VERUM DOC AI Terms of Use

1 Purpose of the Service

1.1. VERUM DOC AI is an electronic document library with an AI assistant. The Service helps store and find work materials, manage their versions, ask questions about their contents, and check answers against the quotations and sources found. The Service is primarily intended for corporate and professional tasks.

1.2. The Service is provided on a SaaS basis: users work through an online interface. Access to its functions does not grant exclusive rights to the software or transfer its server copy or source code, except for rights expressly granted by a separate agreement or the licenses of the relevant components.

1.3. In these Terms, Organization means the person or entity organizing the use of its library; User means a person granted access; and Service Administration means the person or entity responsible for providing and supporting the Service. Materials include files, versions, images, extracted text, document particulars, titles, metadata, queries, and comments. Results include search selections, AI answers, links, and outputs of automated analysis.

1.4. The Service does not replace legal review, personnel records, mandatory archival storage, approval of internal policies, or professional oversight. Authorized people decide how to apply documents and use Results.

2 User access and authority

2.1. Access is provided within the permissions assigned to the User. The Organization determines its users, roles, groups, and permissions for Materials, verifies administrators' authority, and promptly revokes access for people who no longer have that authority.

2.2. Users keep their access credentials confidential, do not share them with unauthorized persons, and inform their administrator of suspected compromise or unauthorized access. Having an account does not confer a right to read other people's documents or change permissions beyond the authority granted.

2.3. The Organization is responsible for the permissions it grants. The Service Administration is responsible for fulfilling its own obligations to technically enforce the access model and protect information. An error by one party does not exclude the other party's responsibility for its own breach.

2.4. An administrator role in the interface does not, by itself, establish authority to accept financial obligations on behalf of the Organization, authorize processing of other people's data, or dispose of intellectual property rights belonging to others.

3 Functions and technical limitations

3.1. Available functions depend on the Organization's configuration: the library and document versions, search, AI answers with sources, comparison of materials, roles, and additional safeguards. A demonstration, a description of development plans, or a function available in another configuration does not mean that it is included in the access provided.

3.2. Supported formats, languages, and limits on file size, documents, versions, users, storage, and AI queries depend on the access terms and the Service's actual settings. Users must comply with the limits communicated to them; granting access does not imply unlimited use.

3.3. Recognition and search quality depend on the content and quality of files. Damaged, encrypted, poorly scanned, or unusually formatted documents may be processed only in part or not at all. A partial-recognition warning requires checking the original file and the extracted text.

3.4. Use requires a compatible browser, an internet connection, and functioning user equipment. Corporate sign-in, data migration, and integrations are provided to the extent agreed and are not automatically included.

4 Uploading documents and keeping them current

4.1. The Organization uploads only Materials that it is entitled to use and transmit for the intended processing. These may include regulations, instructions, contracts, technical support materials, and other work documentation, subject to these Terms.

4.2. The Organization determines each document's status, current version, scope of application, and authorized users. Uploading a file does not, by itself, approve the document, establish its authenticity, or give it legal effect.

4.3. Users check the particulars and contents of the original document, especially where versions differ, recognition is incomplete, or materials conflict. An answer from the Service does not amend the original document or replace the Organization's established approval procedure.

4.4. The Organization retains its own copies of important original files. The Service must not be used as the sole mandatory archive without separately agreed storage and recovery terms.

5 Prohibited materials and conduct

5.1. Personal data of individuals must not be included in the library, queries, or other Materials. This restriction also covers file names, signatures, images, scans, attachments, comments, hidden layers, revision history, and metadata. Before transmitting a file, such information must be removed or anonymized so that the person concerned cannot be identified from the information transmitted.

5.2. State secrets, information whose transmission is prohibited by law, and information subject to a special processing regime that has not been agreed and implemented for the Service must not be uploaded. Trade secrets and other confidential materials may be uploaded only where the sender is authorized to transmit them and all intended processing methods are lawful.

5.3. Circumventing access permissions or technical limits, using other people's accounts, interfering with infrastructure, distributing malicious code, conducting unapproved load tests, and using the Service to violate the law or other people's rights are prohibited.

5.4. If prohibited information has been uploaded by mistake, the User must stop its further distribution, inform the Organization's administrator and the Service Administration, and identify the affected Materials. Unnecessary personal or secret information should not be transmitted again in the incident report.

6 Data detection and masking

6.1. Personal-data detection and masking tools are an additional safeguard. They may make mistakes, miss information, or misclassify it. Successful uploading or processing, or the absence of a warning, does not establish that personal data is absent or authorize its inclusion.

6.2. Masking extracted text or fragments intended for external AI processing does not mean that the corresponding information has been removed from the original file, previous versions, or other stored copies. Visually covering text is also insufficient if the hidden content can still be extracted from the file.

