DocGlance Terms of Service

Effective date: October 6, 2026

DocGlance Software Inc., a Saskatchewan corporation, registered office NW 23-06-11-W2, RM of Cymri No. 36, Midale, Saskatchewan S0C 1S0; mailing address Box 455, Midale, SK S0C 1S0

1. Introduction and Acceptance

These Terms of Service (these "Terms") govern access to and use of DocGlance, a multi-tenant software-as-a-service document management platform supporting a range of use cases — including tracking document expiration and renewal dates — available at docglance.com and any related applications, dashboards, or APIs (collectively, the "Service"), provided by DocGlance Software Inc., a corporation incorporated under the laws of the Province of Saskatchewan, Canada ("DocGlance," "we," "us," or "our").

By creating an account, accessing, or using the Service in any capacity — whether as a Customer or as a Vendor (each defined below) — you agree to be bound by these Terms. If you are accepting these Terms on behalf of an organization, you represent that you have the authority to bind that organization, and "you" refers to that organization as well as the individual accepting these Terms. If you do not agree to these Terms, you must not access or use the Service.

2. Definitions

• "Organization" means a customer tenant that has registered for the Service to manage its own vendor-document program.
• "Customer" means the Organization (and its authorized Users) that has registered for a paid or free subscription plan and defines document requirements for its Vendors. "You," when used in Sections 6–17 of these Terms, generally refers to the Customer unless context makes clear it refers to a Vendor.
• "Vendor" means a business or individual invited by a Customer to submit, maintain, or update documents through the Service in connection with that Customer's document requirements. A Vendor may interact with the Service without ever entering into a direct paid subscription with DocGlance.
• "User" means any individual who accesses the Service under a Customer's or Vendor's account, including Customer administrators, reviewers, and Vendor users.
• "Customer Content" means any data, documents, requirements, templates, vendor records, or other content that a Customer or its Users submit to, or configure within, the Service.
• "Vendor Documents" means any document, file, or associated metadata that a Vendor submits through the Service in response to a Customer's requirements (e.g., insurance certificates, licenses, tax forms, and similar business documents).
• "Content" means Customer Content and Vendor Documents collectively, together with any metadata, annotations, or other data associated with either.
• "Requirement" means a Customer-defined expectation that a Vendor must satisfy, as further described in the Service's documentation.

3. Two Kinds of Users: Customers and Vendors

The Service is used by two distinct kinds of participants, and this distinction matters throughout these Terms:

• Customers register for the Service directly, choose a subscription plan, pay any applicable fees, and configure the document requirements their Vendors must satisfy.
• Vendors are invited onto the Service by a Customer, generally have no direct billing relationship with DocGlance, and use the Service only to view outstanding requests and submit or replace documents in response to a Customer's requirements. A Vendor's use of the Service is necessarily bound up with, and limited by, the inviting Customer's own configuration and permissions.

Section 9 (Customer Terms) applies specifically to Customers. Section 10 (Vendor Terms) applies specifically to Vendors and is intended to be lighter-weight, reflecting that a Vendor did not independently choose to contract with DocGlance and generally pays nothing for its use of the Service. All other sections apply to both Customers and Vendors except where a section states otherwise.

4. Eligibility

You must be at least 18 years old (Saskatchewan's age of majority, matching Privacy Policy §10), or at least the age of majority in your jurisdiction of residence if that is higher, and capable of forming a binding contract to use the Service. The Service may be used for business or personal purposes — we do not restrict eligibility based on whether your use case is commercial, so long as your use complies with these Terms (including Section 11, Acceptable Use).

The Service is not available in all countries or regions. We may restrict, suspend, or deny access to the Service based on your location, at our sole discretion.

5. Accounts

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us promptly at support@docglance.com if you become aware of any unauthorized access to or use of your account. The Service does not currently offer multi-factor authentication of its own, so choose a strong, unique password and keep your Google account (if you sign in with it) secure. To report a security vulnerability or suspected security incident, contact security@docglance.com.

6. Description of the Service

DocGlance is a flexible document management platform: it helps you organize, store, and track important documents and monitor their expiration and renewal dates, including through AI-assisted document classification and metadata extraction (see Section 12, "AI Processing"). One common use case is a Customer defining the documents it needs from its Vendors and inviting Vendors to submit and replace those documents directly (see Sections 9–10) — but the Service is not limited to that use case, and an Organization may use the Service to organize and track its own documents without inviting any Vendor at all. The Service is provided on a multi-tenant basis: each Customer's Organization is logically separated from other Customers' Organizations, and access to Content is scoped according to each User's role and permissions.

The Service is under active development. Features, plans, and limits described in these Terms or in our public materials may change, and we will provide notice of material changes as described in Section 25 (Changes to These Terms) and Section 7.3 (Price Changes).

7. Subscription Plans, Free Tier, and Fees

7.1 Plans

The Service is offered under the following plans as of the effective date of these Terms (see docglance.com for current, authoritative plan details, which control over this document if they differ):

• Free plan — no charge; limited to a maximum of 5 documents in total, and subject to reasonable rate limits on uploads and reprocessing to prevent abuse.
• Paid plan — currently $19.99 USD/month or $190 USD/year (prices are in U.S. dollars), with unlimited documents and Vendors.

7.2 Billing Term — No Multi-Year Lock

Paid subscriptions are billed month-to-month or on a simple annual basis, at the Customer's election. We do not require Customers to commit to multi-year contract terms as a condition of using the Service.

7.3 Price Changes

We may change our fees or introduce new fees at any time, but we will provide at least thirty (30) days' advance notice before any price change takes effect for an existing Customer's then-current subscription. Continued use of the Service after a price change takes effect constitutes acceptance of the new pricing; a Customer that does not agree to a price change may cancel its subscription before the change takes effect.

7.4 Payment Processing — Merchant of Record

Payments are processed by creem.io, which acts as merchant of record for subscription purchases. This means, structurally, that when you purchase a paid subscription you are transacting with creem.io as the seller of record (creem.io issues the customer-facing invoice, and its name — not DocGlance's — will typically appear on your payment statement), and creem.io in turn remits payment to DocGlance for the underlying Service. Your payment information is collected and processed by creem.io under creem.io's own terms and privacy practices, not directly by DocGlance.

7.5 Taxes

Fees are exclusive of applicable taxes (including GST/HST and Saskatchewan PST where applicable) unless stated otherwise.

7.6 Refunds

Fees already paid are non-refundable, including for a partial billing period following cancellation — your subscription remains active through the end of the then-current paid period rather than being prorated.

8. Free Tier Limits and Fair Use

The Free plan's document limit, and any rate limits on uploads or AI processing, are described in Section 7.1 and may be updated from time to time; we will make reasonable efforts to communicate materially reduced limits in advance. We may throttle, delay, or decline to process uploads that we reasonably believe are abusive, automated in a way inconsistent with normal use, or intended to circumvent these limits.

9. Customer Terms

This Section 9 applies to Customers and their Users.

9.1 Customer Content — Ownership and License

As between DocGlance and the Customer, the Customer retains all right, title, and interest in and to its Customer Content, including Vendor Documents submitted to that Customer's Organization. The Customer grants DocGlance a limited, non-exclusive, worldwide license to host, store, process, transmit, and display Customer Content solely as necessary to provide, maintain, secure, and improve the Service, including to operate the AI-assisted processing described in Section 12, and to comply with applicable law. "Improve" includes using non-identifying information about document types and field structures (never the substantive content of your documents) to make document recognition more accurate for all users, as described in our Privacy Policy.

9.2 Customer Responsibilities

The Customer is responsible for: (a) configuring its own document requirements, reviewer permissions, and organizational settings; (b) ensuring it has the right to invite the Vendors it invites and to request the categories of documents it requests; (c) the accuracy of any Requirement it defines; and (d) reviewing AI-suggested classifications and extracted metadata before relying on them for compliance or business decisions, consistent with Section 12.2 (AI Authority and Limitations).

9.3 Administrator Authority

A Customer's designated administrators may manage the Organization's Users, Vendors, requirements, and settings, and are responsible for ensuring that access granted to individual Users within the Organization is appropriate to their role.

10. Vendor Terms

This Section 10 applies to Vendors and their Users. Where this Section conflicts with a more general provision elsewhere in these Terms as applied to Vendors specifically, this Section controls.

