Terms of Service
Effective Date: March 2026 · Version 1.0
1. Introduction and Acceptance
Welcome to CogentBoard.com ("CogentBoard," "we," "us," or "our"). CogentBoard is a Software-as-a-Service (SaaS) platform that provides HVAC companies with an operational scheduling and install readiness management layer, designed to work alongside field service management platforms including ServiceTitan and similar tools.
By accessing or using the CogentBoard platform, website, application programming interfaces (APIs), or any associated services (collectively, the "Platform"), you agree to be bound by these Terms of Service ("Terms"). If you are accessing the Platform on behalf of a company or other legal entity ("Organization"), you represent that you have the authority to bind that entity to these Terms.
If you do not agree to these Terms, you may not access or use the Platform.
2. Definitions
For purposes of these Terms, the following definitions apply:
"Platform": The CogentBoard web application, APIs, dashboards, and all associated services hosted at CogentBoard.com.
"Organization": An HVAC company, contractor, or business entity that subscribes to and administers a CogentBoard account.
"Admin": A User designated by the Organization with elevated permissions to manage settings, users, and billing.
"User": Any individual granted access to the Platform by an Organization, including dispatchers, project managers, and viewers.
"Data": All information submitted to, processed by, or generated through the Platform, including job records, install schedules, customer data, and operational metrics.
"Subscription": A paid or trial plan granting access to Platform features for a defined period.
"Third-Party Integrations": External tools connected to the Platform, including but not limited to ServiceTitan and HCP (Home and Commercial Pro).
3. Account Registration and Access
3.1 Organization Accounts
To use the Platform, an Organization must register and create an account. Organizations are responsible for providing accurate, complete, and current information during registration and for maintaining the security of their account credentials. Each Organization is assigned a unique organizational identifier (org_id) that governs access to all associated data.
3.2 User Roles
The Platform supports multiple user roles within each Organization:
- Owner/Admin: Full access to all Platform features, billing, settings, and user management.
- Dispatcher: Access to scheduling, job board, and install readiness workflows.
- Viewer: Read-only access to data and dashboards as configured by the Admin.
3.3 Account Security
Organizations are solely responsible for all activity that occurs under their accounts. You must promptly notify CogentBoard of any unauthorized use or security breach at support@cogentboard.com. CogentBoard is not liable for any loss or damage arising from unauthorized account access.
4. Acceptable Use Policy
You agree to use the Platform only for lawful purposes and in accordance with these Terms. You agree not to:
- Use the Platform in any way that violates applicable federal, state, or local laws or regulations.
- Scrape, copy, or redistribute Platform data, content, or competitor information obtained through the Platform.
- Share login credentials across multiple Organizations or individuals not authorized under your Subscription.
- Attempt to gain unauthorized access to any portion of the Platform, servers, or networks.
- Transmit any malicious code, viruses, or disruptive data through the Platform.
- Use automated scripts, bots, or scrapers to access the Platform without prior written consent.
- Reverse engineer, decompile, or attempt to extract source code from the Platform.
- Use the Platform to process, store, or transmit protected health information (PHI) subject to HIPAA without a signed Business Associate Agreement with CogentBoard.
- Misrepresent your identity, Organization, or authority to enter these Terms.
CogentBoard reserves the right to investigate and take appropriate action for any violation of this Acceptable Use Policy, including suspending or terminating access.
5. Data Ownership and Intellectual Property
5.1 Your Data
Organizations retain full ownership of all Data they submit to the Platform, including job records, install schedules, customer information, and any data imported from Third-Party Integrations such as ServiceTitan. CogentBoard does not claim ownership of your Data.
By using the Platform, you grant CogentBoard a limited, non-exclusive, royalty-free license to access, process, and store your Data solely for the purpose of providing, maintaining, and improving the Platform services.
5.2 CogentBoard Intellectual Property
CogentBoard retains all rights, title, and interest in and to the Platform, including all software, algorithms, interfaces, designs, documentation, and aggregated or anonymized data derived from Platform usage. Nothing in these Terms transfers ownership of CogentBoard intellectual property to you.
5.3 Aggregated Analytics
CogentBoard may use de-identified, aggregated data derived from Platform usage (with no personally identifiable information) to improve the Platform, generate industry benchmarks, and develop new features. This aggregated data does not identify you or your Organization.
6. Subscriptions, Billing, and Payment
6.1 Subscription Plans
CogentBoard offers Subscription plans as described on our pricing page at CogentBoard.com/pricing. Plans may include free trials, monthly, or annual billing options. Subscription features, pricing, and terms are subject to change with 30 days' notice.
6.2 Billing and Auto-Renewal
Paid Subscriptions are billed in advance on a monthly or annual basis. Subscriptions automatically renew at the end of each billing period unless cancelled before the renewal date. You authorize CogentBoard to charge your payment method on file for all applicable fees.
6.3 Refunds and Cancellation
Monthly Subscriptions may be cancelled at any time; cancellation takes effect at the end of the current billing period with no pro-rated refund. Annual Subscriptions cancelled within 30 days of the initial purchase may receive a pro-rated refund at CogentBoard's discretion. After 30 days, annual Subscriptions are non-refundable.
6.4 Data Retention After Cancellation
Upon cancellation, your Organization's Data will remain accessible for 30 days to allow export. After 30 days, CogentBoard will delete your Data from active systems in accordance with our Privacy Policy. CogentBoard is not liable for any Data loss following this retention period.
7. Third-Party Integrations
The Platform may integrate with third-party services including ServiceTitan, HCP, and payment processors. Your use of Third-Party Integrations is subject to those providers' own terms of service and privacy policies. CogentBoard is not responsible for the availability, accuracy, security, or performance of third-party services. You are responsible for ensuring your use of integrated third-party platforms complies with those platforms' terms.
8. Disclaimer of Warranties and Limitation of Liability
8.1 Disclaimer
The Platform is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement. CogentBoard does not warrant that the Platform will be uninterrupted, error-free, or free of harmful components.
8.2 Limitation of Liability
To the maximum extent permitted by applicable law, CogentBoard's total liability to you for any claims arising under or related to these Terms shall not exceed the total amounts paid by you to CogentBoard in the twelve (12) months immediately preceding the claim. CogentBoard shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption, even if advised of the possibility of such damages.
9. Indemnification
You agree to indemnify, defend, and hold harmless CogentBoard and its officers, directors, employees, contractors, and agents from and against any claims, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the Platform; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) any Data you submit to the Platform that infringes the rights of any third party.
10. Termination
CogentBoard reserves the right to suspend or terminate your access to the Platform at any time with or without cause, including for violation of these Terms, non-payment, or conduct that CogentBoard determines is harmful to other users or the Platform. You may terminate your account at any time through the account settings or by contacting support@cogentboard.com.
Upon termination, Sections 5 (Data Ownership), 8 (Limitation of Liability), 9 (Indemnification), 11 (Governing Law), and 12 (Dispute Resolution) shall survive.
11. Governing Law
These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any legal action or proceeding arising under these Terms shall be brought exclusively in the state or federal courts located in Contra Costa County, California.
12. Dispute Resolution
Before filing a claim, you agree to attempt to resolve disputes informally by contacting CogentBoard at legal@cogentboard.com. If a dispute is not resolved within 30 days, either party may initiate binding arbitration under the rules of the American Arbitration Association (AAA). You waive any right to participate in class action lawsuits or class-wide arbitration.
13. Changes to These Terms
CogentBoard may update these Terms from time to time. We will notify you of material changes via email to the address on file and/or a prominent notice within the Platform at least 30 days before changes take effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated Terms.
14. Contact Information
For questions about these Terms, please contact: