Terms of Service

EasyPFA is a service of EasyPFA LLC, a Utah limited liability company (“EasyPFA”, “we”, “us” or “our”). These Terms of Service (the “Terms”) are a contract between us and the insurance agency that creates an EasyPFA account (“you”, “your” or “your agency”). They cover the EasyPFA website at easypfa.com, the EasyPFA web app, the QR code pages, and the emails and reports they produce (together, the “Service”).

If you create an account for an agency or other business, you confirm that you are authorized to accept these Terms on its behalf. The account belongs to the agency. Everyone your agency invites must also follow these Terms when they use the Service.

By creating an account, starting a trial or using the Service, you agree to these Terms and to our Privacy Policy, which explains how we handle information. If you do not agree, do not use the Service.

EasyPFA is a business service for insurance agencies and their staff. You must be at least 18 years old to use it.

EasyPFA helps your agency keep a clean record of its Premium Fund Account: the bank account that holds the premiums your insurer sweeps. You photograph deposit reports, bank receipts and bank statements, or type the numbers in. The Service reads the numbers, you confirm them, and it reconciles your records against your monthly bank statement and produces a monthly reconciliation report you can print and sign.

EasyPFA is a record-keeping and reconciliation tool. In particular:

• It is not a bank or a payment service. It never connects to your bank account, never asks for your bank login, and cannot hold, move or withdraw money.
• It is not legal, tax, accounting, audit or compliance advice, and it does not replace your own review, your accountant, or your carrier’s instructions.
• It is an independent product and is not affiliated with or endorsed by any insurer. We mention insurers only to describe who the Service is built for.

Each agency has exactly one owner, normally the person who signed up. The owner can invite other people and give each of them a role:

• Owner: everything, including billing, roles and deleting the agency’s account.
• Manager: everything inside the books, including closing monthly reconciliations, managing offices and emailing reports. Managers cannot change billing or roles, or delete the agency.
• Staff: upload documents, confirm what was read, post and reverse entries, and view and print reports. Staff cannot close reconciliations or email reports.

You decide who has access to your agency’s account and with which role, and you are responsible for what they do in it. Remove people promptly when they leave or no longer need access.

Each login is for one person. Keep your password private, don’t share logins, and keep your account information accurate and up to date. We recommend two-step sign-in (a code from an authenticator app), especially for owners. If you think someone has got into your account, change your password and tell us right away at contact@easypfa.com.

Your agency owner or a manager can create one QR code link for each office, so that staff without a login can photograph a deposit at the deposit station and submit it. A link can submit a deposit and nothing else: it cannot show any of your records.

• Anyone who has the link (and the PIN, if you set one) can submit through it. Post the printed code where only your team can use it, and revoke the link straight away if it is lost, shared publicly or misused.
• Unless your agency turns approval off, a submission does not reach your ledger until a logged-in member of your agency approves it. If you turn approval off, submissions post straight away and you remain responsible for checking them; any of them can be reversed.
• You are responsible for what is submitted through your agency’s links, including the names people type into them.

We may limit how often a link can be used, and we may disable a link that is abused.

Free trial. A new agency gets one 45-day free trial. You usually add a payment card to start it, and you may start without one. You are not charged during the trial, and you can cancel at any time before it ends without paying anything. If you start without a card, add one before the trial ends to keep using the Service. If the trial ends with no card on file, nothing is charged and your account becomes read-only, so you can still view, print and download your records, until you add a card; your plan then starts, and is charged, on the day you add it.

Automatic billing. If you don’t cancel before the trial ends, the card on file is charged automatically for the plan you chose, monthly or annual, when the trial ends. Your subscription then renews automatically at the start of each new billing period and your card is charged for that period, until you cancel. By starting a trial with a card, or by adding one later, you authorize these recurring charges.

Plans and prices. The monthly plan is $19 a month and the annual plan is $149 a year (also shown in the pricing section of our home page). Every plan includes your first office. Each additional active office is $5 a month or $50 a year, billed on the same cycle as your plan. An office you add as temporary is free for its first 3 months after you add it, and is then billed like any additional office. Adding an office part-way through a billing period, or a temporary office’s free months ending part-way through one, is charged pro rata for the rest of that period: on a paid annual plan, the same day; on a monthly plan, on your next bill. Archiving an office credits the unused part of the period you paid for it to your next bills. Offices cost nothing during the free trial, and once your subscription is set to end, adding or archiving an office no longer changes what you pay.

