GrabDocs – Terms of Service (Updated & Complete)
Last updated: September 8, 2026
1. Acceptance of Terms
By creating an account, accessing, or using GrabDocs ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, you may not use the Service.
GrabDocs is operated in the United States. Your use of the Service constitutes acceptance of these Terms and our Privacy Policy.
2. Eligibility
- You must be at least 18 years old and capable of entering a legally binding contract.
- The Service may not be used in jurisdictions where use would violate local law or U.S. export restrictions.
3. Description of Service
GrabDocs provides:
- secure document storage
- AI-powered document search and processing
- meeting/audio recording upload and transcription
- receipt analysis and categorization
- workspace collaboration features
The Service may include AI features powered by third-party LLM providers.
We may update or improve the Service at any time.
4. HIPAA / PHI Disclaimer
GrabDocs is not intended to store, process, or transmit Protected Health Information (PHI) unless a separate Business Associate Agreement (BAA) has been executed between GrabDocs and the customer.
Customer acknowledges that they are solely responsible for ensuring compliance with applicable privacy laws, including HIPAA, when uploading, storing, or transmitting PHI.
Customer agrees not to upload, store, or process:
- (a) Protected Health Information (PHI) unless a BAA is in place,
- (b) payment card information (PCI data),
- (c) government-issued identification numbers,
- (d) other regulated or sensitive data unless explicitly authorized by GrabDocs.
This prohibition covers financial and legal documents containing regulated information.
5. Account Registration & Security
You agree to:
- provide accurate account information
- maintain the confidentiality of your credentials
- be responsible for all activity under your account
Customer is responsible for maintaining the confidentiality of their accounts and access permissions and for all activity occurring under their accounts.
We may suspend or terminate accounts that violate these Terms.
6. User Content
5.1 Ownership
You retain all ownership rights to documents, messages, receipts, files, and other content ("User Content").
5.2 License to Provide the Service
You grant GrabDocs a limited, non-exclusive, revocable license to store, process, and transmit your User Content solely to provide the Service.
5.3 No Monitoring of Content
GrabDocs does not review or access User Content except:
- to resolve support requests you initiate
- to maintain system security
- if required by law
7. AI Processing
GrabDocs uses AI models to analyze and process data such as:
- text extracted from documents
- meeting transcripts
- receipts
- search queries
7.1 Customer Consent to AI Processing
Customer acknowledges that GrabDocs uses automated and AI-based processing to analyze documents and consents to such processing.
7.2 Transient Processing
User Content sent to AI models is processed transiently and not stored by our AI providers (to the greatest extent they support).
7.3 No Guaranteed Accuracy
AI outputs may not be accurate. You agree not to rely on AI-generated content for legal, medical, financial, or professional advice.
7.4 No Professional Advice
GrabDocs provides software tools only and does not provide medical, legal, or financial advice.
7.5 Third-Party AI Providers
Customer acknowledges that AI processing may involve third-party providers and agrees that GrabDocs is not liable for outputs generated by these services.
8. Payments & Billing (Stripe)
8.1 Subscription Billing
Paid plans bill automatically through Stripe, our payments processor.
By subscribing, you authorize recurring charges until cancellation, including team seat fees and Extra AI Credits as described below.
8.2 Taxes
Applicable taxes may be charged based on your region.
8.3 Failed Payments
If a payment fails, we may:
- retry the charge
- restrict access to paid features
- suspend or close your account
8.4 Refunds and AI Credit Adjustments
Refunds are not guaranteed, but may be granted at our discretion.
All refund requests must be submitted within 14 days of the charge.
Charges for Extra AI Credits already used are generally non-refundable.
Refunds, when approved, may be provided as AI Credits added to the applicable billing account rather than as a cash or card refund, except where a cash refund is required by applicable law.
For example, if a paid seat is added and the member is removed shortly afterward without using any AI Credits, we may, at our discretion, issue an AI Credit adjustment in an amount we determine to be appropriate. We are not obligated to refund the dollar amount charged for that seat.
