Terms for the hosted Talavine CRM

Last updated: October 1, 2026

Which billing sections apply depends on how your workspace was created. A workspace created through paid signup — where Stripe Checkout collected a payment method, including one that is still in its free trial — is a subscription workspace, and sections 5 to 7 apply to it from signup. A workspace created during the free preview, when no payment method was collected, is a free-preview workspace: section 3 applies to it, and sections 5 to 7 apply only if its administrator later chooses to subscribe after the notice described in section 3. See also the pricing page.

1. Who these terms are between

This is an agreement between SwarmMarshal LLC, which provides Talavine ("Talavine", "we", "us"), and the company or individual that signs up for a hosted CRM workspace ("Customer", "you"). The person who completes signup confirms they are authorized to accept these terms on behalf of the Customer. Registered address: [REGISTERED ADDRESS — TO BE COMPLETED].

2. What the service is

The hosted CRM is a multi-tenant web application. Each Customer gets a workspace ("tenant") with its own subdomain, its own users, and its own data, isolated from other tenants. You become the first administrator of your workspace and can invite additional users up to the number of seats on your subscription (section 5), or up to any limits that apply to a free-preview workspace (section 3).

3. Free-preview workspaces

A free-preview workspace is offered at no charge. It was created without collecting a payment method, has no subscription, and is not enrolled in a trial that converts into one. Nothing is or can be charged to it, and there is consequently nothing to refund and no billing portal on the account.

Sections 5, 6, and 7 are dormant for a free-preview workspace. Subscription billing, auto-renewal, and suspension or termination for non-payment describe the paid service and have no application to a workspace that has never been billed. Everything else in these terms — acceptable use, your ownership of your data, export and deletion, security, AI features, warranties, and liability — applies in full today.

Before we charge anyone, we will tell them first. If we introduce paid plans, we will give at least 30 days' notice by email to the administrator address on your workspace, stating the price and the date it would take effect. Continuing to use the service after that date, and supplying a payment method, is what starts a subscription — a price cannot begin applying to your workspace by default. If you do not want to continue, tell us before that date and we will close your workspace; the Refund and Cancellation Policy describes the export and retention you get.

A free workspace is not a guaranteed one. We may change or end the free preview, and we may set or change reasonable limits on a free workspace (for example on storage, users, or AI usage) where that is needed to keep the service running for everyone. Section 15 applies: nobody should build a business-critical dependency on a free preview without keeping their own export.

4. Preview-stage service and availability

The hosted CRM is early-stage software. We do not offer a service level agreement, an uptime percentage, a support response time, or a maintenance window commitment, and you should not sign up on the assumption that one exists. We will make reasonable efforts to keep the service running and to restore it promptly after an outage, but the service is provided on an as-is and as-available basis. Features may change, be added, or be removed. If you are paying for the service and we make a change that materially reduces the core functionality you are paying for, you may cancel and request a pro-rated refund of the unused portion of your current billing period. While the service is free (section 3) there is no payment to refund; you may stop using it and ask us to close your workspace.

5. Subscription and billing (subscription workspaces)

This section does not apply to a free-preview workspace unless its administrator chooses to subscribe after the notice in section 3.

The hosted CRM is a recurring subscription priced per user, billed monthly or annually as you choose at checkout. Each person who can sign in to your workspace uses one seat; disabled users and AI agents do not. You cannot activate more users than the seats on your subscription. Payment is collected by Stripe through Stripe Checkout; we do not receive or store your full card number. The price, currency, number of seats, and any promotional discount that applies to you are the ones shown on the checkout page at the moment you subscribe.

Free trial. Where a free trial is offered, your subscription starts at checkout with the trial, and nothing is charged during it. When the trial ends, the subscription converts automatically and your saved payment method is charged for the first billing period, unless you cancel before the trial ends. Cancelling during the trial means you are never charged.

Changing seats or billing interval. Your administrator can add or remove seats and switch between monthly and annual billing from the billing portal. Stripe prorates the change and reflects it on your next invoice.

Prices may change. We will give at least 30 days' notice by email to your billing contact before a price change takes effect for your subscription, and the change will apply from your next renewal after that notice period. If you do not accept a price change, cancel before it takes effect.

Fees are stated exclusive of any sales tax, VAT, GST, or similar tax. Where such a tax applies, it is added at checkout or is your responsibility, depending on the jurisdiction.

6. Auto-renewal and cancellation (subscription workspaces)

This section does not apply to a free-preview workspace. It has no subscription to renew or cancel; to close one, email support and we will do it.

A subscription renews automatically at the end of each billing period — each month or each year, depending on the interval you chose — until you or we cancel it. You can cancel at any time; cancellation takes effect at the end of the billing period you have already paid for, and your workspace stays available until then. We do not automatically refund the remainder of a period on cancellation. How to cancel, the refund window, and what happens to your data afterwards are described in the Refund and Cancellation Policy, which forms part of these terms.

7. Non-payment: suspension, then termination (subscription workspaces)

This section does not apply to a free-preview workspace. There is no invoice it can fail to pay, so nothing here can be used to suspend or delete one. Section 13 (acceptable use) and section 14 (termination) still apply to every workspace, paid or free.

If a payment fails, Stripe will attempt to retry it and will contact your billing contact. If an invoice remains unpaid more than 14 days after its due date, we may suspend your workspace. A suspended workspace stops serving requests — your users see a "workspace suspended" message instead of the application — but no data is deleted. Suspension is reversible: paying the outstanding invoice restores access to the workspace and all of its data exactly as it was.

