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Terms of Service

Effective Date: April 5, 2026 · Last Updated: April 5, 2026

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("you" or "Subscriber") and Instant Dealer Docs ("we," "us," or "our") governing your access to and use of the Instant Dealer Docs web application at instantdealerdocs.com and all related services (collectively, the "Service").

By creating an account, subscribing to a plan, or otherwise using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of a dealership or other organization, you represent that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, do not use the Service.

2. Description of Service

Instant Dealer Docs is a software-as-a-service (SaaS) platform designed for auto dealers. The Service enables dealers to:

  • Enter vehicle deal information once and auto-fill dealer paperwork
  • Generate state-specific dealer forms and regulatory documents (such as monthly sales reports, temporary permits, bills of sale, and other required paperwork) as applicable in your state
  • Send documents for electronic signature via text message or email
  • Manage vehicle inventory and deal records
  • Upload and map custom document templates
  • Print organized document packets

3. Accounts & Organizations

3.1 Account Registration

You must create an account to use the Service. You agree to provide accurate, current, and complete information during registration and to update it as necessary. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

3.2 Organization Structure

The Service operates on a multi-tenant model where each dealership is represented as an organization. Organization owners and admins may invite additional users and assign roles (owner, admin, manager, viewer). The organization owner is responsible for managing access and ensuring all users comply with these Terms.

3.3 Account Termination

We may suspend or terminate your account if you violate these Terms, fail to pay subscription fees, or engage in conduct that we determine is harmful to the Service or other users. You may terminate your account at any time by contacting us or through your account settings. Upon termination, we will make your data available for export for 30 days, after which it may be deleted.

4. Subscriptions & Payment

4.1 Plans

The Service is offered under subscription plans (currently Starter and Growth tiers) with monthly and annual billing options. Plan details, features, and pricing are displayed on our website and may be updated from time to time. We will provide at least 30 days' notice of any price increases to existing subscribers.

4.2 Billing

Payments are processed by Stripe. By subscribing, you authorize us to charge your payment method on a recurring basis according to your selected billing cycle. All fees are quoted in U.S. dollars and are exclusive of applicable taxes.

4.3 Free Trials

We may offer free trials at our discretion. At the end of a trial period, your subscription will convert to a paid plan unless you cancel before the trial ends. We will remind you before conversion.

4.4 Refund Policy

Monthly subscriptions: No refunds for partial months. You may cancel at any time, and your access will continue through the end of the current billing period.

Annual subscriptions: If you cancel within 14 days of your initial annual purchase or annual renewal, you may request a prorated refund. After 14 days, no refunds will be issued, but your access will continue through the end of the annual term.

4.5 Past Due Accounts

If payment fails, we will attempt to collect payment for up to 14 days. During this period, your access to the Service may be restricted to read-only mode. If payment is not resolved within 14 days, we may suspend your account.

5. Acceptable Use

You agree not to use the Service to:

  • Generate fraudulent, forged, or misleading dealer documents
  • Create temporary permits or other official forms containing false information
  • Impersonate another dealer, organization, or individual
  • Violate any applicable federal, state, or local law or regulation, including motor vehicle dealer regulations in your state
  • Upload or transmit malware, viruses, or other harmful code
  • Attempt to gain unauthorized access to the Service, other users' accounts, or our systems
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Use the Service in a manner that could damage, disable, or impair our infrastructure
  • Scrape, mine, or extract data from the Service by automated means
  • Resell, sublicense, or redistribute the Service without our written permission

We reserve the right to investigate and take appropriate action against anyone who violates this section, including removing content, suspending accounts, and reporting to law enforcement.

6. Dealer Responsibilities & Document Accuracy

6.1 Data Accuracy

You are responsible for the accuracy, completeness, legality, and review of all data you submit and documents you use. We are responsible for operating the Service as described in these Terms, subject to the disclaimers and liability limits below. The Service auto-fills dealer documents based on the data you provide. We do not independently verify or validate deal data, vehicle information, customer identities, financial figures, or any other data entered by users.

6.2 Regulatory Compliance

You are responsible for ensuring that your use of the Service and all generated documents comply with applicable laws and regulations, including but not limited to:

  • Your state's motor vehicle dealer act and applicable administrative rules
  • State tax commission requirements for sales reporting (e.g., monthly sales reports)
  • State division of motor vehicles requirements for temporary permits and title documents
  • Federal and state consumer protection laws
  • Truth in Lending Act (TILA) and Regulation Z, if applicable
  • All applicable title, registration, and licensing requirements

6.3 Customer Privacy & Data Processing

You are responsible for obtaining any required consents from your customers before entering their personal information into the Service. You must comply with all applicable privacy laws regarding your customers' personal information. See our Privacy Policy for details on how we process data.

As between Subscriber and Instant Dealer Docs, Subscriber is the controller/business for Deal Data and Instant Dealer Docs is the processor/service provider/contractor. Subscriber instructs Instant Dealer Docs to process Deal Data only to provide the Service. We will notify Subscriber without undue delay after confirming a security incident affecting Deal Data and will provide reasonable cooperation for legally required notices and investigations.

