Sales Policy & Terms of Service

1. Introduction

This CSI360® Sales Policy and Terms of Service ("Agreement") governs the purchase, licensing, implementation, hosting, support, training, hardware acquisition, custom development, private server licensing, software subscriptions, and related services provided by CSI360® ("CSI360," "Company," "we," "our," or "us").

CSI360 provides business-to-business, government, public safety, insurance, legal, and agency-focused 360 documentation software, forensic scene publishing, secure hosting, panoramic evidence presentation tools, camera kits, training, custom development, private server licensing, and related support services.

No consumer services are offered. Children and individuals under the age of eighteen (18) are not permitted to purchase, license, or use CSI360 products or services.

2. Definitions

Customer means the agency, business entity, law enforcement organization, fire department, insurance company, legal organization, investigator, forensic service provider, or authorized representative purchasing, subscribing to, or using CSI360 products or services.

Software Services means CSI360-hosted SaaS applications, secure publishing tools, 360 scene documentation tools, APIs, account dashboards, private server systems, media processing tools, and related software components.

Scene or Project means a 360 documentation project, forensic scene, incident documentation project, panoramic presentation, hosted media project, or related content created, uploaded, hosted, or managed through the CSI360 platform.

Evidence Content means photographs, panoramas, videos, notes, annotations, links, metadata, files, exports, or other information uploaded, attached, referenced, or published by Customer through CSI360.

Hardware means cameras, lenses, rotators, tripods, lighting, laptops, tablets, storage devices, accessories, and related products sold or supplied by CSI360.

Scope of Work or SOW means any written proposal, quote, project scope, implementation document, or statement describing services to be performed.

3. Software Licensing and Secure Hosting

CSI360 software, secure hosting tools, forensic scene publishing tools, dashboards, APIs, private server systems, and related platform components are licensed and not sold.

Subscription fees are billed monthly, annually, or pursuant to an executed Service Level Agreement (SLA), quote, proposal, agency contract, purchase order, or licensing agreement. All subscription accounts must maintain a valid payment method on file unless otherwise approved by CSI360 in writing.

Non-payment does not constitute cancellation. Subscription fees shall continue to accrue until the account has been properly terminated in accordance with this Agreement.

Customer understands that cancellation, suspension, expiration, termination, or non-payment of the applicable software or hosting subscription may disable access to account dashboards, publishing tools, scene editing, scene hosting, public or private scene links, APIs, storage, media processing, private server access, and related platform functions.

4. Evidence, Chain of Custody, and Customer Responsibility

CSI360 does not act as the investigating agency, evidence custodian, forensic analyst of record, legal advisor, expert witness, or custodian of records unless expressly agreed in a separate written agreement.

Customer is responsible for verifying the accuracy, completeness, admissibility, retention, access control, export, backup, and preservation of any Evidence Content uploaded to or managed through CSI360.

CSI360 makes no guarantee that any scene, project, image, export, annotation, or hosted presentation will be admissible in court, accepted by an agency, accepted by an insurer, accepted by a public records authority, or sufficient for any legal, evidentiary, investigative, or forensic purpose.

5. Cancellation and Account Closure

Month-to-Month Subscriptions

To cancel a month-to-month CSI360 subscription, Customer must submit a cancellation request at least fifteen (15) days before the next automatic billing date. Cancellation requests received fewer than fifteen (15) days before the billing date may result in the next monthly billing cycle being charged.

Annual Subscriptions and Agency Contracts

To cancel an annual CSI360 subscription or agency contract, Customer must provide written cancellation notice no later than thirty (30) days before the renewal date, unless a signed agreement states otherwise. Cancellations received after this deadline may be processed; however, the full annual service fee shall remain due and non-refundable.

Upon cancellation, hosted scenes and customer content may remain available for up to thirty (30) days, unless otherwise required by law, contract, agency retention requirement, or an active migration agreement. After that period, CSI360 may delete, archive, suspend, or disable Customer content and links.

Customer is responsible for exporting, preserving, backing up, or migrating any scenes, Evidence Content, reports, or files before cancellation or account closure.

6. Reactivation, Restore, and Migration Fees

Cancellation, suspension, expiration, termination, or non-payment may result in the disconnection, removal, expiration, archival, or deletion of hosted scenes, account data, private server settings, public or private URLs, integrations, custom code, storage, APIs, and related software components.

Should Customer request reactivation of a previously cancelled, suspended, expired, or terminated account, CSI360 reserves the right to charge a one-time Account Reactivation Fee of $495.00.

Standard Reactivation and Restore Fees

CSI360 does not guarantee that deleted, archived, expired, or disabled content can be restored. Restoration depends on server status, backup availability, account history, storage policy, payment status, retention obligations, and technical feasibility.

CSI360 reserves the right to require payment of all outstanding balances, reactivation fees, restore fees, migration fees, and applicable professional services charges before reactivation or restoration of services.

7. Customer Content and Scene Responsibility

Customer represents and warrants that all uploaded content is either created by Customer, created by Customer's employees or contractors, licensed to Customer, or otherwise legally authorized for upload, hosting, display, publication, and distribution through CSI360.

Customer is solely responsible for its own content, agency obligations, case responsibilities, client relationships, project delivery obligations, and third-party permissions. Customer shall not upload content that infringes intellectual property rights, violates privacy rights, violates law, exposes restricted information unlawfully, or is otherwise inappropriate for professional investigative, public safety, legal, or business use.

Customer is responsible for access permissions, link sharing, password policies, redactions, exports, backups, and retention decisions relating to Customer content.

8. Third-Party Platforms and Services

CSI360 may connect to, embed with, link to, or publish content involving third-party platforms, websites, hosting providers, mapping services, analytics tools, payment processors, camera manufacturers, operating systems, browsers, and other external providers.

CSI360 does not own, operate, or control third-party systems and is not responsible for interruptions, data errors, outages, API changes, discontinued services, embedding restrictions, browser changes, platform policy changes, camera firmware changes, or modifications made by third-party vendors.

Troubleshooting, repair, restoration, redevelopment, or reconfiguration work resulting from third-party changes may be billed at prevailing professional services rates unless otherwise covered by an active support agreement.

9. Hardware, Cameras, and Accessories

All hardware purchases are final once payment has been received. Hardware includes but is not limited to cameras, lenses, rotators, tripods, lighting systems, laptops, tablets, storage devices, accessories, and special-order products.

Hardware warranties, where applicable, are provided by the original manufacturer unless expressly stated otherwise in writing. CSI360 may assist with manufacturer warranty coordination but does not guarantee manufacturer approval, replacement, repair timelines, or claim outcomes.

Customized equipment, special-order products, demo equipment, and bundled forensic documentation kits are non-refundable once ordered, purchased, configured, shipped, or placed into production.

10. Shipping, Delivery, and Inspection

Customer is responsible for inspecting all shipments within two (2) business days following delivery for visible damage, missing items, or shipping-related defects. Claims for shipping damage, shortages, or defects must be submitted in writing promptly and no later than three (3) business days after delivery.

Failure to provide timely written notice may constitute acceptance of the shipment and may limit or eliminate available shipping, insurance, or replacement remedies.

CSI360 shall not be liable for delays caused by carriers, customs, import delays, weather, supply chain disruptions, strikes, labor shortages, address errors, customer-requested delays, government procurement delays, or events beyond CSI360's reasonable control.

International customers are responsible for duties, taxes, tariffs, VAT, customs fees, brokerage fees, and other governmental or carrier charges unless otherwise agreed in writing.

11. Training and Certification Support

CSI360 training may be delivered on-site, remotely, via webinar, through recorded sessions, or through scheduled workshops. Training fees are non-refundable once scheduled.

Rescheduling requests require a minimum of three (3) business days advance notice. No-shows may be billed in full.

Training refunds, where approved by CSI360 in writing, may be reduced by non-recoverable costs including materials, personnel time, software setup, hosting, shipping, administrative expenses, and third-party costs.

CSI360 training is intended to support proper platform use and documentation workflows. CSI360 does not certify legal admissibility, agency policy compliance, forensic conclusions, or investigative findings unless expressly stated in a separate written certification program or contract.

12. Field Documentation Services

CSI360 or its approved contractors may provide field documentation services including still photography, 360 photography, scene documentation, drone imagery, video, LiDAR capture, post-production, and related services.

