These Terms and Conditions (“Terms”) govern your access to and use of the Docu-Coach website, web application, and related services (collectively, the “Service”) operated by Docu-Coach (“we,” “us,” or “our”). By creating an account, logging in, or using the Service, you agree to these Terms. If you do not agree, do not use the Service.
If you use the Service on behalf of a restaurant, hospitality group, or other organization (“Organization”), you represent that you have authority to bind that Organization, and “you” includes both you individually and the Organization.
1. The Service
Docu-Coach helps restaurant managers and leaders document employee incidents, organize coaching and performance records, generate structured summaries and scripts, and manage employee-related documentation in one place. Features may include voice capture, AI-assisted transcription and polishing (when enabled), incident calendars, employee directories, exports, and administrative tools. We may add, change, or remove features at any time.
The Service is a documentation and coaching tool. It does not provide legal, HR, or employment advice. You remain solely responsible for compliance with applicable laws, your employee handbook, union agreements, and internal policies.
2. Eligibility and accounts
You must be at least 18 years old and authorized to manage or document workplace matters for your Organization. You agree to:
- Provide accurate account and contact information;
- Keep login credentials confidential and notify us promptly of unauthorized access;
- Use the Service only for lawful business purposes related to your Organization;
- Ensure that anyone you invite or allow to use the Service under your account complies with these Terms.
We may suspend or terminate accounts that violate these Terms or pose security or legal risk.
3. Subscriptions and fees
Paid plans are offered on a subscription basis (for example, monthly billing by organization size, such as limited-employee and unlimited-employee tiers described on our pricing page). Unless we agree otherwise in writing:
- Fees are quoted in U.S. dollars and billed in advance for each billing period;
- Subscriptions renew automatically until canceled;
- Price changes apply to the next renewal after reasonable notice;
- Taxes, if applicable, are your responsibility.
Onboarding, invoicing, or payment processing may be handled directly with us (for example via email at hello@docu-coach.com) until integrated billing is offered. Refunds are governed by our Refund Policy.
4. Your content and data
“Customer Content” means information you or your users submit to the Service, including employee names, incident notes, voice recordings, transcripts, coaching records, locations, and exports. You retain ownership of Customer Content. You grant us a limited license to host, process, transmit, and display Customer Content solely to operate, secure, and improve the Service and as described in our Privacy Policy.
You represent and warrant that:
- You have all rights and notices required to collect and process Customer Content, including employee-related information;
- Customer Content does not violate law or third-party rights;
- You will not upload unlawful, harassing, or malicious material.
5. Optional AI and third-party services
Some features use artificial intelligence (for example, transcription or text polishing via OpenAI or similar providers). You may be required to supply your own API key (“bring your own key”) or use a workspace key we configure. When you enable AI features:
- Relevant Customer Content may be sent to the AI provider you or we configure;
- You are responsible for that provider’s terms, pricing, and acceptable use;
- AI output may be inaccurate; you must review outputs before relying on them for employment decisions.
The Service also relies on infrastructure providers (for example, hosting and database services). Their availability may affect the Service.
6. Acceptable use
You will not:
- Reverse engineer, scrape, or probe the Service except as permitted by law;
- Interfere with security, rate limits, or other users;
- Use the Service to store or transmit malware or spam;
- Misrepresent your identity or your relationship to an Organization;
- Use the Service in a manner that violates employment, privacy, or discrimination laws.
7. Confidentiality and security
We implement reasonable administrative, technical, and organizational measures designed to protect Customer Content. No system is perfectly secure. You are responsible for configuring access within your Organization (for example, who may view employee records) and for practices on your devices (screen locks, shared tablets, etc.).
8. Intellectual property
We and our licensors own the Service, software, branding, and documentation, excluding Customer Content. We grant you a limited, non-exclusive, non-transferable right to use the Service during an active subscription or trial, subject to these Terms.
9. Disclaimers
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, OR THAT DOCUMENTATION CREATED THROUGH THE SERVICE WILL BE ADMISSIBLE OR SUFFICIENT IN ANY LEGAL OR HR PROCEEDING.
10. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER WE NOR OUR SUPPLIERS WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, DATA, OR GOODWILL, ARISING FROM THESE TERMS OR THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE CLAIM OR (B) ONE HUNDRED U.S. DOLLARS ($100), EXCEPT WHERE SUCH LIMITATIONS ARE PROHIBITED BY LAW.
11. Indemnification
You will defend and indemnify us against claims, damages, and expenses (including reasonable attorneys’ fees) arising from Customer Content, your use of the Service, or your violation of these Terms or applicable law, except to the extent caused by our gross negligence or willful misconduct.
12. Term and termination
You may stop using the Service at any time. We may suspend or terminate access for breach, non-payment, or to protect the Service. Upon termination, your right to access the Service ends. Provisions that by nature should survive (including ownership, disclaimers, limitation of liability, and indemnity) will survive.
You may request export or deletion of Customer Content subject to our data retention practices and legal obligations. Contact hello@docu-coach.com.
13. Changes
We may update these Terms from time to time. We will post the revised Terms on this page and update the effective date. Material changes may be communicated by email or in-app notice where appropriate. Continued use after changes become effective constitutes acceptance.
14. Governing law and disputes
These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-law rules, except where mandatory consumer protection laws in your jurisdiction apply. Disputes will be resolved in the state or federal courts located in Delaware, unless we agree otherwise in writing or applicable law requires a different forum.
15. Contact
Questions about these Terms: hello@docu-coach.com
Docu-Coach · https://docu-coach.com