These Terms govern worldwide access to and use of the DocuCognito platform. Please read this document carefully before utilizing our services.
01. Legal Entity, Introduction & Electronic Consent Evidence
Welcome to DocuCognito. These Terms and Conditions ("Terms", "Agreement") constitute a legally binding agreement between you (whether individually or on behalf of an enterprise entity, "User", "You", or "Customer") and DOCUCOGNITOAI, S.R.L. ("Company", "DocuCognito", "we", "us"), a limited liability company organized under the laws of the Dominican Republic, Tax Identification Number (RNC) 1-33-45956-6, located in Bella Vista, Santo Domingo de Guzmán, National District, Dominican Republic, with primary customer support at support@docucognito.ai.
Immutable Legal Consent Evidence Log
When creating an account, authenticating, or clicking "Accept" on our login portal or policy update modal, our backend infrastructure automatically and immutably logs your source IP address, browser User-Agent, exact UTC timestamp, and the exact policy version linked to your unique User ID (UID). This record serves as binding electronic proof of consent under global frameworks including EU GDPR Article 7, US CCPA/CPRA, and Dominican E-Commerce Law No. 126-02.
02. Eligibility, Accounts & Workspace Security
To access or use the platform, you must be of legal age (at least 18 years of age or the age of legal majority in your jurisdiction) and possess the full power and authority to enter into this Agreement.
- Credential Safeguards: You are solely responsible for maintaining the confidentiality of your authentication credentials, API keys, and multi-factor authentication devices. You accept responsibility for all activities occurring under your account.
- Shared Workspaces: If you create or administer a team workspace with multi-role permissions (Owner, Admin, Editor, Viewer), you are responsible for timely revoking departing members' credentials and ensuring all invited collaborators comply with this Agreement.
03. Subscriptions, Billing & Reseller / Merchant of Record (Paddle.com)
Our order and online billing process is conducted exclusively by our authorized reseller and Merchant of Record, Paddle.com (Paddle.com Inc. / Paddle Payments Limited).
Merchant of Record (MoR)
Paddle is the legal billing entity that charges your payment method, issues formal tax invoices, calculates and remits worldwide sales tax (VAT/GST/Sales Tax), and handles customer billing inquiries.
Auto-Renewal & Cancellation
Subscriptions renew automatically on a monthly or annual basis depending on your selected billing frequency. You can cancel auto-renewal anytime from your in-app settings or via the "Manage Subscription" link in your Paddle receipt email; cancellation takes effect at the end of the prepaid period.
For detailed refund and cancellation terms operated by Paddle, please review our official Refund Policy.
04. Artificial Intelligence Terms & Disclaimers
DocuCognito utilizes enterprise Generative AI foundation models via Google Cloud Vertex AI and the Gemini model family (Google LLC) for automated form construction, dynamic template variable mapping, document generation, and interactive data analytics.
Critical AI Disclaimer & Human-in-the-Loop Requirement
NOT PROFESSIONAL ADVICE: AI-generated outputs, document templates, and recommendations are provided for administrative efficiency and productivity purposes only. They do NOT constitute licensed legal, accounting, tax, medical, financial, or human resources advice.
HALLUCINATIONS & MANDATORY HUMAN REVIEW: AI models may generate inaccurate, incomplete, or synthetic content ("hallucinations"). You have an affirmative duty to independently review, verify, and validate all generated documents before executing, delivering, or relying upon them.
ZERO-MODEL-TRAINING GUARANTEE: Under our enterprise Vertex AI data governance terms, none of your customer inputs, uploaded files, prompt data, template variables, or respondent form submissions are ever used to train, retrain, or fine-tune public foundation models.
05. Electronic Signatures & Legal Enforceability (DocuCognito Sign)
DocuCognito Sign provides an electronic signature workflow designed to comply with international e-signature statutes:
- United States: Electronic Signatures in Global and National Commerce Act (ESIGN, 15 U.S.C. § 7001 et seq.) and the Uniform Electronic Transactions Act (UETA).
- European Union & United Kingdom: Regulation (EU) No 910/2014 (eIDAS) and UK eIDAS Regulations 2018 for Simple and Advanced Electronic Signatures.
- Global Statutes: Dominican Republic Law No. 126-02, Brazilian MP 2.200-2/2001, Colombian Law 527 of 1999, and Mexican Commerce Code.
Cryptographic Integrity & Audit Trails: Every executed signature envelope generates an immutable Certificate of Completion containing exact UTC timestamps, signer IP addresses, device/browser telemetry, and SHA-256 cryptographic document hashes verifying that the executed PDF has not been altered post-signature.
06. Form Builder & Data Controller Responsibilities
When creating forms and collecting submissions from respondents, you act as the "Data Controller" under GDPR, CCPA, and worldwide privacy laws, while DocuCognito acts strictly as the "Data Processor".
- Lawful Basis & Respondent Consent: You represent and warrant that you have obtained all necessary consents and legal rights from individuals before collecting their personal information.
- Prohibition of Unencrypted Payment Card Data: You must never collect raw credit/debit card numbers, CVV/CVC codes, or sensitive banking passwords via standard plain-text form fields.
- Protected Health Information (HIPAA/PHI): Unless an explicit Business Associate Agreement (BAA) is signed with DocuCognito, the collection of Protected Health Information (PHI) or sensitive medical data subject to the US Health Insurance Portability and Accountability Act (HIPAA) is strictly prohibited.
- Anti-Spam Compliance (CAN-SPAM / CASL): If you utilize automated email delivery via Resend or AWS SES, you warrant that communications comply with global anti-spam regulations.
07. Acceptable Use Policy (AUP) & Zero-Tolerance Abuse
We maintain strict zero tolerance for malicious behavior. We reserve the right to immediately terminate any account without notice or refund upon detecting:
Phishing & Deception
Creating deceptive forms to steal passwords, financial credentials, or impersonating government entities.
Malware & Exploits
Uploading malicious scripts, ransomware, payload injection, or launching DoS/DDoS attacks.
Scraping & Bot Evasion
Unauthorized automated scraping, reverse engineering, or bypassing Google reCAPTCHA Enterprise.
Illegal & Harmful Content
Child sexual abuse material (CSAM), hate speech, terrorist recruitment, or fraudulent schemes.
08. Fair Use Policy (FUP) & Resource Limits
Plans offering high-volume or "unlimited" features are subject to reasonable, good-faith business usage. If an account generates abnormal loads (such as continuous automated hammering, unbounded concurrency, or denial-of-service patterns on Cloud Tasks queues) that threaten multi-tenant infrastructure stability, DocuCognito reserves the right to rate-limit, queue-throttle, or require an upgrade to an Enterprise dedicated plan.
09. Intellectual Property, Customer Content & DMCA Notice
Customer Ownership: You retain sole ownership and all intellectual property rights in your uploaded data, templates, brand assets, and generated outputs. DocuCognito claims no proprietary interest in your content.
Platform Ownership: DocuCognito retains all worldwide intellectual property rights, trademarks, patents, software algorithms, UI designs, and underlying code.
DMCA / Copyright Agent: If you believe content hosted on DocuCognito infringes your copyright, submit a formal notice under the DMCA (17 U.S.C. § 512) to our designated agent at support@docucognito.ai.
10. Data Processing Addendum (DPA) Summary for Business Customers
For business customers subject to GDPR Article 28, UK GDPR, or similar data protection regulations, these Terms incorporate standard processor obligations:
- Processing personal data strictly on documented customer instructions.
- Ensuring all personnel authorized to process customer data are bound by confidentiality.
- Maintaining state-of-the-art security measures (TLS 1.3 in-transit, AES-256 at-rest on Google Cloud).
- Notifying customers without undue delay (within 72 hours) upon confirming a personal data security breach.
11. Disclaimer of Warranties ("AS IS" & "AS AVAILABLE")
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE.
12. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL DOCUCOGNITOAI, S.R.L., ITS OFFICERS, DIRECTORS, EMPLOYEES, AFFILIATES, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES (INCLUDING LOSS OF REVENUE, LOST PROFITS, LOSS OF DATA, OR GOODWILL).
MAXIMUM AGGREGATE LIABILITY: OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY YOU TO US IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY, OR ONE HUNDRED US DOLLARS (USD $100.00), WHICHEVER IS GREATER.
13. Indemnification
You agree to defend, indemnify, and hold harmless DOCUCOGNITOAI, S.R.L., its officers, directors, employees, and agents from and against all third-party claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney fees) arising from: (a) your unlawful use of the Service; (b) your violation of these Terms or applicable law; or (c) any infringement of third-party intellectual property or privacy rights arising from your content.
14. Dispute Resolution, Binding Arbitration, Class Action Waiver & Governing Law
Governing Law: These Terms shall be governed by and construed under the laws of the Dominican Republic, without regard to conflict of laws principles, preserving mandatory consumer rights under your local jurisdiction.
Informal Dispute Resolution: Prior to filing any formal legal proceeding, parties agree to attempt in good faith to resolve disputes informally by providing written notice to support@docucognito.ai for a period of thirty (30) days.
Class Action Waiver: YOU AGREE THAT DISPUTES SHALL BE RESOLVED SOLELY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE CAPACITY.
Contact Information: For questions regarding these Terms, contact DOCUCOGNITOAI, S.R.L. at support@docucognito.ai or our Data Protection Officer at dpo@docucognito.ai.