Terms of Use

1. Acceptance of terms

By creating an account, signing an order form, or using the service, you agree to these terms. If you accept on behalf of an organization, you confirm that you have authority to bind that organization. If you do not agree, do not use the service.

Explanations, guidance and notices concerning the service that we publish on our website or send to you form part of these terms, regardless of their title.

We may update these terms. Material changes will be notified by email or in-product at least 30 days before they take effect, and continued use after that date constitutes acceptance.

2. Formation of the usage contract

A usage contract is formed on the terms of this agreement when you apply to use the service using the form we prescribe and we accept that application. We may decline an application at our discretion, including where registration details are inaccurate or where a previous contract was terminated for breach.

We may change the functions and specifications of the service. Where a change materially reduces core functionality you rely on, we will give reasonable notice.

3. Accounts and workspaces

Your workspace is identified by the subdomain you choose at signup. You are responsible for the accuracy of registration details, for all activity under your account, and for keeping credentials secure. Administrators control user access and are responsible for adding and removing users.

Accounts are for named users. Sharing a single login between people is not permitted, and we are not liable for damage arising from negligent management of an ID or password. Users must be 18 or older, or the age of majority in their jurisdiction.

You bear all costs associated with using the service, including computers and other equipment, software, and telecommunication charges.

4. Subscriptions, fees and billing

Plans are priced per account, per month, and each plan includes a set number of users; additional users are added in packs. Plans are billed either annually in advance or monthly. Each new subscription starts with a free trial — 30 days on annual billing, 7 days on monthly billing — and billing starts when the trial ends. Customers paying by card register a valid card at signup; customers in Japan paying by invoice do not. During the free trial, storage is limited to 10 GB, and the plan's full storage becomes available once the first payment is received. A larger trial allowance may be agreed on request. Fees exclude taxes: customers in Japan are charged Japanese consumption tax, and other taxes are added where applicable.

Subscriptions renew automatically at the end of each term — every year on annual billing, every month on monthly billing — until you cancel. You may cancel at any time; cancel before your renewal date and you will not be charged for the next term. You can pay by credit card, charged automatically at the start of each term, or, if you are a customer in Japan paying in Japanese yen, by invoice (請求書払い): we email an invoice at the start of each term, payable by bank transfer within 30 days of issue, and bank transfer fees are borne by you.

You may add users or storage at any time, charged at the published add-on rates; e-signature, OCR and AI token packs are available on request. Added storage can be reduced at renewal, provided the content you have stored still fits. Downgrades and moves from annual to monthly billing take effect at your next renewal.

Downloads are subject to fair use. Each month your plan includes downloads and other data transferred out of the service — viewing, downloading, sharing links, sync and API access — up to the amount of storage in your plan, including any storage you have added. Exporting your content when your contract ends is not counted. If your usage regularly exceeds this, we will contact you first and agree a solution, such as adding storage, a higher plan, or a separately priced data transfer allowance; we may apply reasonable rate limits only where usage continues to exceed the allowance after that contact.

You shall pay all fees in advance by the method we prescribe, and fees are payable whether or not the service is actually used. Where a separate written agreement sets out different payment terms, that agreement prevails.

If you cancel an annual plan mid-term, the period used is recalculated at the monthly rate, with part months rounded up to a full month, and the balance refunded. Refunds are processed as soon as possible and may take up to 15 days depending on your payment provider. Other than as expressly stated in these terms, fees paid are non-refundable.

Community Program pricing applies to the standard subscription fee only, is granted for 12 months, and requires supporting documents during the trial month. Additional storage, AI usage, certificate-backed signatures and professional services are charged at standard rates.

5. Overdue payments

If fees or other amounts are not paid by the due date, you shall pay late payment interest calculated at 14.6% per annum for the number of days from the day after the due date to the day before payment is made, together with the outstanding amount, by the date we specify.

You bear all bank transfer fees and other expenses necessary to make payment.

6. Your content

You retain all rights to the documents, records and data you upload. You grant us a limited licence to host, process, transmit and display that content solely to provide and support the service, including features you enable such as OCR, classification and search.

You are responsible for having the rights and lawful basis to upload your content, and for ensuring that content you place in the service complies with the laws applicable to you. We do not use your content to train general-purpose AI models.

You are responsible for keeping your own copies of important data. We may take backups for operational resilience, but doing so does not oblige us to restore data to you.

On termination you may export your content for 30 days, after which it is deleted from active systems within 30 days and from backups within 90 days.

7. Electronic signatures

The service allows documents to be signed electronically and records an audit trail of signer identity, timestamps and document integrity. Certificate-backed and token-based signing is available on eligible plans.

Documents are signed with a certificate provided by us unless you choose a certificate issued to your own organization. On eligible plans you can either have us obtain and manage a dedicated company certificate for you, as a paid add-on, or bring your own certificate (for example a PKCS#12 file or a hardware token) at no extra charge. If you bring your own certificate, you are responsible for obtaining it, keeping it valid and renewed, and keeping its private key, password and any token secure, and we are not liable for signatures that cannot be applied or validated because of your certificate.

The service provides evidence that an agreement was concluded through the service. It does not verify that a signer has authority to enter into the agreement or is the person they claim to be.

You are responsible for determining whether an electronic signature is legally valid for a given document and jurisdiction, and for meeting any formalities that apply to it. We provide signing tools and evidence, not legal advice on enforceability.

8. Acceptable use

You shall follow reasonable instructions we issue for the smooth operation of the service, and agree not to:

• upload unlawful, infringing or malicious content, including malware;
• attempt to breach security, probe systems, or access another customer's data;
• reverse engineer the service, or resell or provide it to third parties, whether for a fee or free of charge, except under a partner agreement;
• use the service to send unsolicited messages or to impersonate another person in a signature request;
• post or register information that is false or misleading;
• place an excessive load on our servers beyond normal use, or otherwise interfere with the operation of the service or its use by others;
• infringe the intellectual property, credit, honour, privacy or portrait rights of a third party;
• place regulated data in the service without the controls your regulator requires.

We may suspend or restrict access without prior notice where use threatens the security, integrity or availability of the service or breaches the law, and we are not liable for damage arising from such measures.

9. Availability, changes and support

We aim to keep the service available at all times and carry out planned maintenance with advance notice where practical. Availability commitments, if any, are set out in your order form or service level agreement.

You agree in advance that the service may be suspended for a period due to inspection, repair or maintenance of equipment, accidents affecting computers or communication lines, natural disasters, unauthorised access by third parties, or other unavoidable circumstances.

10. Discontinuation of the service

If we discontinue the service, we will notify you in advance, except in an emergency. Notice will be posted on the service website, and all users are deemed notified one month after posting. We are not liable for damage arising from discontinuation carried out with such notice.

11. Intellectual property

The service, including its software, templates, documentation and branding, remains our property or that of our licensors. Subject to these terms and payment of fees, we grant you a non-exclusive, non-transferable right to use the service during your subscription. Feedback you provide may be used freely to improve the service.

12. Confidentiality and privacy

Each party will protect the other's confidential information with at least reasonable care and use it only to perform under these terms. This does not apply to information that is public, independently developed, or required to be disclosed by law, provided notice is given where permitted.

We handle personal information in accordance with our Privacy Policy. The websites of our business partners have their own privacy policies, for which we bear no responsibility.

13. Term and termination

These terms apply while you hold an account. You may cancel at any time from your account settings. We may terminate for material breach that is not remedied within 30 days of notice, or immediately for unlawful use or non-payment beyond 30 days.

In addition, we may terminate the usage contract without prior notice if any of the following applies to you:

• registered information is invalid or inaccurate, or we are unable to reach you at the contact details provided;
• multiple free accounts are created without our prior written approval;
• the manner of use is contrary to public order and morals;
• you are, or have a business, personal or financial relationship with, an organised crime group, a member or related party of such a group, a corporate racketeer, a person advocating social causes for improper gain, or any similar anti-social force;
• fraudulent, violent or threatening conduct is directed at us, whether directly or through others;
• a petition is filed for seizure, provisional seizure, provisional disposition, compulsory execution or disposition for delinquent tax;
• a petition is filed for bankruptcy, civil rehabilitation, corporate reorganisation or special liquidation;
• there is any other material adverse change in your credit standing.

We are not liable for damage incurred as a result of termination under this section. After termination we may delete all data uploaded to the service, subject to the export period set out above.

14. Compensation for damages

If you breach these terms or fall under any of the termination grounds above and we suffer damage as a result, we may claim compensation from you, whether or not the contract is terminated. Such damages include compensation we make to other users for damage they suffer.

15. Warranties, disclaimers and liability

We warrant that the service will be provided with reasonable skill and care. Except as expressly stated, the service is provided "as is" and we disclaim implied warranties to the extent permitted by law, including that it will be fit for your particular purpose, produce expected results, or be free of defects. AI features produce assistive output that you should review before relying on it.

We do not warrant the operation of any equipment, lines or software used by you, and bear no obligation to compensate for damage arising from those environments.

Neither party is liable for indirect or consequential loss, or for loss of profit, revenue or goodwill. Our total liability in any 12-month period is limited to the fees you paid in that period. Nothing limits liability that cannot be limited by law, including liability for our wilful misconduct or gross negligence.

16. Dispute resolution

If a problem or dispute arises between us, you agree to attempt to resolve it through good-faith consultation for 30 days from the date you first contact us about it, before commencing legal proceedings. This consultation period does not apply to claims by us for unpaid fees.

17. General

These terms, together with any order form and our Privacy Policy, form the entire agreement between us. You may not assign your contractual position, or any rights and obligations under it, to a third party without our prior written consent. If a provision is unenforceable, the remainder continues in force.

Customers contracting with TopTech Informatics K.K. are governed by the laws of Japan, with the Tokyo District Court or the Tokyo Summary Court having exclusive jurisdiction in the first instance. Customers contracting with Mathenson Records Management Pvt. Ltd. are governed by the laws of India, with the courts of Mumbai having jurisdiction.