Terms of Service

1. Agreement to Terms

By accessing or using Document Management ("Service", "Platform", "we", "us", or "our"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access the Service.

Company Information:
Document Management
Document Management, Inc.
6201 Murray Street, Little Rock, AR 72209
Phone: 501-562-9995
Email: legal@docmgmt.ai

2. Definitions

• "Customer" or "You": The organization or individual who registers for and uses the Service.
• "Customer Data": All data, content, and materials uploaded, submitted, or transmitted through the Service by Customer or its users.
• "User": Any individual authorized by Customer to access the Service under Customer's account.
• "Authorized Users": Users granted access by the Customer's account administrator.
• "Subscription": The right to access and use the Service for a specified period.
• "Documentation": User guides, technical specifications, and help materials provided by us.

3. Service Description

Document Management is a multi-tenant SaaS ERP platform providing:

• Document management and processing
• Sales, purchasing, and inventory management
• Printing and label manufacturing operations
• AI-powered document analysis and automation
• Financial management and reporting
• Logistics and shipping coordination
• Customer relationship management (CRM)

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with reasonable notice to Customers.

4. Account Registration and Security

4.1 Account Creation

To use the Service, you must:

• Provide accurate, complete, and current registration information
• Be at least 18 years old or have legal capacity to enter into contracts
• Represent a legitimate business entity with authority to bind that entity
• Maintain and promptly update your account information

4.2 Account Security

You are responsible for:

• Maintaining the confidentiality of account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access
• Implementing appropriate security measures for your users
• Ensuring users comply with these Terms

5. Acceptable Use Policy

5.1 Permitted Use

You may use the Service only for lawful business purposes consistent with these Terms and all applicable laws and regulations.

5.2 Prohibited Activities

You agree NOT to:

• Violate any laws, regulations, or third-party rights
• Upload malicious code, viruses, or malware
• Attempt to gain unauthorized access to the Service or other accounts
• Reverse engineer, decompile, or disassemble the Service
• Use the Service to transmit spam, phishing, or fraudulent content
• Interfere with or disrupt the Service or servers
• Scrape, crawl, or harvest data from the Service without permission
• Use the Service to compete with us or build a similar product
• Remove or obscure any proprietary notices
• Resell, sublicense, or transfer your account without written consent
• Use the Service to store or process illegal content
• Exceed usage limits defined in your subscription plan

6. Data Ownership and Intellectual Property

6.1 Customer Data Ownership

You retain all ownership rights to Customer Data. We claim no intellectual property rights over the material you provide to the Service. All Customer Data remains yours.

6.2 License to Process Customer Data

You grant us a limited, non-exclusive, worldwide license to access, use, process, and store Customer Data solely to:

• Provide and maintain the Service
• Perform technical operations (backup, recovery, optimization)
• Comply with legal obligations
• Generate anonymized analytics (see Section 6.4)

6.3 Our Intellectual Property

The Service, including all software, algorithms, designs, trademarks, and documentation, is owned by us and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works based on the Service.

6.4 Anonymized Data

We may use anonymized, aggregated data derived from Customer Data for analytics, product improvement, and research, provided such data cannot identify you or your customers.

7. AI Processing and Third-Party Services

7.1 AI-Powered Features

Our Service uses artificial intelligence from third-party providers (OpenAI, Anthropic, Google) to process documents, generate insights, and automate workflows.

7.2 Third-Party AI Processing

By using AI features, you acknowledge that:

• Customer Data may be transmitted to our AI sub-processors
• These providers have contractually agreed NOT to use your data for model training
• We maintain data processing agreements (DPAs) with all AI providers
• You can opt-out of AI processing by disabling AI features in settings

7.3 AI-Generated Content

You retain ownership of all AI-generated content produced by the Service. However:

• We make no warranties about the accuracy or completeness of AI outputs
• You are responsible for reviewing and verifying AI-generated content
• AI outputs should not be used for critical decisions without human review

8. Payment and Billing

8.1 Subscription Fees

You agree to pay all fees according to your selected subscription plan. Fees are:

• Billed in advance on a monthly or annual basis
• Non-refundable except as required by law
• Subject to applicable taxes (added to invoices)
• Payable via credit card or wire transfer (for annual plans)

8.2 Price Changes

We may modify subscription prices with 30 days' notice. Price changes apply to renewals, not current billing periods.

8.3 Late Payment

Failure to pay fees may result in:

• Suspension of Service access after 7 days
• Late fees of 1.5% per month on overdue amounts
• Account termination after 30 days of non-payment

8.4 Refund Policy

New customers may cancel within 14 days of first payment for a full refund. No refunds for partial months or renewal periods.

9. Term and Termination

9.1 Subscription Term

Your subscription begins on the date of account activation and continues until terminated by either party according to these Terms.

9.2 Termination by You

You may terminate your subscription at any time from your account settings. Termination is effective at the end of your current billing period. No refunds for partial periods.

9.3 Termination by Us

We may terminate or suspend your account immediately if:

• You breach these Terms or the Acceptable Use Policy
• Your account poses a security risk
• You fail to pay fees for 30 days
• Required by law or legal process
• The Service is discontinued (with 90 days' notice)

9.4 Effect of Termination

Upon termination:

• Your access to the Service is immediately revoked
• You have 30 days to export your Customer Data
• We will delete Customer Data 60 days after termination (except as required by law)
• Backup copies may persist for up to 90 days
• All outstanding fees become immediately due

10. Warranties and Disclaimers

10.1 Our Warranties

We warrant that the Service will:

• Perform substantially as described in the Documentation
• Be provided with reasonable care and skill
• Comply with applicable laws

10.2 Disclaimer of Warranties

Some jurisdictions do not allow disclaimer of implied warranties, so this disclaimer may not fully apply to you.

11. Limitation of Liability

12. Indemnification

You agree to indemnify, defend, and hold harmless Document Management, its affiliates, officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising from:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any law or regulation
• Your violation of any third-party rights
• Customer Data or content you upload
• Negligence or willful misconduct by you or your users

13. Data Security and Privacy

13.1 Security Measures

We implement industry-standard security measures including:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Multi-tenant data isolation
• Regular security audits and penetration testing
• Access controls and authentication (MFA available)
• Automated backups and disaster recovery

13.2 Privacy

Your use of the Service is governed by our Privacy Policy. By using the Service, you consent to our collection, use, and disclosure of information as described in the Privacy Policy.

13.3 Data Breach Notification

In the event of a security breach affecting Customer Data, we will notify you within 72 hours of becoming aware of the breach, as required by applicable laws.

14. Compliance

14.1 GDPR and Data Protection

For European customers, we comply with GDPR. A Data Processing Agreement (DPA) is available at /legal/dpa and is incorporated by reference into these Terms.

14.2 Export Controls

You agree to comply with all export control laws and regulations. The Service may not be used in embargoed countries or by prohibited entities.

14.3 Your Compliance

You are responsible for ensuring your use of the Service complies with all applicable laws, regulations, and industry standards in your jurisdiction.

15. Service Level Agreement

Our Service Level Agreement (SLA) is available at /legal/sla and includes:

• 99.9% uptime commitment (excluding scheduled maintenance)
• Scheduled maintenance windows with advance notice
• Service credits for SLA violations
• Support response times based on your plan

16. Dispute Resolution

16.1 Informal Resolution

Before filing a claim, you agree to contact us at legal@docmgmt.ai to seek informal resolution. We will attempt to resolve disputes within 30 days.

16.2 Binding Arbitration

Any dispute not resolved informally shall be resolved by binding arbitration under the rules of the American Arbitration Association (AAA). Arbitration shall be conducted in Arkansas.

16.3 Class Action Waiver

You agree that any arbitration or legal proceedings shall be conducted on an individual basis only and not as a class action, consolidated action, or representative action.

16.4 Opt-Out

You may opt out of arbitration by sending written notice to legal@docmgmt.ai within 30 days of first accepting these Terms.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Policy, DPA, and SLA, constitute the entire agreement between you and us regarding the Service.

17.2 Modifications to Terms

We may modify these Terms at any time by posting updated terms. Material changes will be notified via email 30 days in advance. Continued use after changes constitutes acceptance.

17.3 Governing Law

These Terms are governed by the laws of the State of Arkansas, without regard to conflict of law principles.

17.4 Severability

If any provision is found unenforceable, the remaining provisions remain in full effect.

17.5 No Waiver

Our failure to enforce any right or provision does not constitute a waiver of such right or provision.

17.6 Assignment

You may not assign or transfer these Terms without our written consent. We may assign these Terms to any affiliate or successor.

17.7 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control, including natural disasters, war, terrorism, riots, pandemics, or network failures.

17.8 Notices

Notices to us must be sent to: legal@docmgmt.ai
Notices to you will be sent to the email address on your account.

18. Contact Information

For questions about these Terms, contact us at:
Email: legal@docmgmt.ai
Address: Document Management, Inc., 6201 Murray Street, Little Rock, AR 72209
Phone: 501-562-9995
Support: support@docmgmt.ai