Public Offer

to enter into an agreement for access to the DocRoost service

1. General provisions

1.1. In accordance with Article 437(2) of the Civil Code of the Russian Federation, this document is a public offer made by the owner of the DocRoost service (the Provider) to organizations and individual entrepreneurs (the Client), and sets out the terms of the agreement between the Provider and the Client (the Agreement). The Service is intended for business use and is not intended for personal, family or household purposes.

1.2. The Service is the DocRoost cloud document archive available at app.docroost.com. A User is an individual to whom the Client has granted access to the Service. The Policy is the Personal Data Processing Policy, which lists contractors and data retention periods.

1.3. If the Provider and the Client have signed a separate agreement, its terms take precedence.

2. Acceptance of the offer

2.1. The offer is accepted by clicking the organization creation button in a form that contains a link to this offer and a statement accepting its terms, or by the organization administrator accepting the offer on a separate screen in the Service. From that moment, the Agreement is deemed concluded and its written form is deemed satisfied (Article 434(3) and Article 438(3) of the Civil Code of the Russian Federation).

2.2. The person accepting the offer confirms that they act on behalf of an organization or individual entrepreneur and have the necessary authority.

3. Subject matter of the Agreement

3.1. The Provider grants the Client the right to access the Service remotely, and the Client undertakes to pay for that access as provided in section 4 of this offer.

3.2. The Service’s functionality is defined by its interface. The description on the website is for information purposes. The Provider may change the available functionality. The Provider shall give the organization administrator at least 30 days’ notice of any material reduction in functionality, and the Client may terminate the Agreement with a refund for the unused period.

3.3. Features marked ‘Coming soon’ on the website are not included in the subject matter of the Agreement until that label is removed.

4. Fees and payment

4.1. The Client may use the Service without payment within the limits specified in its interface.

4.2. Plan prices and limits are stated in the Pricing section of the website. The version in effect on the invoice date applies.

4.3. Payment is made in advance for each calendar month against an invoice issued by the Provider using the details of the organization or individual entrepreneur. The paid period starts on the date payment is received.

5. Access to the Service

5.1. The Service is provided ‘as is’. The Provider does not guarantee uninterrupted or error-free operation and does not undertake to provide any particular level of availability.

5.2. The Provider may suspend the Service for maintenance and to resolve failures. Information about the Service’s condition is published on the status page.

5.3. The Provider may engage third parties to perform the Agreement. Contractors that process data are listed in the Policy. The Provider shall give the organization administrator at least 14 days’ notice of changes to that list, and the Client may terminate the Agreement before the change takes effect with a refund for the unused period.

6. Client obligations

6.1. The Client shall not upload materials that violate the laws of the Russian Federation or third-party rights, or use the Service in a way that interferes with its normal operation.

6.2. The Client shall safeguard its Users’ credentials. Actions performed using those credentials are deemed to have been performed by the Client, except where access was obtained as a result of the Provider’s breach of clause 7.4 of this offer.

6.3. The Client is responsible for preserving originals and copies of documents uploaded to the Service.

6.4. If the Client breaches this section, the Provider may suspend access to the Service while preserving the Client’s ability to request a data export under section 9 of this offer.

7. Personal data and processing instructions

7.1. The Client is the personal data operator for personal data contained in the documents it uploads and messages received by its organization. Under Article 6(3) of Federal Law No. 152-FZ of 27 July 2006 ‘On Personal Data’ (the Law), the Client instructs the Provider to process the following third-party personal data: surnames, first names, patronymics, passport and other identity document details, contact details, identifying and payment details, positions, and information about agreements and payments. The Client may upload other categories of data, including special categories, only where it has legal grounds and has notified the Provider before uploading them.

7.2. Processing purposes: document storage, text recognition, automated analysis and data extraction, searching for and providing documents to Users, and configuring and assessing search quality within the Client’s organization.

7.3. Processing operations: collection, recording, systematization, accumulation, storage, updating, retrieval, use (including algorithmic analysis), transfer (provision or access) to Users, recipients of shared links and contractors listed in the Policy, blocking, deletion and destruction.

7.4. The Provider shall:

• maintain the confidentiality of personal data and ensure its security during processing, including the measures required by Article 19 of the Law;
• comply with Article 18(5) and Article 18.1 of the Law and locate databases containing personal data of citizens of the Russian Federation within the Russian Federation;
• at the Client’s request, throughout the duration of the processing instructions, including before processing starts, provide documents and information confirming the measures taken and compliance with processing requirements;
• notify the Client of the events specified in Article 21(3.1) of the Law without delay, and no later than 24 hours after detection, at the organization administrator’s email address.

