These Terms & Conditions ("Terms") govern your use of the DocDrawer service ("DocDrawer", "the Service"), provided by DocDrawer Limited ("we", "us", "our"), a company registered in England and Wales (company number 12730020). Registered office details are at the end of this document.
By creating an account, accessing, or using the Service, you ("Customer", "you") agree to these Terms. If you do not agree, do not use the Service. These Terms form a legally binding contract between you (or the entity you represent) and us. They apply alongside our Privacy Policy, which is incorporated by reference.
You must be at least 18 years old and authorised to enter into a binding contract on behalf of your business to use the Service. You are responsible for keeping your account credentials secure and for all activity that occurs under your Account. Notify us promptly at privacy@docdrawer.co.uk of any suspected unauthorised access.
Two-factor authentication (TOTP) is mandatory. All Users must enrol a time-based authenticator-app factor on first sign-in before reaching the dashboard. We strongly recommend enrolling at least one backup authenticator (a second device, a password manager that supports TOTP, or a hardware key) to avoid being locked out if your primary device is lost. If you lose access to all enrolled factors, contact support@docdrawer.co.uk for an identity-verified reset.
The Master Admin of each Company is responsible for managing User access for that Company, including adding, removing, and assigning roles. We are not responsible for any consequences of internal access decisions you make. Platform Administrators can revoke trusted devices for any User on request — for example, when a member of staff leaves an agency.
You agree not to:
We may suspend or terminate access for breach of this section without prior notice where the breach is serious or ongoing.
DocDrawer uses third-party large language models to extract structured data from documents you upload or forward. These models occasionally produce incorrect or incomplete results. You are responsible for reviewing extracted data before approving, publishing, or otherwise relying on it.
The Service provides confidence indicators, match warnings, and verification helpers (including HMRC VAT verification for UK suppliers) to help you spot errors, but final review and approval rest with you. We are not liable for losses arising from acting on AI-extracted data without verifying it first.
You retain all rights to your Customer Data. We claim no ownership over the documents, supplier records, property records, or any other content you submit to the Service. We process Customer Data only as necessary to provide the Service to you, in accordance with our Privacy Policy.
You grant us a limited, non-exclusive licence to host, store, transmit, and process Customer Data for the purpose of providing the Service. This licence terminates when you delete the data or close your account.
On account closure or written request, we will export your Customer Data in a portable format and permanently delete it within 30 days, subject to any legal retention requirements.
DocDrawer integrates with third-party services (including PayProp, HMRC, and others described in the Privacy Policy) on your authorisation. Your use of those services is governed by their own terms. We are not responsible for the availability, accuracy, or behaviour of any third-party service, only for the integrity of our integration with it.
Subscription pricing, plans, and billing terms are as published on our website or as agreed in writing. Subscriptions renew automatically unless cancelled before the renewal date.
How billing works. DocDrawer charges per document processed, banded into monthly tiers (see /pricing.html for current tier prices). The charge for each billing month is calculated on the 1st of that month based on the rolling average of your prior 1–3 calendar months of document volume — for your first billed month we use just the prior month, the second month averages two, and from the third month onward it's a full three-month rolling average. The charge is taken on the 1st of each billing month via your PayProp settlement (a deduction from the agency funds PayProp holds for you, not a separate DocDrawer invoice).
Cancellation, refunds, and the no-refund rule. You can cancel at any time with no minimum contract and no exit fees. Cancellation takes effect at the end of the current billing month — you retain full access until then. The charge for each billing month is non-refundable once taken on the 1st of that month. If you cancel partway through a billing month, the current month's charge stands and is not pro-rated. To avoid a billing month's charge, cancel before the 1st of that month (your trial period is the natural window for this on first sign-up).
Free trial. The free period runs from the day you sign up to the end of that calendar month; your first billing month starts on the 1st of the next month. Sign-ups after the 25th have their trial extended to the end of the month after — so a late-month sign-up never gets squeezed into a few days. Trials are full-Pro, no card required. Cancelling during the trial costs nothing.
All fees are stated exclusive of VAT, which will be added at the prevailing rate where applicable. Late payments may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998.
We aim to keep the Service available at all times but do not currently offer a contractual uptime SLA. Planned maintenance will be communicated in advance where reasonably possible. Unscheduled outages will be addressed as a priority.
Some features depend on third-party services (e.g. AI providers, PayProp, HMRC, email delivery) that may experience their own outages. We will work around such outages where we can but cannot guarantee continuous availability of integrated functionality.
We may suspend or terminate your Account if:
You may cancel your Subscription at any time effective at the end of your current billing period. We do not refund fees for partial periods unless required by law.
On termination, your access to the Service ends. We will retain your Customer Data for 30 days to allow export, then permanently delete it (subject to the retention rules in the Privacy Policy).
The Service, including all software, design, documentation, and trademarks, is and remains our property (or the property of our licensors). These Terms do not transfer any IP rights to you beyond the limited right to access and use the Service for the duration of your Subscription.
Feedback, suggestions, or feature requests you provide may be used by us without restriction or compensation.
Each party agrees to keep confidential any non-public information disclosed by the other in the course of the relationship, and to use it only for the purpose of performing under these Terms. This obligation does not apply to information that is already public, was independently developed, or is required to be disclosed by law.
We warrant that we will provide the Service with reasonable skill and care. Beyond this, and except as required by law, the Service is provided "as is" and "as available" without further warranties — express or implied — including (without limitation) warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement.
Nothing in these Terms excludes or limits any statutory rights you may have as a consumer that cannot be excluded or limited under UK law.
Subject to the paragraph below, our total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), or otherwise, will not exceed the total fees paid by you to us in the twelve (12) months immediately preceding the event giving rise to the claim.
Neither party will be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost revenue, lost data, or business interruption, even if advised of the possibility.
Nothing in these Terms limits or excludes liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be limited or excluded under applicable law.
You agree to indemnify us against any third-party claim arising from (a) your breach of these Terms, (b) your misuse of the Service, or (c) Customer Data you submitted that infringes a third party's rights or breaches applicable law.
Neither party will be liable for failure or delay in performance caused by circumstances beyond its reasonable control (including acts of God, war, civil unrest, government action, internet or hosting-provider outages, pandemic, or natural disaster). The affected party will use reasonable efforts to mitigate the impact and resume performance.
We may update these Terms from time to time. Material changes will be communicated to active customers by email at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not accept a material change, you may cancel before the effective date and we will refund any unused prepaid fees on a pro-rata basis.
These Terms are governed by the laws of England & Wales. The courts of England & Wales have exclusive jurisdiction over any dispute arising under or in connection with these Terms.
Questions about these Terms or the Service: privacy@docdrawer.co.uk.