1. Introduction

Welcome to DocWhisper (“Service”, “we”, “us”, or “our”). By accessing or using our AI-powered document management and organization service, you agree to be bound by these Terms of Service (“Terms”). Please read them carefully.

If you do not agree to these Terms, you may not access or use the Service.

2. Service Description

DocWhisper provides an AI-powered document classification and organization service that:

• Accepts document uploads from users
• Uses artificial intelligence to classify and analyze documents
• Automatically organizes documents in your connected cloud storage (Google Drive or OneDrive)
• Provides semantic search capabilities across your document collection
• Handles password-protected documents with your provided credentials

3. Account Registration and Authentication

To use DocWhisper, you must:

• Authenticate using a valid Google or Microsoft account
• Provide accurate and complete information during registration
• Connect at least one cloud storage service (Google Drive or OneDrive)
• Maintain the security of your account credentials
• Be at least 18 years old or have parental consent

You are responsible for all activities that occur under your account. Notify us immediately of any unauthorized access or security breaches.

4. User Content and Data Ownership

4.1 Your Ownership

You retain all ownership rights to your documents and data (“User Content”). By using the Service, you do not transfer ownership of your documents to us.

4.2 License Grant to Us

You grant DocWhisper a limited, non-exclusive, royalty-free license to:

• Access, process, and analyze your documents for classification purposes
• Store document metadata and extracted text for search functionality
• Create vector embeddings of document content for semantic search
• Organize documents in your connected cloud storage as directed by our AI

This license terminates when you delete your documents or close your account.

4.3 Prohibited Content

You may not upload or store content that:

• Violates any applicable laws or regulations
• Infringes intellectual property rights of others
• Contains malware, viruses, or malicious code
• Contains child sexual abuse material or exploitative content
• Promotes violence, terrorism, or illegal activities

5. AI Processing and Third-Party Services

5.1 AI Service Providers

DocWhisper uses AI service providers (currently OpenAI and Anthropic) for document classification and analysis. By using our Service:

• Your document content may be processed by our AI providers’ systems
• Each provider’s Terms of Use and Privacy Policy also apply
• We configure the APIs to not use your data for model training
• Document content is transmitted securely via encrypted connections

5.2 Cloud Storage Integration

When you connect Google Drive or OneDrive:

• You authorize us to access and modify files in your cloud storage
• Google’s and Microsoft’s terms of service apply to your use of their platforms
• We store OAuth tokens securely to maintain access to your storage
• You may revoke access at any time through your account settings or the respective provider’s settings

5.3 AI Accuracy Disclaimer

While we strive for accuracy, AI-powered classification is not perfect:

• Classification results may contain errors or inaccuracies
• You should verify important organizational decisions
• We provide confidence scores but do not guarantee accuracy
• The Service is provided “as is” without warranty of any kind

6. Privacy and Data Protection

Your privacy is important to us. Our Privacy Policy describes how we collect, use, and protect your data. Key points:

• We encrypt document content in transit and at rest
• Password credentials are encrypted using industry-standard encryption
• Your documents remain in your connected cloud storage
• We store metadata and embeddings for search functionality
• You may request data deletion at any time

7. Usage Limits and Pricing Tiers

7.1 Service Tiers

DocWhisper offers multiple pricing tiers with different usage limits:

• Free Tier: Limited document classification and search queries per month
• Paid Tiers: Higher limits and additional features as described on our pricing page

7.2 Usage Enforcement

When you reach your tier’s usage limits:

• Additional classification requests will be blocked until the next billing cycle
• Search functionality may be limited or disabled
• You will be prompted to upgrade to a higher tier
• Previously processed documents remain accessible

7.3 Payment Terms

For paid tiers:

• Subscriptions are billed monthly or annually in advance
• All fees are non-refundable except as required by law
• We may change pricing with 30 days’ notice
• You may cancel your subscription at any time
• Cancellation takes effect at the end of the current billing period

7.4 Fair Use Policy

AI Search on paid plans is provided on an unlimited basis for normal personal use. We reserve the right to contact users whose usage significantly exceeds typical patterns. Accounts exhibiting automated or abusive query volumes may be subject to throttling or review.

7.5 Otis Assistant Usage

Conversations with Otis, the in-product AI assistant, are governed by a short-window soft-cap (rather than a fixed monthly count). When usage in the trailing window reaches the cap for your tier, Otis briefly pauses and resumes automatically once the window rolls forward; the assistant panel shows the precise resume time. We may adjust the window length and per-tier caps at any time to ensure platform reliability under load. Burst protection (a separate short-interval cap on the chat endpoint) operates independently of this soft-cap.

8. Intellectual Property Rights

8.1 Our IP

DocWhisper and all related intellectual property (including but not limited to software, algorithms, UI/UX design, branding, and documentation) are owned by us or our licensors. You may not:

• Copy, modify, or create derivative works of our Service
• Reverse engineer or attempt to extract source code
• Remove or modify copyright notices or proprietary markings
• Use our trademarks without written permission

8.2 User Feedback

If you provide suggestions, ideas, or feedback about the Service, we may use such feedback without any obligation to you.

9. Acceptable Use Policy

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorized access to our systems
• Upload malware, viruses, or malicious code
• Interfere with or disrupt the Service or servers
• Use automated tools to access the Service without authorization
• Resell or redistribute the Service without permission
• Impersonate others or misrepresent your affiliation
• Violate any applicable laws or regulations

10. Account Termination

10.1 Termination by You

You may terminate your account at any time through your account settings. Upon termination:

• Your access to the Service will cease immediately
• Document metadata and vector embeddings will be deleted within 30 days
• Documents in your cloud storage remain under your control
• No refunds will be provided for unused subscription time

10.2 Termination by Us

We may suspend or terminate your account if:

• You violate these Terms
• You engage in fraudulent or illegal activities
• Your account is inactive for an extended period
• We are required to do so by law
• We discontinue the Service (with 30 days’ notice)

11. Disclaimers and Limitations of Liability

11.1 Service Availability

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND. We do not guarantee:

• Uninterrupted or error-free operation
• Accuracy of AI classification results
• Prevention of data loss or corruption
• Compatibility with all file types or formats
• Availability of third-party services (OpenAI, Anthropic, Google, Microsoft)

11.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• We are not liable for any indirect, incidental, or consequential damages
• Our total liability is limited to the amount you paid us in the last 12 months
• We are not liable for data loss, business interruption, or lost profits
• You are responsible for maintaining backups of your documents

11.3 Indemnification

You agree to indemnify and hold harmless DocWhisper from any claims arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of third-party rights
• Content you upload to the Service

12. Data Security and Your Responsibilities

While we implement reasonable security measures:

• You are responsible for maintaining independent backups of your documents
• We are not a backup or archival service
• You should not rely solely on the Service for document storage
• We recommend maintaining documents in multiple locations
• No system is completely secure; use at your own risk

13. Changes to These Terms

We may modify these Terms at any time. When we do:

• We will update the “Last Updated” date at the top
• We will notify you via email or through the Service
• Material changes will be effective 30 days after notice
• Your continued use constitutes acceptance of the modified Terms
• If you disagree with changes, you must stop using the Service

14. Governing Law and Dispute Resolution

14.1 Governing Law

These Terms are governed by applicable law, without regard to conflict of law principles.

14.2 Dispute Resolution

In the event of a dispute:

• You agree to first attempt informal resolution by contacting us
• If informal resolution fails, disputes will be resolved through binding arbitration
• You waive the right to participate in class action lawsuits
• Small claims court remains available for qualifying claims

15. Miscellaneous Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and DocWhisper.

15.2 Severability

If any provision is found unenforceable, the remaining provisions will continue in full force.

15.3 Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right.

15.4 Assignment

You may not assign these Terms without our written consent. We may assign our rights and obligations at any time.

15.5 Export Compliance

You agree to comply with all applicable export and import laws and regulations.