7.5. A messenger whose servers are located outside the Russian Federation may be connected only with the Client’s permission. The Client’s organization administrator grants and withdraws this permission in the Service settings.

7.6. By granting permission, the Client instructs the Provider to transfer data that a User sends or receives through the messenger to the persons and countries specified in the Policy. For data for which the Client is the operator, the Client submits the notification required by Article 12 of the Law, and the Provider supplies, upon request, the information it holds that is needed for that notification. For data for which the Provider is the operator, the Provider complies with Article 12 of the Law.

7.7. The Client warrants that it has legal grounds to process the specified data and to instruct the Provider to process it, including any required consents from personal data subjects. The Client is responsible to personal data subjects for processing this data, and the Provider is responsible to the Client.

7.8. Retention periods and persons with technical access to data, including the storage provider and the Service administrator, are specified in the Policy.

8. Artificial intelligence model

8.1. Transfer of documents to an external artificial intelligence model is disabled by default. The Client’s organization administrator grants and withdraws permission in the Service settings.

8.2. Model output, text recognition and data extraction results may contain errors. The Client is responsible for checking them against the original document.

8.3. The Client organization’s labels and search information are used to train shared Service models only with its administrator’s permission. This permission is disabled by default and may be withdrawn.

9. Data export and deletion

9.1. The Client’s organization administrator may request an export or complete deletion of the organization’s data by emailing support@docroost.com from the administrator’s address. The request is fulfilled within 30 days. Deletion is irreversible.

9.2. Data remains in backups until the applicable retention period expires, as specified in the Policy.

10. Liability

10.1. The parties are liable for failure to perform or improper performance of the Agreement in accordance with the Agreement and the laws of the Russian Federation.

10.2. The Provider is not liable for:

• interruptions during the work described in clause 5.2 of this offer, or equipment, software or communication failures, if it proves that it took measures customary for services of this kind;
• data loss, if it proves that the loss resulted from circumstances it could not have prevented with such measures, including actions by third parties not engaged by it to perform the Agreement;
• the Client’s decisions or actions based on the Service’s results, including recognition, search and artificial intelligence model responses;
• the content of documents uploaded by the Client or the lawfulness of uploading them;
• actions by persons who obtained access using Users’ credentials or links issued by the Client, except as specified in clause 6.2 of this offer;
• the Client’s failure to perform the obligations in clause 7.6 of this offer;
• the Client’s lost profits.

10.3. The Provider is liable for the actions of contractors engaged to perform the Agreement as for its own actions, subject to the limits in clause 10.4 of this offer.

10.4. The Provider’s aggregate liability under the Agreement is limited to the amount paid by the Client for the three months preceding the breach. No damages are payable for a period in which the Service was used without payment.

10.5. The limitations in this section do not apply to intentional breaches of obligations or in other cases where such limitations are prohibited by law.

10.6. The parties are released from liability for failure to perform obligations caused by force majeure and shall notify each other of such circumstances without delay.

11. Term and termination

11.1. The Agreement takes effect upon acceptance and remains in force until terminated.

11.2. If the next month is not paid for, the paid period ends, while the Agreement remains in force within the limits stated in clause 4.1 of this offer.

11.3. The Client may terminate the Agreement by sending notice from the organization administrator’s email address. The Client may request a data export within 30 days after termination, after which the Provider deletes the data. Payment for the unused portion of the paid period is refunded.

11.4. The Provider may terminate the Agreement by giving the organization administrator at least 60 days’ notice, refunding payment for the unused period and providing an opportunity to export data.

12. Changes and dispute resolution

12.1. New versions of the offer and the Policy are published on their respective pages with a date; previous versions are available on request. The Provider notifies the organization administrator by email of a new version. For use without payment, it takes effect 14 days after notification; for paid periods, it applies from the period paid for after notification.

12.2. The Agreement is governed by the law of the Russian Federation. Disputes are subject to a pre-action claims procedure, with 30 calendar days to respond to a claim. Unresolved disputes are submitted to the commercial court at the Provider’s location. This provision does not apply where the law establishes a different jurisdiction.

13. Contact details and notices

13.1. The Client’s enquiries and claims must be sent to support@docroost.com.

13.2. Notices to the Client are sent to the organization administrator’s address specified in the Service and are deemed received on the day after sending.