Terms of Service

1. Acceptance of Terms

By accessing or using MonitorWorkspace ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

2. Description of Service

MonitorWorkspace is a Google Workspace monitoring and management platform designed for IT administrators. The Service provides:

• User directory syncing and monitoring
• Gmail content access for authorized administrators
• Google Chat monitoring and export
• Google Groups auditing, health monitoring, and membership cleanup
• Google Workspace license tracking and management
• Email transfer capabilities for employee offboarding
• Audit logging and compliance tracking

3. Eligibility and Authorization

You must be:

• A super administrator of a Google Workspace domain with authority to grant domain-wide delegation
• At least 18 years old
• Authorized by your organization to access employee email and chat data for legitimate business purposes

You represent and warrant that you have all necessary permissions and legal authority to use the Service to access user data within your organization.

4. Account Registration and Access

Access to the Service requires:

• Authentication via Google OAuth
• Email address pre-authorized by your organization's admin
• Configuration of a service account with domain-wide delegation in your Google Cloud project

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

5. Acceptable Use

5.1 Permitted Use

The Service may be used only for legitimate business purposes, including:

• Employee offboarding including email transfer, chat export, and group cleanup
• Google Groups auditing and membership management
• License tracking and seat optimization
• Compliance monitoring and audit response
• Security incident investigation
• IT administration and user management

5.2 Prohibited Use

You may NOT use the Service to:

• Violate any applicable laws or regulations
• Infringe on employee privacy rights beyond what is legally permissible
• Engage in unauthorized surveillance or stalking
• Modify, reverse-engineer, or attempt to extract source code
• Resell, sublicense, or redistribute the Service
• Use the Service to send spam or unsolicited communications
• Attempt to gain unauthorized access to other organizations' data

6. Subscription and Payment

MonitorWorkspace offers Free, Pro, Business, and Enterprise tiers. Current pricing, feature details, billing model, and offboarding pack information are available on our Pricing page. By subscribing to a paid plan, you agree to the following terms:

• Usage-based billing: Paid plans are billed based on the peak active user count in your Google Workspace during each calendar month, as determined by the Google Workspace License API. Your bill may vary month to month.
• Annual commitments: Annual subscribers commit to a baseline seat count paid upfront. Overage above the baseline is billed at the standard monthly rate. Annual payments are non-refundable.
• Offboarding packs: One-time credit packs are non-refundable. Unused credits are forfeited upon cancellation or downgrade.
• Cancellation: You may cancel at any time. Monthly plans: access continues until the end of the billing month. Annual plans: access continues until the end of the annual term. You may downgrade to the Free tier at any time; paid features are disabled at the end of your billing period.
• Pricing changes: We may change pricing with 30 days' notice. Annual subscribers are locked in at their current rate until the end of their term.

7. Data Ownership and Responsibility

7.1 Your Responsibilities

You retain all ownership rights to your organization's data accessed via the Service. You are solely responsible for:

• Compliance with applicable employment, privacy, and data protection laws (GDPR, CCPA, etc.)
• Obtaining necessary consents or providing required employee notifications regarding monitoring
• Ensuring authorized administrators use the Service appropriately
• Maintaining backups of critical data

7.2 Employee Monitoring Disclosure Requirement

By using MonitorWorkspace to monitor employee email, chat, or other electronic communications, you acknowledge and agree that you are required to inform your employees that their communications on company-provided systems may be monitored. Specifically, you must:

• Include an electronic monitoring disclosure in your company handbook, employee agreement, or acceptable use policy
• Ensure all current and new employees have received and acknowledged the disclosure
• Comply with all applicable federal, state, and local laws regarding employee monitoring and electronic communications (including but not limited to the Electronic Communications Privacy Act, GDPR, and relevant state-level monitoring notification laws)
• Obtain any consents required by law before activating monitoring features

MonitorWorkspace provides the following sample disclosure language that you may adapt for your organization's handbook or employee agreement. This is provided for informational purposes only and does not constitute legal advice. Consult your legal counsel to ensure compliance with all applicable laws in your jurisdiction.

Failure to maintain appropriate employee disclosures may violate applicable law and constitutes a breach of these Terms. MonitorWorkspace is not liable for any claims arising from your failure to provide adequate employee notification.

8. Service Availability and Support

We strive for 99.5% uptime but do not guarantee uninterrupted access. We may perform scheduled maintenance with advance notice. Support response times vary by subscription tier (see pricing page).

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MONITORWORKSPACE AND ITS AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.

Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim.

10. Indemnification

You agree to indemnify and hold MonitorWorkspace harmless from any claims, damages, or expenses (including legal fees) arising from: (a) your violation of these Terms, (b) your violation of applicable laws or employee privacy rights, or (c) your use of the Service in a manner not authorized by these Terms.

11. Termination

We may suspend or terminate your access immediately if you violate these Terms, engage in fraudulent activity, or fail to pay subscription fees. Upon termination, all data will be deleted within 30 days unless you request an export beforehand.

12. Changes to Terms

We may modify these Terms at any time. Material changes will be communicated via email or dashboard notice. Continued use of the Service after changes constitutes acceptance.

13. Free and Beta Program — Logo and Publicity Rights

If you participate in our Free tier, Beta program, or any promotional or early-access program, you grant MonitorWorkspace a non-exclusive, royalty-free, worldwide license to use your organization's name, logo, and a general description of your use case in our marketing materials, website, case studies, and customer lists for the purpose of identifying you as a MonitorWorkspace user. This license remains in effect for the duration of your participation in the applicable program and for 12 months following your departure from the program.

You may opt out of this usage at any time by sending a written request to legal@monitorworkspace.com. We will remove your organization's name and logo from our materials within 30 days of receiving your request. Paid subscribers on Pro, Business, or Enterprise plans are not subject to this clause unless they separately opt in.

14. Governing Law

These Terms are governed by the laws of the State of Texas, USA, without regard to conflict of law principles. Any disputes shall be resolved in the courts of the State of Texas, USA.

15. Dispute Resolution

15.1 Payment Disputes

All administrative actions performed through MonitorWorkspace are logged and retained in accordance with your plan's audit retention period. In the event of a payment dispute or chargeback, MonitorWorkspace reserves the right to submit records demonstrating that services were rendered to the payment processor, card network, or any mediator or arbitrator involved in the dispute. These records may include anonymized usage summaries, feature access logs, and activity timestamps.

15.2 General Disputes

Any disputes arising from these Terms that cannot be resolved informally shall be settled through binding arbitration in accordance with the rules of the American Arbitration Association. Either party may seek injunctive relief in a court of competent jurisdiction for matters requiring immediate equitable relief.

16. Contact

For questions about these Terms, contact legal@monitorworkspace.com.