Terms of Service

Effective date: 2026-04-11 Version: 2026-04-11

These Terms of Service ("Terms") govern your access to and use of the Arms Inventory software-as-a-service platform ("Arms Inventory", "the Service", "we", "us", or "our"). By creating an account, accessing the Service, or uploading any content, you agree to be bound by these Terms. If you are entering into these Terms on behalf of a company, federal firearms licensee (FFL), partnership, or other legal entity, you represent that you have the authority to bind that entity to these Terms, and the terms "you" and "your" refer to both you personally and that entity.

1. Acceptance

By clicking "I agree", signing in, or uploading content, you acknowledge that you have read, understood, and agreed to these Terms, together with our Privacy Policy and Data Processing Agreement incorporated by reference. If you do not agree to these Terms, you must not use the Service. Your access to and use of the Service is also conditioned on your acceptance of and compliance with applicable laws and regulations, including federal, state, and local firearms laws.

We may update these Terms from time to time. We will notify you of material changes by email, in-app banner, or an updated version string. Continued use of the Service after such changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, your sole remedy is to stop using the Service and terminate your account.

2. Services

Arms Inventory is a cloud-hosted inventory management platform designed for FFL dealers. The Service provides the following core functionality:

Invoice ingestion. Upload PDF invoices and other source documents from distributors. Our parsing pipeline, powered by large language models from Anthropic, extracts line items, serial numbers, and header metadata.
Order matching. Upload Excel purchase orders and let the Service match received invoices to outstanding orders using a multi-signal scoring algorithm (UPC, SKU, vendor, description, price, quantity).
Receiving workflow. Confirm receipt of individual firearms against open orders, track partial shipments, and record per-item receipt events for reconciliation with your physical stock.
POS export. Generate CSV or Excel output suitable for importing into your point-of-sale system, merging the "best of all data" from invoices, orders, and confirmed firearm records.
FastBound handoff. Push confirmed acquisition records to your FastBound account for ATF A&D book compliance (see section 6).
User management, audit log, and tenancy controls. Per-tenant databases, location-scoped role-based access control, SSO, email and password authentication, invitations, multi-factor authentication, and an append-only audit log.

The Service is provided on an "as is" and "as available" basis. Features may be added, modified, or deprecated over time. We will provide reasonable notice of material deprecations.

3. Account and Tenant

Per-tenant isolation. Each customer is provisioned as a distinct "tenant" in the Service. A tenant corresponds to a separate MongoDB database and a dedicated configuration profile. Data, audit log entries, and user accounts belonging to one tenant are not visible to or accessible from any other tenant under normal operation.

Admin provisioning. When your tenant is created, we provision at least one initial administrator account. That administrator is responsible for inviting additional users, assigning roles (admin, manager, or operator), and scoping users to one or more physical locations. You are responsible for the accuracy of the email addresses you invite and for promptly removing users who no longer require access.

Location scoping. Users with the manager or operator role may be restricted to a subset of your tenant's locations. Administrators can see all locations. Location-scoped users can only view and mutate data tied to their allowed locations.

Account security. You are responsible for safeguarding your login credentials, including passwords, SSO provider accounts, and multi-factor authentication secrets. You agree to notify us immediately at support@armsinventory.com of any unauthorized access or suspected breach of your account. We are not liable for any loss or damage arising from your failure to comply with this section.

4. User Content

"User Content" means any data, documents, files, or information you upload to, create within, or submit through the Service. This includes invoice PDFs, Excel order sheets, firearm serial numbers, line-item descriptions, cost data, vendor information, and any other material ingested, entered, or generated by your tenant.

You own your User Content. We do not claim ownership of any User Content you upload. As between you and us, you retain all right, title, and interest in your User Content.

License to process. You grant Arms Inventory a worldwide, non-exclusive, royalty-free license to host, store, transmit, process, display, and create derivative works (such as parsed extractions, search indexes, and match suggestions) of your User Content solely for the purpose of providing the Service to you. This license is perpetual only with respect to copies preserved in ordinary backups and audit logs required by law; otherwise it terminates when you delete the User Content or your account is terminated in accordance with section 9.

Accuracy of User Content. You are solely responsible for the accuracy, completeness, and legality of the User Content you upload. Our parsing pipeline and matching algorithms are designed to be accurate but are not infallible. You must review and confirm critical state transitions — such as the receipt of a firearm — before relying on them for operational, financial, tax, or compliance purposes.

5. Acceptable Use

You agree that you will not, and will not permit any user of your tenant to, use the Service to:

Violate any applicable law or regulation, including but not limited to the Gun Control Act of 1968 (GCA), the National Firearms Act (NFA), ATF regulations at 27 CFR Part 478, or the laws of the state or locality in which you operate.
Transfer, acquire, sell, or otherwise dispose of a firearm in violation of any federal, state, or local law.
Upload any content that infringes the intellectual property, privacy, or other rights of any third party.
Upload malware, viruses, or any code designed to interfere with, disrupt, or compromise the Service.
Attempt to gain unauthorized access to the Service, to another tenant's data, or to the underlying infrastructure.
Reverse engineer, decompile, or disassemble the Service, except to the extent expressly permitted by applicable law.
Resell, sublicense, or commercially exploit the Service without our prior written consent.

We reserve the right to suspend or terminate access to the Service for any user or tenant that we reasonably believe is in violation of this section, with or without prior notice.