Switching plans. The owner can switch between the monthly and annual plans in Settings → Subscription. After the free trial, the new plan starts on the day you switch and is charged that day, less a credit for the unused time on the old plan; any credit left over goes to your next bills. During the trial, switching only changes the plan the trial ends on, and nothing is charged. Your additional offices move to the new plan’s price ($5 a month or $50 a year) at the same time, and switching from annual to monthly ends the annual price lock described below.

Annual price lock. The annual plan’s price is locked in for life: as long as your annual subscription stays active, we will not raise it. The lock covers the plan, not office add-ons. If the subscription ends and you subscribe again later, the price at that time applies.

New subscriber offer. An agency that starts the annual plan by May 31, 2027 (end of day, Mountain Time) pays $99 for its first paid year instead of $149. After that year, the plan renews at the regular annual price, which is then locked in as described above. The offer is for new subscribers only, covers the plan and not office add-ons, and is not combined with a discount code.

Discount codes. We sometimes offer discount codes. The owner can enter one when starting the trial, or later in Settings → Subscription. Each code shows its own terms when you apply it: how much it takes off, for how long, and until when it can be used. Some codes are for new subscribers only and work only before your first checkout. A code that runs for a number of months counts them from the day you apply it, trial included. A code covers the plan, not office add-ons, and a code that takes off the whole price still needs a card on file. A code and the new subscriber offer never apply together: if both could, you get the one that saves you more over a year, and we tell you which. Codes have no cash value and cannot be sold or transferred. We may stop offering a code at any time; an agency already using it keeps it as agreed.

Referral rewards. When 5 agencies you referred from Settings → Refer an agency have each paid for EasyPFA, your plan is free for a year; at 25, it is free for life, as long as your subscription stays active. A referral counts once the referred agency’s first payment goes through; trials, free months we give and your own agency don’t count. Each reward is given once, covers the plan and not office add-ons, starts once your own subscription is paying, and adds to any other discount you have. Rewards have no cash value, and we pay no commission.

Payment processing. Payments are processed by Stripe. Your card details go directly to Stripe; we never see or store your full card number. You authorize us, through Stripe, to charge your payment method for all fees you owe, and you agree to keep your payment details current.

Taxes. Prices do not include sales, use or similar taxes. Where we are required to collect them, they are added to your bill.

Failed payments. If a payment fails, we will retry it and let you know. If your account is still past due 14 days later, it becomes read-only until the balance is paid: you can still view, print and export your records, but you cannot add new ones. If it stays unpaid, we may end your subscription (see Suspension and termination).

Price changes. We may change our prices, including office add-ons. A change applies to you from your first renewal that starts at least 30 days after we email you about it. The annual plan’s locked price is the exception: it does not go up while your annual subscription stays active. If you don’t want to pay a new price, cancel before it takes effect.

You can cancel at any time. The owner can cancel from the billing settings in the app, or by emailing us at contact@easypfa.com from the owner’s email address.

• If you cancel during the free trial, you are not charged.
• If you cancel a paid subscription, the cancellation takes effect at the end of the billing period you have already paid for. You keep full access until then, and you are not charged again.

Payments are non-refundable. Canceling stops your plan from renewing; it does not refund or credit any part of the period you have already paid for, except where the law requires it. The only credits are the ones described under Free trial, billing and renewal: the unused time when you archive an office or switch plans, which goes to your next bills. If we ever charge you by mistake, such as a duplicate charge, we refund that charge.

After your subscription ends, we keep your agency’s data for 90 days. During that time the owner can still log in to view, print and download everything, or restart the subscription and carry on where they left off. We email the owner before the 90 days are up. After that we delete the agency’s data permanently, unless the owner asks us to delete it sooner (see Your data).

You are responsible for your agency’s Premium Fund Account and for keeping it in line with your carrier’s agreements, rules and instructions and with the law. EasyPFA is a tool that helps you do that; it does not take that responsibility over.

