1. Introduction

Welcome to DocGen ("Company", "we", "our", "us"). These Terms of Service ("Terms", "Terms of Service") govern your use of our website and services operated by DocGen.

By accessing or using our Service, you agree to be bound by these Terms. If you disagree with any part of the terms, then you may not access the Service.

2. Definitions

For the purposes of these Terms:

• Service refers to the DocGen website and AI-powered RAMS document generation platform.
• User refers to the individual accessing or using the Service.
• Content refers to videos, documents, and other materials uploaded or generated through the Service.
• Subscription refers to the paid access plan purchased by the User.

3. Use of Service

3.1 Account Registration

To use certain features of the Service, you must register for an account. You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.

3.2 Account Security

You are responsible for safeguarding the password you use to access the Service and for any activities or actions under your password. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

3.3 Acceptable Use

You agree not to use the Service:

• For any unlawful purpose or in violation of any applicable laws
• To upload content that infringes on intellectual property rights
• To attempt to gain unauthorized access to any portion of the Service
• To interfere with or disrupt the integrity or performance of the Service
• To create false or misleading safety documentation

4. Content and Intellectual Property

4.1 Your Content

You retain ownership of any Content you upload to the Service. By uploading Content, you grant us a limited license to process, analyze, and store the Content for the purpose of providing the Service.

4.2 Generated Documents

Documents generated by the Service using your Content are owned by you. However, you acknowledge that these documents are generated by AI and should be reviewed by qualified personnel before use.

4.3 Our Intellectual Property

The Service, including its original content, features, functionality, AI models, algorithms, prompts, templates, user interface designs, and underlying technology is owned by DocGen and is protected by international copyright, trademark, patent, trade secret, and other intellectual property laws. The DocGen name, logo, and all related names, logos, product and service names, designs, and slogans are trademarks of DocGen. You must not use such marks without our prior written permission.

4.4 Restrictions on Use

You expressly agree that you will NOT:

• Reverse Engineer: Decompile, disassemble, reverse engineer, or otherwise attempt to derive the source code, algorithms, AI prompts, or underlying technology of the Service
• Copy or Replicate: Copy, reproduce, or create derivative works based on the Service, its features, functionality, or user interface
• Scrape or Harvest: Use any automated means (including bots, scrapers, or crawlers) to access, extract data from, or monitor the Service
• Competitive Use: Use the Service to develop, train, or improve any competing product or service, including any AI or machine learning models
• Benchmark: Publish or share performance benchmarks or comparisons of the Service without our prior written consent
• Resell: Resell, sublicense, or redistribute access to the Service without our express written agreement
• Circumvent: Attempt to bypass, disable, or circumvent any security measures, access controls, or usage limits of the Service

4.5 Feedback

If you provide us with any feedback, suggestions, or ideas regarding the Service ("Feedback"), you hereby assign to us all rights in such Feedback and agree that we may use and share such Feedback for any purpose without compensation or attribution to you.

5. Subscriptions and Payments

Business and Enterprise customers: if you have entered into a separate order form, proposal, or master services agreement with DocGen, the commercial terms in that document (including minimum term, pricing, renewal mechanic, payment schedule and any negotiated variations) take precedence over the provisions of this Section 5. The consumer cancellation rights in Section 5.2 do not apply to business customers acting in the course of their business.

5.1 Billing

Subscription fees are billed in advance on a monthly basis. Your subscription will automatically renew unless you cancel it before the renewal date.

5.2 Consumer Cancellation Rights (14-Day Cooling-Off Period)

Under the Consumer Contracts Regulations 2013, if you are a consumer based in the UK, you have the right to cancel your subscription within 14 days of purchase without giving any reason.

To exercise your right to cancel:

• Email us at [email protected] with your cancellation request
• Include your account email and the date of purchase
• We will process your refund within 14 days of receiving your cancellation

Important: If you have used the Service to generate documents during the 14-day period, you agree that we may deduct a proportionate amount from your refund for the services already provided. If you explicitly request that we begin providing services before the cooling-off period ends and you later cancel, you will be liable for reasonable costs of services provided up to that point.

5.3 How to Cancel Your Subscription

You can cancel your subscription at any time by:

• Going to your Account Settings and clicking "Cancel Subscription"
• Emailing us at [email protected]

Upon cancellation, you will retain access to your subscription features until the end of your current billing period.

5.4 Refunds

Outside of the 14-day cooling-off period, subscription fees are generally non-refundable. However, we may offer refunds at our discretion in exceptional circumstances. If you believe you are entitled to a refund, please contact our support team.

5.5 Price Changes

We reserve the right to modify subscription prices. Any price changes will be communicated to you at least 30 days before taking effect.

6. Disclaimers

6.1 Service Disclaimer

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

6.2 Safety Documentation Disclaimer

Important: Documents generated by DocGen are intended to assist in the creation of RAMS documentation but should not be used as the sole basis for safety decisions. All generated documents should be reviewed and validated by qualified health and safety professionals before use. DocGen does not guarantee the accuracy, completeness, or suitability of any generated content.

7. Limitation of Liability

To the maximum extent permitted by law, DocGen shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, goodwill, or other intangible losses, resulting from:

• Your use or inability to use the Service
• Any unauthorized access to or use of our servers
• Any errors or omissions in any content
• Any conduct or content of any third party on the Service

Liability cap. Subject always to the exclusions above, our aggregate liability to you arising out of or in connection with the Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the greater of (a) the total fees paid by you to DocGen in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) one thousand pounds (£1,000). Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.

8. Indemnification

You agree to defend, indemnify, and hold harmless DocGen and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising out of or in any way connected with your access to or use of the Service.

9. Termination

We may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason, including breach of these Terms. Upon termination, your right to use the Service will immediately cease.

10. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of any material changes by posting the new Terms on this page and updating the "Last updated" date.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

12. Data Processing and Sub-Processors

This section forms our data processing addendum (the "DPA") under UK GDPR (the Data Protection Act 2018 and the UK GDPR as defined in section 3(10) of that Act) and is incorporated into these Terms.

12.1 Roles of the Parties

Where you upload personal data to the Service in the course of using it (for example, names and email addresses of your workers, subcontractors or site contacts; signatures captured via QR sign-off; project team contact details), you act as the data Controller and DocGen acts as the data Processor. You determine the purposes for which that personal data is processed; we process it on your documented instructions, which include these Terms and your configured use of the Service.

For account-level personal data (your own account email, billing details, telemetry of your use of the Service), DocGen acts as the data Controller.

12.2 Nature and Purpose of Processing

We process personal data you provide solely to deliver the Service: AI-assisted generation of construction safety documents, sign-off and induction registers, document approval workflows, exports, and team collaboration features. The duration of processing is the term of your subscription plus any retention period set out below.

12.3 Sub-Processors

We engage the following sub-processors to provide the Service. By using the Service, you provide general written authorisation for DocGen to engage these sub-processors. We will give reasonable notice (via this page) before engaging a new sub-processor.

• OpenAI, L.L.C. (United States) – AI analysis of uploaded videos and documents; drafting of generated documents.
• Anthropic, PBC (United States) – AI drafting and refinement of generated documents.
• Cloudflare, Inc. (United States; UK/EU edge) – content delivery, large-file storage (R2) and tunnel for the application.
• Resend, Inc. (United States) – transactional email delivery (account verification, review links, notifications).
• Stripe Payments Europe, Ltd. (Ireland) – payment processing.
• Google LLC (United States) – OAuth sign-in if you choose "Sign in with Google".
• GitHub, Inc. (United States) – OAuth sign-in if you choose "Sign in with GitHub".

Where personal data is transferred to a country outside the UK, we rely on the UK International Data Transfer Agreement or the EU Standard Contractual Clauses (with the UK Addendum) as the appropriate transfer mechanism, together with the safeguards adopted by each sub-processor.

12.4 Security Measures

We maintain reasonable technical and organisational measures appropriate to the nature of the data, including:

• Transport encryption (HTTPS / TLS 1.2 or higher) for all data in transit.
• Encryption at rest for stored uploads and database backups.
• Role-based access controls on customer data, with access limited to personnel who need it to deliver or support the Service.
• Authenticated session tokens and signed JWTs for application access; passwords stored as salted hashes.
• Time-limited tokens for external review and document sign-off links.
• Regular dependency updates and security patches.

12.5 Personal Data Breach Notification

If we become aware of a personal data breach affecting your data, we will notify you without undue delay and in any event within seventy-two (72) hours of becoming aware, providing the information reasonably necessary for you to meet your own notification obligations under UK GDPR Article 33.

12.6 Data Subject Rights

We will, taking into account the nature of the processing, assist you by appropriate technical and organisational measures, insofar as this is possible, in fulfilling your obligation to respond to requests from data subjects to exercise their rights under UK GDPR (access, rectification, erasure, restriction, portability, objection). Requests from data subjects relating to data you have uploaded should be directed to you; if we receive such a request directly we will refer the data subject to you.

12.7 Data Retention and Deletion

Uploaded videos are temporarily stored for processing and are automatically deleted within twenty-four (24) hours of processing completion. Generated documents and project data are retained for the term of your subscription so you can access, edit, export and share them.

On termination or expiry of your subscription, you may export your data for thirty (30) days. After that period we will delete your personal data and uploaded content within a further sixty (60) days, except where we are required to retain it by law (for example, transaction records for accounting and tax purposes) or where it is held in routine backups that are subject to a documented rotation cycle.

12.8 Confidentiality

We treat all uploaded content as confidential and will not share, sell, or disclose your content to third parties except (a) to our sub-processors strictly as required to deliver the Service, (b) with your written consent, or (c) where required by law. Our personnel are bound by appropriate confidentiality obligations.

12.9 Audits

On reasonable written request and no more than once in any twelve-month period (or more frequently if required by a competent supervisory authority), we will provide reasonably available information to enable you to verify our compliance with this Section 12. We are not obliged to provide direct on-site audit access, but will respond to written information requests within a reasonable time.

13. Rate My Site Feature

13.1 Service Description

Rate My Site is a free AI-powered tool that analyzes construction site photos for safety hazards and provides a safety score. The tool offers two modes: Professional (objective assessment) and Roast Mode (humorous commentary).

13.2 Image Processing

When you upload an image to Rate My Site, it is processed using third-party AI services (including OpenAI) to analyze safety hazards. Images are temporarily cached for sharing functionality and automatically deleted within 24 hours unless you opt-in to the leaderboard.

13.3 AI Training Consent

Before analyzing your image, you may optionally consent to allow DocGen to use your uploaded image for training and improving AI models for hazard detection. This consent is:

• Completely optional - you can use Rate My Site without providing consent
• Revocable - you can contact us to request removal of your images from training datasets
• Anonymous - training data is stripped of any identifying information
• For improvement purposes only - used solely to enhance hazard detection accuracy

By checking the "Help improve hazard detection" checkbox, you grant DocGen a perpetual, non-exclusive, royalty-free license to use, modify, and incorporate the uploaded image into machine learning training datasets.

13.4 Leaderboards and Public Display

Rate My Site includes optional leaderboard features ("Site of the Week" and "Wall of Shame") available only in Roast Mode. If you opt-in to the leaderboard:

• Your scorecard image (including the uploaded site photo) will be publicly visible
• Your chosen display name will be shown alongside your score
• You must share to LinkedIn before joining the leaderboard
• You can request removal at any time by contacting [email protected]

Important: Only submit to the leaderboard if you have the right to publicly share the image and are comfortable with public visibility.

13.5 Content Moderation

All uploaded images are checked for inappropriate content. Images containing adult content, violence, hate symbols, or other unsuitable material will be rejected and cannot be added to leaderboards. DocGen reserves the right to remove any content at its sole discretion.

13.6 Rate Limits

Rate My Site is subject to usage limits to prevent abuse. Anonymous users receive a limited number of daily analyses. Usage limits may be increased by verifying your email address.

14. API and Automated Access

Access to the Service via API or automated means is only permitted with our express written consent. Unauthorized automated access may result in immediate termination of your account and legal action.

15. Contact Us

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

• Email: [email protected]
• Website: https://app.docgen.co.uk/contact