Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") govern your access to and use of DocBeacon websites, applications, and related services (collectively, the "Services"). By creating an account, accessing, or using the Services, you agree to be bound by these Terms and our Privacy Policy. If you are using the Services on behalf of an organization, you represent and warrant that you have authority to bind that organization to these Terms.

2. Definitions

  • "Customer" means the person or entity that registers an account to use the Services.
  • "Authorized User" means an individual whom Customer authorizes to use the Services under Customer’s account.
  • "Customer Content" means documents, files, data, text, images, or other content uploaded or provided to the Services by Customer or Authorized Users.
  • "Order" means a purchase, subscription selection, or sign-up flow describing the Services, plan, term, and applicable fees.

3. Eligibility and Accounts

  • You must be at least the age of majority in your jurisdiction and capable of forming a binding contract.
  • Customer is responsible for (i) all activities occurring under its account; (ii) maintaining the confidentiality of credentials; and (iii) ensuring Authorized Users comply with these Terms.
  • For organization accounts, Customer’s designated administrators control user provisioning, permissions, and data access.

4. Acceptable Use

You agree not to: (a) misuse, interfere with, or disrupt the Services; (b) upload unlawful, infringing, harmful, or offensive content; (c) reverse engineer, decompile, or attempt to access source code except as permitted by law; (d) circumvent technical protections, limits, or quotas; (e) use the Services to develop a competing product; (f) send unsolicited or unlawful communications; and (g) upload Sensitive Data or use the Services for High-Risk Activities, unless expressly agreed in writing by DocBeacon and subject to additional safeguards.

Prohibited Sensitive Data: Do not upload or submit any (i) special categories of personal data (as defined by the GDPR), including health, genetic, biometric, racial/ethnic origin, religious, or political data; (ii) government-issued identification numbers (e.g., social security, passport, driver's license); (iii) financial account or payment card details; (iv) authentication credentials and security keys; (v) children’s data; or (vi) data subject to specialized regulations (e.g., HIPAA, FERPA, PCI DSS, ITAR).

High-Risk Activities: The Services are not designed for use in life-critical systems, emergency response, medical equipment, nuclear facilities, aircraft navigation, or any application where failure could result in death, personal injury, or severe physical or environmental damage.

Exceptions: Any exception to the above requires DocBeacon’s prior written approval and may be conditioned on a mutually executed DPA and supplemental terms, additional technical/organizational safeguards, and plan-specific limits.

5. Customer Content and Licenses

  • Customer retains ownership of Customer Content. DocBeacon does not claim ownership of Customer Content.
  • Customer grants DocBeacon a worldwide, non-exclusive, royalty-free license to host, store, transmit, process, and display Customer Content solely to provide and improve the Services, including document conversion and analytics features.
  • DocBeacon may use aggregated and de-identified data derived from the Services to operate, analyze, improve, and develop products, provided it does not identify Customer or any individual.
  • Customer represents and warrants that it has all rights necessary to submit Customer Content to the Services and that the use of such content as contemplated by these Terms does not violate any laws or rights of others.

6. Intellectual Property

DocBeacon and its licensors own all rights, title, and interest in and to the Services, including software, interfaces, features, and documentation. Except for the limited rights expressly granted in these Terms, DocBeacon reserves all rights. You may submit feedback, suggestions, or ideas; DocBeacon may use such feedback without restriction and without compensation.

7. Third-Party Services

The Services may rely on or integrate with third-party providers (e.g., payment processing by Paddle, document conversion by CloudConvert, email delivery, or analytics infrastructure). Your use of third-party services may be subject to their terms and privacy policies. DocBeacon is not responsible for third-party services but will use commercially reasonable efforts to maintain integrations. We maintain a list of key sub-processors used to deliver the Services and will provide reasonable prior notice of material changes. If you reasonably object to a new sub-processor, we will work in good faith to provide a commercially reasonable alternative or, if none is feasible, allow you to terminate the affected Services without penalty.

8. Beta and Experimental Features

We may offer beta, preview, or experimental features. Such features are provided "AS IS" without warranties and may be modified, suspended, or discontinued at any time. Use is at your sole risk and may be subject to additional terms.

