Terms of Service

1. Definitions

“Services” means DocuProof’s websites, applications, APIs, portals, integrations, verification tools, certificates, reports, evidence capture functions, storage connectors, and related software and services.

“Content” means any data, files, documents, communications, messages, photographs, metadata, timestamps, identifiers, audit logs, hashes, evidence records, certificates, or other materials submitted to, captured by, imported into, generated by, or made available through the Services.

“User Content” means Content submitted, uploaded, forwarded, connected, transmitted, or otherwise provided by you or on your behalf.

“Verification Record” means any cryptographic hash, timestamp, metadata binding, chain-of-custody record, certificate, or other verification output produced by the Services.

“Authorized Users” means your employees, contractors, agents, adjusters, administrators, or other persons you permit to use the Services under your account.

2. Eligibility and Account Use

You must be legally capable of entering into a binding agreement to use the Services.

You are responsible for:

(a) maintaining the confidentiality of your login credentials, (b) all activity that occurs under your account, (c) ensuring that all Authorized Users comply with these Terms, and (d) promptly notifying us of any unauthorized access or suspected security incident.

You may not share access credentials except as expressly permitted by the Service’s user-management functionality.

3. Nature of the Services

DocuProof provides a digital evidence capture, verification, record-management, and analysis platform. Depending on your plan and configuration, the Services may:

(a) capture or ingest files, emails, messages, metadata, and related materials, (b) generate hashes, timestamps, and audit records, (c) produce certificates, logs, and verification summaries, (d) connect to third-party storage or communication providers, (e) assist with organization, retrieval, review, and presentation of records, and (f) provide AI-assisted summaries, classifications, anomaly detection, or other analytical outputs.

The Services are intended to assist with evidentiary organization and verification workflows. They do not guarantee the outcome of any legal proceeding, insurance decision, regulatory review, or dispute.

4. No Legal, Insurance, Investigative, or Professional Advice

The Services, including any reports, summaries, chain-of-custody outputs, AI-generated observations, flags, or certificates, are provided for informational and operational purposes only.

DocuProof is not a law firm, insurer, claims adjuster, investigator, forensics laboratory, records office, regulator, or expert witness service, and the Services do not constitute legal advice, insurance advice, claims-handling advice, investigative conclusions, or any other regulated or professional advice.

You are solely responsible for obtaining independent legal, compliance, evidentiary, technical, or professional advice appropriate to your circumstances.

5. Customer Responsibilities

You represent, warrant, and covenant that:

(a) you own, control, or have all necessary rights, permissions, notices, and lawful bases required to submit, transmit, capture, monitor, store, process, or verify the User Content;

(b) your use of the Services, and your User Content, will not violate any law, regulation, court order, contract, privacy right, intellectual property right, confidentiality obligation, employment obligation, or other third-party right;

(c) you will not use the Services to harass, defame, threaten, stalk, unlawfully surveil, deceive, or impersonate any person;

(d) you will not use the Services to submit false, manipulated, misleading, fabricated, or unlawfully obtained materials as genuine evidence;

(e) you will independently review any verification outputs, AI-generated outputs, or reports before relying on them; and

(f) you will maintain your own backups and retention controls for any data that is important to you unless a paid plan expressly states otherwise.

6. Acceptable Use Restrictions

You may not, and may not permit others to:

(a) copy, modify, reverse engineer, decompile, disassemble, or create derivative works of the Services, except where prohibited by law from restricting such rights;

(b) probe, scan, or test vulnerability of the Services without written authorization;

(c) interfere with or disrupt the integrity, operation, or security of the Services;

(d) use the Services to transmit malware, ransomware, spyware, or harmful code;

(e) circumvent usage limits, access controls, or plan restrictions;

(f) use the Services to build a competing product or service;

(g) access the Services through unauthorized bots, scraping, or automated means except through approved APIs;

(h) submit sensitive or regulated data where your use is prohibited by law or where you lack all required consents, notices, or authority.

7. User Content and License

As between the parties, you retain ownership of your User Content.

You grant DocuProof a worldwide, non-exclusive, royalty-free license to host, store, transfer, reproduce, process, hash, timestamp, index, analyze, display, and otherwise use User Content as necessary to: (a) provide, secure, maintain, and improve the Services, (b) generate Verification Records, (c) provide support, (d) detect fraud, abuse, or security issues, (e) comply with law, and (f) enforce these Terms.

You represent and warrant that you have all rights necessary to grant this license.

8. Verification Records, Certificates, and Evidentiary Outputs

Verification Records generated by the Services are derived from the information, files, metadata, and system events available at the time of processing.

A Verification Record or certificate may help demonstrate that certain data was processed, hashed, timestamped, or recorded in a particular way at a particular time, but it is not a guarantee that:

(a) the underlying content is truthful, (b) the source of the content is authentic, (c) a court, tribunal, insurer, employer, regulator, or third party will accept the record as conclusive, (d) the record is immune from challenge, or (e) any particular evidentiary standard has been satisfied in a given jurisdiction or proceeding.

You acknowledge that admissibility, weight, relevance, authenticity, and evidentiary sufficiency are determined by the applicable decision-maker, not by DocuProof.

9. AI Features

If the Services include AI-assisted features, you acknowledge that AI outputs may be incomplete, inaccurate, probabilistic, outdated, or inappropriate for your intended use.

AI outputs are generated from patterns and available inputs and may contain errors, omissions, false positives, false negatives, or misleading inferences.

You must not rely on AI outputs as a substitute for human judgment, legal review, forensic analysis, compliance review, or professional investigation.

DocuProof may modify, suspend, or discontinue AI features at any time.

10. Third-Party Services and Integrations

The Services may interoperate with third-party email systems, messaging systems, cloud storage providers, timestamping authorities, identity providers, telephony providers, payment processors, and other external platforms.

Your use of third-party services is governed by those third parties’ own terms, policies, and availability.

DocuProof does not control and is not responsible for: (a) third-party systems, (b) third-party outages, deletions, API changes, throttling, delays, inaccuracies, or failures, (c) third-party security incidents, or (d) the continued availability of any integration.

11. Fees, Billing, and Suspension

You agree to pay all fees, charges, taxes, and applicable surcharges associated with your plan and use of the Services.

Unless otherwise stated: (a) fees are quoted and payable in [CAD/USD], (b) fees are non-refundable except as required by law or expressly stated in writing, (c) subscriptions automatically renew unless cancelled before renewal, and (d) we may suspend access for overdue amounts.

We may change pricing, plans, or features on prospective notice. Continued use after the effective date constitutes acceptance of the updated pricing.

12. Privacy and Data Handling

Your use of the Services is also subject to our Privacy Policy, which describes how we collect, use, disclose, retain, and safeguard personal information.

You acknowledge that you are independently responsible for ensuring that your collection and submission of personal information through the Services complies with applicable privacy laws, including notice, consent, retention, access, and disclosure obligations where required. PIPEDA requires organizations engaged in commercial activity to identify purposes for collection and to remain accountable for personal information under their control.

13. Security

We will use commercially reasonable administrative, technical, and organizational safeguards designed to protect the Services and data in our control. However, no method of transmission, storage, or processing is completely secure, and we do not guarantee absolute security.

You are responsible for: (a) your own endpoint security, (b) the security of connected third-party systems, (c) access controls within your organization, and (d) securely managing exported files, reports, and credentials.

14. Retention, Deletion, and Backups

We may establish storage, retention, export, archival, and deletion rules by plan, feature, and account status.

Unless expressly stated in a paid offering: (a) we are not a permanent archive, (b) we are not obligated to retain User Content indefinitely, (c) deleted or expired data may not be recoverable, and (d) you are responsible for maintaining separate copies of important materials.

15. Intellectual Property

The Services, including all software, workflows, interfaces, designs, know-how, documentation, trademarks, service marks, and all related intellectual property rights, are and remain the exclusive property of DocuProof and its licensors.

Except for the limited rights expressly granted in these Terms, no rights are granted to you by implication, estoppel, or otherwise.

16. Feedback

If you provide suggestions, ideas, improvements, bug reports, or other feedback, you grant us a perpetual, irrevocable, worldwide, transferable, sublicensable, royalty-free right to use, modify, and incorporate that feedback without restriction or compensation.

17. Suspension and Termination

We may suspend or terminate your access to the Services, in whole or in part, immediately if:

(a) you breach these Terms, (b) your use creates security, legal, or operational risk, (c) we are required to do so by law, (d) your fees are overdue, or (e) we suspect fraud, abuse, or unlawful activity.

You may stop using the Services at any time. Termination does not relieve you of payment obligations accrued before termination.

Sections that by their nature should survive termination will survive, including ownership, disclaimers, limitations of liability, indemnity, payment obligations, and dispute provisions.

18. Warranties Disclaimer

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICES, ALL SOFTWARE, ALL AI FEATURES, ALL VERIFICATION RECORDS, ALL CERTIFICATES, ALL REPORTS, ALL OUTPUTS, ALL INTEGRATIONS, AND ALL RELATED CONTENT ARE PROVIDED “AS IS,” “AS AVAILABLE,” AND WITH ALL FAULTS.

DOCUPROOF DISCLAIMS ALL REPRESENTATIONS, WARRANTIES, CONDITIONS, AND GUARANTEES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR COLLATERAL, INCLUDING ANY IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY, QUALITY, DURABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, QUIET ENJOYMENT, ACCURACY, COMPLETENESS, RELIABILITY, PERFORMANCE, SYSTEM INTEGRATION, SECURITY, OR THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE.

Without limiting the foregoing, DocuProof does not warrant that: (a) the Services will meet your requirements, (b) any evidence, record, or certificate will be accepted by any court, insurer, employer, arbitrator, regulator, or third party, (c) any timestamp authority, third-party system, or integration will remain available, (d) any AI output will be accurate, complete, or suitable for reliance, (e) any data will be preserved without loss, corruption, delay, or unavailability, (f) any defect or issue will be corrected, or (g) use of the Services will prevent disputes, fraud, evidentiary challenges, compliance failures, or losses.

NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY DOCUPROOF OR ITS PERSONNEL CREATES ANY WARRANTY OR REPRESENTATION UNLESS EXPRESSLY SET OUT IN A WRITTEN AGREEMENT SIGNED BY AN AUTHORIZED OFFICER OF DOCUPROOF.

Nothing in these Terms excludes any warranty, condition, or right that cannot be excluded or limited under applicable law. Statutory rights may apply despite contract language to the contrary.

19. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL DOCUPROOF, ITS AFFILIATES, LICENSORS, SERVICE PROVIDERS, OR THEIR RESPECTIVE DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, PUNITIVE, OR ENHANCED DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, BUSINESS, GOODWILL, DATA, USE, CLAIM OPPORTUNITY, CONTRACT, EXPECTED SAVINGS, OR REPUTATION, ARISING OUT OF OR RELATED TO THE SERVICES OR THESE TERMS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE TOTAL AGGREGATE LIABILITY OF DOCUPROOF ARISING OUT OF OR RELATED TO THE SERVICES OR THESE TERMS, WHETHER IN CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, STATUTE, MISREPRESENTATION, RESTITUTION, OR OTHERWISE, SHALL NOT EXCEED THE GREATER OF: (A) THE AMOUNTS PAID BY YOU TO DOCUPROOF FOR THE SERVICES IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED CANADIAN DOLLARS (CAD $100).

The exclusions and limitations in these Terms apply regardless of the theory of liability and even if any remedy fails of its essential purpose.

Nothing in these Terms excludes or limits liability for: (a) fraud or fraudulent misrepresentation, (b) wilful misconduct or gross negligence to the extent such liability cannot be limited by law, (c) death or personal injury caused by negligence where liability cannot be excluded by law, (d) your payment obligations, or (e) any other liability that cannot legally be excluded or limited.

20. Indemnity

You will defend, indemnify, and hold harmless DocuProof and its affiliates, officers, directors, employees, contractors, licensors, and agents from and against any claims, demands, actions, proceedings, damages, judgments, settlements, losses, liabilities, costs, and expenses, including reasonable legal fees, arising out of or related to:

(a) your User Content, (b) your use of the Services, (c) your breach of these Terms, (d) your violation of law or third-party rights, or (e) any dispute between you and any third party relating to content, evidence, communications, files, privacy, consent, or authority.

21. Confidentiality

If we receive non-public information from you that is marked confidential or would reasonably be understood to be confidential, we will use reasonable care to protect it and will use it only as necessary to provide the Services, comply with law, or enforce our rights.

This section does not apply to information that: (a) is or becomes public through no fault of ours, (b) was lawfully known to us without restriction, (c) is lawfully received from a third party without restriction, or (d) is independently developed without use of your confidential information.

22. Changes to the Services or Terms

We may modify these Terms or the Services from time to time.

If we make material changes, we may provide notice by posting updated Terms, emailing you, or notifying you through the Services. The updated Terms become effective on the date stated. Continued use after that date constitutes acceptance of the updated Terms.

23. Export, Sanctions, and Compliance

You may not use the Services in violation of applicable export-control, sanctions, anti-corruption, privacy, records, or surveillance laws.

You are solely responsible for determining whether your use of the Services is lawful in your jurisdiction and industry.

24. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-law rules.

Subject to any non-waivable rights, the courts located in Ontario, Canada shall have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services, and each party irrevocably attorns to those courts.

If you want arbitration instead of courts, I can rewrite this section for confidential binding arbitration in Ontario.

25. Severability

If any provision of these Terms is held unlawful, void, or unenforceable, that provision will be enforced to the maximum extent permitted, and the remaining provisions will remain in full force and effect. This is a common enforceability approach in legal terms.

26. No Waiver

Failure by DocuProof to enforce any right or provision of these Terms will not constitute a waiver of that right or provision.

27. Assignment

You may not assign or transfer these Terms without our prior written consent.

We may assign these Terms, in whole or in part, in connection with a merger, acquisition, reorganization, sale of assets, financing, or by operation of law.

28. Entire Agreement

These Terms, together with any Order Form, subscription terms, Privacy Policy, Data Processing Addendum, and any other documents expressly incorporated by reference, constitute the entire agreement between you and DocuProof regarding the Services and supersede all prior or contemporaneous understandings relating to the subject matter.

29. Contact Information

DocuProof / Docical

Brampton, Ontario, Canada

info@docuproof.app