6.4 Communications Compliance

You represent and warrant that you have obtained all notices and consents required to send emails, SMS messages, and e-signature requests through the Service, and that your recipient lists and message content comply with applicable law including the Telephone Consumer Protection Act (TCPA) and CAN-SPAM Act.

6.5 Document Review

You must review all generated documents for accuracy before use, filing, or submission to any government agency, lender, or other party. The Service is a document preparation tool — it does not provide legal, tax, or financial advice.

7. Electronic Signatures

The Service facilitates electronic signatures through our e-signature provider Electronic signatures executed through the Service are intended to comply with the federal Electronic Signatures in Global and National Commerce Act (ESIGN Act, 15 U.S.C. § 7001 et seq.) and the Uniform Electronic Transactions Act (UETA) as adopted by the applicable state.

Before signing, each signer is presented with an E-Sign Disclosure & Consent that explains their rights, including the right to withdraw consent and receive paper copies. You are responsible for ensuring that signers provide informed consent before signing.

Certain records may require ink signatures, notarization, or agency-specific submission methods under applicable federal, state, or agency rules. You are responsible for determining which documents may be signed electronically in compliance with applicable law.

We retain e-signature audit trails (signer identity, IP address, timestamps, consent records) to support the legal validity of electronically signed documents.

8. Intellectual Property

8.1 Our Property

The Service, including its software, design, features, documentation, and all intellectual property therein, is owned by Instant Dealer Docs and is protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any ownership rights in the Service.

8.2 Your Data

You retain all ownership rights in the data you enter into the Service (Deal Data, custom templates, vehicle photos, etc.). You grant us a limited, non-exclusive license to use, process, and store your data for the purpose of providing and improving the Service and as otherwise described in our Privacy Policy, including the Sale & Sharing of Personal Information section.

8.3 Feedback

If you provide us with feedback, suggestions, or ideas about the Service, you grant us a perpetual, royalty-free license to use such feedback for any purpose without obligation to you.

9. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Without limiting the foregoing, we do not warrant that:

  • The Service will be uninterrupted, error-free, or secure
  • Generated documents will be accurate, complete, or legally compliant
  • The Service will meet your specific requirements
  • Electronic signatures facilitated through the Service will be legally valid in all jurisdictions or for all document types

The Service is a document preparation tool, not a legal service. We do not provide legal, tax, financial, or regulatory compliance advice. You should consult with qualified professionals for advice specific to your situation.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL INSTANT DEALER DOCS, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), OR ANY OTHER LEGAL THEORY.

FOR PAID SUBSCRIBERS, OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE FEES PAID OR PAYABLE BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. FOR FREE OR TRIAL USE, OUR TOTAL AGGREGATE LIABILITY SHALL NOT EXCEED ONE HUNDRED U.S. DOLLARS ($100).

This limitation applies to all claims in the aggregate, not per-incident. Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.

11. Indemnification

You agree to indemnify, defend, and hold harmless Instant Dealer Docs and its officers, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:

  • Your use of the Service
  • Inaccurate, incomplete, or false information you enter into the Service
  • Documents generated using the Service that contain errors due to your input
  • Your violation of these Terms or any applicable law or regulation
  • Your failure to obtain required consents from vehicle buyers or other third parties
  • Claims by your customers or third parties arising from your use of the Service

12. Dispute Resolution

12.1 Informal Resolution

Before initiating formal proceedings, you agree to contact us at [email protected] and attempt to resolve any dispute informally for at least 30 days.

12.2 Binding Arbitration

If we cannot resolve a dispute informally, any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be resolved by binding arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules. The arbitration shall be conducted in Salt Lake County, Utah, by a single arbitrator. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

12.3 Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. If this class action waiver is found to be unenforceable, then the entirety of this arbitration provision shall be null and void.

12.4 Exceptions

Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement or misappropriation of intellectual property rights.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Utah, without regard to its conflict of law provisions. To the extent that arbitration does not apply, you consent to the exclusive jurisdiction of the state and federal courts located in Salt Lake County, Utah. Nothing in this section limits the applicability of any mandatory consumer protection, data privacy, or other statute of your state of residence that cannot be waived by contract.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on this page and updating the "Last Updated" date. For material changes, we will provide at least 30 days' advance notice via email or in-app notification. Your continued use of the Service after the effective date of revised Terms constitutes acceptance. If you do not agree to the revised Terms, you must stop using the Service and may request a prorated refund for any prepaid period.

15. General Provisions

15.1 Entire Agreement

These Terms, together with the Privacy Policy, E-Sign Disclosure, and Cookie Policy, constitute the entire agreement between you and Instant Dealer Docs regarding the Service.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

15.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

15.4 Assignment

You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.

15.5 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including natural disasters, acts of government, internet outages, or third-party service failures.

16. Contact Us

If you have questions about these Terms, contact us at: