These Terms of Service (“Terms”) govern access to and use of the ValDoc.AI website and application (together, the “Service”). These Terms are between ValDoc.AI (“ValDoc.AI”, “we”, “us”, or “our”) and the company or person that accesses or uses the Service (“Customer”, “you”, or “your”).
If you have a separate signed agreement, order form, cover page, or similar written agreement with ValDoc.AI for the same account, that agreement controls for that account if it conflicts with these Terms.
If you create, accept an invitation to, administer, or use an organization account on behalf of a company or other legal entity, you represent that you have authority to accept these Terms on that entity’s behalf. In that case, “Customer” means that entity.
1. The Service
ValDoc.AI provides a software platform that helps teams streamline equipment document drafting, review, execution, signatures, supporting records, and related validation workflows.
The Service is a workflow and drafting tool. It does not replace Customer’s quality system, validation judgment, regulatory obligations, legal obligations, or required review and approval processes. Customer is responsible for deciding whether documents, records, test steps, approvals, signatures, and outputs are complete, accurate, compliant, and appropriate for Customer’s intended use.
2. Accounts and organizations
Customer and its authorized users must provide accurate account information, keep credentials secure, and use the Service only through accounts assigned to individual people. Customer is responsible for activity under its organization account, including the actions of users it invites or permits to access the Service.
Organization administrators are responsible for managing users, roles, workspace settings, and access to Customer Content. Customer may not share credentials, allow multiple people to use the same user account, or bypass access controls, billing controls, or usage limits.
3. Customer Content
“Customer Content” means content, data, documents, comments, equipment information, validation records, uploaded files, generated outputs, and other materials submitted to, stored in, or created through the Service by or for Customer.
Customer owns Customer Content. These Terms do not transfer ownership of Customer Content to ValDoc.AI.
Customer grants ValDoc.AI a limited license to host, process, transmit, reproduce, display, and otherwise use Customer Content solely as needed to provide, secure, maintain, and support the Service for Customer. This includes creating and storing records, rendering documents, processing uploads, running workflows, generating draft outputs, sending transactional notifications, maintaining audit logs, and troubleshooting the Service.
Customer represents that it has the rights and permissions needed to provide Customer Content to the Service and to permit ValDoc.AI to use it as described in these Terms.
4. AI-assisted features
The Service includes AI-assisted features that may extract structured information, draft validation content, summarize source materials, or support related workflows. AI-generated output may be incomplete, inaccurate, or unsuitable for a particular use.
Customer is responsible for reviewing, verifying, approving, and validating AI-assisted outputs before relying on them. ValDoc.AI does not guarantee that AI-assisted outputs satisfy any regulatory, quality, legal, scientific, engineering, or business requirement.
5. Onboarding support
ValDoc.AI may provide onboarding help to support Customer’s setup and use of the Service, such as helping configure a workspace, add equipment families, organize initial records, or understand how to use Service features.
Onboarding support is product-support assistance only. Unless a separate written agreement expressly says otherwise, onboarding support does not include professional validation services, regulatory consulting, legal advice, quality-system ownership, or responsibility for Customer’s final records.
6. Acceptable use
Customer and its users may not:
- use the Service in violation of applicable law;
- upload or transmit malware, harmful code, or content that infringes, misappropriates, or violates another person’s rights;
- attempt to gain unauthorized access to the Service, other accounts, or related systems;
- probe, scan, overload, disrupt, or interfere with the Service or its security controls;
- reverse engineer, decompile, copy, frame, scrape, or extract the Service except as allowed by applicable law;
- bypass usage limits, seat limits, equipment-family limits, billing controls, or access restrictions;
- share user credentials or allow anyone other than the assigned user to use an account;
- use the Service to harass, abuse, defraud, or harm another person; or
- remove, alter, or obscure proprietary notices in the Service or related materials.
7. Subscriptions, billing, and taxes
ValDoc.AI is offered on a subscription basis unless a separate written agreement says otherwise. Subscription fees, billing intervals, seat limits, equipment-family limits, usage limits, and other commercial terms are set out in the applicable order form, invoice, billing portal, plan description, quote, or other written agreement between Customer and ValDoc.AI.
Customer authorizes ValDoc.AI and its payment processor to charge the payment method on file for recurring subscription fees and applicable taxes, unless another payment process is agreed in writing. Billing may occur monthly, quarterly, annually, or on another interval stated in the applicable commercial terms.
Fees are exclusive of taxes unless expressly stated otherwise. Customer is responsible for taxes, duties, and similar governmental charges associated with its purchase and use of the Service, other than taxes based on ValDoc.AI’s income.
Fees are non-refundable except where required by law or expressly stated in the applicable order form, invoice, billing portal, quote, or written agreement.
8. Renewal, cancellation, suspension, and termination
Subscriptions renew unless canceled before renewal or as stated in the applicable order form, invoice, billing portal, quote, or written agreement. Unless those terms say otherwise, cancellation generally takes effect at the end of the current paid billing period, and Customer may continue to use the Service through that period if the account remains in good standing.
ValDoc.AI may suspend or limit access to the Service if Customer fails to pay amounts when due, exceeds agreed usage limits, creates a security risk, violates these Terms, or uses the Service in a way that may expose ValDoc.AI, the Service, another customer, or a third party to legal, security, operational, or reputational risk.
Either party may terminate these Terms if the other party materially breaches them and does not cure the breach within a reasonable period after written notice, unless immediate termination is needed to address nonpayment, security risk, unlawful use, or legal compliance.
After termination or expiration, Customer’s access to the Service may end. ValDoc.AI may retain or delete Customer Content and account records in accordance with the Privacy Policy, applicable law, backup practices, audit-log integrity, billing, security, and compliance needs.
9. Third-party services
The Service depends on third-party services and service providers, such as providers for authentication, payment processing, cloud hosting, database and file storage, AI model inference and routing, background jobs, transactional email, analytics, diagnostics, session replay, and security tooling.
ValDoc.AI uses these providers to operate, secure, maintain, and support the Service. Customer’s use of some third-party services may be subject to separate terms or policies from those providers. ValDoc.AI is not responsible for third-party services that Customer chooses to use outside the Service.
10. Intellectual property and feedback
ValDoc.AI and its licensors own the Service, software, workflows, user interface, documentation, templates, technology, and other materials provided by ValDoc.AI, excluding Customer Content. Except for the rights expressly granted in these Terms, ValDoc.AI reserves all rights in the Service.
If Customer or its users provide ideas, suggestions, requests, or other feedback about the Service, ValDoc.AI may use that feedback without restriction or obligation, but Customer will not lose ownership of Customer Content by providing feedback.
11. Confidentiality
Each party may receive non-public information from the other party that should reasonably be understood as confidential, including non-public Customer Content, security information, product plans, business terms, and technical information. The receiving party will use the other party’s confidential information only to perform or receive the Service, will protect it using reasonable care, and will not disclose it except to personnel, contractors, advisors, or service providers who need to know it and are bound by confidentiality obligations, or as required by law.
12. Disclaimers and liability
To the fullest extent permitted by law, and except as expressly stated in a separate written agreement, the Service, Service outputs, AI-assisted content, and onboarding support are provided “as is” and “as available.” ValDoc.AI disclaims all express, implied, and statutory warranties, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, uninterrupted availability, error-free operation, security, and suitability for any regulatory, quality, compliance, scientific, engineering, or business outcome.
To the fullest extent permitted by law, ValDoc.AI will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, data, records, or business interruption. ValDoc.AI’s total aggregate liability arising out of or relating to the Service or these Terms will not exceed the fees Customer paid to ValDoc.AI for the Service in the 3 months before the event giving rise to the claim.
13. Indemnity
Customer will defend, indemnify, and hold harmless ValDoc.AI and its personnel, contractors, service providers, officers, directors, and affiliates from third-party claims, losses, liabilities, damages, costs, and expenses, including reasonable attorneys’ fees, arising from or relating to Customer Content, Customer’s use or misuse of the Service, Customer’s violation of these Terms, Customer’s violation of law, Customer’s regulatory or compliance decisions, or Customer’s use of the Service with third-party systems, services, data, or materials.
ValDoc.AI does not provide indemnities under these Terms unless expressly agreed in a separate signed agreement.
14. Governing law and courts
These Terms are governed by the laws of the State of Maryland, without regard to conflict-of-law rules. The state and federal courts located in Maryland will have exclusive jurisdiction over disputes arising from or relating to these Terms or the Service. To the fullest extent permitted by law, Customer consents to personal jurisdiction in those courts and waives objections based on venue or inconvenient forum.
15. Changes, notices, and contact
ValDoc.AI may update these Terms from time to time by posting a revised version or providing notice through the Service, by email, or by other reasonable means. Changes will apply prospectively unless a different effective date is stated or required by law. Continued use of the Service after updated Terms take effect means Customer accepts the updated Terms.
Notices to ValDoc.AI should be sent to support@valdoc.ai. Notices to Customer may be sent to the main email address for Customer’s account, provided through the Service, or delivered by another reasonable method.