Terms of Service

Last updated November 2, 2026

By using COI Pilot you agree to these terms, and continuing to use it means you agree to them as updated.

What COI Pilot does

COI Pilot collects certificates of insurance and endorsements from your vendors, reads them, compares what they show with the requirements you set, and sends the reminders you configure.

You make the final decision

You, the property manager or account holder, are the final decision-maker on every vendor and every document. COI Pilot compares documents against your requirements; it does not verify coverage with insurers. A certificate is information only and does not change a policy. Statuses, gap lists and reports reflect what a document appears to show, and automated reading can be wrong. They are not insurance, legal or risk advice. Requirement presets are starting points, and your own contracts decide what is required.

Your account

You are responsible for what happens under your account, for the requirements you set, and for having the right to upload the documents and contact the people you add. Do not upload anything that isn't related to vendor insurance compliance, and do not use the service unlawfully, for fraud or spam, to infringe anyone's intellectual property, to reach another customer's data or to interfere with its security.

We own the service and its intellectual property. We may suspend or end an account for a material breach, non-payment, a security or fraud risk, or repeated or serious violations of these terms.

Your data

Your documents and records stay yours. We use them to run the service for you, and we describe how in the Privacy Policy. Email to your vendors is sent on your behalf and at your direction.

Plans and billing

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders, and also handles sales tax and VAT. Paid plans are billed in advance, monthly or yearly, and renew until canceled. Paddle's buyer terms apply to your purchase, and you can get a full refund within 14 days of any payment under our Refund Policy. You can cancel at any time from the Billing page, and cancellation takes effect at the end of the paid period.

Maintenance mode and closed accounts

In maintenance mode your records stay readable and exportable, and intake and email stop. A canceled account, or a trial that ends unpaid, becomes read-only. Its data is deleted 90 days after it closes, and deleted data cannot be recovered, so export anything you need before then.

The free checker

The free certificate checker uses a common set of requirements rather than yours, and is limited to a few checks a day. It is provided as is, for information only.

Warranty and liability

The service is provided as is and as available, without warranties of any kind, to the fullest extent the law allows. To the fullest extent the law allows, we are not liable for indirect or consequential losses, including an uninsured loss or a claim involving a vendor, and our total liability for any claim is limited to what you paid us in the 12 months before it arose.

Changes and contact

We may update these terms and will tell account owners about material changes before they apply. Questions: support@coipilot.ai.