Terms and Conditions

Last updated 12 February 2026

These Terms and Conditions (“Terms”) govern access to and use of the GembaDocs platform and services (“Services”) provided by GembaDocs Ltd (“GembaDocs”, “we”, “us”, or “our”).

By accessing or using the Services, you agree to be bound by these Terms.

1. Business Customers Only

The Services are provided strictly to businesses and not to consumers.

By registering for or using the Services, you confirm that:

• You are acting in the course of business;
• You have authority to bind the organisation you represent.

2. Access to the Services

GembaDocs grants you a non-exclusive, non-transferable, revocable right to access and use the Services for your internal business purposes, subject to these Terms.

You are responsible for:

• Maintaining the confidentiality of login credentials;
• All activity conducted under your account;
• Ensuring users within your organisation comply with these Terms.

We reserve the right to modify, suspend, or discontinue any part of the Services at any time.

3. Subscription Plans and Payment

Access to the Services is provided on a subscription basis.

Monthly subscriptions are billed in advance on a recurring monthly basis.
Annual subscriptions are billed in advance for the full 12-month term.

All fees are exclusive of VAT or other applicable taxes.

Certain customers may be invoiced directly. Invoices are payable within the payment terms stated on the invoice. If payment is not received by the due date, we may suspend access and/or charge interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

We reserve the right to amend subscription fees. Pricing changes take effect at the next renewal term.

4. Automatic Renewal

All subscriptions renew automatically at the end of the applicable billing period unless cancelled.

We will provide notice of renewal at least 7 days before the renewal date.

By maintaining an active subscription, you authorise us to charge the renewal fee or issue a renewal invoice.

5. Cancellation

You may cancel your subscription at any time.

Cancellation prevents renewal but does not result in any refund. Access continues until the end of the paid term.

6. No Refund Policy

All subscription fees are non-refundable.

No refunds or credits will be provided for partial use, unused licences, downgrades, or early cancellation of annual subscriptions.

7. Suspension and Termination

We may suspend or terminate access immediately if you breach these Terms, fail to pay, misuse the Services, or if required by law.

We may discontinue the Services upon reasonable notice.

8. Effect of Termination

Upon termination or expiry:

• Your right to access ceases;
• We may disable or delete account access after a reasonable retention period;
• Outstanding fees become immediately payable.

9. Intellectual Property

All intellectual property rights in the Services remain the property of GembaDocs or its licensors.

You retain ownership of content uploaded to the platform but grant GembaDocs a limited licence to host and process it for service delivery.

10. Acceptable Use

You must not use the Services unlawfully, attempt to reverse engineer systems, interfere with security, or use the Services in a harmful manner.

We may suspend access for misuse.

11. Limitation of Liability

To the fullest extent permitted by law:

GembaDocs shall not be liable for indirect, incidental, consequential, or special loss, including loss of profits, revenue, business, data, goodwill, or business interruption.

Total aggregate liability shall be limited to the fees paid during the 12 months preceding the event giving rise to the claim.

Nothing excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot lawfully be excluded.

12. AI Tools – Terms of Use

AI Tools are assistance tools only and outputs are draft content.

AI-generated content does not constitute professional, regulatory, safety, or legal advice and must not be relied upon as such.

You are solely responsible for reviewing and verifying AI-generated content before implementation and ensuring compliance with laws and safety standards.

The AI Chatbot does not issue binding commercial commitments.

Discount codes generated by AI Tools are not valid unless confirmed in writing by an authorised representative.

AI Tools are provided “as is” without warranties.

You agree to indemnify GembaDocs for claims arising from misuse of AI Tools or failure to review AI-generated content.

13. Data and Privacy

Use of the Services is subject to our Privacy Policy.

Where GembaDocs processes personal data on your behalf, such processing shall be governed by the GembaDocs Data Processing Agreement, which forms part of these Terms.

AI interactions may be logged for service improvement and may involve third-party processing as described in the Privacy Policy.

14. Force Majeure

GembaDocs shall not be liable for failure or delay caused by events beyond its reasonable control, including natural disasters, outages, war, labour disputes, or government action.

15. Enterprise Arrangements

Custom commercial arrangements remain subject to these Terms unless expressly agreed otherwise in writing.

16. Governing Law

These Terms are governed by the laws of Northern Ireland.

The courts of Northern Ireland shall have exclusive jurisdiction over disputes arising from these Terms.