Terms of Service

1) Introduction

These Terms of Service (“Terms”) govern your access to and use of docoply.com, the Docoply WordPress plugin(s), and related tools, features, and services (together, the “Services”). By creating an account, installing the plugin, or using the Services, you agree to these Terms and to our Privacy Policy (together, the “Agreement”). If you accept on behalf of a company or organisation, you confirm you have authority to bind that entity.

The Services are provided by EDUCATIONAL WHITEBOARDS LIMITED (trading as “Docoply”), a company registered in England & Wales, company number 14554635, registered office: Educational Whiteboards Limited, 124 City Road, London, England, EC1V 2NX (“Docoply,” “we,” “us,” or “our”). Contact: support@docoply.com.

2) Key Definitions

• Account: Your registered profile for accessing the Services.
• Customer, you: The person or entity using the Services.
• Customer Data: Files and data you upload (e.g., contracts, prompts, metadata).
• Outputs: AI-generated analyses, summaries, risk flags, or reports produced by the Services.
• Subscription: A paid plan granting time-limited access to features.
• Third-Party Services: Services not owned by Docoply (e.g., payment processors, AI vendors).
• Beta Features: Pre-release, experimental functionality.

3) Who May Use the Services

You must be 18 or older. If you use the Services on behalf of a company, you must have authority to bind it. The Services are designed primarily for business use in the UK; if you are a consumer, see Section 24.

4) Account Registration & Security

Provide accurate information and keep it up to date. You are responsible for all activity on your Account and for safeguarding credentials. Notify us promptly of unauthorised use or security incidents. We recommend enabling multi-factor authentication where available.

5) Service Description

Docoply provides tools to upload and analyse contracts (PDF and DOCX) and to display a risk report with flagged clauses, explanations, and suggestions. Some features are provided via a WordPress plugin (the “Plugin”). The Services may incorporate AI/ML models and other automation. We may update or change features from time to time (see Section 16).

7) Acceptable Use Policy

• Do not upload unlawful, infringing, misleading, or harmful content, or malware.
• Do not violate intellectual property, privacy, or confidentiality rights.
• Do not bypass security, probe systems, or access without authorisation.
• Do not reverse engineer, decompile, resell, or sublicense the Services or the Plugin.
• Respect fair-use or rate limits we communicate.
• Only upload personal data where you have a lawful basis and necessary consents/permissions.

8) Your Content & Customer Data

• Ownership: You retain all rights in Customer Data.
• Licence to Docoply: You grant us a limited, worldwide, non-exclusive licence to host, process, and display Customer Data solely to provide and improve the Services, fix issues, ensure security, and comply with law.
• Your responsibilities: You are responsible for the legality, accuracy, and backups of Customer Data, and for obtaining any required consents.

9) AI Outputs

• You may use Outputs for lawful business purposes, subject to these Terms.
• Outputs may resemble those generated for others; they are not exclusive.
• Outputs may contain errors; you must verify them before use.
• We and our licensors retain all rights in the Services, models, algorithms, and methods.

10) Privacy & Data Protection

Our processing of personal data is described in our Privacy Policy. Depending on how you use the Services, Docoply may act as an independent controller (e.g., account administration, billing, analytics) and/or a processor (e.g., processing Customer Data on your documented instructions). If we act as processor, the Data Processing Addendum (DPA) applies and is incorporated by reference.

11) Third-Party Services & Integrations

We use third-party providers (e.g., Stripe for payments, AI vendors for analysis, hosting/CDN and analytics providers). Their own terms and privacy policies apply to their services. We are not responsible for their acts or omissions.

12) Software & Plugin Licence

Subject to these Terms and timely payment of fees, we grant you a non-exclusive, revocable, non-transferable licence to install and use the Plugin on websites you own or control, solely to access the Services during your Subscription. You may not sublicense, sell, lease, or distribute the Plugin. You are responsible for compatibility, correct installation, and keeping the Plugin updated. Open-source components (if any) are provided under their respective licences.

13) Beta Features

Beta Features may be offered for testing. They are provided “as is”, may be unstable or incomplete, and may be changed or withdrawn without notice. You grant us a royalty-free licence to use feedback to improve the Services.

14) Fees, Billing & Taxes

• Plans: We may offer free, trial, and paid Subscription plans. Current pricing is shown at checkout or in your Account.
• Billing: Fees are charged in advance per billing cycle (monthly/annual) via Stripe or other processors. Subscriptions auto-renew unless cancelled (see Section 15).
• Taxes: Fees are exclusive of VAT and other taxes unless stated otherwise; you are responsible for applicable taxes.
• Failed payments: If a charge fails, we may retry, request updated payment details, and suspend or limit the Services until payment is made.