9. Subscriptions, Fees, and Taxes

  • Plans and Billing. Access to certain features requires a paid subscription. Fees, billing intervals, and plan limits are described at the time of purchase. Payments are processed by our payment provider.
  • Trials and Upgrades/Downgrades. If a trial is offered, charges will begin at the end of the trial unless you cancel. Upgrades take effect immediately; downgrades apply at the next billing cycle.
  • Refunds. Except as required by law, fees are non-refundable. Certain jurisdictions may provide specific rights that prevail.
  • Taxes. Fees are exclusive of taxes. You are responsible for all applicable taxes, duties, or levies.
  • Price Changes. We may modify pricing with reasonable prior notice. Continued use after the effective date constitutes acceptance.

10. Confidentiality

Each party may receive non-public information from the other party that is designated or should reasonably be understood to be confidential ("Confidential Information"). The receiving party will use the same degree of care it uses to protect its own confidential information (but no less than reasonable care) to protect the disclosing party’s Confidential Information and will not use or disclose it except as permitted by these Terms.

11. Privacy and Data Protection

Your use of the Services is subject to our Privacy Policy, which explains how we collect and process personal data. For Customer Content containing personal data, you act as the data controller and we act as a data processor. For account, billing, support, website, and service analytics data that we collect directly, we act as an independent controller. You are responsible for ensuring a lawful basis for processing Customer Content and complying with applicable data protection laws.

We make available a standard Data Processing Addendum (DPA) that incorporates appropriate cross-border transfer mechanisms (e.g., EU Standard Contractual Clauses and UK IDTA, where applicable). We generally do not negotiate bespoke DPAs; however, for enterprise plans we may consider limited modifications (for example, notification timelines, audit procedures, or aligning liability with these Terms). Please contact support@docbeacon.io to request our standard DPA.

12. Security

We implement reasonable technical and organizational measures designed to protect the Services and Customer Content, including (without limitation) encryption in transit, access controls based on least privilege, regular backups, and vulnerability management. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Shared Responsibility: You are responsible for (i) safeguarding account credentials; (ii) configuring appropriate access controls and sharing settings; (iii) maintaining backups of your data; and (iv) implementing your own security measures appropriate to your environment. Our obligations do not extend to issues caused by your acts or omissions, your configurations, or third-party services outside our reasonable control.

Incident Notification: We will notify you without undue delay of a confirmed Security Incident affecting Customer Content and provide information reasonably necessary to help you meet your legal obligations. Where required by law, we will use commercially reasonable efforts to issue initial notice within 72 hours after confirmation. Nothing in this section limits disclosures necessary to protect the security and integrity of the Services or comply with law.

13. Suspension and Termination

  • We may suspend or terminate access to the Services if you violate these Terms, if your use poses a security risk, or to comply with law.
  • You may cancel your subscription at any time as described in your account settings. Upon termination, your right to use the Services ceases, and we may delete or anonymize Customer Content after a reasonable retention period, subject to legal requirements.
  • We may provide export tools to help you retrieve your content before deletion, where feasible.

14. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. DOCBEACON DOES NOT WARRANT THAT THE SERVICES WILL BE ERROR-FREE, UNINTERRUPTED, OR MEET YOUR REQUIREMENTS.

THE SERVICES DO NOT CONSTITUTE PROFESSIONAL, LEGAL, TAX, ACCOUNTING, OR OTHER PROFESSIONAL ADVICE. YOU SHOULD CONSULT WITH APPROPRIATE PROFESSIONALS FOR SUCH ADVICE. ANY ANALYTICS, REPORTS, OR INSIGHTS PROVIDED THROUGH THE SERVICES ARE FOR INFORMATIONAL PURPOSES ONLY.

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICES ARE PROVIDED WITH NO LIABILITY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, COVER, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

IN ADDITION, DOCBEACON'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICES WILL NOT EXCEED THE AMOUNTS ACTUALLY PAID BY YOU FOR THE SERVICES IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. YOUR PAYMENT OBLIGATIONS UNDER THESE TERMS ARE NOT SUBJECT TO THIS LIMITATION.

THE REMEDIES SET FORTH IN THESE TERMS ARE YOUR SOLE AND EXCLUSIVE REMEDIES FOR ANY BREACH OF THESE TERMS OR ANY OTHER MATTER RELATING TO THE SERVICES. NOTHING IN THESE TERMS EXCLUDES OR LIMITS LIABILITY THAT CANNOT BE EXCLUDED OR LIMITED BY LAW.

