Skip to content
GemFiler
Start free trial

Terms of service

Last updated November 6, 2026

These terms are an agreement between RareMinds LLC (“we”, “us”), which makes GemFiler, and the business that signs up (“the company”, “you”). By creating an account or using GemFiler you agree to them. The person who signs up confirms they are allowed to accept these terms for the company.

The service

GemFiler is online software for offices that serve clients: a portal page for each client, requests, quotes, invoices and payments, service plans, appointments, reminders, marketing and team communication. We may improve, change or remove features over time; we will give reasonable notice before removing something important you rely on.

Accounts

  • Keep your sign-in details private and tell us right away if you think someone else got into your account.
  • The account owner controls who on the team can sign in and what they can see, and is responsible for what people on the account do in GemFiler.
  • Client portal pages open from private links. Share each link only with that client, and turn it off or make a new one if it reaches the wrong person.
  • You must give accurate information when you sign up and keep it up to date.

Free trial and subscription

  • New companies get a 14-day free trial. A card is required to start it, and it is charged for the plan you picked when the trial ends. Cancel anytime before then in Settings → Billing and you pay nothing; we email you a reminder 3 days before the trial ends.
  • After the trial, GemFiler is a paid subscription, billed monthly or yearly, at the price shown when you subscribe. It renews each month (or year) until you cancel.
  • You can cancel anytime in Settings → Billing; you keep access until the end of the period you paid for. We don’t give refunds for partial periods unless the law requires it.
  • If a payment fails or your plan is cancelled, the app is paused until you subscribe again. Your records are kept.
  • We may change prices with at least 30 days’ notice; the new price applies from your next renewal.

Payments from your clients

Online payments from your clients go to your own Stripe account and are subject to Stripe’s terms and fees. We are not a party to your contracts with your clients and are not responsible for disputes, refunds or chargebacks between you and them, or for the taxes on your sales.

Your data

  • Your business records belong to you. You give us permission to store and process them only to provide GemFiler to you, as described in our privacy policy.
  • You can export your records at any time. After you close your account we delete them as the privacy policy describes.
  • You are responsible for having the right to put your clients’ and team’s information into GemFiler and to contact them, including getting consent before texting or emailing people where the law requires it.
  • GemFiler is not designed to store clients’ tax returns, bank statements, ID documents or similar sensitive papers. Use your own secure upload service for those, and follow the professional, privacy and record-keeping rules that apply to your work (for example, rules for tax preparers).

Acceptable use

You agree not to:

  • Break any law, including laws on spam, texting (such as the TCPA), privacy or consumer protection.
  • Send messages to people who haven’t agreed to receive them, or keep texting someone who replied STOP.
  • Upload anything harmful, illegal, or that you don’t have the right to use.
  • Try to get into other companies’ data, test or break GemFiler’s security, or overload the service.
  • Copy, resell or build a competing product from GemFiler.

We may suspend an account that breaks these rules or puts others at risk, and will tell you why unless the law or safety prevents it.

Documents and terms you create

GemFiler may include starter terms, message wording and price lists to save you time. They are examples, not legal, tax or other professional advice. You are responsible for the documents, prices and terms you send to your clients; have them reviewed by your own attorney.

AI helpers

Some features use AI to draft text such as quote lines or messages. Always review what it writes before you send it to a client.

Availability

We work to keep GemFiler running and backed up, but we can’t promise it will always be available or error-free. Planned maintenance will be announced when possible.

Disclaimers and limits

GemFiler is provided “as is”. To the fullest extent the law allows, we disclaim all implied warranties, and our total responsibility for any claim related to GemFiler is limited to the amount you paid us in the 12 months before the claim. We are not responsible for lost profits, lost data you could have exported, or indirect damages.

Ending the agreement

You can stop using GemFiler and close your account anytime. We can end these terms with 30 days’ notice, or right away for a serious breach.

Changes to these terms

If we change these terms in an important way, we will tell account owners at least 14 days before the change takes effect.

Contact

RareMinds LLC · support@rareminds.ai