Terms of service

The terms for using Safe-Desk.

Last updated September 23, 2026.

Who we are

Safe-Desk is provided by SOPHIA XT LLC ("we", "us"). These terms are between us and the firm that signs up ("you", "your firm"). The person who signs up agrees to them for the firm and must have the authority to do so. Everyone your firm gives an account to must follow them too.

Price and billing

Safe-Desk is a subscription, priced per staff member per month: $19 per staff member a month. A new firm gets a 14-day free trial. After the trial, Stripe bills your firm monthly and sends invoices and receipts automatically. A firm that has already had a trial does not get a second one.

Cancelling

The owner can cancel any time from the Account tab. Cancelling takes effect at the end of the month you have already paid for, and you keep the service until then. We do not give partial refunds for the rest of a month.

AI inside Safe-Desk

When your staff use the AI inside Safe-Desk, we measure what each answer costs and itemize it monthly. Each seat includes $5 of AI a month, pooled across the firm, so a firm with 10 seats has $50 of AI included each month. We charge only for use above that included allowance, at the model's cost plus 30%.

AI charges are subject to the owner's monthly spending limit, a limit on AI charges beyond your included allowance. New firms start with a $50 limit, and the owner can change it in the Account tab. When the limit is reached, the AI chat inside Safe-Desk pauses until the next month or until the owner raises the limit.

Your own AI accounts

If your firm uses its own OpenAI or Anthropic API key, or its own ChatGPT or Claude subscriptions, those providers bill you directly under their own terms. We never bill you for that AI use.

Optional setup

If you ask us to set Safe-Desk up for you, it costs $149 one time for up to 10 staff, plus $10 for each extra staff member. It is optional. You can set it up yourself at no charge.

Acceptable use

You and your staff agree not to:

• use Safe-Desk for anything unlawful;
• try to break, probe or get around the service's security, or reach another firm's data;
• resell Safe-Desk or give access to people outside your firm;
• share a sign-in. Each person has their own account;
• use one account on more than one computer at a time.

What Safe-Desk can and cannot catch

Safe-Desk finds client data by rules. Identifiers with a known format are caught reliably. Names, addresses and dates without a list to match against are detected from context, which is a best effort. We cannot guarantee that Safe-Desk catches everything. Your staff must still follow your firm's own policies on client data.

Healthcare practices

Safe-Desk does not sign a Business Associate Agreement (BAA). Medical, dental and therapy practices can use it for everyday office work, but staff must not submit patient information (protected health information) to it.

Your data

How we collect, use, keep and delete data is described in our privacy policy, which is part of these terms. The security page describes how the service is protected.

No warranty

To the extent the law allows, Safe-Desk is provided as is and as available, without warranties of any kind, including any warranty that it will be uninterrupted, error free or fit for a particular purpose.

Limit of liability

To the extent the law allows, our total liability for any claim about Safe-Desk is limited to the fees your firm paid us in the 12 months before the claim. We are not liable for indirect or consequential damages, such as lost profits, lost data or lost business.

Governing law

These terms are governed by the laws of the State of Michigan.

Contact

SOPHIA XT LLC, sophiaxt.com, contactus@sophiaxt.com.