Auto eDocs - Terms and Conditions
Definitions
For the purpose of this document:
- "The Company" / "We" refers to Auto eDocs Ltd, the provider of the cloud-based document storage and management service.
- "The Service" refers to the cloud-based application offered by Auto eDocs Ltd ("The Company"), including document storage, Deal File creation, and associated functionality.
- "Subscriber" / "User" refers to any individual or entity that holds an active account and subscribes to the service provided by "The Company".
- "Deal File" refers to the digital container within the system used for storing documents, subject to individual charges.
- "System" refers to the technical infrastructure and software components that power the service.
- "SLA" refers to the Service Level Agreement, which defines our commitments to response times and resolution targets for technical issues.
Subscription
1. Subscription & Payment Terms
- 1.1. The subscription is billed on a monthly basis and is non-refundable once a payment cycle begins.
- 1.2. The payment cycle ("period") starts upon date of registration and renews automatically on the monthly anniversary of that date.
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1.3. There is a one-off for each "Deal File" created, this will be included in the regular billing cycle.
- A "Deal File" is defined as a container for documents relating to the sales for that customer and is defined by its own unique ID.
- Charges are NOT applied per document, only per "Deal File".
- If a "Deal File" is created and then later deleted. The original "Deal File" charge still applies and is not refundable.
- 1.4. Failure to make payments on time may result in temporary suspension of access until outstanding balances are settled.
2. Cancellation & Refunds
- 2.1. Subscribers may cancel their service at any time, but no refunds will be issued for partial usage within a billing cycle.
- You may cancel within the application in the Admin screens.
- You may cancel from the Stripe customer portal.
- You may write to use by email (cancel@autoedocs.com providing your details including the email address you registered with. We will process the cancellation on your behalf.
- Please Note: Subscriptions are cancelled at the end of the current ("period") and charges for "Deal Files" created during this ("period") will be taken from the card provided
- 2.2. Upon cancellation, users will retain access until the end of their current paid period.
- 2.3. If the service is terminated due to a violation of Terms and Conditions, no refunds will be provided.
3. Service Level Agreement (SLA)
We strive to maintain high service availability and will respond to incidents according to the following priority levels:
3.1. System Offline (P1)
- We aim to respond within a maximum of 30 minutes.
- Our goal is to rectify the issue within 2 hours.
- If the system remains offline for more than a day, we will reimburse the affected party for each full day of downtime.
3.2. Urgent System Bug (P2)
- Includes critical functionality failures such as document uploads, "Deal File" creation, and other essential operations.
- We aim to respond within 1 hour and rectify the issue within the same business day.
3.3. Non-Urgent Bugs (P3)
- Includes non-disruptive issues such as display inconsistencies, email/notification errors, and mobile responsiveness concerns.
- We aim to respond within the same day, with resolution typically within 2–3 business days.
- Fixes may be released as part of our continual deployment.
3.4. 3rd Party Integrations & External APIs
- The system contains several 3rd party integrations, and external API integrations.
- Auto eDocs Ltd cannot be held responsible for downtime and errors that may occur within those 3rd Party Application and APIs.
- Auto eDocs Ltd will always work with the 3rd Party and API provider to try and resolve the issues and provide information around expected resolution dates/times for such issues.
- No personal data or GDPR data is passed to any 3rd Party Integration or API.
4. Security and User Responsibility
- 4.1. We implement industry-standard security measures to protect stored documents and data.
- 4.2. We use start of the art virus protection on all uploads to provide the maxium possible security and protection to the system.
- 4.3. Users are responsible for ensuring that uploaded files do not contain viruses, malware, or other harmful content.
- 4.4. In the event of a security breach or system failure caused by user negligence—such as uploading infected files leading to vulnerabilities—our company is not liable for damages incurred.
- 4.5. We reserve the right to suspend or terminate access if a user’s actions result in a security threat or disruption. No refund will be provided.
- 4.6. We reserve the right to remove any data that has been deemed to be infected for the security of the system and other users.
5. Limitation of Liability
- 5.1. While we endeavor to provide uninterrupted service, we are not liable for indirect damages, lost profits, or business disruptions beyond what is explicitly stated in the SLA.
6. Data Ownership & Retention
- 6.1. Users retain ownership of all documents they upload.
- 6.2. Upon cancellation, stored documents may be accessible for a specified period (e.g., 30 days), after which they may be permanently deleted unless otherwise agreed.
- 6.3. We can, if requested, provide a "maintenance agreement" that ensures we retain your documents for as long as a monthly fee is paid. The system is set to read-only mode providing access to your existing documents.
- 6.4. We are not responsible for lost or deleted documents due to user actions, system failures, or force majeure events beyond our control.
7. Limitation of Liability
- 7.1. We are not liable for indirect damages, including lost profits, business disruptions, or third-party claims arising from system usage.
- 7.2. Our liability is limited to the refund of subscription fees for any prolonged system failure exceeding the reimbursement threshold stated in the SLA.
- 7.3. We do not guarantee uninterrupted service and are not responsible for disruptions caused by external factors, such as third-party hosting failures or cyberattacks.
8. Acceptable Use & Security Compliance
- 8.1. Users must comply with security best practices, ensuring uploaded documents do not contain harmful content.
- 8.2. Any breaches caused by user negligence, such as uploading infected files that compromise security, will not be the responsibility of our company.
- 8.3. We reserve the right to suspend or terminate accounts involved in activities that threaten system integrity or security.
9. Modifications to Terms
- 9.1. We may update these terms periodically to reflect changes in service offerings, security policies, or legal requirements.
- 9.2. Continued use of the service after updates indicates acceptance of the revised terms.
10. Privacy & Data Protection
10.1. Data Collection & Processing
- We collect and process personal data strictly for the purpose of providing and maintaining the application.
- Personal information will never be sold, shared, or transferred to third parties except where required for service functionality or legal compliance.
10.2. GDPR Compliance
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In accordance with the General Data Protection Regulation (GDPR), users have the right to:
- Request access to their personal data stored in the system.
- Request correction or deletion of their personal data.
- Withdraw consent for data processing (where applicable), understanding that this may impact service functionality.
- Data will only be retained for as long as necessary to provide the service or as required by legal obligations.
10.3. Cookies & Tracking Technologies
- We use strictly necessary cookies for core functionality, such as authentication and security.
- We do not use tracking cookies for advertising purposes.
- Users will be notified of any non-essential cookies used for analytics and given the option to opt-out.
10.4. Security & Protection Measures
- Industry-standard encryption and security protocols are employed to safeguard user data and stored documents.
- While we take all reasonable precautions, we cannot guarantee absolute security against cyber threats.
- Users are responsible for maintaining the security of their login credentials and uploaded documents.
10.5. Breaches & Liability
- In the event of a data breach, affected users will be notified in compliance with GDPR guidelines.
- We are not liable for security breaches resulting from user negligence, such as weak passwords or uploading compromised files.
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