AI Credits issued as a refund or account adjustment are not cash, have no cash value, are not transferable, and are subject to the same use and expiration rules applicable to other AI Credits on the account. For company accounts, such credits are added to the shared company AI Credit pool and are managed by the billing administrator.
Nothing in this section requires GrabDocs to issue a refund or credit. Refunds and account adjustments are considered on a case-by-case basis, subject to applicable law and the terms of the applicable subscription.
8.5 Price Changes
We may modify pricing with prior notice. Continued use after the new pricing takes effect constitutes acceptance.
8.6 AI Credits
Paid plans include a monthly allowance of AI Credits for AI-powered features.
You may purchase prepaid AI Credit top-ups. Top-up credits are billed at the time of purchase at the prices shown at checkout.
Unused included credits reset at the start of each billing period. Top-up credit expiration, if any, is as stated at the time of purchase.
8.7 Extra AI Credits (Overage)
If you have an active paid subscription and a saved payment method on file with Stripe (auto-pay), and you use all included AI Credits and any remaining top-up credits, the Service may continue to provide AI features using Extra AI Credits instead of interrupting your work.
Extra AI Credits are billed on your next subscription invoice at $0.00014 per credit. This rate is higher than prepaid top-up pricing.
By using the Service after your included and top-up credits are exhausted, you authorize Stripe to charge your saved payment method for your subscription amount plus Extra AI Credits used in that period.
Extra AI Credits appear on the invoice as “Extra AI credits used.”
You can reduce or avoid Extra AI Credit charges by purchasing a prepaid top-up before or after your included credits run out (top-ups apply to future usage) or by stopping use of AI features.
If you do not have a saved payment method, your subscription is not on auto-pay, or a payment is past due, Extra AI Credits will not be available and AI features may be limited until you add credits, update payment, or your allowance resets.
For company accounts, Extra AI Credits are billed to the company’s billing administrator.
We may set a maximum Extra AI Credit amount per billing period. If that maximum is reached, AI features may be limited until you purchase a top-up, the period resets, or the outstanding invoice is paid.
The Extra AI Credit rate may change as described in section 8.5 (Price Changes).
8.8 Company and Team Seats
The subscription price shown at checkout is for the billing account holder (the billing administrator) only. It does not include additional team members.
If you are on a free plan, you may invite other users to your company or workspace. Free-plan members are not charged a seat fee. All members share the free plan’s features and limits.
If you are on a paid plan, you may invite other users. Each person who accepts an invitation and becomes an active member is a paid seat, billed to the billing administrator’s saved payment method through Stripe.
Seat prices (or the yearly equivalent):
- Premium plan: $19 per additional member per month.
- Other paid plans (including Starter and Pro): $8 per additional member per month.
The billing administrator is not charged a seat fee for themselves.
You are charged when the invitation is accepted, not when it is sent. If payment fails, the invitee will not be added. If a member leaves or is removed, the seat charge stops going forward. Unused time may be prorated at Stripe’s discretion.
If your subscription is yearly, additional seats are billed on a yearly basis as well, prorated for the remainder of the current annual term, and then on each annual renewal while that person remains a member.
- Premium yearly seat: $228 per member per year ($19 × 12), prorated at accept.
- Other paid yearly seat: $96 per member per year ($8 × 12), prorated at accept.
If your subscription is monthly, seats are billed monthly and prorated for the remainder of the current monthly period.
All members of a company or workspace receive the same plan features and limits as the billing administrator’s plan, and they share that account’s allowances (including AI Credits). Extra AI Credits, if any, are billed to the billing administrator as described in section 8.7.
By adding members to a paid account, you authorize Stripe to charge your saved payment method for seat fees in addition to your subscription and any Extra AI Credits.
Seat charges are generally non-refundable. If GrabDocs approves an exceptional adjustment, such as for a member who was added and removed shortly afterward without using AI Credits, the adjustment may be issued as AI Credits rather than as a dollar refund, as described in section 8.4.
Seat prices may change as described in section 8.5 (Price Changes).
9. Cancellations & Termination
8.1 You May Cancel Anytime
You can cancel your subscription at any time.
Access remains until the current billing period ends.
If you cancel, Extra AI Credits used in the current period will still appear on your final invoice.
8.2 Termination by GrabDocs
We may suspend or terminate your account for:
- non-payment
- misuse or abuse
- violation of these Terms
- security risks
- illegal activity
10. Data Retention & Deletion
GrabDocs does not guarantee permanent storage of your data. You are responsible for maintaining your own backups of any important content.
When you delete documents or your account:
- content is removed from active systems
- residual copies may persist in secure backups for a limited period
- we are not responsible for recovery of deleted content
GrabDocs may delete inactive accounts after a reasonable period of inactivity, as determined by GrabDocs in its sole discretion.
In HIPAA mode or under a signed BAA, data retention and deletion will follow agreed-upon terms in the BAA.
11. Acceptable Use Policy
You agree not to:
- upload illegal, harmful, or malicious content
- attempt to access content belonging to other users
- reverse-engineer or interfere with the Service
- use the platform for fraud, scams, or disallowed business activities
- overload or abuse the system (e.g., spam, scraping, bot attacks)
We reserve the right to remove content or suspend accounts violating this policy.
12. International Users
GrabDocs is operated from the United States.
Users outside the U.S. agree to:
- comply with local laws
- allow their data to be processed in the U.S.
- not use the Service in restricted countries (OFAC-sanctioned)
13. Third-Party Services
The Service integrates with third-party providers such as:
- Stripe (payments)
- Cloudflare (security, CDN)
- Supabase (database, authentication)
- AI model providers
Your use of these services is subject to their respective terms.
We are not liable for interruptions or issues caused by third-party platforms.
14. Intellectual Property
GrabDocs retains all rights to:
- the platform
- software
- branding
- AI models and algorithms
- features and user interface
You may not copy, modify, or resell the Service.
15. Service Availability & Disclaimers
15.1 No Guaranteed Uptime
The Service is provided "as is" and "as available."
We do not guarantee:
- uninterrupted service
- availability
- data accuracy
- compatibility with your systems
15.2 No Warranties
We disclaim all implied warranties to the fullest extent allowed by law.
16. Force Majeure
GrabDocs shall not be liable for delays or failure to perform due to circumstances beyond its reasonable control, including acts of God, natural disasters, pandemics, cyber-attacks, or other events outside GrabDocs' reasonable control.
17. Limitation of Liability
To the fullest extent permitted by law:
- GrabDocs is not liable for lost data, lost profits, or indirect, special, incidental, or consequential damages.
- To the maximum extent permitted by law, GrabDocs' total liability arising out of or related to this agreement shall not exceed the total fees paid by Customer to GrabDocs in the twelve (12) months preceding the event giving rise to the claim.
Nothing in these Terms shall limit liability to the extent prohibited by law, including liability for gross negligence or willful misconduct.
18. Indemnification
You agree to indemnify and hold GrabDocs and its affiliates harmless from claims arising from:
- your use of the Service
- uploaded content
- violation of these Terms
- illegal or harmful activity
- any third-party services integrated with GrabDocs
19. Governing Law & Dispute Resolution
These Terms are governed by the laws of Maryland, USA, without regard to conflict-of-law principles.
Customer is responsible for ensuring compliance with all local laws, including data export and privacy regulations.
You agree to resolve disputes through informal negotiation first, and if unresolved, through binding arbitration in Maryland.
Customer agrees that any dispute shall be resolved on an individual basis and not as part of a class action.
20. Changes to These Terms
We may update these Terms at any time.
Material updates will be announced through:
- the website, or
- email notifications
Continued use after updates constitutes acceptance.