Terms of service

These Terms of Service (“Terms”) are a legal agreement between Documenzo (“we”, “us”, “our”) and you (“you”, “your”) governing access to and use of Documenzo (the “Service”: our websites, web applications, APIs, and related services). These Terms are a template-style agreement for a software service. They are not legal advice; have qualified counsel adapt them to your entity, pricing, and risk profile.

By creating an account, clicking an acceptance button, or using the Service, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Service.

1. Eligibility

You must be at least the age of digital consent in your country (at least 16 in many EU countries, higher in some) and have authority to bind yourself or the organisation you represent. You may not use the Service where we prohibit use by law or sanction.

2. The Service

We provide cloud software for quotations, invoicing, client and catalog management, related documents, and optional integrations (such as payments through third-party providers). Features, limits, and availability may change. We may modify or discontinue parts of the Service with reasonable notice where practicable.

The Service generates business documents based on information you enter. We do not verify the accuracy of your tax, legal, or accounting choices. The Service is not a substitute for professional tax, accounting, or legal advice.

3. Account registration & security

You must provide accurate registration information and keep it current. You are responsible for safeguarding passwords, API tokens, and devices used to access the Service. You are responsible for all activity under your account except where caused by our gross negligence or a breach we failed to remedy.

You must notify us promptly at support@documenzo.com if you suspect unauthorised access.

4. Trials, free tiers, and evaluation

We may offer free trials or limited free tiers. Unless stated otherwise, we may change limits or end a free offering with notice. Features available during a trial may differ from paid plans.

5. Subscriptions, billing, and taxes

• Paid plans. Fees, billing cycles, and features are as presented at checkout or in your account. Paid subscriptions recur until cancelled according to the billing page and integration with our payment processor (typically Stripe).
• Taxes. Stated fees may be exclusive or inclusive of VAT and other taxes depending on your location and our configuration. You are responsible for any taxes we are required to collect or that apply to your purchase.
• Payment failure. If a payment fails, we may suspend or downgrade access after notice where reasonable.
• Price changes. We may change future pricing with advance notice; continued use after the effective date may constitute acceptance of new fees for renewal periods where permitted by law.
• Refunds. Unless mandatory consumer laws require otherwise, fees are generally non-refundable for partial periods; any refund policy we publish on the website or at checkout applies.

6. Customer data & your responsibilities (personal data of third parties)

You retain ownership of business data you upload (client names, invoices, etc.). You grant us a non-exclusive, worldwide licence to host, back up, process, and display that content solely to operate, secure, and improve the Service for you.

Where such data contains personal data about individuals (e.g. your customers), you represent and warrant that you have all rights and a lawful basis under applicable data protection law (including GDPR) to upload and instruct us to process that data, and that your privacy notices to those individuals are accurate and provided where required.

We act as a processor of such personal data on your instructions (subject to our Privacy Policy and any Data Processing Agreement you request). You indemnify us against claims arising from your lack of authority, unlawful processing, or breach of your obligations to your own contacts (Section 15).

7. Acceptable use

You agree not to:

• violate applicable laws or third-party rights;
• upload malware, exploit vulnerabilities, probe or circumvent security, or overload our infrastructure;
• use the Service to send unsolicited bulk email or messages that violate anti-spam laws;
• harass, threaten, or abuse our staff or other users;
• misrepresent identity or affiliation, or use the Service for deceptive commercial practices;
• resell or sublicense the Service except as expressly permitted in an enterprise agreement;
• copy, reverse engineer, or attempt to extract source code of the Service except where mandatory law allows.

We may investigate violations and suspend or terminate accounts. We may remove content that violates these Terms or law.

8. Third-party services

The Service may integrate with third parties (e.g. Stripe for payments, Google for sign-in). Their terms and privacy policies govern your relationship with them. We are not responsible for third-party failures except where mandatory law says otherwise.

9. Intellectual property

We and our licensors own the Service, software, branding, and documentation. Except for the limited rights in these Terms, no rights are granted to you. Feedback you voluntarily provide may be used by us without obligation or compensation, subject to applicable data protection rules.

10. Confidentiality

We will use reasonable efforts to protect the confidentiality of your non-public business data in the Service. You will not disclose our non-public technical or commercial information obtained in breach of these Terms.

11. Disclaimers

EXCEPT WHERE PROHIBITED BY LAW, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”. WE DISCLAIM IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS.

12. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW: NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, GOODWILL, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY. OUR AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE CLAIM (OR, IF NO FEES APPLIED, ONE HUNDRED EUROS (€100)).

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

13. Indemnity

You will defend, indemnify, and hold harmless Documenzo and its directors, officers, and personnel against claims, damages, losses, and costs (including reasonable attorneys’ fees) arising from: (a) your content or client data and your processing instructions; (b) your breach of these Terms or applicable law; (c) your dispute with your own customers or third parties.

14. Termination

You may stop using the Service and delete your account via the in-app account deletion flow where available. We may suspend or terminate access if you materially breach these Terms, create risk or legal exposure, or if we cease offering the Service (with notice where reasonable).

Upon termination, your right to use the Service stops. We may delete your data after a reasonable period in line with our Privacy Policy, except where we must retain copies by law. Provisions that by nature should survive (including Sections 6–13, 16, 17) survive termination.

15. Force majeure

Neither party is liable for delay or failure caused by events beyond reasonable control, including internet outages, strikes, war, natural disasters, or failure of third-party cloud infrastructure—provided the affected party uses reasonable efforts to mitigate.

16. Assignment; entire agreement; severability; waiver

You may not assign these Terms without our consent. We may assign to an affiliate or in connection with a merger or sale. These Terms and the Privacy Policy are the entire agreement on their subject matter. If a provision is invalid, the remainder stays in effect. Failure to enforce a provision is not a waiver.

17. Governing law and disputes

These Terms are governed by the laws of Republic of Cyprus, without regard to conflict-of-law rules that would apply another law. Subject to mandatory consumer protections where you qualify as a consumer, the courts of Republic of Cyprus will have exclusive jurisdiction over disputes, unless we agree otherwise in writing or mandatory law requires another forum.

EU consumers may also have rights under mandatory consumer law in their country of residence.

18. Export controls & sanctions

You may not use or export the Service in violation of export control or sanctions laws of the EU, United States, United Kingdom, or other applicable jurisdictions.

19. Contact

For questions about these Terms: support@documenzo.com

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