• Check every number. Nothing is posted until someone in your agency confirms it. Confirming means that person has checked the values and the split by state against the source document.
• Check every black box. Before you confirm a photo, make sure the boxes cover customer names, policy numbers, full account and routing numbers, and anything else sensitive. Only the redacted copy is stored, exactly as you confirmed it.
• Review your reports. A reconciliation report reflects what your agency entered and confirmed and the statements it uploaded. Whoever signs it is responsible for checking it first.
• Keep your own originals. EasyPFA never keeps original images, so it is not an archive of your source documents. Keep your deposit reports, bank receipts and bank statements for as long as your carrier and the law require. If a saved image is over-redacted or blurry, the original cannot be recovered from us; retake the photo.
• Have the right to upload. Only upload documents and information you are allowed to share with us, in a way that keeps to your obligations to your customers, your carrier and the law.

When you photograph a document, the Service sends the image to our AI provider, Anthropic, to read the numbers and suggest which areas to black out. Our Privacy Policy explains how that image is handled.

AI can misread a number, miss a line, or suggest black boxes that don’t cover everything sensitive. That is why you see every value and every box and can correct them before anything is saved, and why readings the AI is unsure about are flagged for a closer look.

We do not promise that AI readings or suggested redactions will be accurate or complete. Reviewing them before you confirm is your responsibility.

Use the Service only for your agency’s own Premium Fund Account records, in line with these Terms and the law. Don’t, and don’t let anyone else:

• use the Service for anything unlawful or fraudulent, or in a way that breaks your carrier agreement;
• upload content you have no right to share, or anything containing malicious code;
• try to access another agency’s data, another person’s account, or any part of the Service you are not authorized to use;
• probe, scan or test the Service for vulnerabilities without our written permission (if you find a security problem, please report it to contact@easypfa.com);
• misuse QR code links, for example with junk, automated or repeated submissions, or with documents that are not your agency’s deposits;
• misuse document reading, for example by uploading anything other than your agency’s own deposit and bank documents, or by trying to make the AI do anything other than read them;
• overload or disrupt the Service, or get around its rate limits or security controls;
• copy, scrape, resell or sublicense the Service, use it to build a competing product, or reverse engineer it except where the law expressly allows;
• share logins, or let anyone outside your agency use your account other than the people you invite.

We may suspend access, revoke a QR link or remove content if we reasonably believe these rules have been broken. We will tell you when we do, unless the law or a security risk prevents it.

Your agency owns its data. Everything your agency puts into EasyPFA (the information you enter, the redacted images you save and the reports you produce, together “Your Data”) belongs to your agency. We do not sell it.

Our permission to use it. You give us permission to store, copy, process, transmit and display Your Data only as needed to provide, secure and support the Service for you, to comply with the law, and as described in our Privacy Policy. Our service providers handle it only for those purposes.

When we look at it. We access Your Data only when we need to: to help when you ask for support, to keep the Service secure, or to comply with the law.

Export and deletion. The owner can download all of the agency’s data from Settings → Your data (its records as CSV files, the redacted images and every report PDF) and can delete the agency there. For 7 days after a deletion request we can stop it if the owner asks; after that it is final. We complete deletion within 30 days of the request. Copies in our backups are removed as those backups expire on their regular schedule, and we may keep records the law requires us to keep.

Usage information. We may use information about how the Service is used, in aggregated or de-identified form that does not identify your agency or anyone in it, to run, secure and improve the Service.

Feedback. If you send us ideas or suggestions, we may use them without any obligation to you.

The Service, including its software, design, text, graphics and the EasyPFA name, belongs to us and our licensors and is protected by intellectual property laws. While your trial or subscription is active, we give your agency a limited, non-exclusive, non-transferable right to use the Service for its own internal business, under these Terms. We keep all other rights.

The reports you generate are Your Data. You may print, sign, store and share them with your carrier, your auditors and your advisers as you need.

Other companies’ names and trademarks belong to their owners. Mentioning them does not mean they endorse EasyPFA.

We use trusted service providers to run the Service, for hosting, our database, AI reading, payments and email. Our Privacy Policy lists them and what each one receives.

Your bank, your carrier and any other service you use alongside EasyPFA are independent of us. We are not responsible for them, their systems or their decisions, including how and when your carrier sweeps your account.

We work to keep EasyPFA available and to fix problems quickly, but we do not promise that it will always be available, uninterrupted or free of errors. It may be unavailable during maintenance, because of problems with our providers or the internet, or for other reasons outside our control.

