Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and DocuCenter ("DocuCenter," "we," "us," or "our") governing your use of our document processing services and website at docucenterhq.com.

By accessing our website, submitting a service request, or engaging our services, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access our website or use our services.

2. Services Description

DocuCenter provides professional document processing services, including but not limited to:

• Employee onboarding document processing (I-9s, W-4s, etc.)
• HR records digitization and data extraction
• Payroll data entry and processing
• Invoice and financial document processing
• Custom data extraction and document digitization services

Specific service details, deliverables, and pricing are outlined in individual service agreements or Statements of Work (SOWs) provided for each project.

3. Pricing and Payment Terms

3.1 Pricing Structure

Our services are priced on a per-document basis with volume discounts:

Final pricing is determined based on total document count and complexity. Custom quotes may be provided for specialized or high-complexity projects.

3.2 Payment Terms

• Deposit: 50% of the total project cost is due upon agreement signing
• Final Payment: Remaining 50% is due upon project completion and delivery
• Payment Methods: We accept credit cards, ACH transfers, and wire transfers
• Late Payments: Late payments may incur a 1.5% monthly fee (18% APR) and may result in service suspension

3.3 Pricing Changes

Pricing is locked for the duration of signed service agreements. We reserve the right to adjust pricing for future projects with 30 days' notice.

4. Quality Standards and Guarantees

4.1 Accuracy Guarantee

We guarantee the following quality standards:

• Target Accuracy: 99%+ accuracy for all data extraction
• Minimum Acceptable: 98% accuracy threshold
• Verification: Multi-stage quality control and verification process

4.2 Error Correction

If accuracy falls below the 98% threshold, we will re-process affected documents at no additional charge until quality standards are met.

4.3 Turnaround Times

Standard turnaround times based on volume:

• Under 5,000 documents: 3-5 business days
• 5,000-24,999 documents: 5-7 business days
• 25,000-49,999 documents: 7-10 business days
• 50,000-99,999 documents: 10-14 business days
• 100,000+ documents: Custom timeline (negotiated)

Rush processing may be available for an additional fee.

5. Client Responsibilities

Clients are responsible for:

• Document Quality: Providing clear, legible documents suitable for processing
• Specifications: Clearly defining data extraction requirements and deliverable formats
• Legal Compliance: Ensuring you have the right to share and process the documents provided
• Data Backup: Maintaining original copies of all documents provided
• Timely Review: Reviewing deliverables within 7 business days of delivery
• Payment: Making timely payments according to the agreed schedule

6. Confidentiality and Data Security

6.1 Confidentiality Obligation

DocuCenter agrees to maintain strict confidentiality of all client documents and data. We will not disclose, share, or use client information except as necessary to perform the contracted services.

6.2 Security Measures

• Encryption: AES-256 encryption for data at rest and TLS/SSL for data in transit
• Access Controls: Role-based access with multi-factor authentication
• Data Retention: Client documents retained for 90 days post-delivery, then securely deleted
• Compliance: GDPR-compliant data handling and processing procedures

6.3 NDA Availability

Mutual Non-Disclosure Agreements (NDAs) are available upon request for additional protection.

7. Intellectual Property Rights

7.1 Client Data Ownership

All client documents and source data remain the exclusive property of the client. DocuCenter claims no ownership rights to client data.

7.2 Deliverable Ownership

Upon full payment, all processed data and deliverables become the exclusive property of the client.

7.3 DocuCenter IP

DocuCenter retains all rights to its proprietary processes, methodologies, software tools, and business practices.

8. Limitation of Liability

8.1 Liability Cap

DocuCenter's total liability for any claims arising from our services shall not exceed the total amount paid by the client for the specific project in question.

8.2 Excluded Damages

DocuCenter shall not be liable for:

• Indirect, incidental, or consequential damages
• Loss of profits, revenue, or business opportunities
• Loss of data not caused by DocuCenter's gross negligence
• Third-party claims or damages

8.3 Force Majeure

DocuCenter is not liable for delays or failures due to circumstances beyond our reasonable control, including natural disasters, acts of terrorism, pandemics, internet outages, or government actions.

9. Termination

9.1 Termination by Client

Clients may terminate services with 14 days' written notice. The client remains responsible for payment of all services rendered up to the termination date.

9.2 Termination by DocuCenter

DocuCenter may terminate services immediately if:

• Client fails to make payment within 30 days of the due date
• Client violates these Terms or applicable laws
• Client provides false or misleading information
• Continuing the relationship poses legal or reputational risk

9.3 Post-Termination

Upon termination, DocuCenter will deliver all completed work and securely delete or return all client documents within 30 days.

10. Refund and Cancellation Policy

10.1 Deposit Refunds

Initial deposits are refundable under the following conditions:

• Full Refund: If canceled within 48 hours of agreement signing and before work begins
• Partial Refund: Pro-rated refund based on work completed if canceled after work begins
• No Refund: If project is 50% or more complete

10.2 Quality-Based Refunds

If we fail to meet the 98% accuracy threshold after re-processing attempts, clients may request a partial or full refund based on the scope of the quality issues.

11. Dispute Resolution

11.1 Negotiation

In the event of any dispute, both parties agree to first attempt resolution through good-faith negotiation.

11.2 Mediation

If negotiation fails, parties agree to pursue mediation through a mutually agreed-upon mediator before pursuing litigation.

11.3 Governing Law

These Terms are governed by the laws of the jurisdiction where DocuCenter operates, without regard to conflict of law principles.

12. Warranties and Disclaimers

12.1 Service Warranty

DocuCenter warrants that services will be performed in a professional and workmanlike manner consistent with industry standards.

12.2 Disclaimer

13. Indemnification

Client agrees to indemnify and hold DocuCenter harmless from any claims, damages, or expenses arising from: (a) Client's breach of these Terms; (b) Client's violation of any law or third-party rights; or (c) the content or legality of documents provided by Client.

14. Changes to These Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated to active clients via email. Continued use of our services after changes constitutes acceptance of the updated Terms.

15. Miscellaneous Provisions

15.1 Entire Agreement

These Terms, together with any service agreements or SOWs, constitute the entire agreement between the parties and supersede all prior agreements.

15.2 Severability

If any provision of these Terms is found unenforceable, the remaining provisions shall continue in full force and effect.

15.3 Waiver

Failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

15.4 Assignment

Client may not assign rights or obligations under these Terms without DocuCenter's prior written consent.