6. Firearms Industry Compliance Disclaimer

Arms Inventory is NOT an ATF compliance system. The Service is an inventory and workflow management tool for FFL dealers. It is not, and must not be used as, your Acquisition and Disposition (A&D) book of record.

FastBound owns the A&D book of record. All ATF A&D bound-book retention obligations, including the twenty (20) year retention requirement under 27 CFR 478.129(b), all Form 4473 obligations, all disposition records, and all law-enforcement trace requests, flow through your FastBound account. When you push a firearm from Arms Inventory to FastBound, the authoritative compliance record from that point forward lives in FastBound and is governed by FastBound's terms of service and data processing agreement, not ours.

Your responsibilities. It is your responsibility to:

Maintain a valid, active, and properly configured FastBound account.
Verify that every firearm is successfully pushed to FastBound before treating it as part of your A&D inventory of record.
Independently reconcile your Arms Inventory data with your FastBound A&D book at the intervals required by applicable law and your own internal controls.
Perform all required Form 4473 background checks, record all required dispositions, and comply with all ATF reporting requirements using FastBound or another compliant system.

No legal advice. Nothing in the Service or in these Terms constitutes legal advice. If you have questions about your ATF compliance obligations, consult qualified legal counsel or your local ATF Industry Operations Investigator.

7. Data Processing and Privacy

Our collection and use of your data, including personal data, is described in our Privacy Policy. Our obligations as a data processor acting on your instructions as data controller are described in our Data Processing Agreement, which is incorporated into these Terms by reference. By accepting these Terms you also accept the Privacy Policy and the Data Processing Agreement.

8. Billing

Billing for the Service is described in your order form, written service agreement, or other account-specific commercial terms. Billing is not yet active in the current version of the Service. Early-access and design-partner customers are being onboarded under written agreements that supersede this section. When billing is turned on, recurring fees will be charged via Stripe, our payment processor. At that point we will provide at least thirty (30) days' notice and an updated version of these Terms.

9. Termination

By you. You may terminate your use of the Service and request account closure at any time by emailing support@armsinventory.com from an administrator account on file.

By us. We may terminate or suspend your access to the Service immediately, without prior notice or liability, for any reason, including without limitation if you breach these Terms, if we are legally required to do so, or if continuing to provide the Service to you poses a security or operational risk.

Offboarding window. Upon termination (whether by you or by us) we will maintain your User Content for a grace period of thirty (30) days during which you may request a full export of your data via the self-service export endpoint or by email. During this window we will not accept new ingests, mutations, or user logins.

Tenant archive. At the end of the offboarding window, your tenant data is archived through our support-assisted offboarding process and removed from active infrastructure. Archived tenant data is retained for an additional period described in our Privacy Policy and Data Processing Agreement and is destroyed at the end of that period unless a longer retention is required by law.

Survival. Sections 4 (ownership), 6 (compliance disclaimer), 10 (disclaimers), 11 (limitation of liability), 12 (indemnification), and 13 (governing law) survive any termination of these Terms.

10. Disclaimers and Warranty

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR THE ACCURACY OF ANY AI-GENERATED OUTPUT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY DEFECTS WILL BE CORRECTED.

WITHOUT LIMITING THE FOREGOING, WE MAKE NO WARRANTY THAT PARSED INVOICES, MATCH SUGGESTIONS, OR EXPORTED POS RECORDS ARE COMPLETE, ACCURATE, OR SUITABLE FOR ANY PARTICULAR PURPOSE. YOU ARE SOLELY RESPONSIBLE FOR VERIFYING EVERY CRITICAL DATA POINT, ESPECIALLY FIREARM SERIAL NUMBERS, BEFORE RELYING ON IT FOR OPERATIONAL, COMPLIANCE, OR FINANCIAL PURPOSES.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL ARMS INVENTORY, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF DATA, LOSS OF GOODWILL, OR COST OF SUBSTITUTE GOODS OR SERVICES, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU HAVE PAID TO US UNDER THESE TERMS IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100 USD).

NOTHING IN THIS SECTION LIMITS LIABILITY THAT CANNOT BE LIMITED UNDER APPLICABLE LAW, INCLUDING LIABILITY FOR GROSS NEGLIGENCE, WILLFUL MISCONDUCT, OR FRAUD.

12. Indemnification

You agree to defend, indemnify, and hold harmless Arms Inventory and its affiliates, officers, directors, employees, and agents from and against any and all claims, damages, obligations, losses, liabilities, costs, or debt, and expenses (including but not limited to attorney's fees) arising from (a) your use of and access to the Service; (b) your violation of any term of these Terms; (c) your violation of any third-party right, including without limitation any copyright, property, privacy, or firearms-regulatory right; or (d) any claim that your User Content caused damage to a third party or to us. This defense and indemnification obligation will survive these Terms and your use of the Service.

13. Governing Law

These Terms are governed by the laws of the State of Delaware, United States of America, without regard to its conflict of law provisions. Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. Any disputes arising out of or related to these Terms will be resolved in the state or federal courts located in Delaware, and you consent to the personal jurisdiction of those courts.

14. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. When we do, we will update the version string at the top of this document. We will notify existing customers of material changes at least thirty (30) days before they take effect via email to the administrator contact on file and an in-app banner. What constitutes a material change will be determined at our sole discretion. By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised Terms. If you do not agree to the new Terms, you must stop using the Service and may request a full export of your data in accordance with section 9.

15. Contact

Questions about these Terms should be sent to support@armsinventory.com.