General
Terms and
Conditions (GTC)
Version 1.0, effective as of April 1, 2025
1. Scope
Docpier AG ("Docpier") is a technology company that operates a web-based platform featuring a document management system (hereinafter "Docpier Platform"). This platform converts unstructured information into structured information (hereinafter "Intelligent Document Processing"), thereby establishing the basis for automation via API.
These GTC, together with the provisions for additional features (if used) and the declarations listed in these GTC (such as the Privacy Policy), constitute the contract ("Contract") arising from opening an account on the Docpier Platform between an organization ("Account Owner") along with its associated individuals ("Users") and Docpier. Deviation from these Terms and Conditions by the Account Owner, including any terms declared applicable by the Account Owner in conjunction with contract acceptance, shall not become part of the Contract.
The individual registering an account on behalf of an organization warrants that they are authorized to enter into this Contract on behalf of that organization. Furthermore, this individual also agrees to the terms of this Contract. The same applies to individuals who use the Docpier Platform as Users under the organization's account (any individual accessing the Docpier Platform under an organization is hereinafter referred to as an "Associated User").
These GTC govern the core offering of the Docpier Platform, including Intelligent Document Processing. Additional functionalities offered in connection with the Docpier Platform are subject to supplemental terms which, upon use, form an integral part of the Contract between the Account Owner and Docpier.
General
2.1. The Docpier Platform
The basic offering of the Docpier platform includes a document management system with Intelligent Document Processing, which provides the ability to ingest documents via various channels, categorize them, enrich them with relevant metadata, interpret, validate, and archive them. In addition, users have the option to trigger further functions or initiate interactions.
The Docpier document management system also includes additional features such as the automated account assignment of invoices and booking vouchers, automated tax return preparation, and further automation for administrative tasks. These additional functionalities are subject to supplementary terms and conditions, which must be accepted prior to using the respective additional function.
2.2. Requirements
System requirements for using the Docpier platform include internet access and a Docpier account on the part of the account holder. In addition, a web-enabled device with a recommended browser is required.
Opening an account requires a registered office for organizations. Docpier is free to request further information or to make the opening conditional on specific actions. This applies in particular, but not exclusively, to the use of additional features.
2.3. Account Owner Obligations
The account owner is required to provide Docpier with truthful information – particularly regarding the organization and their own identity – and to update or have this information updated promptly in the event of changes. The account owner is solely responsible for ensuring that all stored contact details, especially physical and email addresses, are current and functional. If an account owner uses features that require a mobile number, they are responsible for providing a valid, functional number. If the account owner cannot be reached due to outdated, incorrect, or non-functioning contact and account details, they are solely responsible and liable for any resulting problems, including any subsequent damages.
The account owner is required to inform and protect themselves against security risks that can arise from using the internet. Docpier recommends regular updates of software and antivirus programs. The user undertakes to handle passwords, access codes, and user information with care. Docpier is not liable for any such cases of misuse. Account owners are strictly prohibited from disrupting, altering, destroying, restricting, manipulating, or otherwise impairing the operation of the Docpier platform, including but not limited to using malicious or unauthorized code, viruses, worms, Trojans, malware, or programs, or exchanging or uploading illegal, pornographic, racist, defamatory, or criminal material via the Docpier platform, or otherwise directly or indirectly using it for such purposes. Misuse may be prosecuted under criminal law and, if necessary, countered with further legal and/or practical measures, particularly the permanent suspension of the account.
Responsibility for selecting and using the functions on the Docpier platform lies solely with the account owner. If the account owner has reason to believe that an unauthorized third party knows the login or access credentials, or has unauthorized access to their account or the account of an associated user, they are required to notify Docpier immediately via support and independently take appropriate security measures (e.g., changing access credentials or password, or enabling 2-factor authentication). An organization is required to grant permissions for its account to its designated associated users, or to have them granted by an appropriately authorized user (hereinafter "Admin"). Likewise, it is the sole responsibility of the organization to revoke permissions. Access granted to unauthorized persons due to incorrect settings is the sole responsibility of the organization. The same applies to all actions taken by the designated users.