16. Indemnification

Your Indemnity: You will defend, indemnify, and hold harmless DocBeacon and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to (i) your use of the Services in violation of these Terms; (ii) your Customer Content; (iii) your violation of any third-party rights; or (iv) your violation of applicable laws.

Our IP Indemnity: We will defend you against any third-party claim alleging that the Services, when used by you as permitted under these Terms, infringe that third party’s U.S. copyright, trademark, or trade secret rights, and we will pay any damages and reasonable attorneys’ fees finally awarded against you by a court of competent jurisdiction (or agreed in a settlement we approve).

Exclusions: Our obligations do not apply to claims to the extent arising from (i) your modifications or combinations not authorized by us; (ii) use of the Services other than in accordance with these Terms; (iii) Customer Content or third-party services; or (iv) use after we notify you to stop due to an infringement concern.

Remedies: If the Services are or are likely to be alleged to infringe, we may in our discretion (i) modify or replace the Services to be non-infringing while substantially preserving functionality; (ii) procure the right for you to continue using the Services; or (iii) terminate the affected Services and issue a pro-rata refund of prepaid fees for the remaining term.

Procedure: The indemnified party must promptly notify the indemnifying party in writing of the claim, give the indemnifying party sole control of the defense and settlement (except that the indemnifying party will not settle any claim without the indemnified party’s prior written consent if it imposes any admission of fault or non-monetary obligation on the indemnified party), and provide reasonable assistance at the indemnifying party’s expense. This section states each party’s entire liability and exclusive remedy for the foregoing infringement claims.

17. Compliance, Export, and Sanctions

You represent that you are not located in, and will not use the Services in, any jurisdiction subject to comprehensive sanctions, and you are not a prohibited party under applicable trade laws. You agree to comply with all applicable export control and sanctions laws.

18. Governing Law; Dispute Resolution

These Terms are governed by the laws of England and Wales, without regard to conflict of laws rules.

Any dispute arising out of or in connection with these Terms shall be finally resolved by arbitration administered by the London Court of International Arbitration (LCIA) under the LCIA Rules, which are deemed incorporated by reference. The arbitration, including the existence of the proceedings and any award, shall be confidential to the maximum extent permitted by law.

Proceedings shall be conducted on an individual basis and not as a class, representative, or collective action. Nothing in this clause prevents either party from seeking interim or injunctive relief, including to protect confidential information or intellectual property rights, in any court of competent jurisdiction. The courts of England and Wales shall have exclusive supervisory jurisdiction over any arbitration under this clause.

If you are a consumer and mandatory law of your place of residence grants you non-waivable rights that conflict with this clause, this clause applies only to the extent permitted by that law.

19. Changes to Terms

We may modify these Terms from time to time. If we make material changes, we will provide reasonable notice (e.g., by email or in-product notice). Continued use of the Services after the effective date constitutes acceptance of the revised Terms.

20. Miscellaneous

  • Assignment. You may not assign these Terms without our prior written consent; we may assign these Terms in connection with a merger, acquisition, or sale of assets.
  • Force Majeure. Neither party will be liable for delays or failures due to events beyond its reasonable control.
  • Notices. Notices may be provided by email or through the Services.
  • Severability; Waiver. If any provision is unenforceable, the remaining provisions will remain in effect. Failure to enforce a provision is not a waiver.
  • No Third-Party Beneficiaries. These Terms are for the sole benefit of the parties and do not create any third-party beneficiary rights.
  • Independent Contractors. DocBeacon and Customer are independent contractors; nothing in these Terms creates a partnership, joint venture, or agency relationship.
  • Headings. Section headings are for convenience only and do not affect interpretation.
  • Survival. Provisions that by their nature should survive termination (including payment obligations, indemnification, limitation of liability, and governing law) will survive.
  • Entire Agreement. These Terms, any DPA, and Orders constitute the entire agreement regarding the Services and supersede prior agreements on the same subject.

21. Contact

For questions about these Terms, please contact support@docbeacon.io.

DocBeacon is operated by VIOware Technologies Co.

Last updated: 16 September 2025