Effective Date: July 20, 2026
These Terms of Use ("Terms") are a binding agreement between Polygraph Reports, Inc ("Polygraph Reports," "Company," "we," "our," or "us") and the person or entity accessing our websites, applications, software, or related services, including services available through polygraphreports.com and reportwiz.ai (collectively, the "Service"). "Customer" means the person or organization that obtains access to the Service, and "User" means an individual authorized to use the Service.
By creating an account, clicking to accept, or accessing or using the Service, you agree to these Terms and our Privacy Policy. If you use the Service for an organization, you represent that you have authority to bind it. If you do not agree or lack that authority, do not use the Service.
If Customer and Polygraph Reports have signed an order form, master services agreement, data processing addendum, business associate agreement, government contract, or other written agreement that governs the Service (a "Direct Agreement"), that Direct Agreement controls over these Terms and the Privacy Policy to the extent of any conflict. All non-conflicting provisions remain in effect.
For a federal, state, local, tribal, or foreign government entity, any provision that applicable law prohibits the entity from accepting, including provisions concerning indemnification, arbitration, governing law, venue, automatic renewal, or payment, does not apply to that entity to the extent prohibited. Nothing in these Terms waives sovereign immunity, creates an obligation contrary to appropriations law, or overrides a controlling public procurement requirement. Government use may instead be governed by a Direct Agreement. Please contact us before use if your entity requires different terms.
The Service helps authorized professionals create, review, manage, and export reports from customer-provided audio, video, transcripts, PDFs, forms, and other materials. It may include transcription, templates, version history, audit records, administrative controls, and AI-assisted drafting.
The Service uses artificial intelligence, currently including OpenAI API services, to assist with transcription and report drafting. AI-generated or AI-assisted content may be inaccurate, incomplete, misleading, biased, or unsuitable for a particular purpose. Similar or identical output may be produced for other users.
The Service produces drafts and is not a substitute for professional judgment. Customer and each User must independently review, verify, edit, and approve every output before relying on, signing, submitting, disclosing, or using it. Polygraph Reports does not conduct polygraph examinations, make credibility or truthfulness determinations, provide legal advice, or make decisions concerning arrest, prosecution, employment, eligibility, benefits, sentencing, supervision, or any other high-impact outcome.
Customer is solely responsible for the final report and any action taken based on Customer Content or output, including compliance with professional standards, evidentiary requirements, agency policies, and applicable law.
"Customer Content" means information, files, recordings, prompts, templates, instructions, report text, and other material submitted to or created for Customer through the Service. As between the parties, Customer retains its rights in Customer Content and, to the extent permitted by law, owns the output generated specifically for Customer.
Customer grants Polygraph Reports a limited, non-exclusive right to host, copy, transmit, process, display, and otherwise use Customer Content only as necessary to provide, secure, support, and maintain the Service, comply with Customer's instructions, enforce this agreement, and satisfy applicable law. This license ends when the relevant Customer Content is deleted, except for temporary backup copies, legally required retention, and de-identified information that cannot reasonably identify Customer or an individual.
Customer represents and warrants that it has all authority, notices, consents, legal bases, and rights necessary to submit and process Customer Content, including recordings and sensitive personal information. Customer must not instruct us to process information unlawfully.
You may use the Service only for lawful, authorized professional purposes. You must not:
Our Privacy Policy describes our data practices. We use administrative, technical, and physical safeguards designed to protect Customer Content, including encryption in transit and at rest, role-based access controls, and production infrastructure hosted in AWS GovCloud (US). Our security controls have been independently assessed through SOC 2 Type II examination. No system is completely secure, and these measures do not guarantee that unauthorized access, loss, or disruption will never occur.
OpenAI is currently used through approved API endpoints under Zero Data Retention controls. Customer Content submitted through those endpoints is not used to train OpenAI models and is excluded from OpenAI abuse-monitoring logs. OpenAI does not retain the prompts or responses from those eligible requests after processing. Technical operation and data handling may vary for features or providers that do not support Zero Data Retention, and we will describe any materially different handling in the Privacy Policy or a Direct Agreement.
Standard retention, Document Zero Data Retention, and Report Zero Data Retention options are described in the Privacy Policy. Customer is responsible for selecting a suitable retention setting, exporting required records, and maintaining any copies required by its policies or law.
The Service relies on third-party infrastructure and service providers, including cloud hosting, AI processing, communications, monitoring, and payment services. We may change providers or features as the Service evolves. Third-party websites or integrations are governed by their own terms. We are not responsible for a third-party service Customer separately enables or controls, but our use of service providers to deliver the Service remains subject to our contractual and legal obligations.
Customer will pay the fees and applicable taxes shown at purchase or in a Direct Agreement. Unless stated otherwise, fees are in U.S. dollars, payment obligations are non-cancelable, and amounts paid are non-refundable except as required by law. Subscriptions renew for the period disclosed at purchase unless canceled before renewal. We may change future pricing with advance notice. Overdue amounts may result in suspension and reasonable collection costs.
Polygraph Reports and its licensors retain all rights in the Service, software, workflows, interfaces, documentation, trademarks, and underlying technology, excluding Customer Content. Subject to these Terms and payment of applicable fees, we grant Customer a limited, non-exclusive, non-transferable, revocable right for its authorized Users to access the Service during the applicable subscription. If you provide feedback, you grant us a perpetual, worldwide, royalty-free right to use it without identifying you or disclosing Customer Content.
Each party may receive non-public information that a reasonable person would understand to be confidential. The receiving party will use it only to perform or exercise rights under this agreement, protect it using reasonable care, and disclose it only to personnel and providers with a need to know and confidentiality obligations. These duties do not apply to information that is public through no breach, already lawfully known, independently developed, or lawfully received without restriction. A legally compelled recipient may disclose only what is required and, when legally permitted, will provide advance notice.
We may suspend or limit access when reasonably necessary to address a security threat, unlawful use, material breach, nonpayment, risk to the Service or others, or legal requirement. When practicable, we will provide notice and an opportunity to cure. Customer may stop using the Service at any time, but remains responsible for committed fees.
Upon termination, Customer's access ends. Customer should export required data before termination. We may delete Customer Content according to the selected retention setting, Privacy Policy, and any Direct Agreement. Provisions that by their nature should survive will survive, including ownership, confidentiality, disclaimers, indemnification, liability limits, dispute resolution, and payment obligations. We may modify or discontinue features, but will not materially reduce paid core functionality during a current subscription without reasonable notice unless required for security, law, or third-party availability.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE AND ALL OUTPUT ARE PROVIDED "AS IS" AND "AS AVAILABLE." POLYGRAPH REPORTS DISCLAIMS ALL EXPRESS, IMPLIED, STATUTORY, AND OTHER WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT THAT THE SERVICE OR OUTPUT WILL BE ERROR-FREE, COMPLETE, SECURE, UNINTERRUPTED, OR SUITABLE FOR EVIDENTIARY, LEGAL, REGULATORY, EMPLOYMENT, LAW-ENFORCEMENT, OR OTHER PURPOSES. THESE DISCLAIMERS DO NOT LIMIT ANY EXPRESS COMMITMENT IN A DIRECT AGREEMENT.
To the maximum extent permitted by law, Customer will defend, indemnify, and hold harmless Polygraph Reports and its officers, directors, employees, and agents from third-party claims, damages, penalties, judgments, and reasonable legal fees arising from Customer Content, Customer's or its Users' use of the Service or output, violation of Sections 3 through 5, or violation of law or another person's rights. This obligation does not apply to the extent a claim was caused by Polygraph Reports' gross negligence, willful misconduct, or breach of these Terms. Polygraph Reports will provide prompt notice, reasonable cooperation at Customer's expense, and control of the defense, provided Customer may not settle a claim in a manner that admits fault by or imposes obligations on Polygraph Reports without written consent.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES, OR FOR LOST PROFITS, REVENUE, BUSINESS, GOODWILL, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY.
EXCEPT FOR CUSTOMER'S PAYMENT OBLIGATIONS, A PARTY'S INDEMNIFICATION OBLIGATIONS, A PARTY'S INFRINGEMENT OR MISAPPROPRIATION OF THE OTHER PARTY'S INTELLECTUAL PROPERTY, OR FRAUD, GROSS NEGLIGENCE, OR WILLFUL MISCONDUCT, EACH PARTY'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE GREATER OF $100 OR THE FEES CUSTOMER PAID OR PAYABLE FOR THE SERVICE DURING THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY. THESE LIMITS APPLY REGARDLESS OF THE THEORY OF LIABILITY AND EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO THEY APPLY ONLY TO THE EXTENT LAWFUL.
PLEASE READ THIS SECTION CAREFULLY. EXCEPT FOR THE LIMITED EXCEPTIONS BELOW, IT REQUIRES INDIVIDUAL BINDING ARBITRATION AND WAIVES JURY TRIALS AND CLASS OR REPRESENTATIVE ACTIONS.
Before filing a claim, the complaining party must send written notice describing the dispute and requested relief. The parties will attempt in good faith to resolve it for 30 days after receipt. If unresolved, any dispute, claim, or controversy arising from or relating to the Service, these Terms, or the relationship between the parties will be resolved by binding arbitration administered by the American Arbitration Association ("AAA") under its applicable Commercial Arbitration Rules or, when applicable, Consumer Arbitration Rules. The Federal Arbitration Act governs this section.
Arbitration will be conducted by one arbitrator. Unless the parties agree to remote proceedings or applicable AAA rules require otherwise, the arbitration will take place in Wake County, North Carolina. The arbitrator may award any individual relief a court could award and will issue a reasoned written decision. Each party may bring claims only in its individual capacity, not as a plaintiff or class member in any class, collective, consolidated, mass, private-attorney-general, or representative proceeding. The arbitrator may not combine claims without all parties' written consent.
Either party may bring an individual action in small claims court if eligible, seek temporary or preliminary injunctive relief in court to protect confidential information or intellectual property pending arbitration, or pursue a claim that applicable law does not permit to be arbitrated. Any court proceeding permitted under these Terms, including an action to compel arbitration, enforce an award, or address a non-arbitrable claim, must be brought exclusively in the state courts located in Wake County, North Carolina, or the United States District Court for the Eastern District of North Carolina. Each party consents to personal jurisdiction and venue there and waives any objection based on inconvenient forum.
Customer may opt out of this arbitration section by sending written notice to support@polygraphreports.com within 30 days after first becoming subject to this Section 15. The notice must identify the Customer, account email, and state that Customer opts out of arbitration. Opting out affects only this arbitration section and does not affect the remaining Terms. If the class waiver is finally found unenforceable as to a particular claim or request for relief, only that claim or request will proceed in court after all arbitrable matters are completed.
These Terms are governed by the laws of the State of North Carolina, without regard to conflict-of-law principles, except that the Federal Arbitration Act governs Section 15. The United Nations Convention on Contracts for the International Sale of Goods does not apply.
We may update these Terms. We will post the revised version and effective date and will provide reasonable notice of material changes through the Service, by email, or by other appropriate means. Changes apply prospectively. Continued use after the effective date constitutes acceptance, except where a Direct Agreement requires a different process. If you do not agree, you must stop using the Service.
Neither party is liable for delay caused by events beyond its reasonable control, except payment obligations. Customer may not assign these Terms without our written consent; we may assign them in connection with a merger, reorganization, sale of assets, or by operation of law. These Terms, the Privacy Policy, applicable purchase terms, and any Direct Agreement are the complete agreement concerning the Service. If a provision is unenforceable, it will be modified only as necessary and the remainder will continue. Failure to enforce a provision is not a waiver. Headings are for convenience only. Electronic notices and acceptance satisfy writing and signature requirements to the extent permitted by law.
Questions, legal notices, and arbitration opt-out notices may be sent to support@polygraphreports.com or: