Terms of Service

1. Acceptance of Terms

These Terms of Service (“Terms”) are a legal agreement between you and Optera AI LLC (“Company,” “we,” “us,” or “our”) governing your access to and use of RampFlow, a product of FBODesk (the “Service”).

By creating an account, clicking “I agree,” or using the Service, you agree to be bound by these Terms. If you are accepting on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

You must be at least 18 years old (or the age of majority in your jurisdiction) to use the Service. If you do not agree to these Terms, do not create an account or use the Service.

Consent Mechanism

Your acceptance of these Terms is recorded electronically when you click the “Create Account” or “I Agree” button during registration. We log the date, time, IP address, and version of the Terms you accepted. This clickwrap agreement constitutes your legally binding acceptance. Continued use of the Service after notification of updated Terms constitutes acceptance of those updates, except where affirmative re-consent is required by law.

Geographic Scope

The Service is designed for Fixed Base Operators in the United States and relies on US-specific data sources, including the FAA Aircraft Registry. We do not target or market the Service to individuals outside the United States. All pricing is in US dollars, and core features are tailored to the US aviation services market.

2. Definitions

• “Service” means the RampFlow web application and all related services, APIs, and documentation provided by the Company.
• “Account” means your registered user account on the Service.
• “Customer Data” means all data uploaded, entered, or generated by you or your Authorized Users through the Service, including fuel logs, job records, ticket images, truck data, and notes.
• “Organization” means the group account (representing an FBO or company) that contains team members and their associated data.
• “Organization Owner” means the user who created the Organization and manages billing and team membership.
• “Authorized Users” means individuals granted access to the Service by an Organization Owner, including managers, front desk staff, and linemen.
• “Subscription” means the paid plan selected by the Organization Owner.
• “Confidential Information” means non-public information disclosed by either party, including business plans, Customer Data, technical details, and pricing.
• “Beta Features” means any features, functionality, or services labeled as “beta,” “preview,” “experimental,” or similar designation.

3. Description of Service

RampFlow is a cloud-based software-as-a-service (SaaS) platform designed for Fixed Base Operators (FBOs) in the United States to manage ramp operations. Core features include:

• AI-powered fuel ticket scanning and data extraction using optical character recognition (OCR)
• Aircraft lookup via FAA registry data
• Fuel delivery logging with truck auto-registration
• Job tracking and dispatch
• Org-based team management with role-based access (owner, manager, front desk, lineman)
• Operational dashboards and daily digest reports

The Service may be updated, modified, or improved over time. We will provide notice of material changes that significantly affect functionality.

4. Account Registration & Security

To use the Service, you must create an account with accurate and complete information, including your name, email address, and a password. Organization Owners also provide an FBO name and optional ICAO airport code during signup.

You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account. You must notify us immediately at hello@fbodesk.com if you suspect unauthorized access.

Each account must be used by a single individual. Shared accounts are not permitted. We may refuse registration or cancel accounts at our discretion.

Organization Owners may invite team members and assign roles (manager, front desk, lineman). Owners are responsible for their team members' compliance with these Terms and for managing access within their Organization.

5. Subscription Plans & Billing

After the free trial, a paid Subscription is required. Available plans:

• Prop — $99/month, up to 3 users, 1 location
• Jet — $199/month, unlimited users, 1 location
• Fleet — Custom pricing, unlimited users, up to 5 locations

All fees are in US dollars and exclusive of applicable taxes. You are responsible for any sales tax, VAT, or GST imposed by your jurisdiction.

YOUR SUBSCRIPTION WILL AUTOMATICALLY RENEW AT THE END OF EACH MONTHLY BILLING PERIOD AT THE THEN-CURRENT RATE UNLESS YOU CANCEL BEFORE THE RENEWAL DATE. You may cancel at any time through the billing settings in the Service or by contacting support.

Payment is processed by Stripe. By subscribing, you authorize recurring monthly charges to your payment method. If a payment fails, we will attempt to collect for up to 7 days. If payment remains unsuccessful, your account will be suspended until the balance is resolved.

We may change pricing with at least 30 days' advance notice via email. Price changes will not affect your current billing cycle. Upgrades take effect immediately; downgrades take effect at the next billing cycle.

No refunds are provided for partial billing periods. If we terminate your account without cause, you are entitled to a pro-rata refund of prepaid fees for the unused portion of the billing period.

6. Free Trials

New Organizations receive a 14-day free trial with access to core features (up to 3 users, 1 location). No payment information is required during the trial.

At the end of the trial, access to the Service will be suspended if you do not subscribe to a paid plan. Your data will be retained while your account exists, but you will not be able to access it until you subscribe. We may send you a reminder email before your trial expires. We reserve the right to delete inactive trial data at our discretion after an extended period of inactivity.

