Terms of Service

DocsCollect Terms of Service

Last updated: May 2026

1. Introduction and Agreement

Welcome to DocsCollect. This Terms of Service (“Terms”) is an agreement between you and DocsCollect relating to your use of our client document management software platform.

By creating an account or using DocsCollect, you agree to be bound by these Terms. If you do not agree, do not use the service.

“DocsCollect,” “we,” “us,” or “our” means DocsCollect and its directors, employees, agents, successors, and permitted assigns.
“You,” “your,” or “user” means the individual or entity using the service, and if applicable, that user’s authorized users, employees, agents, successors, and permitted assigns.

2. What DocsCollect Is

DocsCollect is a multi-tenant software-as-a-service (SaaS) platform that provides:

  • Client document request creation and management
  • Document upload portals for clients
  • Automated reminder systems
  • Document review and approval workflows
  • Centralized dashboard for document tracking

DocsCollect is provided for lawful business purposes only and is not intended for general consumer use.

3. Eligibility and Account Registration

You must be at least 18 years old and able to enter into a binding contract to use the service.

When you create an account, you agree to:

  • Provide accurate, complete, and current information
  • Keep your account information up to date
  • Keep your username and password secure and confidential
  • Immediately notify us of any unauthorized use of your account
  • Be responsible for all activity that occurs under your account, except where caused by our breach or failure to use reasonable security measures

4. License to Use DocsCollect

When you sign up for DocsCollect, we grant you a limited, non-exclusive, non-transferable, revocable license to use the DocsCollect software via our website for your internal business purposes, subject to these Terms and payment of all applicable fees.

You do not have any ownership rights to the DocsCollect software or platform. The license:

  • Is not transferable to anyone else
  • May not be rented, leased, sold, sublicensed, or redistributed
  • Is limited by the terms of this agreement

5. Acceptable Use

When using DocsCollect, you agree not to:

  • Use the platform for any unlawful purpose
  • Send spam or unsolicited messages
  • Collect or share information related to illegal products/services, adult content, or gambling
  • Share or request information that infringes intellectual property rights
  • Damage, disable, or interfere with our software or other users’ access
  • Attempt to access administrative interfaces without authorization
  • Reverse engineer, decompile, disassemble, or create derivative works of the software

6. Customer Content and Intellectual Property

Our Rights:

DocsCollect retains all rights to the software, platform, documentation, trademarks, and branding. You may not copy, modify, or create derivative works of our software.

Your Rights:

You retain ownership of all data and content you upload to DocsCollect (“Customer Content”). You grant us a limited, worldwide, non-exclusive, royalty-free license to process your data solely to provide, maintain, secure, and improve our services.

You warrant that:

  • You have the right to use and upload all information to the platform
  • You will not upload content that violates law or third-party rights
  • You will indemnify DocsCollect against any intellectual property claims arising from your content

You may use the DocsCollect logo solely to identify us as your service provider, in a manner that is accurate and not misleading.

7. Data Protection and Privacy

Our collection and use of personal information is described in our Privacy Policy, which is incorporated into these Terms by reference.

You acknowledge that:

  • You are the data controller / business for the personal information you collect through DocsCollect
  • DocsCollect acts as your processor / service provider for that data
  • You must comply with all applicable privacy laws in your jurisdiction
  • You must obtain proper consent from clients for data collection
  • You must not collect sensitive personal data without a proper legal basis

You agree not to upload sensitive personal information unless it is necessary for your lawful business use, you have provided all required notices and consents, and such use is permitted by applicable law.

8. Subscription Plans and Billing

DocsCollect offers the following subscription tiers:

  • Free Trial Plan: 7 days from signup
  • Paid Plan: USD 19.99 per month per seat, unless otherwise stated on the checkout or account page

Billing Terms:

  • Subscription fees are billed monthly in advance via Polar at the start of each billing cycle
  • You must provide a valid payment method only when upgrading to a paid plan
  • We do not require a payment method to start the free trial
  • The free trial does NOT automatically convert to a paid subscription. You must explicitly upgrade to continue using paid features after the trial ends
  • All fees are non-refundable except where required by applicable law
  • Taxes may apply based on your billing location
  • If payment fails or is not received when due, we may suspend or limit access to the service after giving reasonable notice where required by law

If you add seats, upgrades, or paid features during a billing cycle, we may charge prorated fees or the next applicable billing amount, as disclosed at checkout or in your account settings.

9. Trial Use

The free trial is provided for evaluation purposes only.