10.1 No Direct Fee; Invitation-Based Access

A Vendor's access to the Service is provided at the invitation of, and solely in connection with, a specific inviting Customer. DocGlance does not charge Vendors a fee for this access as of the effective date of these Terms. DocGlance may in the future offer Vendors additional optional paid features (for example, a vendor-owned profile usable across multiple Customers); any such paid features would be subject to additional terms presented at the time they are offered.

10.2 Scope of Vendor Access

A Vendor may access only the Requirements, requests, and document history associated with its own relationship to the inviting Customer(s) that invited it. A Vendor is not required to maintain administrative data beyond what is reasonably necessary to respond to a Customer's Requirements.

10.3 Vendor Documents — Ownership and License

As between DocGlance and the Vendor, the Vendor retains ownership of the Vendor Documents it submits, except to the extent those documents were issued by, or belong to, a third party (e.g., an insurer or licensing body), in which case the Vendor represents that it has the right to submit the document through the Service. The Vendor grants DocGlance a limited, non-exclusive license to host, process, and make the Vendor Document available to the inviting Customer and its authorized reviewers, and to process it as described in Section 12 (AI Processing).

10.4 Vendor Acknowledgment of Customer Control

The Vendor acknowledges that the inviting Customer, not DocGlance, determines what documents are requested, how they are reviewed, and whether a submission is accepted, and that DocGlance's role is to provide the technical platform through which that exchange occurs.

11. Acceptable Use

You must not, and must not permit any User to: (a) upload content that infringes a third party's intellectual property or other rights, or that is unlawful, fraudulent, or knowingly false; (b) attempt to gain unauthorized access to another Organization's data, Vendors, or documents, including through identifier manipulation or any other means; (c) reverse engineer, decompile, or attempt to extract the source code of the Service except as permitted by law; (d) use the Service to transmit malware or engage in any activity that disrupts or degrades the Service for other users; (e) scrape, harvest, or bulk-extract data from the Service other than through features we provide for that purpose; or (f) use the Service in a manner that violates applicable law, including privacy and anti-spam law.

12. AI Processing

12.1 How AI Is Used

The Service uses artificial intelligence to assist with classifying submitted documents, extracting structured metadata (such as document type, parties, dates, and identifiers), and suggesting which Requirement a submission satisfies. This processing involves one or more third-party AI providers. We currently use OpenAI, and we may add or change providers, including Anthropic and Google (Gemini), as fallback or replacement providers, with manual review where automated processing is insufficiently confident. The current list of providers is in Privacy Policy §6.2.

We do not use the substantive content of your documents to train AI models. Each AI provider handles the data we send to it under that provider's own published terms for its business or API services, which we do not control and on which we rely; please review those terms if you have questions about how a particular provider treats submitted data.

12.2 AI Authority and Limitations

AI-generated classifications, extracted metadata, and requirement-matching suggestions are provided to assist Customers and Vendors and do not themselves constitute a determination of document validity, approval, or compliance. Determinations that materially affect a Vendor's status or a Requirement's satisfaction remain subject to the Customer's own configured rules and, where applicable, human review. DocGlance does not warrant the accuracy or completeness of any AI-generated output.

13. Confidentiality

Each party may have access to the other's non-public business information in connection with the Service. Each party agrees to use the other's confidential information only as necessary to perform its obligations under these Terms and to protect it with at least a reasonable degree of care. This Section does not limit DocGlance's rights under Section 9.1 or 10.3 to process Content as necessary to provide the Service.

Security incident notice. If DocGlance becomes aware of a breach of security safeguards that affects Content held in a Customer's Organization, DocGlance will notify that Customer's account administrators without undue delay, describing what happened, what Content was involved, what DocGlance is doing about it, and what the Customer can do to reduce risk, and will cooperate reasonably with the Customer's own investigation and any notification the Customer decides or is required to make. The Customer, as the party in control of its Content, remains responsible for deciding on and making any report to a regulator or notice to individuals about that Content; where the Customer cannot be reached, DocGlance may make that report and notify individuals itself if DocGlance determines a real risk of significant harm exists. DocGlance's own reporting for information it controls is described in Privacy Policy §11. A notice under this paragraph is not an admission of fault or liability.

14. Data Retention, Export, and Deletion

14.1 During the Term

Customers and Vendors may access and export their own Content through the Service's standard features during an active subscription or active Vendor relationship.

14.2 On Termination

Upon termination of a Customer's subscription, DocGlance will make Customer Content available for export for 90 days before deletion, except as required to be retained by law or as described in our Privacy Policy (Privacy Policy §7). This window applies to account and document data, including the account's audit events; billing records with their own statutory retention minimum — 7 years from the end of the relevant tax year, per Privacy Policy §7 — are retained under that separate schedule regardless. How long we keep logs and other records is described in Privacy Policy §7.

Separately, deleting an individual document while an account is active is a "soft delete": the document is hidden from the Service but not immediately erased, and can be restored by DocGlance on request. It is permanently deleted 30 days after it was deleted (Privacy Policy §7).

14.3 Backups

At launch, our database provider plan does not include scheduled backups, and we do not promise that the Service can be restored from a backup. You are responsible for keeping your own copies of documents you cannot afford to lose. We may move to a plan that includes scheduled backups as the Service grows, but we do not commit to doing so or to any timing. If and when backups exist, Deleted Content may persist in them for a limited period after deletion from the live Service — never more than 30 additional days — before being permanently purged as they rotate out, consistent with our data retention practices.

15. Intellectual Property in the Service

DocGlance and its licensors retain all right, title, and interest in and to the Service itself, including its software, design, and any underlying know-how, excluding Content. Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable right to access and use the Service for its intended purpose during the term of your subscription or Vendor relationship. If you provide feedback or suggestions about the Service, we may use that feedback without restriction or obligation to you.

16. Third-Party Services

The Service relies on and integrates with third-party service providers, including creem.io (payment processing/merchant of record, Section 7.4), Supabase (database, authentication, and file storage), Cloudflare (application hosting), Resend (transactional email), Sentry (error monitoring), and one or more AI providers (Section 12); the current list, with what each provider handles, is in Privacy Policy §6.2. Use of any third-party service integrated with the Service may be subject to that provider's own terms. DocGlance is not responsible for the acts or omissions of independent third-party providers, except as expressly stated in these Terms.

17. Term and Termination

17.1 Term

These Terms remain in effect for as long as you maintain an account or otherwise use the Service.

17.2 Termination for Convenience

A Customer may cancel its subscription at any time through the Service or by contacting us at support@docglance.com; cancellation takes effect at the end of the then-current billing period unless otherwise stated at checkout.

17.3 Termination for Cause

Either party may terminate these Terms (or, in DocGlance's case, suspend or terminate a specific account) if the other party materially breaches these Terms and fails to cure that breach within thirty (30) days of written notice, or immediately if the breach cannot reasonably be cured, involves a violation of Section 11 (Acceptable Use), or creates a security risk to the Service or other users.

17.4 Effect of Termination

Upon termination, your right to access the Service ends, subject to the data export/retention provisions of Section 14. Termination of a Customer's subscription does not automatically terminate that Customer's Vendors' ability to be re-invited by another Customer, since a Vendor's identity is not tied to any single Customer relationship.

18. Warranty Disclaimer

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI-GENERATED CLASSIFICATIONS OR EXTRACTED METADATA WILL BE ACCURATE. THE FOREGOING DISCLAIMER DOES NOT APPLY TO THE EXTENT A WARRANTY CANNOT BE EXCLUDED OR LIMITED UNDER APPLICABLE LAW (INCLUDING CONSUMER PROTECTION LEGISLATION THAT MAY APPLY TO ANY INDIVIDUAL USER — CUSTOMER OR VENDOR — ACTING OUTSIDE A TRADE, BUSINESS, OR PROFESSION), IN WHICH CASE ANY SUCH WARRANTY IS LIMITED TO THE MINIMUM SCOPE AND DURATION PERMITTED BY LAW.

19. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW: (A) NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES; AND (B) DOCGLANCE'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED, (I) FOR A CUSTOMER ON A PAID PLAN, THE FEES ACTUALLY PAID BY THAT CUSTOMER TO DOCGLANCE IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (II) FOR A CUSTOMER ON THE FREE PLAN OR A VENDOR (WHO PAYS DOCGLANCE NOTHING), ONE HUNDRED CANADIAN DOLLARS (CAD $100).

Nothing in these Terms limits either party's liability for gross negligence, willful misconduct, or death or personal injury caused by negligence, to the extent such limitation is prohibited by applicable law.

20. Indemnification

Each Customer agrees to indemnify and hold DocGlance harmless from any third-party claim arising out of that Customer's Content, its Requirements, or its use of the Service in violation of these Terms or applicable law. DocGlance agrees to indemnify Customers against third-party claims that the Service, as provided by DocGlance and used in accordance with these Terms, infringes a third party's intellectual property rights, subject to customary carve-outs (e.g., for modified versions of the Service or use in combination with materials not provided by DocGlance).

21. Assignment and Change of Control

DocGlance may assign, transfer, or delegate this Agreement, in whole or in part, without your consent, to a successor, affiliate, or acquirer in connection with a merger, acquisition, reorganization, or sale of all or substantially all of DocGlance's assets, or by operation of law. Any such assignee will assume DocGlance's obligations under these Terms. You may not assign or transfer these Terms, or your rights or obligations under them, without DocGlance's prior written consent, except that a Vendor may have its relationship transferred to a successor business entity in connection with a bona fide change of ownership of the Vendor's own business, subject to DocGlance's standard re-verification procedures.

22. Force Majeure

Neither party will be liable for any failure or delay in performance (other than payment obligations) resulting from causes beyond its reasonable control, including acts of God, natural disaster, war, terrorism, riot, labor conditions, governmental action, internet or utility failures, or failures of third-party service providers described in Section 16.

23. Copyright and Intellectual Property Complaints

If you believe Content available through the Service infringes your copyright or other intellectual property rights, you may submit a notice to support@docglance.com identifying the copyrighted work, the material you believe infringes it, and your contact information. On receipt of a notice we reasonably believe to be valid, we will investigate and, at our discretion, may remove or disable access to the identified Content, notify the Customer or Vendor who submitted it, and/or take other action we consider appropriate. We do not undertake to resolve disputes between a notifying party and the party who submitted the Content, and reserve the right to restore Content if we determine a notice was invalid or made in bad faith. Nothing in this Section limits any additional rights or obligations that apply to DocGlance under the U.S. Digital Millennium Copyright Act, Canada's Copyright Act, or other applicable law.

24. Dispute Resolution and Governing Law

These Terms are governed by the laws of the Province of Saskatchewan and the federal laws of Canada applicable therein, without regard to conflict-of-laws principles. The parties submit to the exclusive jurisdiction of the courts located in Saskatchewan, Canada for any dispute arising out of or relating to these Terms.

25. Changes to These Terms

We may update these Terms from time to time. For material changes, we will post the updated Terms with a new effective date at least 30 days before the change takes effect (consistent with Section 7.3's price-change notice period), and may also notify the account's administrators by email or by an in-app notice. A change we reasonably determine is required to reflect a change in applicable law or to address an imminent security risk may take effect on shorter notice, provided we notify affected accounts promptly. Continued use of the Service after a change takes effect constitutes acceptance of the revised Terms.

26. General Provisions

• Entire Agreement. These Terms, together with any documents they expressly incorporate (including our Privacy Policy), constitute the entire agreement between you and DocGlance regarding the Service and supersede any prior agreements on the subject.
• Severability. If any provision of these Terms is held unenforceable, the remaining provisions remain in full force and effect.
• No Waiver. A failure to enforce any provision of these Terms is not a waiver of that or any other provision.
• Relationship of the Parties. The parties are independent contractors; nothing in these Terms creates a partnership, joint venture, agency, or employment relationship.
• No Third-Party Beneficiaries. Except as expressly stated regarding Vendors' direct relationship to the Service, these Terms do not confer any rights on any third party.
• Notices. Legal notices to DocGlance should be sent by email to support@docglance.com and by mail to DocGlance's registered office: NW 23-06-11-W2, RM of Cymri No. 36, Midale, Saskatchewan S0C 1S0, Canada (mailing address: Box 455, Midale, SK S0C 1S0).

27. Contact

Questions about these Terms can be directed to support@docglance.com. Security vulnerabilities and suspected security incidents can be reported to security@docglance.com.