Terms of Service & Conditions

1Acceptance of Terms & Global Applicability

By accessing, browsing, registering for, or using DocFlexa (whether via web browser, mobile application, API, or third-party integration), you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to all of these Terms, you must immediately cease all access and use of DocFlexa.

If you are using DocFlexa on behalf of a company, organization, or legal entity ("Business Customer"), you represent and warrant that you have full legal authority to bind that entity to these Terms. In such case, "you" and "your" refers to both the individual user and the represented entity.

2Service Description & Software-as-a-Service License

DocFlexa provides an intelligent, schema-driven form and document management platform, including visual template design, automated reminder workflows, dynamic data validation, and multi-cloud storage synchronization (the "Service").

Subject to your ongoing compliance with these Terms and payment of applicable subscription fees, DocFlexa grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service for your internal personal or business purposes in accordance with your subscription plan tier.

3Account Security, Authentication & Responsibility

To access most features of DocFlexa, you must register for an account. You agree to:

• Provide accurate, current, and complete registration information;
• Maintain and promptly update your account credentials and contact details;
• Maintain the absolute confidentiality and security of your password, API keys, and multi-factor authentication tokens;
• Accept sole and exclusive responsibility for all activities, actions, and transactions occurring under your account credentials.

You must notify DocFlexa immediately at security@docflexa.com upon discovering any unauthorized use or security breach involving your account. DocFlexa shall not be liable for any losses or damages caused by unauthorized account access resulting from your failure to safeguard credentials.

4Subscriptions, Billing, Taxes & Cancellation

Paid Tiers: Certain features (including unlimited templates, private workspaces, automated cron email alerts, and enterprise cloud connectors) require a paid subscription ("Pro" or "Business"). Pricing, billing cycles (monthly or annual), and features are described on our Pricing page and checkout flow.

Automatic Renewal: Subscription fees are billed in advance on a recurring periodic basis and automatically renew until cancelled by you through your Account Settings or by contacting support prior to the renewal date.

Refunds & Taxes: Except where required by applicable consumer protection laws (such as EU statutory 14-day cancellation rights for initial consumer purchases), all payments are non-refundable. You are responsible for all applicable sales, use, value-added (VAT), goods and services (GST), or other governmental taxes associated with your purchase.

5User Content, Ownership & Intellectual Property

Your Content: You retain 100% ownership of all document files, schemas, text, receipts, metadata, and files uploaded, created, or stored by you in DocFlexa ("User Content"). You grant DocFlexa a worldwide, non-exclusive, royalty-free license solely to host, parse, index, format, and transmit your User Content as necessary to provide, maintain, and support the Service for you.

DocFlexa IP: The Service, including all source code, software, algorithms, user interfaces, visual design, documentation, trademarks, logos, and public template libraries, is the exclusive proprietary property of DocFlexa Inc. and its licensors, protected by global intellectual property laws.

Public Templates: If you elect to publish a template to the Public Template Library, you grant DocFlexa and all other DocFlexa users a perpetual, irrevocable, worldwide, royalty-free license to use, clone, modify, and distribute that template schema structure (excluding any private personal data).

6Third-Party Cloud Storage Providers & Disclaimers

DocFlexa enables seamless integration with third-party cloud storage platforms (including Google Drive, Microsoft OneDrive, Dropbox, Amazon Web Services S3, and Microsoft Azure Blob Storage).

7AI Form Generation & Automated Reminders Disclaimer

AI Template Synthesizer: DocFlexa provides an optional AI-assisted form generation studio utilizing advanced language models (e.g., Google Gemini). AI-generated schemas and outputs are provided for convenience and blueprint drafting only. You are solely responsible for reviewing, validating, and verifying the legal, financial, and operational accuracy of any schema or generated form before deployment.

Automated Reminder Workflows: While DocFlexa employs robust background processing infrastructure to dispatch scheduled email reminders, DocFlexa does not guarantee 100% uninterrupted or error-free delivery of notifications. Email deliverability depends on external internet service providers, spam filters, and recipient mailboxes. You must not rely exclusively on DocFlexa for life-critical, medical, or statutory legal deadline tracking.

8Acceptable Use Policy & Prohibited Activities

You agree not to use DocFlexa to:

• Upload or store unlawful, fraudulent, defamatory, obscene, or infringing content;
• Transmit viruses, malware, ransomware, or malicious automated scrapers;
• Reverse engineer, decompile, disassemble, or derive source code from the Service;
• Interfere with, overburden, or compromise the operational integrity or security of our servers;
• Resell, white-label, rent, or lease access to the Service without prior written authorization from DocFlexa Inc.;
• Attempt to circumvent subscription limits, authentication systems, or storage quotas.

9Disclaimer of Warranties ("AS IS" & "AS AVAILABLE")

10Limitation of Liability & Total Damages Cap

11Indemnification

You agree to defend, indemnify, and hold harmless DocFlexa Inc., its affiliates, officers, directors, employees, and agents from and against any and all claims, damages, obligations, losses, liabilities, costs, or debt, and expenses (including reasonable attorney's fees) arising from: (a) your use of and access to the Service; (b) your violation of any term of this Agreement; (c) your User Content; or (d) your violation of any third-party right, including intellectual property, privacy, or storage provider terms.

12Mandatory Binding Arbitration & Class Action Waiver

Informal Resolution: Before initiating any formal legal proceeding, you and DocFlexa agree to attempt to resolve any dispute, claim, or controversy informally by contacting legal@docflexa.com for at least thirty (30) days.

Binding Arbitration: If informal resolution fails, any dispute arising out of or relating to these Terms or the Service shall be settled by binding individual arbitration administered in accordance with the International Chamber of Commerce (ICC) or American Arbitration Association (AAA) Commercial Rules, rather than in court.

Class Action Waiver: YOU AND DOCFLEXA AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, REPRESENTATIVE, OR PRIVATE ATTORNEY GENERAL PROCEEDING.

13International Use & Export Compliance

DocFlexa operates globally. You represent and warrant that: (a) you are not located in a country subject to a U.S. Government or United Nations embargo; (b) you are not listed on any U.S. or international denied persons or restricted parties list; and (c) you will comply with all domestic and international export control laws and regulations.

14Term, Termination & Suspension

These Terms remain in full force while you use DocFlexa. DocFlexa reserves the right to suspend or terminate your account and access to the Service at any time, with or without notice, for conduct that violates these Terms or harms other users, third parties, or DocFlexa's business operations. Upon termination, your right to use the Service will immediately cease. You may export your schema and data beforehand via Account Settings.

15Modifications to Terms & Service

DocFlexa reserves the right to revise these Terms at any time. When material changes are made, we will update the "Last Updated" date at the top of this document and notify registered users via email or an in-app announcement. Your continued use of DocFlexa following the posting of revised Terms constitutes your irrevocable acceptance of the changes.

16Contact & Legal Notices

For legal questions, notices, copyright inquiries, or arbitration correspondence, please contact DocFlexa Legal Counsel at: