Terms of Service

1. Service Description

ApprovaDoc ("the Service") is a web-based tool for tracking SOP and policy acknowledgments and producing training evidence records. The Service is designed to support small medical device and SaMD teams in collecting and organizing training acknowledgment records.

The Service includes electronic signature capabilities designed to support 21 CFR Part 11 compliance (available on eligible plans). However, the Service is not a validated system out of the box. The Service is not a medical device, Software as a Medical Device (SaMD), or clinical decision-support tool. It is not a replacement for a full eQMS or document control system. If your regulatory framework requires computer system validation (CSV), you are responsible for performing your own validation activities. You are solely responsible for determining whether this tool meets your regulatory requirements.

2. Account Responsibilities

You must provide accurate information when creating an account. Each account must be used by a single individual — shared accounts are not permitted. You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account.

3. Acceptable Use

You agree to use the Service only for lawful purposes related to training evidence tracking and document acknowledgment. You may not upload content that is illegal, harmful, or violates third-party rights. You may not attempt to circumvent access controls or interfere with the Service's operation.

4. Intellectual Property

All rights, title, and interest in the Service — including its software, design, trademarks, and documentation — remain with ApprovaDoc. Nothing in these terms grants you any rights to our intellectual property except the limited right to use the Service under these terms.

You retain all rights to the documents, data, and content you upload to the Service ("Your Content"). You grant us a limited license to host, store, and display Your Content solely to provide the Service to you. We do not access, use, or share Your Content except as necessary to operate the Service.

5. Data and Records

The Service stores acknowledgment records, quiz attempts, and audit log entries as immutable records. These records are designed to be permanent and cannot be modified or deleted, including by administrators. This immutability is a core feature of the Service for audit-readiness purposes.

Document integrity is verified using SHA-256 cryptographic hashes. However, the presence of hashing and immutable records does not by itself constitute a validated system. These features support data integrity but do not replace validation activities that may be required by your regulatory framework.

6. Confidentiality

We treat all content you upload to the Service — including SOPs, policies, training records, and organizational data — as confidential. We will not disclose your content to third parties except: (a) as necessary to provide the Service (e.g., infrastructure providers listed in our Privacy Policy), (b) if required by law, or (c) with your written consent.

7. Subscriptions and Billing

The Service offers a 14-day free trial followed by paid subscription plans. Payment is processed by Lemon Squeezy, our merchant of record, which handles tax, billing, and payment processing on our behalf. Lemon Squeezy's Buyer Terms & Conditions apply to all transactions in addition to these terms.

You may cancel your subscription at any time. Upon cancellation, your subscription remains active until the end of the current billing period. After that, your account enters read-only mode — your data remains accessible but you cannot create new records.

Subscriptions are non-refundable. Because we offer a 14-day free trial with core features, we expect you to evaluate the Service before subscribing. In exceptional circumstances, refund requests may be considered on a case-by-case basis — contact info@approvadoc.com. See our full Refund Policy for details.

8. Service Availability and Warranty Disclaimer

We aim to provide reliable access to the Service but do not guarantee uninterrupted availability. We may perform maintenance, updates, or modifications that temporarily affect availability.

The Service is provided on an "as-is" and "as-available" basis. To the fullest extent permitted by applicable law, ApprovaDoc disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be error-free, secure, or uninterrupted, or that it will meet your specific regulatory requirements.

9. Limitation of Liability

Records generated by this system are provided as-is. ApprovaDoc makes no representations about the legal sufficiency of these records for any specific regulatory framework.

To the fullest extent permitted by law, ApprovaDoc's total liability for any claims arising from or related to the Service is limited to the amount you paid for the Service in the 12 months preceding the claim. In no event shall ApprovaDoc be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or profits, even if advised of the possibility of such damages.

10. Indemnification

You agree to indemnify and hold ApprovaDoc harmless from any claims, damages, or expenses (including reasonable legal fees) arising from: (a) your use of the Service, (b) your content, (c) your violation of these terms, or (d) your violation of any applicable law or regulation. This indemnification obligation survives termination of these terms.

11. Termination

Either party may terminate this agreement at any time. We may suspend or terminate your access if you violate these terms or engage in activity that harms the Service or other users.

Upon termination, your account enters read-only mode. You may export your data in standard formats (CSV, PDF) for 90 days following termination. After 90 days, we may delete your account data. Immutable audit records (acknowledgments, quiz attempts, and audit log entries) may be retained as required for integrity purposes.

Sections that by their nature should survive termination will survive, including: Intellectual Property, Confidentiality, Limitation of Liability, Indemnification, and Governing Law.

12. Force Majeure

Neither party shall be liable for any failure or delay in performance resulting from causes beyond its reasonable control, including but not limited to natural disasters, acts of government, power failures, internet disruptions, or third-party service outages.

13. Governing Law

These terms are governed by and construed in accordance with the laws of the Republic of Slovenia. Any disputes arising from these terms or the Service shall be resolved in the courts of Ljubljana, Slovenia.

14. Changes to Terms

We may update these terms from time to time. We will notify you of material changes via email or through the Service. Continued use after changes take effect constitutes acceptance.

15. General Provisions

Severability. If any provision of these terms is found unenforceable, the remaining provisions continue in full force.

Entire Agreement. These terms, together with our Privacy Policy and Refund Policy, constitute the entire agreement between you and ApprovaDoc regarding the Service.

Assignment. You may not assign your rights under these terms without our written consent. We may assign our rights in connection with a merger, acquisition, or sale of assets.

Waiver. Our failure to enforce any provision of these terms does not constitute a waiver of that provision.

16. Contact

If you have questions about these terms, contact us at info@approvadoc.com.