15) Trials, Refunds & Cancellation

• Trials: If a trial is offered, it ends at the earlier of (i) the stated trial period or (ii) when you begin a paid plan. At the end of a trial, your plan converts to paid and we will charge your payment method unless you cancel before conversion.
• Refunds: Unless required by law or explicitly stated otherwise, fees are non-refundable, including for partial periods or unused features.
• Cancel anytime: You may cancel from your Account. Your access continues until the end of the current paid term; no further charges will occur.
• Consumers: If you are a consumer, see Section 24 regarding statutory rights.

16) Service Changes & Availability

We may change or discontinue features, plans, or pricing. For material adverse changes to paid features, we will give reasonable advance notice (typically 30 days) by email or in-app notice. We aim for high availability but do not guarantee uninterrupted access. Maintenance windows and incidents may occur.

17) Suspension & Termination

We may suspend or terminate your access if: (a) you breach the Agreement (including the AUP); (b) you fail to pay; (c) your use creates legal or security risk; or (d) required by law. You may terminate at any time by cancelling your Subscription (Section 15).

Effect of termination: Your licence ends and access ceases. We will provide a 30-day window from termination or expiry for you to export Customer Data and Outputs where feasible. We may delete or anonymise data after that, subject to legal retention obligations.

18) Intellectual Property

We and our licensors own all IP in the Services, documentation, sites, layouts, designs, models, and trademarks (“Docoply IP”). No rights are granted except as expressly stated. You may not use our trademarks without prior written permission.

19) Confidentiality

Each party may access the other’s Confidential Information. The receiving party will protect it using reasonable safeguards and use it only to perform the Agreement. Exclusions: information that is public, independently developed, rightfully received from a third party, or required to be disclosed by law (with notice where lawful).

21) Limitation of Liability

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any liability that cannot lawfully be limited or excluded.

• We will not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, business, data, goodwill, or anticipated savings.
• Our aggregate liability arising out of or related to the Agreement will not exceed the amounts paid by you to Docoply in the 12 months before the event giving rise to liability.

22) Indemnities

You will indemnify and hold Docoply harmless from claims, losses, and costs (including reasonable legal fees) arising from: (a) your Customer Data; (b) your use of the Services in breach of these Terms or law; or (c) infringement of third-party rights by your use (other than by the unmodified Services).

Optional: Docoply may provide an IP infringement indemnity for the unmodified Services, subject to conditions. If adopted, details can be added here.

23) Export Controls & Sanctions

You may not use the Services in or for the benefit of persons or entities sanctioned by the UK, EU, US, or other applicable regimes, or in violation of export control laws.

25) Notices & Communications

We may provide notices via email to your Account email, in-app notifications, or on-site banners. You may send notices to support@docoply.com or by post to our registered office.

26) Changes to these Terms

We may update these Terms from time to time. For material changes to paid features, we will provide reasonable advance notice (typically 30 days). If you do not agree to the updated Terms, you must stop using the Services before they take effect.

27) Governing Law & Jurisdiction

This Agreement and any dispute or claim (including non-contractual disputes) are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that consumers may bring claims in their local courts where required by law.

28) Miscellaneous

• Assignment/Subcontracting: You may not assign without our consent. We may assign or subcontract in the ordinary course of business.
• Force majeure: Neither party is liable for delays or failures due to events beyond its reasonable control.
• Entire agreement: These Terms, the Privacy Policy, the DPA (if applicable), and any order form comprise the entire agreement.
• Severability: If any provision is unenforceable, the remainder remains in effect.
• No waiver: A failure to enforce is not a waiver.
• Order of precedence: If there is conflict: (1) order form; (2) DPA (processing terms); (3) these Terms; (4) Privacy Policy; (5) other documents.

29) Contact

Schedules (incorporated by reference)

Schedule A — Data Processing Addendum (Summary)

• Roles: Customer = controller; Docoply = processor for Customer Data uploaded for analysis.
• Processing: Hosting, parsing, analysing contracts; generating Outputs; support; security; fraud prevention; backups; logging.
• Data subjects & categories: Staff, contractors, counterparties named in contracts; identifiers in contracts.
• Sub-processors: Payment processing (e.g., Stripe), hosting/CDN, AI vendors, analytics, email. Current list: /legal/sub-processors.
• Security: Reasonable technical and organisational measures (e.g., encryption in transit, access controls, monitoring, vulnerability management).
• International transfers: UK safeguards (e.g., IDTA/UK Addendum to SCCs) where applicable.
• Deletion/return: On termination or request, we delete or return personal data after the export window, subject to legal retention.
• Audits: By appointment and subject to confidentiality and reasonable limits.

Schedule B — Acceptable Use (Expanded)

• No unlawful, infringing, defamatory, or deceptive content.
• No malware, denial-of-service, or security testing without written permission.
• No scraping, automated bulk queries beyond communicated limits, or interference with availability.
• No uploading of special-category data (e.g., health data) unless strictly necessary and lawful.
• Keep API keys and credentials secret; do not share them publicly.