Terms of Use

The rules for accessing and using the DocsOrb policy management and AI governance platform

Version 1.4 | Effective: 2 August 2026

Summary

These Terms describe the rules for using DocsOrb’s business policy and AI governance platform. They cover who may use the Services, how customer content and AI features are handled, what billing and acceptable use rules apply, and the legal limits around availability, warranties, and liability.

In short

Built for organisationsDocsOrb is business software, built for organisations, not individual consumers.
Customers keep their contentYour organisation keeps ownership of the policies and content it puts into DocsOrb. We only use it to provide and improve the Services.
AI is assistive, not legal adviceAI features in DocsOrb support drafting and review — they do not replace human judgement or legal advice.
Signed agreements take priorityWhere a signed order form or separate agreement exists between DocsOrb and your organisation, that agreement takes priority over these Terms.

Welcome to DocsOrb (“DocsOrb”, “we”, “us” or “our”), operated by DocsOrb UG (haftungsbeschränkt). DocsOrb is a business policy management and AI governance platform. It helps organisations create, distribute, and track company policies, run training and acknowledgment workflows, and govern how their teams use AI tools. These Terms of Use (“Terms”) govern your access to and use of our website, platform, and related services (together, the “Services”).

By accessing or using our Services, you agree to be bound by these Terms. If you do not agree, please do not use our Services. If you are using the Services on behalf of a company or other organisation, you confirm that you have the authority to bind that organisation to these Terms, and “you” refers to both you and that organisation.

1. Who may use DocsOrb

DocsOrb is intended for business and professional use. You must be legally capable of entering into a binding agreement, and at least 18 years old or the age of legal majority in your jurisdiction. If you use the Services on behalf of an organisation, you confirm that you are authorised to do so.

2. Accounts and organisation access

Access to DocsOrb may be provided through email and password login, invited organisation accounts, or a supported third-party sign-in method, such as Google. If you create or are given an account, you agree to:

  • Provide accurate and current information
  • Keep your account credentials secure
  • Notify us immediately of any unauthorised use of your account
  • Accept responsibility for activity that takes place under your account

Organisation admins are responsible for managing users, permissions, groups, assignments, and internal access settings within their workspace. We reserve the right to suspend or terminate accounts that violate these Terms. See Section 16 for more on suspension and termination.

3. The DocsOrb service

Depending on your plan, DocsOrb may allow your organisation to:

  • Create policies from scratch or from vetted templates
  • Upload files or import policy content through supported integrations
  • Organise policies into boards and assign them to teams or groups
  • Generate AI-assisted overviews, key points, and draft content from your policies
  • Run approval, training, and acknowledgment workflows
  • Approve, restrict, and monitor the AI tools used across your organisation
  • Track completion, reminders, audit activity, and compliance metrics

We may add, change, limit, or remove features from time to time as the product evolves.

4. Acceptable use

You agree not to use DocsOrb to:

  • Break the law or violate the rights of others
  • Upload or import content you do not have the right to use
  • Interfere with the Services, our security controls, or other customers
  • Attempt to gain unauthorised access, reverse engineer restricted parts of the Services, or misuse our APIs, automations, or integrations
  • Send spam, malware, or other harmful content

You are responsible for making sure that your policies, notices, acknowledgments, and training materials are appropriate for your organisation and legally reviewed where needed.

5. Intellectual property

The Services, including all software, text, graphics, logos, templates, and other materials we provide, are owned by or licensed to DocsOrb, unless stated otherwise. We grant you a limited, non-exclusive, non-transferable licence to access and use the Services for your own internal business purposes, in line with these Terms.

You may not copy, reproduce, distribute, modify, or create derivative works from the Services without our prior written permission.

6. Customer content and ownership

You and your organisation retain ownership of the content you submit to DocsOrb, including policy text, uploaded files, imported documents, prompts, comments, metadata, and compliance records (“Customer Content”). We do not claim ownership over it.

  • Our licence: you grant DocsOrb the limited rights necessary to host, store, process, reproduce, transmit, and display Customer Content, solely to provide and improve the Services, maintain security, and comply with the law.
  • Your responsibility: you are responsible for the accuracy of Customer Content, and for making sure you have the right to submit it to the Services.
  • Removal of content: we may remove or disable content that violates these Terms or applicable law.

Where Customer Content includes personal data, our handling of it is also governed by our Privacy Policy and, for customers on a paid plan, a Data Processing Agreement.

7. AI features

DocsOrb includes AI-assisted capabilities, such as generating overviews, key points, and draft content from your policies. These outputs are provided for operational assistance and drafting support only.

  • AI outputs may be incomplete or inaccurate, and are not legal advice.
  • You remain responsible for reviewing and approving any AI-generated output before you publish it, rely on it, or use it for compliance purposes.
  • Human review stays part of the workflow for anything that affects your organisation's legal or compliance position.

8. Subscription, fees and payment

  • Paid plans are billed in advance on a subscription basis, as set out on our website or in your commercial agreement.
  • Fees are exclusive of applicable taxes, such as VAT, unless stated otherwise.
  • Unless your order says otherwise, subscriptions renew automatically at the end of each billing period.
  • You can cancel a subscription at any time through your account or by contacting us. Cancellation takes effect at the end of the current billing period, and fees already paid are non refundable except where required by law.
  • Payments are handled through Stripe or another designated payment provider. We do not store your full card details ourselves.
  • We may change our pricing from time to time. We will give you reasonable notice before any price change takes effect for your subscription.

9. Free trials and beta features

From time to time, we may offer a free trial or early access to new, beta, or experimental features. These may be provided “as is”, may change or be withdrawn at any time, and may not come with the same level of support or reliability as our generally available Services. We will let you know when a feature is in beta.

10. Privacy

Your use of the Services is also governed by our Privacy Policy, which explains how we collect, use, and protect personal data.

11. Third-party services and integrations

Our Services may link to, or integrate with, third-party websites, tools, or AI providers, including services your organisation connects to DocsOrb through supported integrations. We are not responsible for the content, availability, or practices of those third parties, and your use of them is governed by their own terms and policies.

12. Service availability

We work hard to keep the Services available, secure, and reliable, and any service levels we commit to are set out in your order form or a separate service level agreement, where applicable. Outside of a specific written commitment, the Services are provided without a guarantee of uninterrupted or error free operation. We may carry out maintenance, apply updates, or modify the Services at any time.

13. Disclaimer of warranties

The Services are provided “as is” and “as available”, without warranties of any kind, whether express or implied. To the fullest extent permitted by law, we disclaim all warranties, including warranties of merchantability, fitness for a particular purpose, non infringement, and uninterrupted availability. We do not warrant that any AI-generated or customer-generated content will be complete or accurate. Nothing in this section limits any warranty that cannot be excluded under applicable law.

14. Limitation of liability

To the maximum extent permitted by applicable law, DocsOrb will not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or for loss of profits, revenue, data, goodwill, or business opportunity, arising out of or relating to your use of the Services.

Our total liability for any claim relating to the Services is limited to the amount you paid us for the Services in the twelve (12) months before the claim arose, or EUR 100, whichever is greater. This limitation does not apply to liability that cannot be limited or excluded under applicable law, including liability for intent or gross negligence.

15. Indemnification

You agree to indemnify and hold harmless DocsOrb UG (haftungsbeschränkt), its affiliates, officers, employees, and partners from claims, liabilities, damages, losses, and expenses arising from:

  • Your use of the Services
  • Your violation of these Terms
  • Your violation of applicable law or the rights of a third party

16. Suspension and termination

We may suspend or terminate your access to the Services if you breach these Terms, misuse the Services, create a legal or security risk, fail to pay applicable fees, or if we are required to do so by law.

You may stop using the Services, or close your account, at any time. Provisions of these Terms that are intended to survive termination, such as intellectual property, disclaimers, limitation of liability, indemnification, and governing law, will continue to apply.

17. Changes to the Services

We may modify, suspend, or discontinue any part of the Services at any time. Where a change is likely to materially affect your use of a paid subscription, we will give you reasonable notice where practical to do so.

18. Changes to these Terms

We may update these Terms from time to time. Where changes are material, we will give you reasonable notice, for example by email or a notice within the Services. Continued use of the Services after changes take effect means you accept the revised Terms.

19. Governing law

These Terms are governed by the laws of the Federal Republic of Germany, without regard to conflict of law principles. Any disputes arising out of or relating to these Terms or the Services will be subject to the exclusive jurisdiction of the courts of Munich, Germany, unless applicable consumer protection law gives you the right to bring a claim in your own jurisdiction.

20. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

21. Entire agreement

These Terms, together with our Privacy Policy and any order form or separate agreement between you and DocsOrb, constitute the entire agreement between you and DocsOrb regarding the Services, and supersede any prior agreements relating to the Services. Where a signed order form or separate agreement conflicts with these Terms, that agreement takes priority.

22. Contact information

If you have questions about these Terms, you can contact us at:

DocsOrb UG (haftungsbeschränkt)
Haymannstraße 3
85764 Oberschleißheim
Germany
Email: sk@docsorb.com
Commercial register: Amtsgericht München, HRB 302694

Questions about these Terms? Contact us at sk@docsorb.com.