6.3. The Organization ensures that original materials have been lawfully obtained and prepared before transmission to the Service. An individual's consent does not override the prohibition in these Terms on personal data in the library and queries.

6.4. If personal data is nevertheless received, the Service Administration retains its own statutory obligations to protect it, restrict processing, and remedy the breach. Attributing the incident to user error does not remove those obligations.

7 Account data and operational information

7.1. The prohibition on personal data in Materials does not apply to the minimum information necessary to manage access and ensure security: a work identifier, work email address, Organization affiliation, assigned roles and groups, a display name where needed, and technical information about user sessions and actions.

7.2. Such processing requires appropriate information to be provided and a lawful basis. Where consent is required, it must be verifiable and contain the particulars required by law. The Organization assigning an account, a User signing in, or agreement to general rules does not replace any required consent of each data subject.

7.3. The requirements of the laws of the Republic of Kazakhstan concerning the purposes, necessary scope, retention periods, protection, storage locations, and cross-border transfer of personal data apply. These Terms do not permit arbitrary transmission of account data to external AI models and do not constitute a separate consent to personal-data processing.

7.4. Requests for access to data, correction, withdrawal of consent, blocking, and deletion are considered under the procedures and within the time limits required by law. The Organization and the Service Administration each fulfill their own obligations; interface roles do not limit an individual's legal rights.

8 Use of AI and verification of results

8.1. Some VERUM DOC AI functions use artificial intelligence. Generated answers, semantic relationships, and potential contradictions are supporting outputs of automated processing, not final findings of fact or binding decisions.

8.2. The Service does not guarantee exhaustive searches, detection of every contradiction, error-free recognition, or the correctness of every AI answer. A document link does not remove the need to check whether the specific source supports the conclusion and whether the cited version applies.

8.3. Before making a decision with legal, financial, employment-related, or other significant consequences, Users check the Result against the original Materials and involve a competent specialist where necessary. The Service is not intended to make autonomous decisions affecting people's rights without appropriate human oversight.

8.4. An incomplete answer, a statement that sources are insufficient, or an inability to substantiate a conclusion must not be taken to mean that the rule being sought does not exist. Where necessary, clarify the question and check the library's contents, access permissions, and original source.

8.5. Users may request an explanation of a result affecting their rights and information about the sources used, within the limits permitted by law and rights in the information. They may refuse interaction with AI where such interaction is not legally mandatory. When distributing Results, applicable requirements for identifying AI content and rights in the original materials must be respected.

9 Confidentiality and external processing

9.1. Non-public Materials and Results are used to provide the agreed functions, support, and security. Access is granted only to the necessary extent to authorized persons bound by confidentiality obligations. A document does not become public merely because it lacks a confidentiality marking.

9.2. Processing may include storage, recognition, text extraction, indexing, creation of search relationships, and answer generation. External technology services may be engaged for particular operations. The amount of text transmitted for indexing may differ from the fragments used for a specific answer.

9.3. Before the relevant external processing takes place, the recipients, purposes, categories of information transmitted, countries of processing, retention periods, and applicable terms of use must be specified. The User and Organization are provided with the necessary information; undisclosed terms do not constitute permission to transmit any data to any recipient.

9.4. Materials must not be used for independent advertising, sale of information, or training or fine-tuning general-purpose models. Indexing for searches within the library does not imply consent to train a general model. The terms on which external providers are engaged must comply with these restrictions.

9.5. Confidentiality does not prevent mandatory lawful disclosure to the necessary extent. In the event of an incident, the affected Organization is informed of the material known circumstances without undue delay, unless notification is prohibited by law. Mandatory notifications to authorities and data subjects are independently made by the persons responsible for them.

10 Rights in software and materials

10.1. Rights in uploaded Materials remain with the Organization and other lawful rights holders. Uploading grants only the technical-processing rights necessary to operate the Service and does not transfer a right to sell, publish, or independently use the contents of documents.

10.2. Rights in software components, the interface, and technical solutions belong to their respective rights holders. Users use available functions within the access granted. These Terms do not restrict rights expressly granted by free-software or other third-party component licenses or by mandatory provisions of law.

10.3. Results may be used subject to rights in the original Materials and the requirements of law. Exclusivity, eligibility for intellectual-property protection, and the absence of similarities between AI answers and other people's results are not guaranteed. The Organization's name, logo, and documents must not be used in a public case study or advertising without its separate permission.

11 Separate PDF tools

11.1. The public VERUM DOC PDF editor is a separate tool. Its browser functions process selected files on the user's device; adding a result to the VERUM DOC AI library requires a separate action. Availability of the PDF editor does not imply automatic uploading to the SaaS service or guarantee subsequent recognition of the file.

