Terms of service

Who we are

HaruDocs is run by Kensio Software Ltd, a company registered in England and Wales with company number 13374516. Its registered office is International House, 100 Menzies Road, Hastings, TN38 9BB. In these terms "we" means Kensio Software Ltd and "you" means the person or business with a HaruDocs account. Our privacy policy says how we handle personal data.

The service

HaruDocs lets you create and send invoices and send documents for signing. It is in development, and features will be added and changed.

Once charging starts, HaruDocs will cost £8 a month or £80 a year. Emailing an invoice and downloading its PDF are included. We can start charging at any time, and we don't promise a free period. We'll email you 30 days before charging starts, and you can close your account before then if you don't want to pay.

Your account

Keep your password private. You are responsible for what is done through your account. Your business details must be accurate, because they appear on the invoices and documents you send.

Your recipients and your content

You choose who HaruDocs emails for you: the clients you send invoices to, and the people you ask to sign or copy in on a document. You must have their agreement, or another lawful reason, to email them. You are responsible for what your invoices and documents say. The emails come from no-reply@harudocs.co.uk, and replies go to your business's email address.

An invoice can't be edited once it is issued, and a document can't be edited once it is signed. Both are records, and a signed document is locked for six years from completion. To correct an invoice, issue a new one.

Personal data we handle for you

You are the controller for the personal data you put into HaruDocs about your clients and their contacts, your signers and copy recipients, and anyone else named in your invoices and documents. We are your processor. This section is our data processing agreement under Article 28 of the UK GDPR. You are responsible for having a lawful basis, giving people the privacy information the law requires, and making sure your instructions comply with data protection law. Our privacy policy covers the data we use for our own purposes: your account, spam prevention and security.

The data is names, email and postal addresses, tax numbers, the contents of invoices and documents, delivery records and signing audit trails, and any other personal data you enter or upload. A signing audit trail records each signer's name, role, signing time, IP address and browser details. We store, organise, use and share this data to provide invoicing and document signing for you: sending emails, collecting signatures, producing certificates of completion and checking signed PDFs. We handle it while we provide HaruDocs to you, and afterwards only as this section describes. By sending a document for signing, you instruct us to keep the completed signed PDF under a lock for six years from completion. The lock stops the app, or anyone by mistake, changing or deleting it.

• We handle the data only on your documented instructions, including about transfers outside the UK. These terms and what you do in the app are those instructions, and you can also give us instructions in writing. If UK law requires us to handle it in some other way, we'll tell you first, unless the law forbids that on important grounds of public interest. If we think an instruction breaks data protection law, we'll tell you straight away.
• Everyone we allow to handle the data has agreed to keep it confidential or is under a legal duty to.
• We take the security measures Article 32 of the UK GDPR requires, suited to the risks. AWS encrypts the data we store, connections to HaruDocs use HTTPS, and only people who need access for their work have it.
• You authorise us to use Amazon Web Services as a sub-processor, for hosting and for sending email, in its London region. You also authorise us to add or replace sub-processors. We'll email you the details before a change, in time for you to object. If we can't resolve your objection, you can close your account before the change takes effect. Each sub-processor is bound by contract to the same data protection obligations as we are under this section, and we remain fully liable to you for how they meet them.
• We'll help you, as far as we can, to answer people who use their data protection rights, and we pass on promptly any request we receive about data we handle for you. We'll also help you with security, with reporting personal data breaches to the ICO and to the people affected, and with data protection impact assessments and any consultation with the ICO they lead to, taking account of what we handle and the information we have.
• We'll tell you without undue delay after we become aware of a personal data breach affecting the data.
• When we stop providing HaruDocs to you, we'll return the data to you or delete it, whichever you choose. We delete it within 30 days of your account closing, unless UK law requires us to keep it. A signed PDF still under its six-year lock is the exception. When your account closes we put it beyond use, so nobody can open it and the verification page stops recognising it, and we delete it when the lock ends. If you ask us to, we delete it at closure instead. These obligations last for as long as we hold the data.
• We'll give you the information you need to show that we meet these obligations, and allow and contribute to audits, including inspections, by you or an auditor you appoint.

Acceptable use

You must not use HaruDocs to:

• send spam, or any email the recipient hasn't asked for or wouldn't expect from your dealings with them
• send an invoice for goods or services that weren't supplied, or a document meant to deceive the person who receives it
• pretend to be another person or business, or send anything unlawful
• try to get round the sending limits below, or get at any account or data that isn't yours

Sending limits

Each business can email up to 25 recipients a day through HaruDocs. Each recipient of each invoice, signing request, new signing link and reminder you send counts, and so does each person you copy a document to. Emailing the same person twice counts twice. A day runs from midnight to midnight UTC, which is 1am to 1am UK time in summer.

If a recipient reports an email your business sent through HaruDocs as spam, we pause email sending for your business while we review the complaint. We may contact you at your business's email address to ask about it.

Suspension and closing

You can close your account at any time by emailing support@harudocs.co.uk. Before it closes, you can download each invoice PDF and each signed PDF from the app, and you can ask us for your clients and invoices as a file. Our privacy policy says what we delete when an account closes, and when.

We may suspend or close your account at once if you break these terms, for example by sending spam or using HaruDocs for fraud. Otherwise we'll give you 30 days' notice by email before we close your account, and 90 days' notice before we shut HaruDocs down.

Liability

We take reasonable care to keep HaruDocs running and your data safe. HaruDocs is in development, and we can't promise it will always be available or free of errors. Keep your own copy of any invoice or document you need.

Our liability for any claim about HaruDocs is limited to £100 or what you paid us for HaruDocs in the 12 months before the claim, whichever is more. We aren't liable for indirect or consequential loss, lost profit or lost business.

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn't allow us to limit.

Changes

We'll email you 30 days before a change to these terms that matters to you takes effect. Starting to charge for HaruDocs is one of those changes. A change the law requires, or one that only adds a feature, can take effect at once. If you disagree with a change, you can close your account before it takes effect. The date at the top says when these terms last changed.

Law

These terms are governed by the law of England and Wales. The courts of England and Wales deal with any dispute about them.

Contact

Email support@harudocs.co.uk.