Terms of Service

Effective date: 3 October 2026 · Version: 1.1

These Terms of Service (the "Terms") are a contract between AI Fabric Limited, a company incorporated in Cyprus with registration number HE 495826, whose registered office is at Leonidou 6, Flat/Office 102, Latsia, 2236, Nicosia, Cyprus, trading as DocAI Fabric ("AI Fabric", "we", "us"), and the organisation on whose behalf you accept them ("Customer", "you").

By creating an account, clicking "I agree", or using the Service, you accept these Terms on behalf of the Customer and confirm that you have authority to do so. If you do not have that authority, or you do not agree, do not use the Service.

The Service is provided to businesses and other organisations for their internal business purposes. It is not offered to consumers.

1. Definitions

"Service" means the DocAI Fabric document-processing platform that we make available online, including its web application, API, AI assistant, documentation, and any updates.

"Customer Content" means documents, files, images and other data that Customer or its Users upload to the Service, and the data the Service extracts, derives or generates from them, including corrections made by Users. Customer Content does not include Usage Data.

"Usage Data" means technical and operational data about the use and performance of the Service, such as page and document counts, processing times, model and token consumption, error rates, feature usage, confidence and accuracy statistics, and audit and security logs; it does not include the content of documents or the values extracted from them.

"Account Data" means data about Users and about Customer's account, as described in the Privacy Policy.

"User" means an individual whom Customer allows to use the Service under its account, including through an API key.

"Trial" means use of the Service free of charge under section 3.

"Documentation" means the user documentation we publish at docaifabric.com/docs.

"DPA" means the Data Processing Agreement at docaifabric.com/docs/legal/dpa.

"Region" means the hosting location Customer selects for its account, from those listed on the Data Handling page (currently the United States and Australia; the European Union when offered).

2. The agreement and its order of precedence

2.1 The agreement between the parties consists of these Terms, the DPA, and the Privacy Policy (for Account Data).

2.2 If documents conflict, the order of precedence is: (a) the DPA, for data protection matters; (b) these Terms; (c) the Privacy Policy; (d) the Documentation.

2.3 Paid use of the Service is available only under an Order Form signed under our Master Services Agreement. Where such an agreement is signed, it replaces these Terms for the use it covers.

3. Trial

3.1 We offer the Service free of charge for evaluation. A Trial is subject to limits, such as its duration and the number of documents or pages that can be processed. The current limits are shown in the Service and on our pricing page. We may change them for future Trials, and we may change them for a running Trial on notice.

3.2 A Trial is provided "as is", without service levels, support commitments, warranties or indemnities. Sections 12 and 13 apply.

3.3 We may suspend, limit or end a Trial at any time, including where we believe it is being used for something other than evaluation.

3.4 When a Trial's limits are reached or its period ends, Customer can no longer process new documents, but its account and Customer Content remain accessible so that Customer can review results and export them. Customer Content and the account are deleted only as described in section 6.9.

3.5 Trial use is intended for evaluation with representative documents. Customer should not upload documents containing special-category personal data, or data subject to sector rules that require additional contractual protections (such as health data under HIPAA), during a Trial.

4. Accounts and Users

4.1 Customer must provide accurate account information and keep it current. The first User to sign up becomes the account owner and may invite further Users and assign roles.

4.2 Customer is responsible for its Users' compliance with these Terms, for all activity under its account, and for keeping credentials and API keys confidential. Customer must tell security@docaifabric.com promptly about any unauthorised use.

4.3 Users must be at least 18 years old.

4.4 We may require multi-factor authentication or other security measures for accounts.

5. Using the Service

5.1 Right to use. Subject to these Terms, we grant Customer a non-exclusive, non-transferable right during the term to access and use the Service for its internal business purposes, including in connection with services Customer provides to its own clients, within the limits of its Trial.

5.2 Restrictions. Customer must not, and must not allow anyone to: (a) copy, modify, or create derivative works of the Service, other than the configurations, integrations and products permitted by section 5.8; (b) reverse engineer or attempt to extract the source code or models of the Service, except where the law permits it despite this restriction; (c) resell, sublicense, or make the Service available to third parties, except as section 5.8 allows; (d) offer a product or service whose functionality is materially identical to the Service, under any brand; (e) circumvent usage limits or security measures, including by opening multiple Trial accounts; or (f) use automated means to access the Service other than through the API and its documented limits.

5.3 Acceptable use. Customer must not use the Service to (a) process content that is unlawful, infringing or malicious, or that Customer has no right to process; or (b) do anything the usage policies of the AI model providers listed on the Sub-processors page prohibit. Those policies apply to Customer's use of their models through the Service.

5.4 Changes to the Service. We improve the Service continuously and may add, change or remove features at any time.

5.5 Beta features. Features marked as beta, preview or experimental are provided for evaluation, may change or be withdrawn, and are excluded from any warranties.

5.6 API. Use of the API is subject to the rate limits and other conditions in the Documentation. API keys are Customer's responsibility.

5.7 Third-party services. The Service may allow Customer to connect third-party services (such as email accounts, storage, or webhooks). Customer is responsible for its accounts with those services and for the data it chooses to send through them.

5.8 Integration and products built on the Service. Customer may integrate the Service with its other systems (document sources, export destinations, lookup systems, its own applications) and may build products or services for its own clients that use the Service as a processing backend through the API and embed the Service's review interface, provided they add material functionality of their own and are not materially identical to the Service. Users of Customer's clients who reach the Service that way are Customer's Users: Customer is responsible for them, their content and their support, and our obligations run to Customer only. Customer must not present the Service as its own technology in a misleading way.

6. Customer Content and data

6.1 Ownership. Customer owns Customer Content. We claim no rights in it except the licence in 6.2.

6.2 Licence to us. Customer grants us a non-exclusive, worldwide, royalty-free licence to host, copy, process, transmit and display Customer Content solely to provide and support the Service, to prevent or address service or security problems, and as otherwise instructed by Customer.

6.3 No training on Customer Content. We do not use Customer Content to train or improve machine-learning models that are used for anyone other than Customer. Learning features within the Service (for example, memory, examples and validation rules) use Customer Content only to improve results for Customer's own account.

6.4 Usage Data. We may collect and use Usage Data to operate, secure, support, bill for and improve the Service and to measure its performance. We disclose Usage Data to third parties only in aggregated or de-identified form that does not identify Customer, its Users or any individual. Personal data within Usage Data is handled as the DPA and the Privacy Policy provide.

6.5 Data protection. The DPA applies to any personal data in Customer Content. Customer is the controller and we are the processor. Customer warrants that it has all rights, consents and lawful bases needed to upload Customer Content and to have it processed as described in the Documentation and the DPA.

6.6 Region. We store and process Customer Content, including OCR and AI model inference, in the Region Customer selected. The AI models available in each Region are described on the Data Handling page. We will not move Customer Content to another Region, or route processing through another Region, without Customer's written agreement.

6.7 Sub-processors. We use the sub-processors listed at docaifabric.com/docs/trust/subprocessors and will give notice of changes as set out in the DPA.

6.8 Security. We maintain the technical and organisational measures described in the DPA and on the Trust Center.

6.9 Retention and deletion. Customer Content and the account are deleted in three ways: (a) processed documents and their results are deleted when the retention period Customer sets for each project expires (the Service applies a default that Customer can change or turn off); (b) Customer can delete documents and projects at any time, and can have its whole account deleted by asking support@docaifabric.com, which we do promptly; and (c) we may delete an account, with its Customer Content and Account Data, once its Trial or paid subscription has ended and has not been renewed for a period that we set and publish on the Data Handling page, after sending warning emails to the account's administrators. While the Trial or subscription is in effect, we do not delete an account under (c), however little it is used. Customer is responsible for exporting anything it wants to keep before deletion. Deleted data may persist in backups until they are overwritten in the ordinary course, and remains protected while it does.

6.10 Account Data. Our handling of Account Data is described in the Privacy Policy.

7. AI features

7.1 The Service uses artificial-intelligence models to classify documents, extract data, apply rules and answer questions through the assistant. These models are probabilistic. Output may be incomplete, inaccurate or inconsistent, and the same input can produce different output at different times.

7.2 Customer is responsible for reviewing AI output before relying on it, for configuring the review and validation features of the Service appropriately for its use, and for any decision it makes on the basis of output. The Service is a tool that assists human processes; it does not replace Customer's professional judgement or its legal, tax or regulatory obligations.

7.3 Customer must not use the Service to make decisions producing legal or similarly significant effects on individuals without meaningful human review, and must not use it for purposes section 5.3 prohibits.

7.4 As between the parties, Customer owns the output generated from its Customer Content.

7.5 We do not warrant any particular level of accuracy or straight-through processing.

8. Fees

8.1 The Trial is free. Accounts created under these Terms are on the Pro plan, with Standard Support and the service levels the Service Level Agreement states for Pro (targets only, no service credits). Paid use of the Service is available only under an Order Form signed under our Master Services Agreement. Contact sales@docaifabric.com.

9. Confidentiality

9.1 "Confidential Information" means non-public information disclosed by one party to the other in connection with the Service that a reasonable person would understand to be confidential, including Customer Content, our pricing, the non-public parts of the Service, and security information.

9.2 The receiving party will use Confidential Information only to perform or use the Service, protect it with at least reasonable care, and disclose it only to its personnel, advisers and (for us) sub-processors who need to know and are bound by comparable obligations.

9.3 Confidential Information does not include information that is public through no fault of the receiving party, already known to it, independently developed, or lawfully received from a third party without restriction. A party may disclose Confidential Information where the law requires, after giving notice where permitted.

9.4 These obligations last for the term and five years after it, and for Customer Content and trade secrets for as long as they remain confidential.

10. Intellectual property

10.1 We and our licensors own the Service, the Documentation, and all improvements, models, prompts, parsers, connectors and know-how, including anything we develop while serving Customer. Nothing in these Terms transfers those rights.

10.2 Customer owns its Customer Content and the configurations it creates in the Service (document classes, fields, rules and workflows) to the extent they consist of Customer's own information; the software and formats in which they are expressed remain ours.

10.3 If Customer gives us feedback or suggestions, we may use them without obligation to Customer.

10.4 Customer may use our name, the DocAI Fabric trademarks and our marketing materials only as the Trademark and Brand Guidelines at docaifabric.com/brand permit. We will not name Customer publicly without its written consent.

11. Suspension

11.1 We may suspend Customer's or a User's access, in whole or in part, with as much notice as is reasonable in the circumstances, if: (a) we reasonably believe the account is being used in breach of section 5; (b) the use poses a security risk to the Service or others; or (c) the law requires it. We will limit the suspension to what is necessary and lift it when the cause is resolved.

12. Warranties

12.1 Each party warrants that it has authority to enter into these Terms.

12.2 The Service, including all AI output, is provided free of charge "as is" and "as available". To the fullest extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and that the Service will be uninterrupted, error-free or secure.

12.3 Nothing in these Terms excludes any warranty, guarantee or condition that cannot lawfully be excluded. Section 18 sets out how this applies in Australia.

13. Liability

13.1 Exclusions. To the fullest extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive loss, or for loss of profit, revenue, business, goodwill or data, however arising, even if advised of the possibility.

13.2 Cap. Because the Service is provided free of charge under these Terms, our total aggregate liability arising out of or in connection with these Terms, however arising, is limited to USD 100.

13.3 What the cap does not limit. Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any liability that cannot lawfully be limited or excluded.

14. Indemnity by Customer

14.1 Customer will defend us against a third-party claim arising from Customer Content, Customer's use of the Service in breach of these Terms or the law, or Customer's failure to have the rights and lawful bases warranted in section 6.5, and pay damages and costs finally awarded or agreed in settlement.

14.2 We will notify Customer promptly, give it control of the defence and settlement (no settlement may admit our fault or impose obligations on us without our consent), and cooperate reasonably at Customer's expense.

15. Term and termination

15.1 Term. These Terms apply from the moment Customer first accepts them and continue while Customer has an account.

15.2 Termination by Customer. Customer may stop using the Service at any time and have its account deleted by asking support@docaifabric.com, which we do promptly.

15.3 Termination by us. We may terminate these Terms and close the account on written notice if Customer materially breaches them and does not cure within 14 days of notice (or immediately where the breach cannot be cured or poses a risk to the Service or others), or if section 6.9(c) applies.

15.4 Effect. On termination: (a) Customer's right to use the Service ends; (b) where we terminated under 15.3 for a curable breach, Customer may export its Customer Content for 14 days unless the nature of the breach makes that inappropriate; (c) we then delete Customer Content and Account Data, except for copies in backups, which are overwritten in the ordinary course and remain protected, and data we must keep by law; and (d) each party returns or destroys the other's Confidential Information.

15.5 Survival. Sections 6.1, 9, 10, 13, 14, 15.4, 15.5, 17 and 19 survive.

16. Changes to these Terms

16.1 We may update these Terms. The current version, its effective date and previous versions are at docaifabric.com/docs/legal/terms. For material changes we give tenant administrators at least 30 days' notice by email before the change takes effect. If Customer does not agree with a change, it may stop using the Service and have its account deleted before the effective date. Continued use after the effective date is acceptance.

16.2 Changes required by law or that are only clarifications may take effect immediately.

17. Governing law and disputes

17.1 These Terms and any dispute arising out of or in connection with them are governed by the laws of the Republic of Cyprus.

17.2 The parties will first try to resolve any dispute through good-faith negotiation between senior representatives for 30 days. Failing that, the courts of Nicosia, Cyprus have exclusive jurisdiction, except that either party may seek injunctive relief in any court to protect its intellectual property or Confidential Information.

17.3 Section 18 contains region-specific provisions that prevail over this section 17 where mandatory local law requires.

18. Region-specific terms

18.1 Australia. If Customer is in Australia and the Australian Consumer Law applies to the supply, nothing in these Terms excludes, restricts or modifies any guarantee, condition or warranty that cannot be excluded. To the extent permitted, our liability for breach of such a guarantee is limited, at our option, to resupplying the Service or paying the cost of resupply. Where the unfair contract terms provisions of the Australian Consumer Law apply to Customer as a small business, a term will not apply to the extent it would be unfair under those provisions.

18.2 United States. Customer represents that it is not a consumer and that it is not subject to a US sanctions programme.

18.3 Healthcare data. The Service is not offered for protected health information under HIPAA unless a Business Associate Agreement is signed. Without one, Customer must not upload such data.

19. General

19.1 Notices. Notices to us go to legal@docaifabric.com. Notices to Customer go to the account owner's email address. Notices are effective when sent by email with no delivery failure returned.

19.2 Export and sanctions. Each party will comply with applicable export control and sanctions laws. Customer will not use the Service from, or for the benefit of anyone in, a country or on a list restricted by EU, UK or US sanctions.

19.3 Assignment. Neither party may assign these Terms without the other's consent, except to a successor in a merger, acquisition or sale of substantially all its assets, on notice to the other.

19.4 Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, including failures of our upstream cloud or AI providers, provided it uses reasonable efforts to resume.

19.5 Subcontracting. We may use subcontractors and sub-processors, and remain responsible for their performance.

19.6 Entire agreement. The documents listed in section 2 are the entire agreement on their subject matter and replace prior discussions. Terms in a Customer purchase order or vendor portal do not apply even if we acknowledge them.

19.7 Severability, waiver, third parties. If a provision is unenforceable, the rest remains in force. A failure to enforce is not a waiver. No third party has rights under these Terms.

19.8 Independent contractors. The parties are independent contractors.

19.9 Language. These Terms are written in English. Translations are provided for convenience; the English version prevails.

20. Contact

AI Fabric Limited, trading as DocAI Fabric Leonidou 6, Flat/Office 102, Latsia, 2236, Nicosia, Cyprus legal@docaifabric.com

Change history

Version	Effective	Changes
1.1	3 October 2026	6.9, 15.2 and 16.1: an account is deleted for retention only after its Trial or subscription ended and was not renewed, never while it is in effect (previously: after a period without use); an account is deleted on request to support
1.0	1 October 2026	First version. Archived copy