All field work should be accompanied by a Scope of Work, shot sheet, agency instructions, or written project requirements. Customer is responsible for approving the scope, providing lawful site access, coordinating authorized personnel, securing required permissions, and ensuring that requested content is lawful and authorized.

If Customer does not provide a signed shot sheet or final instructions before the scheduled field work and elects to have an on-site representative direct the work, Customer shall be responsible for the content produced, shot selection, access limitations, and any omissions resulting from the direction provided on site.

13. Custom Development

Custom software development, API integrations, private server customization, reporting systems, special features, mobile applications, server configuration, design work, and consulting services are non-refundable.

All custom work should be defined in a Scope of Work describing deliverables, fees, milestones, timelines, and ownership terms. Unless expressly stated in writing, intellectual property rights transfer only after full payment has been received.

Quotes for custom development may be billed plus or minus ten percent (±10%) where estimates are affected by market conditions, hosting costs, third-party expenses, technical scope changes, government procurement changes, or customer-requested modifications.

14. Private Servers and Agency Licensing

Private servers, dedicated hosting environments, agency-hosted systems, custom media servers, private-branded platforms, and perpetual or enterprise licensing arrangements require a separate written agreement, proposal, or licensing contract.

Unless expressly stated in a signed licensing agreement, CSI360 software is licensed on a subscription basis and no perpetual license, source code ownership, server ownership, or unrestricted transfer right is granted.

Custom server setup, migration, security, maintenance, bandwidth, storage, SSL certificates, backups, DNS configuration, access control, and related work may be billed separately.

15. Payment Terms

Invoices are due according to the payment schedule specified on the applicable proposal, quote, invoice, SOW, SLA, licensing agreement, purchase order, agency contract, or subscription plan.

Late balances may accrue interest at the maximum rate permitted by applicable law. Customer agrees to pay all taxes, duties, assessments, governmental fees, storage, bandwidth, and third-party costs associated with purchased products and services.

Payments shall be made in legal tender of the United States of America unless otherwise agreed in writing.

16. Disputed Charges

Billing disputes must be submitted in writing within thirty (30) days of the invoice date or charge date. Failure to dispute charges within thirty (30) days constitutes acceptance of the invoice or charge.

Dispute notices must include the invoice number, transaction date, account name, amount disputed, and a concise explanation of the issue.

17. Chargebacks

Customer agrees to contact CSI360 before initiating any chargeback, bank dispute, ACH reversal, wire reversal, refund demand, or payment processor dispute.

Improper chargebacks may constitute breach of this Agreement. CSI360 reserves the right to suspend services, disable accounts, pursue collection remedies, and recover damages resulting from wrongful chargebacks.

18. Limitation of Liability

To the maximum extent permitted by law, CSI360 shall not be liable for lost profits, lost sales, lost revenue, lost data, lost content, loss of evidence, business interruption, investigative delay, case outcome, evidentiary ruling, incidental damages, special damages, indirect damages, or consequential damages.

CSI360's total cumulative liability shall not exceed the amount paid by Customer during the twelve (12) months preceding the event giving rise to the claim.

CSI360 does not guarantee uninterrupted service, permanent hosting availability, error-free operation, legal admissibility, agency acceptance, court acceptance, search engine performance, third-party platform compatibility, or continued availability of external APIs, browsers, devices, operating systems, or camera firmware.

19. Indemnification

Customer agrees to defend, indemnify, and hold harmless CSI360 and its officers, directors, employees, contractors, affiliates, licensees, photographers, and agents from any claims arising from Customer-provided data, Customer content, evidence handling, third-party integrations, photography assignments, agency disputes, client disputes, intellectual property claims, privacy claims, public records claims, Customer misuse of services, or violations of law.

20. Attorney Fees and Collection Costs

In the event collection efforts become necessary, Customer shall reimburse CSI360 for all collection costs including attorney fees, court costs, collection agency fees, expert witness fees, and enforcement expenses, whether or not litigation is filed.

21. Governing Law

This Agreement shall be governed by the laws of the State of Colorado. Exclusive venue for all disputes shall be El Paso County, Colorado.

22. Restricted Countries and Compliance

CSI360 does not provide products, services, software, hosting, support, training, or licensing in violation of U.S. export control laws, trade sanctions, OFAC restrictions, DFARS requirements, CUI handling obligations where applicable, or other applicable government regulations.

Transactions involving restricted countries, prohibited parties, sanctioned individuals, SDN-listed entities, prohibited end uses, or unauthorized export-controlled use cases are strictly forbidden. CSI360 may refuse, suspend, or terminate service where compliance concerns exist.

23. Entire Agreement

This Agreement, together with any executed SOW, SLA, proposal, quote, purchase order, licensing agreement, agency contract, or Change Order, constitutes the entire agreement between the parties and supersedes all prior discussions and understandings.

No amendment shall be effective unless made in writing and signed by both parties.

24. Government Purchase Orders, Reservation of Capacity, and License Acceptance

CSI360 serves law enforcement agencies, public safety organizations, fire departments, emergency management agencies, educational institutions, universities, municipalities, counties, state agencies, federal agencies, military organizations, and other governmental or procurement-based entities.

For such organizations, issuance of a Purchase Order ("PO") constitutes a binding commitment to purchase the products, services, software licenses, subscriptions, hosting services, support services, training, maintenance, implementation services, professional services, or related deliverables identified within the Purchase Order.

Upon acceptance by CSI360, the Purchase Order shall constitute a legally binding obligation of the issuing agency or organization.

Unless expressly agreed otherwise in writing by CSI360:

• Purchase Orders are non-revocable.
• Purchase Orders may not be cancelled for convenience.
• Purchase Orders may not be withdrawn after acceptance by CSI360.
• Budget reallocations, personnel changes, procurement delays, command staff changes, administrative changes, internal policy changes, funding issues, grant funding delays, agency restructuring, or failure to utilize the software shall not relieve the agency of its payment obligations.

Annual software licenses, hosting services, maintenance agreements, support agreements, subscription services, implementation services, and training services purchased pursuant to an accepted Purchase Order shall be deemed earned upon activation, provisioning, scheduling, reservation of resources, account creation, license issuance, training allocation, or commencement of implementation activities.

Accordingly, all fees associated with an accepted Purchase Order shall become due and payable in accordance with the applicable quotation, proposal, contract, invoice, Statement of Work (SOW), Service Level Agreement (SLA), subscription agreement, licensing agreement, or other written agreement between the parties.

Reservation of Capacity

CSI360 allocates personnel, technical resources, hosting infrastructure, licensing capacity, implementation resources, support personnel, training resources, and project management resources in reliance upon accepted Purchase Orders and executed agreements.

Customer acknowledges that CSI360 may reserve personnel, hosting resources, software licenses, implementation schedules, training dates, and support capacity specifically for Customer's project and may decline other business opportunities in reliance upon an accepted Purchase Order.

Accordingly, cancellation, postponement, withdrawal, or abandonment of a project after acceptance may cause substantial financial harm to CSI360 and shall not relieve Customer of its payment obligations.

CSI360 reserves the right to invoice for all committed services, reserved resources, allocated licenses, scheduled training, implementation activities, hosting services, and support services associated with an accepted Purchase Order.

Government purchase orders are issued with the understanding that CSI360 reserves technical resources, hosting infrastructure, software licenses, training personnel, and support personnel specifically for the purchasing agency, and therefore accepted Purchase Orders are not cancellable except as expressly authorized in writing by CSI360.

License Activation and Acceptance

Delivery and acceptance of CSI360 services shall be deemed to occur upon any of the following:

• Issuance of software licenses
• Creation of customer accounts
• Provisioning of hosting services
• Activation of subscriptions
• Delivery of login credentials
• Scheduling of implementation services
• Scheduling of training services
• Allocation of support resources
• Commencement of project work
• Delivery of software access or hosted environments

Actual usage of the software is not required for acceptance.

Failure to access, use, deploy, configure, implement, or otherwise utilize the licensed software or services shall not constitute rejection of the software or services and shall not relieve Customer of payment obligations.

The issuance of login credentials, activation of services, provisioning of hosting resources, or commencement of implementation activities shall constitute conclusive evidence of delivery and acceptance.

25. Contact Information

CSI360® — a division of Virtual Pictures Corp. (VPiX®)
590 Hwy 105, Suite 276
Monument, Colorado 80132-9125

Accounts Receivable: ar@csi360.net
Support: support@csi360.net
Main Office: (719) 481-3160
Website: www.csi360.net