GrabDocs – Terms of Service (Updated & Complete)
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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.
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 (Case-by-Case)
Refunds are not guaranteed, but may be granted at our discretion.
All refund requests must be submitted within 14 days of the charge.
8.5 Price Changes
We may modify pricing with prior notice. Continued use after the new pricing takes effect constitutes acceptance.
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.
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.