If a workspace remains suspended for non-payment for a further 30 days, we may terminate the subscription and permanently delete the workspace, including all of its records and user accounts. That deletion is a hard delete and cannot be undone. Before it happens, you may request an export of your data as described in section 9. We will send notice to your billing contact before deleting a workspace, but it is your responsibility to keep that contact address current and monitored.

8. Your data belongs to you

The data your users put into your workspace — contacts, companies, deals, notes, files, messages, and everything else — is yours. You keep all rights to it. We do not sell it, and we do not use it to train models.

For that data, you are the data controller and Talavine is a processor acting on your instructions. We process it to run the service for you, to keep it secure and backed up, to provide support, and to comply with the law. You are responsible for having a lawful basis to put personal data about your customers and contacts into the CRM, for telling those people what you need to tell them, and for handling their requests about that data. We will assist you with such requests where we reasonably can. Our own records about your account — the signup details, billing records, and service logs — are data for which we are the controller; the Privacy Policy describes them.

9. Export and deletion

You may request an export of your workspace data at any time while your workspace is live or suspended — free or paid — and during the retention window after termination, by emailing support@swarmmarshal.com from an administrator address on the account. We will provide it in a machine-readable format. There is not yet a self-service export button in the CRM; today this is a manual request that we fulfil, normally within 14 days.

You may also ask us to delete your workspace. Deletion removes every database record belonging to your tenant and the user accounts in it, and is irreversible. Files you uploaded as attachments are held in separate storage and are removed as a distinct step of the same request — tell us if you need written confirmation once they are destroyed. Backups taken before deletion age out on their own backup schedule and are not selectively edited.

10. AI features and model providers

The CRM includes AI-assisted features. When you use them, the content they need — which can include CRM records, notes, message text, and other tenant data — is sent to the model provider configured for your workspace so it can produce the result. Depending on configuration, that provider may be OpenAI, Anthropic, or Google. Each provider processes the data under its own terms. If your workspace is configured with your own provider API keys, that traffic goes to your own provider account and is governed by your agreement with them; those keys are stored against your tenant and are not shared with, or fallen back to from, any other tenant.

AI output can be wrong, incomplete, or out of date. It is a draft for a person to check, not a decision. Do not rely on it for legal, financial, medical, safety, or compliance decisions without human review.

11. Sub-processors

We use the following third parties to deliver the hosted CRM: Microsoft Azure for application hosting and database storage (currently the West US 3 region in the United States); Stripe for subscription payments and card processing (no payment data reaches Stripe for a free-preview workspace, because none is collected); and, where AI features are enabled, the model providers named in section 10. Depending on the features your workspace uses, we may also use an email delivery provider for transactional and notification email and Twilio for SMS and telephony features. We may change or add sub-processors as the service evolves; material changes will be reflected on this page.

12. Security

Tenant data is separated by tenant scoping enforced in the application and database layer, and traffic to the service is encrypted in transit. No system is perfectly secure. You are responsible for your users' account security, for removing access when someone leaves your company, and for deciding what data is appropriate to put into the CRM. Tell us promptly at support@swarmmarshal.com if you believe an account has been compromised.

13. Acceptable use

You may not use the hosted CRM to break the law, infringe anyone's rights, send spam or unsolicited bulk messages, store or distribute malware, harass or defraud people, probe or bypass the security of the service or of other tenants, attempt to access another tenant's data, resell the service without our agreement, or place a load on the service designed to degrade it for others. You are responsible for what your users do in your workspace. We may suspend a workspace immediately, without the notice periods in section 7, if its use presents a genuine security, legal, or abuse risk; we will tell you why and, where the problem is fixable, give you a chance to fix it.

14. Termination by either party

You may terminate at any time — by cancelling your subscription if you have one, or by asking us to close a free workspace. We may terminate for non-payment as described in section 7, for a material breach of these terms that you do not cure within 14 days of written notice, or immediately for serious abuse under section 13. We may also discontinue the hosted CRM service as a whole; if we do, we will give at least 60 days' notice, stop billing you, refund the unused portion of any period you have paid for, and make an export of your data available before the service ends. A free workspace gets the same notice and the same export; there is nothing to refund.

15. Warranties and liability

To the maximum extent permitted by law, the hosted CRM is provided as is and as available, without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant uninterrupted or error-free operation, or that AI output will be accurate.

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost goodwill, or lost or corrupted data. Our total liability arising out of or relating to the hosted CRM, on any theory, is limited to the fees you actually paid us for the service in the twelve months before the event giving rise to the claim. For a free-preview workspace, or during a free trial, no fees have been paid, so that limit is zero — free use is offered on the understanding that you are not buying a guarantee. Nothing in these terms excludes liability that cannot lawfully be excluded, including for fraud, or limits any statutory rights a consumer has that cannot be waived.

16. Changes to these terms

We may update these terms. The version you accepted at signup is recorded with your account by its "Last updated" date. For a material change we will give at least 30 days' notice by email to the administrator address on your workspace before it applies; if you do not accept it, stop using the service before it takes effect — cancel a paid subscription and we will refund the unused portion of your current period, or ask us to close a free workspace.

17. Governing law

These terms are governed by the laws of [JURISDICTION — TO BE COMPLETED], and the courts of [JURISDICTION — TO BE COMPLETED] have exclusive jurisdiction over disputes arising from them, without regard to conflict of law provisions.

18. Contact

Closing a workspace, export, billing, and support requests: support@swarmmarshal.com. Questions about these terms: legal@swarmmarshal.com. Privacy requests: privacy@swarmmarshal.com.