Terms of Service

Version 2026-10-01.4 · Adopted 2026-10-01

1. Who these terms are between

These terms are between Sbrain.app Inc. (ACN 123456789) ("we", "us") and the organisation that creates a tenant ("you"). They govern your use of Shared Brain (the "service").

By creating a tenant, or by using the service on behalf of one, you confirm you are authorised to bind that organisation and that you accept these terms.

2. What the service is

Shared Brain is governed shared memory for teams and their AI agents. A workspace holds canonical knowledge objects — facts, pages and procedures — together with their provenance, approval state, and the rules governing who can read and change them. Agents and people write to and recall from that memory through an API and an MCP endpoint.

The service is designed so that a memory carries its source, its approval state and its access policy with it. Governance features — proposals and approvals, correction notices, verification, and the record of who relied on what — are included in every plan.

3. Pilot limitations

While the service is operated as a pilot, the following limitations apply and are disclosed before you load real content.

• Single availability zone. The service runs in a single availability zone. It is not multi-zone and we do not describe it as such. See section 10 for what that means for recovery.
• Manual invoicing. Paid plans during the pilot are invoiced manually against a recorded agreement. There is no self-serve checkout in force during the pilot.
• Feature set. The features available during the pilot are those described in the documentation current at the time. Features described as planned are not commitments.

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

4. Your account and workspaces

You create a tenant, and at least one workspace within it. You are responsible for the people and agents you grant access to, and for keeping your credentials secure. Multi-factor authentication is required for tenant administrators and for our platform operators.

Access is enforced by the service itself, not only by convention: every read and write is checked against the calling principal's grants and the workspace's policy, and a revocation takes effect on the next request.

5. Plans, trials and caps

The plan catalogue is developer (free, no card required), trial, team, business and, where provisioned by us, enterprise. Plans are priced on curator seats, workspaces, stored knowledge objects and included embedding volume. Agents are free and unlimited within abuse limits, and readers do not require a paid seat.

5.1 Trial

A verified signup may receive a 14-day trial. A trial does not convert implicitly to a paid plan: paid features activate only after authoritative billing reconciliation, never on the strength of a browser redirect. The free developer plan has no time limit and carries hard caps.

5.2 Caps

Each plan carries caps on stored knowledge objects, agent registrations and request rates. When a cap is reached, the affected feature stops. We will not silently upgrade your plan and we will not charge a card to continue. Core keyword reads remain available where your read quota and account state allow, so you retain access to what you have already stored.

5.3 Prices and allowances

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

6. Acceptable use

You must not use the service to:

• store or distribute content you have no right to hold;
• attempt to reach another tenant's content, or to defeat the access controls;
• circumvent a cap or rate limit by creating additional agents or tenants;
• probe, scan or overload the service other than through the vulnerability disclosure process we publish; or
• break any law that applies to you.

You are responsible for the content you store and for ensuring you have a lawful basis to store it.

7. Your content and our role

You retain ownership of the content you store. We process it to provide the service and for the purposes described in our privacy notice.

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

8. Where your content is processed

We are specific about this rather than general, because "in the cloud" is not an answer. The following table states where each processing activity happens.

"Unverified" means we do not currently make a location claim for that activity. We will publish a region for a row only when it is sourced and recorded, and we will tell you before a change takes effect. We do not claim in-region processing for any row marked unverified. The database row is currently unverified too: we have not yet fixed the production region.

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

9. Retention and deletion

9.1 How long we keep things

Withdrawing a memory and deleting a tenant are different operations with different effects: withdrawal is a quality action that keeps history, and deletion is a privacy action that removes it.

9.2 Deleting your tenant

Deleting a tenant is a deliberate, human-only action. It requires an authorised tenant administrator, a recent reauthentication, and typing the tenant name to confirm. Agents cannot delete a tenant.

Deletion proceeds in stages:

1. Cancellation window (7 days). On your request we revoke service and delegated access, stop ingestion, jobs and provider use, and notify your administrators. The tenant is placed in read-only human recovery, and you can cancel the deletion within the window.
2. Purge. When the window expires the tenant enters purging. Canonical memory, revisions, evidence, chunks, search postings, literal terms, embeddings, consumption records, private objects, cached exports and tenant credentials are deleted. Only documented audit, billing and legal-hold exceptions are kept. Purge should complete within 7 further days, and we report completion or failure.
3. Backups. Deletion does not edit backups in place. Your content may persist in an ordinary backup for at most 35 days after purge, and we do not claim otherwise. A purged tenant cannot be brought back into service from a backup.

Where a legal hold applies, we keep the held records and we do not claim physical erasure of them.

9.3 If a plan lapses

If a payment fails after a paid period, there is a 7-day grace period with notification. Ordinary writes then stop while authorised reads and export remain available for 30 days. Cancelling at the end of a period lets you use the service until that period ends, followed by the same 30-day read-only window. After that the tenant is suspended for 30 days, we notify your administrators, and after a further 14 days the deletion process in section 9.2 begins. We will not delete your content without notifying your administrators.

10. Availability and recovery

During the pilot the service runs in a single availability zone. Our targets are a recovery point objective of at most 5 minutes and a recovery time objective of at most 4 hours. These are targets, not a warranty, and the pilot does not carry a service-level credit regime.

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

11. Fees and payment

Paid plans are billed in advance. Where we use a payment provider, checkout and billing management are hosted by that provider, and we store only the provider's references and your entitlement state — never card numbers. Entitlement is reconciled against the provider's authoritative records.

12. Support access to your content

We do not have standing access to your content. Access requires a grant from one of your administrators that names the operator, the reason or ticket, the data scope and an expiry — 60 minutes by default, and never more than 4 hours. Every support read is audited. Support access is read-only unless a separately approved repair procedure applies, and emergency access uses documented break-glass controls with two-person approval and prompt notification to you.

13. Suspension and termination

We may suspend a tenant immediately where necessary to prevent harm, to comply with law, or in response to a security incident. A security suspension blocks ordinary memory access while keeping human account, support and recovery routes available. We will tell you why unless a documented restriction prevents it. A payment event does not reactivate a security-suspended tenant.

You may stop using the service at any time, and delete your tenant under section 9.2.

14. Liability

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

15. Changes to these terms

We will publish a new version for any material change and give reasonable notice before it takes effect. Each version is dated and retained, and the version you acknowledged is recorded when you create a tenant.

16. Governing law

Being finalised. This section is with our counsel. It is published here so the structure is visible, and it neither limits nor expands your rights until the wording is settled.

17. Contact

Legal notices and privacy: [email protected]. Security disclosures: [email protected]. Our registered address is published on request and on the company register.