Terms & Conditions
By accessing or using this application, you agree to these Terms & Conditions.
Last updated: March 2025
1. Introduction
This application is owned and operated by Docaroo , a company incorporated in accordance with the laws of South Africa.
Docaroo is part of NextOrbit, an innovation studio backed by Byte Orbit and Next176, a subsidiary of Old Mutual.
These Terms & Conditions govern the relationship between you (the "User") and Docaroo regarding the use of the application hosted at docaroo.ai.
Your use of the application also indicates your express consent for Docaroo to process your Personal Information, as outlined in the Privacy Policy
2. Definitions
"Application" – The Docaroo web or mobile platform.
"User" – Any individual or entity accessing or using the application.
"Personal Information" – As defined in POPIA, including but not limited to your name, contact details, and uploaded content.
3. Content & Liability
The materials and information on this application are for general information purposes only and do not constitute professional advice.
While we make every effort to provide accurate and updated information, Docaroo is not responsible for errors, omissions, or outdated content.
Docaroo does not guarantee uninterrupted or error-free functionality. The User assumes responsibility for any damages arising from the use of the application, including malware or data loss.
4. Restrictions On Use
You agree not to:
Reproduce, distribute, or modify content from this application without prior written consent.
Use this application for commercial purposes without Docaroo’s explicit authorization.
Upload or share illegal, harmful, or misleading content.
Interfere with the application’s security or functionality in any way.
By breaching these restrictions, you indemnify Docaroo from any resulting claims or damages.
5. Third-Party Applications & Links
The application may contain links to third-party platforms. Docaroo does not endorse or assume responsibility for third-party content.
Accessing external links is at your own risk, and Docaroo is not liable for any damage, loss, or security risks that may arise.
6. Your Account
6.1 Registration Requirements To access the Service, you must register by providing accurate, current, and complete information as prompted by the registration form on the Service Channels. This includes your name, surname, email address, and a secure password. Where you have already registered, we may require you to provide additional information, such as your authenticated mobile number, to maintain security.
6.2 Account Security
6.2.1. You are responsible for maintaining the confidentiality of your Login Details and any activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account or any other breach of security. Docaroo will not be liable for any loss or damage arising from your failure to comply with this section.
7. Fees, Payment, And Refunds
7.1 Service Fees
Docaroo offers both a free and a paid version of the Service. Users who choose to upgrade to the paid version will be billed monthly. The first billing occurs immediately upon upgrading, and subsequent payments will be charged on a monthly cycle from the upgrade date.
7.2 Downgrades
Users may choose to downgrade to the free version, by cancelling their current premium subscription. Since subscriptions are billed a month in advance, cancelling a premium subscription will still allow users to retain full access to premium features until their next scheduled billing date. Once the next scheduled billing date is reached, users will not be charged again and the subscription will be automatically downgraded to a free subscription.
7.3 Payment Methods
Payments for the paid version can be made using commercially accepted payment methods, such as credit cards and debit cards on the Docaroo platform. Users may change their card details at any time through the platform's account settings.
7.4 Missed Payments & Access Restrictions
If a user misses a payment, they will lose access to premium features. If the user's stored documents exceed the storage limit available on the free version, they will be required to delete excess documents before they can continue uploading new documents on the free version.
8. Privacy
8.1 Your privacy is important to us. We are committed to safeguarding your Personal Information and will only use it as outlined in our Privacy Policy. By using the Service, you consent to the collection, use, and sharing of your Personal Information in accordance with our Privacy Policy. For detailed information on how we handle your Personal Information, including its collection, use, processing, and destruction, please review our Privacy Policy.
9. Third-Party Service Providers
9.1 You authorize us to share your data with our Third-Party Service Providers and other authorized third-party partners for purposes necessary to provide, improve, and personalize the Service, or as otherwise required by Applicable Law. We may engage Third-Party Service Providers to perform various functions, such as data analysis, customer support, marketing, and other services integral to the operation and enhancement of the Service.
By using the Service, you grant us and our Third-Party Service Providers the right to use any information, data, materials, or other content that you provide through or to the Service, solely for the purpose of delivering the Service to you.
10. Popia Compliance, Data Protection & Data Storage
Docaroo complies with the Protection of Personal Information Act (POPIA) and is committed to safeguarding your personal data. By using this application, you consent to Docaroo storing, processing, and sharing your data as outlined in our Privacy Policy.
Docaroo does not sell or rent your personal data to third parties. User content is stored securely and only used for its intended purpose. Docaroo may remove or report content that violates laws, regulations, or internal policies.
Users are solely responsible for ensuring that they share content with the right individuals and that their documents are up-to-date. Users provide consent for Docaroo to send reminders for document expiration or updates, with the ability to set the frequency and timing of reminders.
10.1 What Personal Information We Collect
We may collect:
Name, contact details, and email address
Preferences (such as household dynamic) set during onboarding.
Documents and data you upload
Account activity, behavioral and usage data
10.2 How We Use Your Data
Your personal information will only be used for:
Providing and improving our services
Communicating with you regarding your account or support requests
Legal and regulatory compliance
Fraud prevention and security
Providing personalized recommendations and suggesting products or services that may be beneficial to you
Contacting you for feedback to improve our services
Analyzing activity to gain behavioral insights to prioritize product changes and improvements
10.3 Security Measures
We implement:
Secure encryption for stored data
Access controls and authentication mechanisms
Regular security audits
Multi-zone data backups and redundancy measures to ensure data integrity
10.4 User Rights Under POPIA
As a user, you have the right to:
Access your stored personal data
Request corrections to inaccurate or incomplete data
Request deletion of your data by emailing support@docaroo.ai (unless legal retention applies)
Object to data processing in certain circumstances
10.5 Data Retention & Deletion
Docaroo will retain user documents for up to five (5) years after an account is closed. However, as per the Protection of Personal Information Act (POPIA), users have the right to request the removal of all their data from our system. To request data deletion, users must send an email to support@docaroo.ai.
Personal information is retained only as long as necessary for operational, legal, or regulatory purposes.
10.6 Third-Party Sharing
We only share personal data with third parties when:
Required by law
Necessary to provide our services (e.g., IT providers, cloud storage)
Explicit user consent is obtained
10.7 Data Breach Notification
In case of a data breach, we will:
Take immediate action to secure data
Notify affected users and the Information Regulator of South Africa as required under POPIA
10.8 User Responsibilities
User content is stored securely and only used for its intended purpose.
Docaroo may remove or report content that violates laws, regulations, or internal policies.
Users are solely responsible for ensuring that they share content with the right individuals and that their documents are up-to-date.
Users provide consent for Docaroo to send reminders for document expiration or updates, with the ability to set the frequency and timing of reminders.
10.9 Legal Compliance & Disclosure
In accordance with South African law, Docaroo is required to share user information with authorities if:
The user is found to be storing or sharing illegal documents through the platform.
Docaroo receives a valid subpoena, court order, or request from law enforcement agencies.
Docaroo assumes no liability for any legal consequences users may face as a result of storing or sharing prohibited content on the platform.
10.10 Internal Data Sharing
Docaroo may share non-identifying, aggregated, or anonymized data within its company and holding company, including different business units, for internal business purposes such as:
Improving our services
Optimizing user experience
Conducting analytics
Developing new features
No personally identifiable information will be shared unless required by law or with explicit user consent.
11. Security & Unauthorized Access
Any attempt to modify, destroy, or disrupt the functionality of this application violates the Electronic Communications and Transactions Act (ECTA) and is a criminal offense.
Docaroo reserves the right to take legal action and seek damages against individuals or entities that interfere with the application’s operation.
While Docaroo implements security measures, we do not guarantee absolute security and cannot be held liable for security breaches.
12. Intellectual Property
All content, trademarks, logos, and proprietary information on this application remain the intellectual property of Docaroo unless otherwise stated.
You may not use, reproduce, or distribute any part of this application without prior written consent from Docaroo.
13. Linking, Framing & Crawling
Written approval from Docaroo is required before linking, framing, or crawling this application.
Unauthorized web scraping, automated data extraction, or malicious crawling attempts are prohibited and may lead to legal action
14. Ai-Generated Responses
Docaroo may use AI-powered features to provide recommendations, reminders, and responses.
AI-generated responses are for informational purposes only and should not be solely relied upon for critical decisions.
Users remain responsible for verifying and using AI-generated information appropriately.
15. Modification Of Terms
Docaroo reserves the right to modify, update, or change these Terms from time to time at our sole discretion. We will post the amended Terms on the Service Channels, and the "Last Updated" date at the top of these Terms will reflect the date of the latest changes. It is your responsibility to regularly review these Terms to stay informed of any changes. By continuing to access or use the Service Channels after any changes are made, you agree to be bound by the revised Terms. If you do not agree with the changes, you must discontinue your use of the Service Channels immediately.
16. Limitation Of Liability
16.1. To the maximum extent permitted by law, Docaroo and its affiliates, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to your use of the Service Channels. This includes, but is not limited to, loss of profits, data, goodwill, or any other intangible losses, even if we have been advised of the possibility of such damages.
16.2. Docaroo will not be liable for any loss or damage caused in whole or part by: 16.2.1. Your actions or omissions; 16.2.2. Your use of or reliance on the Service or any information provided through the Service; 16.2.3. Unauthorized access or use of your account or information; 16.2.4. Any errors or omissions in the Service or the information provided; and 16.2.5. The termination of your use of the Service due to a breach of these Terms.
17. Indemnification
You agree to indemnify, defend, and hold harmless Docaroo, its affiliates, partners, officers, directors, employees, and agents from any claims, liabilities, damages, losses, or expenses (including reasonable attorneys' fees) arising out of or in any way connected with your access to or use of the Service Channels, your violation of these Terms, or any third-party claims related to your use of the Service and/or any losses suffered due to a breach of Applicable Law.
18. Contact Us
For questions, concerns, or data privacy requests, please contact: 📧 Email: support@docaroo.ai
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