Terms of Service
These terms govern purchase and use of CleanFile Ops administrative document-chase services. Last updated: September 2, 2026.
1. Who we are
CleanFile Ops is the public brand for a B2B administrative service that collects, tracks, and reports on subcontractor documents for US general contractors. Contact: [email protected]. Site: vynlith.com.
Where a formal contracting party is required, services may be provided by Vynlith / EMADB LLC. The customer-facing brand remains CleanFile Ops.
2. The service
We provide administrative document chase and tracking only, including typical work such as:
- Requesting COIs (ACORD 25), W-9s, and state lien-waiver forms from subcontractors on lists you supply
- Parsing and logging fields against requirements you state
- Issuing deficiency notices labeled as admin work product
- Delivering a periodic Clean File / Block Pay status report
Exact scope, fee, roster size, and schedule are set in your intake reply, quote, invoice, or statement of work (SOW). These Terms fill gaps; a signed SOW or accepted quote controls if it conflicts.
3. Admin-only disclaimer (important)
We do not certify insurance coverage. We do not warrant that any certificate, endorsement, or limit is adequate, compliant, or suitable for your job.
We do not provide legal advice. We are not your attorney, broker, or compliance officer. We do not draft custom legal instruments or interpret lien statutes for you.
Reports, registers, and deficiency notices are administrative work product for your review. You, your broker, counsel, and internal approvers own all compliance and payment decisions.
4. Your responsibilities
- Provide accurate sub lists, project/state info, and your stated document requirements
- Supply forms you want used (or approve public state forms) and e-sign preferences
- Decide pay / hold decisions; we only report status
- Ensure you have a lawful basis to share sub contact emails with us for chase
- Not ask us to invent, alter, backdate, or falsely certify documents
5. Fees, payment, and refunds
Pilot: Typically a prepaid fixed fee for a defined window (for example one project or roster period). Payment is due as stated on the Stripe invoice or payment link before or at kickoff unless we agree otherwise in writing.
Monthly: Recurring fee for ongoing chase. You may cancel anytime; service continues through the end of the paid period. No partial-period refunds for unused days after the period starts, unless we agree in writing or law requires otherwise.
Refunds: If we have not started work after you prepaid a pilot, contact [email protected] and we will refund unused prepaid fees. Once chase or register work has begun, fees for work performed are non-refundable; unused prepaid balance for undelivered scope may be credited or refunded at our reasonable discretion.
Taxes, if any, are your responsibility unless we state otherwise on the invoice.
6. Acceptable use
You may use the service only for lawful business purposes. You may not use CleanFile Ops to harass subcontractors, commit fraud, or misrepresent our role as insurer, broker, or counsel.
7. Confidentiality and data
We treat client intake, sub contact lists, and documents you or your subs send as confidential business information and use them to deliver the service. See our Privacy Policy.
8. Limitation of liability
To the fullest extent permitted by law, CleanFile Ops and its operators are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost business, or payment disputes between you and your subcontractors.
Our total liability arising out of or related to the service for any claim is limited to the fees you paid us for the service in the three (3) months before the claim. Nothing in these terms excludes liability that cannot be limited under applicable law.
9. No warranties beyond the SOW
Except as expressly stated in an accepted quote or SOW, the service is provided “as is.” We do not warrant uninterrupted email delivery by third-party providers or that every sub will respond.
10. Termination
Either party may stop monthly service at period end as described above. We may suspend or terminate immediately if you request illegal or out-of-scope work (including coverage certification or legal advice as a deliverable), or if payment fails.
On wind-down we will, on request, provide a reasonable export of the register and documents collected for your engagement, subject to our retention practices.
11. Governing law
These terms are governed by the laws of the State of Ohio and applicable United States federal law, without regard to conflict-of-law rules. Courts located in Ohio have exclusive jurisdiction over disputes, except where mandatory consumer or small-claims rules apply.
12. Changes
We may update these terms by posting a new version on this page with an updated date. Material changes for active paid engagements will also be emailed to the ops contact on file when practical. Continued use after the effective date constitutes acceptance of the updated terms for ongoing monthly service.
13. Contact
Questions about these terms: [email protected].