The free trial is limited to one per Organization. We reserve the right to modify or discontinue the trial at any time.

7. Acceptable Use Policy

You agree not to:

• Use the Service for any unlawful purpose or in violation of applicable laws
• Upload malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to the Service, other accounts, or our infrastructure
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to build a competing product or service
• Scrape, crawl, or use automated means to access the Service beyond provided functionality
• Resell, sublicense, or redistribute the Service without authorization
• Exceed reasonable usage limits or degrade performance for other users
• Impersonate another person or entity
• Interfere with the Service's security features or infrastructure
• Upload content that infringes the intellectual property rights of any third party

We may suspend or terminate your access immediately for violations of this policy.

8. Intellectual Property

Company IP. The Service, including its design, code, documentation, logos, and trademarks, is owned by Optera AI LLC. Nothing in these Terms transfers any intellectual property ownership to you.

Customer IP. You retain all rights to your Customer Data. We claim no ownership over any data you upload or create in the Service.

License to you. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service during your Subscription term.

License from you. You grant us a limited license to process your Customer Data solely to provide the Service.

Feedback. Any suggestions, ideas, or feedback you provide about the Service may be used by us freely without obligation or compensation to you.

9. Customer Data

You own your Customer Data. We will not access, use, or disclose it except as needed to provide the Service or as required by law. For Customer Data, we act as a data processor on behalf of your Organization (the data controller).

Data portability. The Service provides in-app export functionality for your operational data (fuel logs, job history, and reports) in CSV, XLSX, and PDF formats. For additional data export requests, contact hello@fbodesk.com. We will respond to export requests within 30 days. We recommend exporting your data before deleting your account, as deletion is immediate and irreversible.

Data deletion. When you delete your account, your Customer Data is permanently and immediately deleted. This includes all fuel logs, job records, ticket images, and associated files. This action is irreversible. Please export any data you wish to keep before initiating account deletion. Billing transaction records may be retained separately as required by tax and legal obligations (see billing records retention below).

Data location. Customer Data is stored on Supabase's AWS-hosted infrastructure in the United States.

Backups & disaster recovery. The Service relies on Supabase's managed infrastructure on AWS, which includes automated database backups and infrastructure redundancy. Backup retention and disaster recovery capabilities are governed by Supabase's infrastructure policies. We do not maintain a separate application-level backup system. For details on Supabase's backup and security practices, see their documentation. You are responsible for maintaining your own copies of critical data using the export features provided in the Service.

Data processing agreement. If your Organization requires a standalone Data Processing Agreement (DPA) for regulatory or compliance purposes, please contact us at hello@fbodesk.com. We will work with you to execute an appropriate agreement.

10. Confidentiality

Each party agrees to protect the other's Confidential Information with at least the same degree of care it uses for its own confidential information, but no less than reasonable care.

Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party; (c) is independently developed without use of the disclosing party's information; or (d) is received from a third party without restriction.

Confidentiality obligations survive termination of these Terms for 3 years.

Either party may disclose Confidential Information if required by law, provided the disclosing party is given prompt notice (unless legally prohibited).

11. AI & Automated Processing Disclosure

RampFlow uses artificial intelligence to extract information from photographs of fuel tickets that you upload. When you scan a ticket, the image is sent to Anthropic's Claude API for optical character recognition (OCR). The AI extracts fields such as tail number, fuel quantities, truck identifier, product type, and timestamps.

Your data is not used to train AI models. Anthropic processes your images solely to return extraction results to RampFlow and does not retain your data for model training, in accordance with their API data usage policies.

Accuracy disclaimer. AI-generated outputs may contain errors. All extracted values are presented for your review and require confirmation before being recorded. You are responsible for verifying all AI-extracted information before relying on it. We do not guarantee the accuracy, completeness, or reliability of AI outputs.

Not a Billing System

RampFlow captures ramp operations data for informational purposes only. Fuel quantities and other values are AI-extracted and user-confirmed. Your FBO is solely responsible for verifying all data before use in invoicing, billing, or financial transactions.

Not a Time Clock

The on-shift feature is an operational availability indicator. It does not record shift start times, end times, or hours worked, and must not be used for wage, hour, or payroll purposes. Your FBO is solely responsible for employee timekeeping.

12. Third-Party Services

The Service relies on the following third-party providers. Your use of these services is governed by their respective terms:

• Supabase — Database, authentication, and file storage
• Anthropic (Claude API) — AI-powered ticket scanning and OCR
• Stripe — Payment and subscription processing
• Vercel — Application hosting and delivery
• Resend — Transactional email delivery
• Upstash — Rate limiting and abuse prevention

We are not responsible for the availability, accuracy, or practices of third-party services. A complete list of subprocessors is maintained in our Privacy Policy.

13. Service Level Agreement

We commit to 99.9% monthly uptime for the Service, measured excluding scheduled maintenance windows. We will provide at least 24 hours' advance notice for planned maintenance.

If monthly uptime falls below our commitment, you may request service credits within 30 days of the incident:

• 99.0% – 99.9% uptime: 5% credit on monthly fee
• 95.0% – 99.0% uptime: 10% credit on monthly fee
• Below 95.0% uptime: 25% credit on monthly fee

Credits are capped at 30% of your monthly fee and are the sole and exclusive remedy for downtime.

The SLA does not apply to: (a) force majeure events; (b) issues caused by you; (c) scheduled maintenance; (d) third-party service outages; or (e) Beta Features.

14. Support

We provide support for the Service via email at hello@fbodesk.com. Support is available Monday through Friday, 9:00 AM to 5:00 PM Mountain Time, excluding US federal holidays.

We aim to acknowledge support requests within 1 business day. Response times vary based on issue severity:

• Critical (Service unavailable for all users): Initial response within 4 hours during business hours
• High (major feature unavailable or significant data issue): Initial response within 1 business day
• Normal (general questions, non-urgent bugs, feature requests): Initial response within 2 business days

Response times are best-effort targets and not guaranteed commitments. Fleet plan customers may receive priority support as specified in their custom agreement.

15. Beta Features

We may offer Beta Features for testing and evaluation. Beta Features are identified as such within the Service interface (e.g., labeled “Beta” or “Preview”).

Beta Features are provided “as is” without any warranty or SLA commitment. We may modify, suspend, or discontinue any Beta Feature at any time without notice or liability. Data created in or processed by Beta Features may not be preserved if the feature is discontinued.

By using a Beta Feature, you acknowledge that it may contain bugs, may not perform as expected, and may be removed entirely. Feedback you provide regarding Beta Features is governed by the Feedback provision in Section 8.

16. Copyright Infringement (DMCA)

We respect the intellectual property rights of others and expect our users to do the same. In accordance with the Digital Millennium Copyright Act (“DMCA”), we will respond to notices of alleged copyright infringement that comply with the DMCA.

Filing a DMCA Notice

If you believe that content hosted on or accessible through the Service infringes your copyright, please send a written notice to our designated DMCA Agent containing:

• A physical or electronic signature of the person authorized to act on behalf of the copyright owner
• A description of the copyrighted work you claim has been infringed
• A description of where the allegedly infringing material is located on the Service
• Your contact information (address, telephone number, email)
• A statement that you have a good faith belief that the use is not authorized by the copyright owner, its agent, or the law
• A statement, under penalty of perjury, that the information in the notice is accurate and that you are the copyright owner or authorized to act on the owner's behalf

DMCA Agent

Optera AI LLC
Attn: DMCA Agent
1309 Coffeen Avenue STE 1200
Sheridan, Wyoming 82801
Email: hello@fbodesk.com

Counter-Notification

If you believe that content you uploaded was removed or disabled as a result of a mistake or misidentification, you may file a counter-notification with our DMCA Agent containing the information required under 17 U.S.C. § 512(g)(3). If we receive a valid counter-notification, we may restore the removed content within 10–14 business days unless the copyright owner files a court action.

Repeat Infringers

We will terminate the accounts of users who are determined to be repeat infringers of copyright. We reserve the right to remove any content and terminate any account at our sole discretion in response to any infringement claim, whether or not the material is actually infringing.

17. Warranties & Disclaimers

We warrant that the Service will materially conform to its documentation during your Subscription term and that we have the right to provide the Service.

EXCEPT AS EXPRESSLY PROVIDED ABOVE, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components. No warranty is made regarding third-party integrations or the accuracy of AI-extracted data.

Some jurisdictions do not allow disclaimer of implied warranties. These disclaimers may not apply to you to the extent prohibited by applicable law.

18. Limitation of Liability

OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM GIVING RISE TO LIABILITY.

IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, DATA, BUSINESS, OR GOODWILL, WHETHER INCURRED DIRECTLY OR INDIRECTLY.

This includes, without limitation, damages resulting from: your use of or inability to use the Service; operational decisions made based on Service data; fuel discrepancies or billing errors; inaccuracies in AI-extracted data; or unauthorized access to your data.

These limitations do not apply to: (a) breach of confidentiality obligations; (b) intellectual property indemnification; (c) gross negligence or willful misconduct; or (d) your payment obligations.

Some jurisdictions do not allow limitation of liability for certain damages. These limitations may not apply to you to the extent prohibited by applicable law.

19. Indemnification

You Indemnify Us

You agree to defend, indemnify, and hold harmless Optera AI LLC, its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising from: your breach of these Terms; your Customer Data (including claims that it infringes third-party rights); your violation of applicable law; or your use of the Service beyond the scope authorized.

