Terms of service

1. The service

Doctilla is web-based software for running a quality management system, including the app, the API, the AI assistant connector and the training materials. We may improve and change the service over time. We won't remove a major part of it that you rely on without telling you in advance.

2. Accounts and users

• Your organisation's owners and admins decide who has access and with which role, and are responsible for the actions of the people they invite.
• Keep passwords, API keys and connector access secure. An API key acts as the person who created it, and a connected assistant acts as the person who connected it.
• Tell us promptly if you think an account has been compromised.

3. Trial, fees and payment

A new organisation gets a 30-day trial. After that the service is paid for monthly or yearly by Direct Debit at the prices on our pricing page, plus VAT. The amount for each period is worked out at its start from the number of paid users at the time, and shown to you in Settings before it is collected.

If a trial ends without a Direct Debit, a payment fails, a mandate is cancelled, or you cancel at the end of a period, your organisation becomes read-only: everyone can still sign in, read and export, but nobody can add, change or delete records until payment is set up again. We may change prices with at least 30 days' notice, taking effect from your next period.

4. Your data

Your organisation owns the records it keeps in Doctilla. You give us permission to host and process them only to provide and support the service. We act as your processor for personal data in your records, on the terms in the data processing schedule below and our privacy policy.

You can export your records at any time, including while read-only. When you ask us to close your organisation, we delete its data from the live service, and from backups as they expire.

5. AI features and decisions

Doctilla's AI features make suggestions. They can be wrong, incomplete or out of date. Nothing an AI feature suggests is applied until a person in your organisation confirms it, and you are responsible for the decisions your people make in Doctilla.

Doctilla is a tool for running your quality system. It does not certify you, provide legal or regulatory advice, or assess whether you or your products comply with any standard or law. Certification is awarded by independent certification bodies.

6. Standards and third-party content

Doctilla ships with no text from any standard. If you import the text of a standard or code, you confirm that you hold a licence to store and use it in this way. Imported text is stored only in your organisation.

7. Acceptable use

• Don't try to access another organisation's data, break or bypass security controls, or overload the service.
• Don't use Doctilla for anything unlawful, or to store content you have no right to store.
• Use the API and connector within their published limits.

8. Availability and support

We work to keep Doctilla available and to fix problems quickly, but we don't promise it will be uninterrupted or error-free. We may need short maintenance periods, which we'll keep to a minimum. Support is by email at [email protected].

9. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Otherwise, neither of us is liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss, and our total liability in any 12 months is limited to the fees you paid us in those 12 months.

10. Ending the agreement

You can cancel at the end of any monthly or yearly period from Settings. We may suspend or end the service if you seriously or repeatedly breach these terms, after giving you notice and a chance to put things right where that's reasonable. Either way, you can export your records before your data is deleted.

11. Data processing schedule

Where we process personal data in your records as your processor, we will:

• process it only on your documented instructions, which are these terms and your use of the service;
• ensure people who process it are bound by confidentiality;
• keep appropriate technical and organisational security measures in place, as described on our security page;
• use only the sub-processors listed in our privacy policy, and tell you before adding a new one;
• help you respond to requests from individuals and meet your security and breach-notification obligations;
• tell you without undue delay if we become aware of a personal data breach affecting your records;
• delete or return the data when the service ends, at your choice; and
• make available the information needed to show we meet these obligations.

12. General

We may update these terms; we'll give owners at least 30 days' notice of changes that materially affect them. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.