Terms of Service

1. Service description

FolioDoc is a document collection platform. Customers ("you") create document requests, add recipients, and set deadlines. Recipients receive secure magic links to upload documents and provide responses. FolioDoc sends automated email notifications and reminders on your behalf.

2. Accounts and access

• Registration requires a valid email address. One account per email address.
• You are responsible for maintaining the security of your account credentials.
• You must not share your account with others or allow unauthorized access.

3. Acceptable use

You agree not to:

• Upload or collect illegal, harmful, or infringing content
• Upload malware, viruses, or other malicious files
• Abuse the notification system (e.g. using it to send spam or unsolicited messages)
• Use automated tools to scrape, crawl, or otherwise extract data from the platform
• Attempt to gain unauthorized access to other users' data or system resources

4. Intellectual property

You retain full ownership of all content you upload to or collect through FolioDoc. FolioDoc retains all rights to the platform, software, branding, and documentation. We do not claim any intellectual property rights over your content.

5. Limitation of liability

The service is provided "as is" and "as available" without warranties of any kind, whether express or implied. To the maximum extent permitted by law, FolioDoc shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or business opportunities. We do not guarantee uninterrupted or error-free service.

6. File scanning & user responsibility

Uploaded files are validated for type, size, and format, and automatically scanned for viruses and malware using ClamAV. Infected files are rejected and deleted. However, no scanning solution is 100% effective — you remain responsible for verifying any files you download from the platform with your own security tools. FolioDoc is not liable for any damage caused by malicious files that may evade detection.

7. Data processing

FolioDoc acts as a Data Processor on behalf of customers (Data Controllers) under GDPR. Our data handling practices are described in our Privacy Policy and Data Processing Agreement.

8. Cookies and analytics

FolioDoc uses essential cookies (session management, CSRF protection) that are strictly necessary for the platform to function.

On our public marketing pages, we use Google Analytics 4 to understand website usage. Analytics cookies are loaded only after you give explicit consent via our cookie banner. If you decline, no analytics data is collected. Analytics does not run on the authenticated application or recipient portal. See our Privacy Policy for full details.

9. Termination

Either party may terminate the service at any time. You may export all your data at any time via Settings → Data Export. Upon termination, your data remains available for 30 days to allow export. After that, all data is deleted in accordance with our retention policy, including all uploaded files, recipient data, and notification history.

10. Governing law

These Terms are governed by the laws of the Federal Republic of Germany.

11. Contact

For questions about these Terms, contact us at: support@foliodoc.com