Terms of Service

Agreement to these terms

By creating a workspace, signing in, or using Veridocx in any way, you agree to these terms. If you are agreeing on behalf of a company, you confirm you are authorised to bind it, and “you” means that company. If you do not agree, do not use the service.

The Privacy Policy forms part of this agreement and describes how personal data is handled.

What the service is

Veridocx is a place for teams to share documents with their clients: a workspace uploads documents — contracts, policies, reports, certificates, case studies — records details such as category and expiry date, and shares a branded page with a named group of people instead of emailing files around. It tracks who was given access, what they opened, what they asked for, and when a document is due to lapse.

It is a document-sharing tool, not a compliance tool, and it is not advice. Veridocx does not review, verify, certify or interpret anything you upload. It does not tell you whether a document is valid, current, adequate or lawful, and it is not legal, security, audit or regulatory advice. An expiry date is the date you typed in. Deciding what to share and with whom is your decision, not ours.

The activity log is designed to be a useful record of what happened in your workspace, and it is append-only. It is not a certification, an audit opinion, or evidence that any particular standard has been met.

Workspaces, accounts and roles

• One workspace represents one company. Its administrators control settings, billing, internal users and access levels; representatives manage their own client groups and can upload documents; viewers have read-only access.
• You are responsible for everything done under your workspace, including by the people you invite. Keep credentials confidential, use them only yourself, and tell us promptly at [LEGAL CONTACT EMAIL] if you believe an account has been compromised.
• You are responsible for who you add to a client group and which documents an access level contains. A trust page link is unguessable, but it is a link: anyone holding it can reach the page, and a visitor identifies themselves by entering an email address without a password. Do not place anything on a trust page that you could not accept being forwarded.
• The details you give us — company name, billing contact, addresses — must be accurate, and you must keep them up to date.

Your content

Everything you upload stays yours. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, copy, transmit and display it strictly as needed to operate the service for you — including showing it to the people you have given access to — and for no other purpose. The licence ends when the content is deleted, subject to backup cycles described in the Privacy Policy.

You confirm that you have the rights to upload and share what you upload, that doing so breaks no agreement or law, and that you have any consent needed for personal data contained in it or in a group member list.

We do not monitor content routinely. We may remove or disable access to anything we reasonably believe breaches these terms or the law, and will tell you when we do unless we are prevented from doing so.

Plans, fees and billing

The plans below are the current offering. Allowances are enforced by the product; a workspace at its limit cannot add more until it removes something or moves up a plan.

• Free — $0/mo. 1 GB storage · Up to 6 documents · 3 internal users · 25 MB per document
• Premium — $25/mo. Includes 10 users · $6 per user after that. 10 GB storage · Up to 50 documents · 10 users included, then $6/user · 250 MB per document · White-label branding
• Business — $99/mo. Includes 25 users · $4 per user after that. 50 GB storage · Unlimited documents · 25 users included, then $4/user · 500 MB per document · White-label branding · Priority support · CRM push — coming soon
• Custom — Let's talk. Priced around seats, storage and documents. Storage sized to you · Unlimited documents · Volume seat pricing · White-label branding · Priority support

The Custom plan has no fixed price: it is agreed in writing with us, and the agreed terms sit alongside these ones. Storage allowance and largest single file, by plan: Free — 1 GB storage, 25 MB per document; Premium — 10 GB storage, 250 MB per document; Business — 50 GB storage, 500 MB per document.

How paid plans are charged

• Paid plans are billed monthly in advance through Stripe and renew automatically until cancelled. Card details are entered on Stripe’s own checkout page and never touch this app.
• A paid plan includes the number of internal users shown on its card above; each additional user is charged at the per-user rate stated there. Your user count is reported to Stripe as the workspace changes, and Stripe calculates the amount.
• Fees are exclusive of taxes, which are added where applicable. You are responsible for any withholding.
• If a payment fails, Stripe will retry it. If it remains unpaid, the workspace returns to the Free plan and anything above the Free allowances becomes read-only or unavailable until the account is brought back into limits.
• You can cancel at any time. Cancellation takes effect at the end of the period you have paid for; the workspace then moves to Free. Except where the law requires otherwise, fees already paid are not refunded.
• We may change prices. A change will not affect the period you have already paid for, and we will give notice of at least [NOTICE PERIOD] before it applies to your renewals.