11.2. After editing, compression, recognition, or page changes, the saved file must be checked for content, legibility, page order, form fields, and other significant elements. A drawn or inserted signature does not, by itself, constitute an electronic digital signature meeting the requirements of the laws of the Republic of Kazakhstan.

11.3. Rights in third-party components used in the PDF editor are governed by their licenses. Available source-code and licensing information remains applicable independently of these Terms.

12 Updates and support

12.1. Software components and the interface may be updated to develop functions, correct errors, and maintain security. An update must not be used to change agreed data-processing purposes without disclosure or substantially reduce separately paid-for functionality.

12.2. A specific availability percentage, round-the-clock support, and fixed deadlines for error resolution, backups, and recovery apply only where expressly agreed. Merely publishing a website or providing an account does not establish such metrics. This does not override mandatory legal requirements or agreed obligations.

12.3. Users direct questions about permissions and documents to their Organization's administrator. Technical inquiries and questions about AI operation are sent to the Service Administration through the channel agreed when access is granted. Verification usually requires only the time of the event, a query or document identifier, and a description of the problem, without unnecessary disclosure of content.

13 Restriction and termination of access

13.1. Access may be restricted when a User's authority ends, the agreed period expires, established limits are exceeded, usage rules are breached, security is threatened, or a competent authority issues a binding requirement. Measures must be proportionate to the nature and consequences of the circumstances.

13.2. Where the nature of the breach permits, the User or Organization is informed of the reason and how to remedy it. In the event of an immediate threat, unlawful use, or a binding legal requirement, measures may be taken without prior warning, with subsequent notification where permitted by law.

13.3. Termination of access does not remove obligations concerning confidentiality, data protection, lawful requests, or payment for services actually provided. The right to discontinue interaction with AI and rights to withdraw from services are exercised subject to mandatory provisions and the relevant contract.

14 Retention and ending work with materials

14.1. The Organization saves the original files it needs in advance and agrees on the transfer of retained Materials when access ends. A transfer or deletion request may be handled administratively; a dedicated automatic button should not be assumed to exist.

14.2. Storage, backup, transfer, and deletion terms are determined by the purposes of processing, the law, and separately agreed operational terms. Retaining a backup does not permit continued prohibited analytical use or indefinite retention of data after the lawful basis has ended.

14.3. Mandatory periods and grounds for blocking, deletion, destruction, or retention of information take precedence. When a backup is restored, lawful data-exclusion requests that have already been fulfilled must be taken into account. The Organization retaining its own copies does not release the Service Administration from its agreed or mandatory obligations.

15 Commercial terms and liability

15.1. The price, period, limits of paid access, and additional work are determined by a separate agreement before the corresponding obligation arises. Visiting the website, receiving an account, or using a demonstration does not, by itself, constitute consent to automatic charges or the purchase of services that have not been agreed.

15.2. A free pilot, where provided, does not automatically become a paid subscription. An increase in paid usage, a new price, or additional work requires prior agreement. Existing financial obligations and mandatory refund rules are not changed merely by publishing a new version of this page.

15.3. Liability for breaches is determined by law and the applicable contract, taking into account each participant's obligations, causation, and proven consequences. AI quality limitations do not remove responsibility for one's own breaches of security, confidentiality, or the duty to provide agreed functions.

15.4. These Terms do not eliminate liability for intentional breaches, exclude mandatory refunds for services not provided, or restrict the rights of data subjects or consumers where the relevant rules apply. An external-service failure, equipment failure, or cyberattack is not automatically treated as force majeure.

16 Inquiries and changes to the Terms

16.1. Users may report an error, request an explanation of an AI result affecting their rights, or raise data-related questions through the Organization's administrator or the agreed communication channel with the Service Administration. The request should state the circumstances and information needed to consider it. This procedure does not restrict the right to contact the responsible person, a competent authority, or a court directly where provided by law.

16.2. Before starting to use the Service, Users must have an opportunity to read these Terms and the Service's material limitations. The Organization communicates applicable rules to its users. Material changes to the rules and information processing are communicated through an available agreed channel; changes requiring separate consent or a contract amendment are not replaced by a routine page update.

16.3. The laws of the Republic of Kazakhstan apply to the use of the Service to the extent applicable. Mandatory provisions take precedence over conflicting terms. Disputes are considered in accordance with legally established subject-matter and territorial jurisdiction; using the Service does not, by itself, constitute agreement to submit a dispute to arbitration.

16.4. If an individual provision cannot be applied, the remaining provisions continue to apply to the extent permitted by law. These Terms do not replace necessary consent to personal-data processing, disclosure of information about actual processing, or separately agreed commercial terms.