We Indemnify You

We will defend, indemnify, and hold you harmless from claims that the Service infringes a third party's intellectual property rights. If the Service is found to infringe, we may: (a) obtain a license for you to continue using it; (b) modify the Service to be non-infringing; or (c) terminate your Subscription and refund prepaid fees.

Procedure

The indemnified party must provide prompt written notice of the claim. The indemnifying party controls the defense. The indemnified party provides reasonable cooperation. Neither party may settle a claim in a way that imposes obligations on the other without consent.

20. Termination & Suspension

Customer cancellation. You may cancel your Subscription at any time through the billing settings in the Service or by contacting hello@fbodesk.com. Cancellation takes effect at the end of the current billing period.

Termination for cause. Either party may terminate if the other materially breaches these Terms and fails to cure within 30 days of written notice.

Immediate termination. We may terminate immediately if you: (a) violate the Acceptable Use Policy; (b) pose a security risk; (c) engage in illegal activity; or (d) become insolvent.

Suspension. We may suspend access for non-payment (after a 7-day grace period), AUP violations, or security concerns. We will notify you promptly and restore access when the issue is resolved.

21. Effect of Termination

Upon cancellation of your Subscription, you retain access to the Service through the end of your current billing period. After that, your access is suspended but your data is retained. You may reactivate by subscribing again.

Account deletion is separate from cancellation. When an Organization Owner deletes their account, all Organization data is permanently and immediately deleted, including fuel logs, job records, ticket images, and team membership records. All other team members must be removed before the Organization can be deleted. This action is irreversible. We strongly recommend exporting your data before deleting your account.

If we terminate your account without cause, we will provide reasonable notice and an opportunity to export your data before deletion. You are entitled to a pro-rata refund of prepaid fees. If you cancel for convenience, no refund is owed for the remainder of the billing period.

The following sections survive termination: Definitions, Intellectual Property, Confidentiality, Copyright Infringement (DMCA), Warranties & Disclaimers, Limitation of Liability, Indemnification, Governing Law, and General Provisions.

22. Modifications to Terms

We may modify these Terms at any time. For material changes, we will provide at least 30 days' advance notice via email and/or in-app notification before the changes take effect.

Continued use of the Service after the effective date of changes constitutes acceptance. For material changes that significantly reduce your rights, we will seek your affirmative consent where required by applicable law.

Previous versions will be archived and available upon request. The “Last Updated” date at the top of this document reflects the most recent revision.

23. Governing Law & Dispute Resolution

These Terms are governed by the laws of the State of Wyoming, without regard to conflict of law principles.

Arbitration. Any dispute arising from these Terms or the Service will be resolved by binding arbitration under the rules of the American Arbitration Association (AAA). Arbitration will be conducted in Sheridan, Wyoming. Each party bears its own costs; arbitrator fees are split equally.

Opt-out. You may opt out of arbitration by sending written notice to hello@fbodesk.com within 30 days of accepting these Terms.

Small claims exception. Either party may bring claims in small claims court if the claim qualifies.

Class action waiver. To the extent permitted by law, disputes must be brought on an individual basis. You waive any right to participate in a class action or class-wide arbitration.

24. US Government Rights

The Service is a “commercial item” as defined in 48 C.F.R. § 2.101, consisting of “commercial computer software” and “commercial computer software documentation,” as those terms are used in 48 C.F.R. § 12.212. If you are a US government agency or contractor accessing the Service, you acknowledge that the Service is provided as commercial computer software subject to the restricted rights described in these Terms.

Government users are subject to these Terms to the extent consistent with applicable federal law. If any provision of these Terms is inconsistent with federal procurement regulations, that provision shall be modified only to the minimum extent necessary for compliance. For government-specific licensing inquiries, contact us at hello@fbodesk.com.

25. General Provisions

• Entire agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and the Company.
• Severability. If any provision is found unenforceable, the remaining provisions continue in effect.
• Waiver. Failure to enforce any right does not constitute a waiver of that right.
• Assignment. You may not assign these Terms without our consent. We may assign in connection with a merger, acquisition, or sale of assets.
• Force majeure. Neither party is liable for delays caused by events beyond reasonable control (natural disasters, war, pandemic, government action, internet outages).
• Notices. Legal notices to us must be sent to hello@fbodesk.com or to our mailing address below. Notices to you will be sent to the email address on your account.
• Relationship. The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, or agency relationship.
• No third-party beneficiaries. These Terms do not create rights for any third party.
• Export compliance. You will comply with applicable export control laws.

26. Contact Information

If you have questions about these Terms, contact us:

Optera AI LLC
1309 Coffeen Avenue STE 1200
Sheridan, Wyoming 82801
Email: hello@fbodesk.com

Privacy Policy: fbodesk.com/privacy