Acceptable use

You must not, and must not allow anyone else to:

• upload or share anything unlawful, infringing, defamatory, or that you have no right to distribute;
• upload malware, or anything designed to damage or disrupt systems;
• attempt to reach another workspace’s data, or any account, document or system you have not been given access to;
• probe, scan or test the security of the service except with our prior written permission, or circumvent access controls, plan limits, rate limits or storage caps;
• scrape the service, or use it through automated means in a way that degrades it for others;
• resell, sublicense or provide the service to a third party as if it were your own, except by sharing trust pages with your own prospects as the product intends;
• copy the service, or reverse engineer it except to the extent the law says you may;
• use the service as the system of record for data it is not designed for — payment card data, government identifiers, health records or anything else subject to a regime we have not agreed in writing to support.

We may suspend a workspace immediately where we reasonably believe it is breaching this section, is putting the service or another customer at risk, or is required to be suspended by law. We will restore access as soon as the cause is resolved.

Third-party services

The service depends on providers listed in the Privacy Policy, and a workspace may choose to connect others — Slack, for example. Where you connect a third-party service, that service’s own terms govern your use of it, we are not responsible for it, and you are responsible for the permissions you grant. You can disconnect it at any time.

Availability, support and changes

We aim to keep the service available and to make it better, but we do not promise uninterrupted or error-free operation, and no uptime commitment applies unless one is agreed in writing. Maintenance, provider outages and events outside our control can interrupt it.

Support is provided through the Help section of the product. We may add, change or withdraw features; where a change would materially reduce what a paid plan provides, we will give notice of at least [NOTICE PERIOD] and you may cancel.

Termination

You may stop using the service at any time, and cancel a paid plan as described above. There is no self-service way to close a workspace and erase everything in it; to do that, write to [LEGAL CONTACT EMAIL] and we will handle it.

We may terminate this agreement or a workspace on [NOTICE PERIOD] notice, or immediately if you materially breach these terms and do not fix it within a reasonable time of being asked, if fees remain unpaid, or if we are required to by law.

On termination, access ends and trust page links stop working. Export what you need before that point — a workspace administrator can export the activity log as CSV from Settings, and documents can be downloaded from the workspace. Sections that by their nature should survive — content ownership, fees already due, disclaimers, liability, indemnities and governing law — survive termination.

Disclaimers

To the fullest extent the law allows, the service is provided “as is” and “as available”, and we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing. We do not warrant that the service will meet your requirements, that it will be uninterrupted, or that a document, expiry date, access level or log entry is accurate — those come from you and from your use of the product. Nothing in these terms excludes liability that cannot lawfully be excluded.

Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost business or lost or corrupted data, however caused and whatever the theory of liability, even if advised of the possibility.

Our total aggregate liability arising out of or relating to this agreement is limited to the amount you paid us for the service in the twelve months before the event giving rise to the claim. Where you are on a free plan and have paid us nothing, that amount is zero, and your remedy is to stop using the service.

These limits do not apply to liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or to any other liability that cannot be limited under the law of [JURISDICTION].

Indemnity

You will defend and indemnify us against claims, losses and reasonable costs arising from content you upload or share through the service, from your breach of these terms, or from your infringement of a third party’s rights. We will tell you promptly about any such claim and let you control its defence, and you will not settle it in a way that admits fault on our part without our consent.

Changes to these terms

We may update these terms as the product and the law change. Material changes will be notified to workspace administrators at least [NOTICE PERIOD] before they take effect, and the effective date at the top will change. Continuing to use the service after that date means you accept the updated terms; if you do not, you may cancel.

General

• These terms, together with the Privacy Policy and any written order for a Custom plan, are the entire agreement between us on this subject.
• You may not assign this agreement without our consent; we may assign it to an affiliate or in connection with a merger or sale of the business.
• If a provision is unenforceable, the rest stands. Not enforcing a right is not a waiver of it.
• Nothing here creates a partnership, agency or employment relationship, and there are no third-party beneficiaries.
• Neither party is liable for failure to perform caused by events beyond its reasonable control.

Governing law and disputes

This agreement is governed by the law of [JURISDICTION], without regard to its conflict-of-law rules. Any dispute will be brought in [COURTS AND VENUE], and both parties submit to that jurisdiction. Nothing in this section prevents either party from seeking urgent injunctive relief wherever it is needed.

Contact

[COMPANY LEGAL NAME], registered in [JURISDICTION] under company number [COMPANY REGISTRATION NUMBER], at [REGISTERED ADDRESS]. Notices under these terms go to [LEGAL CONTACT EMAIL]. Day-to-day questions are best raised through the Help section of your workspace.