Terms and Conditions

1. Acceptance of the Terms

By accessing or using the Service, you confirm that you have read and accept these Terms. If you do not agree, do not use the Service.

2. Eligibility and accounts

You must have the legal capacity to enter into a contract. You are responsible for the confidentiality of your account credentials and for all activities carried out through your account.

3. Description of the Service

The Service is a company document management platform (DMS), offered as software as a service (SaaS). Within the limits of the contracted plan, the Service includes: electronic archiving of documents on a fund-and-inventory structure, an electronic registry with automatic allocation of registration numbers for incoming and outgoing mail, an internal document approval circuit, optical character recognition (OCR) with full-text search, retention rules by document category, and secure sharing with an access log.

The Service does not include contract lifecycle management and does not include issuing or validating electronic signatures. These services are offered separately, within the same ecosystem, by 4mycontracts.net.

Features may be modified or updated over time. Some features may be in beta version and are provided "as is".

4. Subscriptions, fees and payment

If the Service is offered for a fee, you agree to pay the applicable fees and charges, as described on the purchase pages or in an order form/contract. Unless stated otherwise, fees are non-refundable.

Upgrading to a higher plan. You may switch to a higher-priced plan at any time, directly from the account panel. The upgrade takes effect immediately: the features and limits of the new plan activate as soon as the upgrade is confirmed. For the billing cycle currently in progress, you only pay the price difference between the new plan and the current plan, calculated proportionally to the days remaining in the cycle, using the formula: (new plan price − current plan price) × (days remaining ÷ total number of days in the current billing cycle). The renewal date does not change; starting with the next renewal, the subscription is billed at the full price of the new plan. The amount owed for the upgrade is charged automatically, at the time of the upgrade, through the payment method saved for the subscription.

If you switch from a prepaid plan with a longer billing interval (for example, an annual plan), or if the upgrade changes the billing interval, the unused value of the remaining period is automatically converted into an internal service credit tied to the account, applied to future payments of the new subscription until exhausted; during this period there may be no new charge. The service credit is not money: it has no cash value, is non-refundable, is non-transferable and cannot be paid out in cash, consistent with the non-refundable nature of fees set out in this section. Switching to a lower-priced plan (downgrade) is done through customer support.

Switching to a plan with less archive space does not delete documents already uploaded. If the archive volume exceeds the new plan's limit, uploading new documents may be blocked until space is freed up or until you return to a suitable plan; existing documents remain accessible and exportable.

5. Permitted use

You agree not to:

• violate the law, the rights of others, or confidentiality;
• attempt unauthorized access, scanning or security testing without permission;
• disrupt the operation of the Service (malware, bots, scraping, DoS-type attacks);
• decompile, reverse engineer or bypass technical limitations, except where permitted by law;
• upload to the Service documents you do not have the legal right to store or process.

6. Customer documents and content

You retain rights over the documents, metadata and content uploaded to or generated in the Service ("Customer Data"). You grant the Provider a limited license to host, process, transmit and display Customer Data solely to provide and improve the Service and for legal compliance.

Determining document categories, applicable retention periods and access rights remains your responsibility. The Provider applies the retention rules you configure, but does not verify or guarantee their legal correctness for your business.

Deletion of documents upon expiry of the retention period is not executed automatically: disposal proposals are subject to approval by a user designated by you. Once approved, the deletion is final and irreversible; only the log record that the document existed and was disposed of remains in the archive.

7. Data protection

With respect to the documents and personal data uploaded to the Service, you act as the controller and the Provider acts as the processor, within the meaning of Regulation (EU) 2016/679 (GDPR). Signing a data processing agreement (DPA) may be required.

You are responsible for having a legal basis for entering personal data into the Service and for handling data subject requests, including deletion requests based on Art. 17 GDPR. The Service provides you with the search, retention-period-verification and deletion tools needed to respond to these requests.

Data is stored on infrastructure located within the European Union and is not transferred outside it.

8. Legal value of archived documents

The Service applies technical integrity measures to archived documents — a cryptographic fingerprint, immutable versioning, a timestamp and an access log — intended to support proof that a document has not been altered since archiving.

The Provider does not hold the status of accredited electronic archive administrator within the meaning of Law no. 135/2007 on archiving documents in electronic form (republished). Use of the Service does not exempt you from the legal obligations to retain documents and does not, by itself, replace the obligation to keep the paper original where the law requires it, including under the National Archives Law no. 16/1996 or the Accounting Law no. 82/1991.

Information about legal retention periods published on 4docs.net is for guidance only and does not constitute legal advice.

9. Intellectual property rights

The Provider and its licensors own all intellectual property rights in the Service (software, design, trademarks, etc.). These Terms do not grant you any ownership rights in the Service.

10. Third-party services

The Service may integrate third-party services and other ecosystem applications. The Provider is not responsible for third-party services, their terms, availability or security.

11. Availability and support

We make reasonable efforts to ensure availability, but we do not guarantee uninterrupted operation. Any service levels (SLA) apply only if expressly agreed in writing.

12. Suspension, termination and return of the archive

We may suspend or terminate access if you breach the Terms, if required by law, or to protect the Service and its users. You may stop using the Service at any time.

Upon termination of the subscription, we provide you with a complete export of the documents and the metadata index, available for 30 days from the date of termination. After this period expires, the data is permanently deleted from our production systems. It is your responsibility to download the export within this period, particularly for documents the law requires you to continue keeping.

13. Disclaimers of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE PROVIDER DISCLAIMS ALL WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT OF THIRD-PARTY RIGHTS.

The results of optical character recognition (OCR) depend on the quality of the scanned documents and are provided as an indexing and search tool; they do not constitute a guaranteed transcription of the document's content.

14. Limitation of liability

To the maximum extent permitted by law, the Provider is not liable for indirect, incidental, special, consequential or punitive damages, nor for loss of profit, revenue, data or reputation.

15. Indemnification

You agree to indemnify and hold the Provider harmless from claims arising from your use of the Service, Customer Data, or breach of the Terms or the law.

16. Changes

We may update the Terms. The updated version will be published on 4docs.net and applies from the date shown.

17. Governing law and disputes

The Terms are governed by the law of Romania. The courts with jurisdiction at the Provider's registered office shall have exclusive jurisdiction, except where mandatory law provides otherwise.

18. Contact

For legal notices or questions: [email protected].