We may improve, change or remove features. If we remove a feature that is a material part of what you pay for, we will tell you in advance where we reasonably can.

We work hard to make EasyPFA accurate and reliable, but we provide it as it is. In legal terms:

To the fullest extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, whether express, implied or statutory, including any implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. We do not warrant that the Service will be uninterrupted, secure or error-free; that AI readings, suggested redactions, calculations or reports will be accurate or complete; or that any report will satisfy your carrier, an auditor or a regulator.

Some states do not allow certain warranties to be excluded, so parts of this section may not apply to you.

If something goes wrong, our responsibility to you is limited, and it is never more than what you paid us in the last 12 months (or $100, if that is more). In legal terms:

To the fullest extent permitted by law: (a) neither EasyPFA nor its members, managers, employees, contractors or suppliers will be liable for any indirect, incidental, special, consequential, exemplary or punitive damages; for lost profits, revenue, commissions, business, goodwill or data; or for any shortage or overage in your Premium Fund Account, any fee, penalty or chargeback, or any action taken by your carrier, your bank or a regulator, in each case arising out of or relating to the Service or these Terms, even if we were told such damages were possible; and (b) our total liability for all claims arising out of or relating to the Service or these Terms will not exceed the greater of the amount your agency paid us for the Service in the 12 months before the event that gave rise to the claim, or US $100.

These limits apply whatever the legal theory, whether contract, tort (including negligence) or anything else, and even if a remedy fails of its essential purpose. They do not limit any liability that cannot be limited by law.

Your agency will defend, indemnify and hold harmless EasyPFA and its members, managers, employees and contractors against any third-party claim, and the related losses, damages, fines and reasonable costs (including attorneys’ fees), arising out of: Your Data; your use of the Service in breach of these Terms or the law; your Premium Fund Account or your dealings with your carrier, bank, customers or staff; or submissions made through your agency’s QR code links. We will tell you promptly about any such claim, let you control its defense, and cooperate reasonably at your expense.

By you. You can stop using the Service and cancel at any time (see Canceling, and refunds).

By us. We may suspend or end your access to the Service if you materially break these Terms (including by not paying) and do not put it right within 10 days of our notice. We may act straight away, without notice, if that is needed to prevent harm to the Service, to other customers or to anyone else, or if the law requires it.

We may also stop offering the Service altogether. If we do, we will give you at least 30 days’ notice and time to export your data, and refund any fees you prepaid for the period after the Service ends.

What happens next. When your access ends, your right to use the Service ends too, and Your Data is handled as described under Canceling, and refunds and Your data. Any section that by its nature should continue (including fees owed, Your Data, intellectual property, no warranty, limitation of liability, indemnity and governing law) continues after these Terms end.

We may update these Terms from time to time. If a change is material, we will tell your agency’s owner by email or in the app at least 30 days before it takes effect. Other changes take effect when we post them, and the date at the top of this page always shows the latest version. If you keep using the Service after a change takes effect, the updated Terms apply; if you do not agree to them, cancel before they take effect.

These Terms are governed by the laws of the State of Utah, without regard to its conflict-of-laws rules.

If there is a dispute, please contact us first at contact@easypfa.com; most problems can be sorted out quickly. If we cannot resolve it informally within 30 days, any lawsuit about the Service or these Terms must be brought only in the state courts located in Washington County, Utah, or the United States District Court for the District of Utah, and you and we both consent to the jurisdiction of those courts. Either of us may ask a court for urgent relief to protect intellectual property or confidential information.

• Whole agreement. These Terms and our Privacy Policy are the entire agreement between you and us about the Service, and they replace any earlier understanding.
• Electronic notices. We may give you notices, receipts and other communications electronically, by email to the owner’s address or in the app, and these satisfy any legal requirement for written communication. Notices to us go to contact@easypfa.com or to our mailing address below.
• Transfer. You may not transfer these Terms without our written consent, except to a business that takes over your agency. We may transfer them as part of a merger, acquisition or sale of all or most of our business or assets.
• Events outside our control. We are not responsible for delays or failures caused by events beyond our reasonable control.
• Severability and waiver. If any part of these Terms is found unenforceable, the rest stays in effect. Not enforcing a right is not a waiver of it.
• Relationship. You and we are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, fiduciary or employment relationship, and no one else has rights under them.

Questions about these Terms? Get in touch: