Pro-only actions. Plan features may change prospectively with reasonable notice where appropriate. Already-paid access will not be shortened solely because pricing changes.

Pro is offered monthly and annually. PayPal processes recurring authorization and payment. Subscriptions renew automatically until cancelled, and users authorize the displayed recurring amount and interval through PayPal.

Cancellation stops future renewal. Paid Pro access continues until the recorded current paid-period end date, after which the account falls back to Free. Subscription cancellation and account deletion are separate.

Failed, suspended, expired, past-due, refunded, reversed, fraudulent, or otherwise unverified subscriptions may lose Pro access. CRM Gem does not promise a fixed grace period. Taxes, conversion rates, PayPal fees, card charges, or bank charges may depend on location and payment account.

See the Refund, Cancellation & Subscription Renewal Policy for refund and cancellation details.

CRM Gem users may configure their own PayPal merchant credentials. A client paying an invoice pays the issuing user or business. CRM Gem is not the seller, service provider, merchant of record, or contracting party for the invoiced product or service, and CRM Gem does not hold the customer’s funds.

The issuing user is responsible for invoice accuracy, delivery and fulfilment, taxes, refunds, chargebacks, customer disputes, legal compliance, and their PayPal account status. CRM Gem may record payment status but does not guarantee settlement or automatically reverse customer payments. PayPal’s own agreements also apply.

CRM Gem Professional Setup is a separate USD 79 one-time service. The agreed written scope determines deliverables. Pro subscription access is not included unless explicitly stated.

You must provide required information, content, access, and cooperation. Missing information may delay delivery. CRM Gem will not request passwords where safer delegated access is available.

Included setup-related support lasts 14 days after agreed delivery. Additional work outside scope may require a separate quotation. Refund and cancellation treatment is governed by the Refund, Cancellation & Subscription Renewal Policy.

CRM Gem may send necessary account, security, billing, document, reminder, support, and service messages. Transactional messages may still be sent when optional marketing messages are disabled.

You are responsible for configuring the recipients and content of your business messages and must not send unlawful or unsolicited communications. Email delivery is not guaranteed because providers, recipient servers, spam filtering, and incorrect addresses can affect delivery.

CRM Gem currently relies on Supabase for authentication, database, and storage; Vercel for hosting; PayPal for subscription and connected invoice payment processing; Brevo for email delivery; and Google Analytics when enabled.

These providers have their own terms and privacy practices. Availability may be affected by them. CRM Gem is not responsible for third-party account decisions, outages, fees, or policy changes beyond CRM Gem’s reasonable control.

CRM Gem software, interface, branding, logos, documentation, and original service content belong to CRM Gem, SmartBizToolls, or their licensors. These Terms do not transfer ownership. You may use the service only for its intended business purpose.

Feedback may be used to improve CRM Gem without creating an obligation to compensate you. This does not give CRM Gem ownership of unrelated user ideas or your business content.

CRM Gem aims to provide reliable access but does not guarantee uninterrupted or error-free operation. Maintenance, security work, provider outages, updates, and emergencies may affect availability.

CRM Gem may modify or discontinue features prospectively and should provide reasonable notice for material changes where practical. Emergency security changes may occur without advance notice.

CRM Gem uses reasonable operational safeguards, but no system can guarantee zero data loss or complete restoration. Keep copies of important records, PDFs, attachments, and accounting information, and verify important exports and records.

CRM Gem does not replace professional accounting, legal, tax, or archival systems.

CRM Gem may proportionately restrict or suspend access for serious or repeated Terms violations, fraud or suspected fraud, security threats, abuse, illegal activity, chargeback abuse, non-payment, attempts to bypass limits or security, or legal or provider requirements.

Where reasonable, CRM Gem should provide notice and an opportunity to correct minor violations. Immediate action may be taken for serious security, fraud, abuse, or legal risks. A chargeback does not automatically terminate every account.

You may stop using CRM Gem. Subscription cancellation and account deletion are separate, and ending access does not automatically erase all records. Provisions intended to survive remain effective, including payment obligations, ownership, disclaimers, liability limits, disputes, and lawful retention.

The current Settings action submits an account-deletion request. It does not instantly delete the account or all records. CRM Gem may need to verify identity, cancel billing, prevent further processing, invalidate links, remove files, and retain limited records.

Cancel active subscriptions before deletion where possible, and export information you need before submitting a request. Data handling is described in the Privacy Policy and may be clarified through future deletion-process updates.

CRM Gem’s handling of personal data is described in the Privacy Policy.

CRM Gem is provided on an “as available” basis to the extent permitted by law. It is a software tool, not legal, tax, accounting, financial, or payment advice.

You remain responsible for reviewing invoices, quotations, proposals, taxes, totals, payment instructions, and legal requirements. CRM Gem does not guarantee sales, payment, compliance, or business results. Nothing excludes warranties or rights that cannot lawfully be excluded.

To the maximum extent permitted by law, CRM Gem is not liable for indirect, incidental, special, consequential, exemplary, or lost-profit damages.

For direct claims by paid users, aggregate liability is limited to the total amount paid by the user to CRM Gem during the 12 months immediately before the event giving rise to the claim. For Free users, the cap is USD 50 or the minimum liability that may lawfully be limited, whichever provides the user greater protection.

These limits do not apply to fraud, wilful misconduct, or liability that cannot legally be limited. Mandatory consumer rights remain unaffected.

To the extent permitted by law, you are responsible for third-party claims arising from your unlawful content, violation of another person’s rights, invoices, services, fulfilment, refunds, customer relationships, misuse of CRM Gem, or violation of applicable law.

This does not require you to indemnify CRM Gem for CRM Gem’s own negligence, misconduct, or legal violations.

These Terms are governed by the laws of Sri Lanka. Courts of competent jurisdiction in Sri Lanka may hear disputes. You and CRM Gem should first attempt good-faith resolution through support.

This does not remove mandatory rights or legally required forums available to consumers in their location. These Terms do not require mandatory arbitration.

CRM Gem may update these Terms and will show the updated date. Reasonable notice will be provided for material changes where practical. Continued use after the effective date means acceptance where legally permitted.

If applicable law requires explicit consent to a material change, CRM Gem will request it.

Questions about these Terms may be sent to support@smartbiztoolls.com.