The organization is also required to ensure that the obligations listed here are performed and complied with by the designated users and the Admin.
2.4. Document Formats and Storage Space
Documents and files of most common formats can be stored, processed and displayed via the Docpier API call, your own upload or submission by email.
2.5. Support, maintenance, availability and security
2.5.1. Support
On the Docpier platform, the account owner or user is provided with various materials that explain the use of the Docpier platform. If these materials are not sufficient, or in the event of difficulties, disruptions, and technical error messages, the account owner or user can submit a support request at any time via the support form or to support@docpier.com. This request will be processed in accordance with the SLA (Service Level Agreement) defined in the appendix of the SaaS contract and resolved in communication with the requester.
2.5.2. Maintenance
Docpier makes every effort to keep interruptions brief and to perform them at night whenever possible. The account owner will be informed of any operational interruptions for maintenance purposes via email or another channel by means of a maintenance notice.
2.5.3. Availability and security
Docpier is committed to ensuring the highest possible and uninterrupted availability of the Docpier platform and the services contained therein. However, Docpier provides no warranty or guarantee for the uninterrupted availability and accessibility of the Docpier platform at any given time. Absolute protection of the Docpier platform against unauthorized access, malicious software, viruses, spamming, Trojans, phishing attacks, and other criminal acts by third parties, as well as data loss due to disruptions, or the completeness, authenticity, and integrity of the data stored or transmitted via the Docpier platform and Docpier systems, does not exist. Any liability in this regard is excluded.
2.6. Modification and termination of existing functionalities, inclusion of additional functionalities
Docpier may modify, expand, or reduce the existing features of the Docpier platform or additional functionalities at any time and without obtaining the express consent of the Account Holders. In the event of significant functional restrictions, notification will be provided at least 30 days in advance, with the right to object for a temporary deferral of up to 90 days. Furthermore, Docpier can add further functionalities to the Docpier platform at any time. In these cases, the GTC or the additional terms for the additional functionalities will be adapted or created, where necessary, and will be binding for all Account Holders upon publication in accordance with Section 5.
2.7. Data Privacy
All information regarding the handling of account holders' data by Docpier can be found in the Privacy Policy. This Privacy Policy is an integral part of these General Terms and Conditions, and by accepting these GTC, the account holder also accepts the Privacy Policy.
2.8. Data Security
Data communication with the Docpier platform is fully encrypted. Docpier securely backs up all data on the Docpier platform at regular intervals. It takes appropriate, state-of-the-art precautions against viruses and data loss in the event of server failures, as well as to prevent unauthorized access by third parties to the data (including credentials) of account owners and users. The data center commissioned by Docpier holds the relevant certifications. However, Docpier assumes no liability—to the extent permitted by law—for data loss, corruption, or any resulting damages.
2.9. Data Transmission
The account owner acknowledges and agrees that when personal data and documents with corresponding content are retrieved via the Docpier API into third-party software, the personal data leaves Docpier's sphere of influence and therefore its responsibility as a data processor. The disclosure of personal data takes place solely on the initiative of the account owner, who is himself responsible for ensuring that the new data processor is contractually obligated to comply with applicable data protection laws and regulations and to implement appropriate technical and organizational measures. Docpier has no influence over the processing of personal data after it is exported via the Docpier API and shall under no circumstances be liable for data protection breaches or losses caused after the export by third-party software providers or other processing parties. In all other respects, the privacy policy and the data processing agreement of Docpier AG shall apply.
2.10. Blocking of Access to the Docpier Platform
Docpier reserves the right to temporarily or permanently suspend an account and terminate the contractual relationship at any time and without giving reasons in the event of suspected or actual abuse. The decision in this regard lies at the sole discretion of Docpier, which may, at its own discretion, give the affected account holder the opportunity to submit a statement. Abuse refers in particular to any use of the Docpier platform that violates applicable law or the obligations under the contract despite corresponding notices from Docpier, or the intentional provision of incomplete or incorrect user data ("important reason"). To protect itself against abuse, Docpier also reserves the right to take further legal action.
2.11. Usage Packages and Fees
Upon conclusion of the contract, the account holder selects an individual service package with included services of varying scopes. Fees are billed for the first time when the corresponding service package is selected, and annually thereafter prior to the start of the contract period. Docpier expressly reserves the right to change the fee model for all services.
If the limits included in the selected service package (e.g., number of pages, number of documents, etc.) are exceeded, the account holder will be billed individually on the Docpier platform for the corresponding excess services. Within 30 days prior to the expiration of the contract period, the account holder can select a new service package with different included services. One-time or recurring fees may apply for individual functionalities.
2.12 . Missed Payments
If the account owner fails to pay fees on time, Docpier will issue a reminder, setting a reasonable grace period. If payment is still not received by the end of this grace period, a second reminder will be sent, establishing a second reasonable grace period. Additionally, upon expiration of the second grace period, Docpier may suspend the defaulting account owner's access to the Docpier platform (including all additional functionalities). If the second grace period also passes without payment, Docpier reserves the right to terminate the contract immediately without notice, as well as deactivate and delete the defaulting account owner's account. All documents contained within the account will be made available to the account owner for download in accordance with Section 2.17. Docpier reserves the right to claim damages.
2.13. Downloading Documents
The account owner has the option to download their stored documents from the Docpier platform either individually or in their entirety. This function is available to the user for 30 days following account deactivation up until the final deletion in accordance with Section 2.17.
2.14. Copyrights and other rights
All rights to the content generated by the account holder, as well as to their account data and documents on the Docpier platform, remain with the account holder. All rights associated with the Docpier platform, its use, and its operation remain with Docpier. The account holder is only granted a non-exclusive, limited, non-transferable, and non-sublicensable right to use the Docpier platform, including the API and the chosen functionalities contained therein, for the duration of the contractual relationship with Docpier, as far as necessary for its use. If a user or connected user proposes changes to the Docpier platform or an additional functionality or makes comments on it by mail, email, telephone, or otherwise, including but not limited to new features ("feedback"), Docpier is free to use this feedback. The user or connected user hereby transfers all rights to such feedback to Docpier. Docpier is free to use the ideas, know-how, concepts, and techniques contained in the feedback for any purpose without Docpier owing compensation to anyone.
2.15. Usage Restrictions
The account owner agrees to use the Docpier API exclusively in accordance with the usage restrictions set forth in these GTC and the agreed contractual terms. The usage restrictions include:
a) The use of the Docpier API is only permitted for the purposes expressly provided for in this contract, i.e., the connection of the designated third-party software, the use of the services, and the exchange of data or documents with the connected third-party software.
b) Any limits on the number of requests that the customer may make to the Docpier API will be respected.
c) All applicable laws and regulations regarding the use of the Docpier API will be complied with.
Upon expiration of the contract term, the customer is no longer authorized to access or use the Docpier API, unless the contract is extended or renewed.
2.16. Platform-related information
By using the Docpier platform, the account owner agrees that Docpier may deliver information to them at any time on the Docpier platform, by email, or by post.
2.17. Termination of the account and the subscription package
2.17.1. Docpier Account
The agreement for the use of the Docpier platform is concluded for an indefinite period. Termination by the account holder is possible at any time in writing, subject to the notice period defined in the contract. Upon deactivation of the account, the account holder will no longer have access to their documents and can no longer use the Docpier platform. Further features and services are excluded.
The actual deletion of the account takes place 30 days after the end of the current term of the selected subscription. Upon deletion of the account and full payment of invoices, the contractual relationship between the account holder and Docpier is definitively terminated. When the account is deleted, all user data is removed from Docpier, to the extent that this is technically possible and legally permissible, or provided that there is no legal or business reason to retain the data for a longer period.
2.17.2. Usage Package
The selected subscription package is concluded for a minimum fixed term of one year ("contract period") and can be terminated at any time effective at the end of the current contract period in accordance with the agreement. If no termination occurs, the subscription package is automatically renewed for an additional contract period of one year. In the event of termination/deactivation of the associated account (see section 2.17.1), the subscription package will nevertheless only end upon expiry of the current contract period. No refunds will be issued for fees already paid.
2.17.3. Termination for Cause
Docpier may terminate this contract with immediate effect for cause (see Section 2.10, extraordinary termination). In the event of premature termination, fees already paid will not be refunded, regardless of the legal basis.
3. Liability
3.1. Liability of Docpier
Docpier is liable exclusively for damages incurred by the account holder in connection with the use of the Docpier platform that are caused by gross negligence or intent, provided that the damage is not caused by cases of force majeure or by disruptions in the external data center. Furthermore, all disclaimers in these GTC remain reserved. Access to or availability of the Docpier platform and/or the services and functions contained therein may be delayed or rendered impossible by circumstances beyond the control of Docpier. These include (but are not limited to): No reception, no connection to the internet or to the Docpier platform, internet disruptions of any kind (routing, DNS, etc.), hardware and software errors of receiving and network devices, DDoS attacks. Any liability or obligation to pay compensation in the event of restricted access or restricted usability of the Docpier platform and/or the services and functions contained therein due to the reasons mentioned above
(Section 3.1) is expressly excluded by Docpier to the maximum extent permitted by law.
3.2. Liability of the Account Holder
The Account Owner is liable to Docpier for any and all damages resulting in any form from the non-performance or poor performance of their obligations under this contract, unless they prove that they are not at fault. Likewise, the Account Owner is liable for the actions of individuals to whom they grant access to their account (including connected users in the case of accounts). The Account Owner undertakes to indemnify and hold Docpier harmless from all third-party claims resulting from the unlawful or contract-breaching use of the Docpier platform and/or any additional functionalities by the Account Owner. This also includes indemnity for all legal defense costs.
Involvement of third parties
Docpier may also commission third parties to operate the Docpier platform or to provide services in connection with additional functionalities of the Docpier platform, or transfer individual or all rights and obligations associated with this contract to third parties. Liability for third parties is excluded to the extent permitted by law. In the event of any SaaS contract, the liability provisions of the SaaS contract shall prevail.
Amendment to the GTC
Docpier reserves the right to amend the provisions of this agreement as well as any other terms and conditions applicable to the Docpier platform and its use at any time. Such amendments will be communicated to the account holder in an appropriate form at least 30 days prior to taking effect and shall be deemed approved unless the account holder terminates the agreement before the changes take effect by requesting the deactivation and deletion of their Docpier account in accordance with Section 2.17. If Docpier makes material adverse changes as part of the amendments to the GTC and the account holder rejects the new GTC by terminating their account, the subscription will be terminated extraordinarily upon the new GTC taking effect, and the account holder is entitled to a pro-rata refund of any license fees already paid.
Final Provisions
If parts of these GTC are or become incomplete, invalid or legally ineffective, the remainder of the GTC shall continue to apply. Docpier shall fill any gaps or invalid or ineffective provisions with valid and effective provisions that come as close as possible to the economic and legal intent of the invalid or ineffective provisions. In the event of contradictions, discrepancies or ambiguities between provisions in different parts of this contract, the following order of precedence shall apply: (1) the SaaS Agreement, (2) the specific provisions for additional features, (3) the GTC, (4) the notices listed in the GTC (e.g. Privacy Policy). In the event of a conflict between the provisions of any document within the order of precedence, the more specific provision shall prevail.
This contractual relationship between Docpier and the account holder shall be governed exclusively by Swiss law, to the exclusion of private international law. The exclusive place of jurisdiction for any disputes arising from this contractual relationship shall be the registered office of Docpier AG. For account holders with a registered office abroad, the registered office of Docpier AG is also the agreed place of performance and place of enforcement within the meaning of Art. 50 para. 2 of the Swiss Debt Collection and Bankruptcy Act (special domicile).
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This page was last updated on April 1, 2025. If you have any questions or comments regarding our legal notices or privacy policy, please contact us.