  • You do not need to register a payment method to start the trial
  • We may limit trial features, storage, support, or integrations during the trial period
  • When your free trial ends, you must explicitly upgrade to a paid plan to continue using paid features
  • Your account will NOT automatically convert to a paid subscription, and you will not be charged unless you choose to upgrade

We reserve the right to modify or end trial availability at any time, to the extent permitted by law.

10. Third-Party Services

The service may integrate with third-party services such as:

  • Cloud hosting and infrastructure
  • Communications and email delivery
  • Storage and analytics
  • Payment processing

In particular, subscription billing and payment processing are handled by Polar, a third-party payment service provider.

Polar’s own terms and privacy policy govern your payment transactions. DocsCollect does not store full card numbers.

All third-party services are governed by their own terms and privacy policies. We are not responsible for the availability, acts, omissions, or performance of third-party services, except to the extent caused by our gross negligence or willful misconduct.

11. Data Security and Backups

We implement industry-standard security measures and use reasonable administrative, technical, and physical safeguards to protect the service and Customer Content.

However:

  • We do not guarantee absolute security
  • You remain responsible for the security of data you collect
  • We will notify you of any security breaches affecting your data

Backups:

  • We store your data securely, but DocsCollect is not designed as a backup system
  • You remain responsible for maintaining your own data backups
  • We are not liable for data loss, corruption, or deletion except where caused by our failure to use reasonable security measures or our willful misconduct
  • You should regularly export important data from the platform

12. Data Retention and Termination

By You:

  • You may cancel your subscription at any time through your account settings or by contacting support
  • Cancellation takes effect at the end of your current billing period
  • You may export your data before termination

By Us:

We may suspend or terminate your access for:

  • Violation of these Terms
  • Non-payment of fees
  • Illegal or harmful use of the platform
  • Repeated copyright or intellectual property infringement

Data Retention:

  • After cancellation, we provide a 30-day grace period for account reactivation
  • After 30 days, your data will be permanently deleted from active systems (subject to backup cycles and legal retention obligations)
  • You are responsible for exporting data before termination

Backup copies may be removed within a reasonable period, which may be up to 90 days.

13. Service Availability and Support

We strive to maintain high service availability, but:

  • We cannot guarantee 100% uptime
  • Maintenance windows may cause temporary service interruptions
  • Third-party service dependencies may affect availability
  • Service is provided on an “as available” basis

We provide support through our designated channels. Support hours, response targets, and channels may change at any time.

14. Warranties and Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

  • DocsCollect is provided “as is” without warranty of any kind
  • We disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, title, and non-infringement
  • We do not warrant that the service will be uninterrupted, error-free, or completely secure

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

  • DocsCollect’s total liability for all claims arising out of or relating to these Terms or the service shall not exceed the amount you paid us for the service in the 12 months preceding the claim
  • We are not liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business

However, this limitation does NOT apply to liability arising from:

  • DocsCollect’s gross negligence or willful misconduct
  • DocsCollect’s breach of confidentiality obligations
  • DocsCollect’s failure to use reasonable security measures that causes a data security incident
  • Your obligation to pay fees due
  • Liabilities that cannot be limited or excluded under applicable law

16. Indemnification

You agree to indemnify and hold DocsCollect harmless from claims arising from:

  • Your use of the platform
  • Violation of these Terms
  • Infringement of third-party rights
  • Your clients’ use of the platform to the extent arising from your acts or omissions

17. Modifications to Terms

We may update these Terms from time to time:

  • We will notify you of material changes via the service, email, or another reasonable method
  • Continued use after changes constitutes acceptance of the updated Terms
  • If you do not agree with the changes, you must stop using the service and cancel your account

18. Governing Law and Disputes

These Terms are governed by the laws of the jurisdiction where DocsCollect is organized or primarily operates, without regard to conflict-of-laws principles, except where applicable consumer or data protection laws require otherwise.

To the extent permitted by law, any dispute arising out of or relating to these Terms will be resolved by binding arbitration where legally permitted, unless the dispute may be heard in small claims court for appropriate matters.

Nothing in these Terms prevents either party from seeking injunctive or equitable relief for misuse of intellectual property, unauthorized access, or misuse of confidential information.

19. General Provisions

  • Entire Agreement: These Terms, together with the Privacy Policy and any order forms, constitute the entire agreement between you and DocsCollect
  • Severability: If any provision is found unenforceable, the remaining provisions remain in effect
  • No Waiver: Our failure to enforce any provision does not waive our right to enforce it later
  • Assignment: You may not assign your rights under this agreement without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets
  • Force Majeure: We are not liable for delays or failures caused by events beyond our reasonable control

20. Contact Information

For questions about these Terms or to report violations, contact: