Terms & Conditions

These Terms and Conditions (the “Terms”) govern access to and use of VerifyDoc.ai, including all websites, applications, dashboards, application programming interfaces (“APIs”), hosted verification pages, certificates of authenticity, and related services that form the platform (together, the “Service”).

VerifyDoc.ai is operated by the entity trading as VerifyDoc.ai (“VerifyDoc.ai”, “we”, “us”, “our”). By accessing or using the Service, you (“you”, the “user”) agree to be bound by these Terms, our Privacy & Data Policy, and any plan-specific or order terms you accept at checkout. If you do not agree, you must not access or use the Service.

Where you accept these Terms through a click-through (“clickwrap”) action at sign-up or checkout, that action constitutes your electronic signature and binding acceptance.

Issuer

An entity or individual that creates, registers, or issues documents on VerifyDoc.ai.

Verifier

Any party that scans, opens, or otherwise checks a document via the Service.

Document Record

The digital record stored on VerifyDoc.ai against which a document’s integrity is checked.

Verification Page

The public page that confirms a document’s authenticity and status.

Certificate of Authenticity (CoA)

The output generated when a document is verified against its Document Record.

Verification Event

Any scan of, or access to, a Verification Page or Document Record.

Usage Data

Aggregated, anonymised analytics derived from Verification Events.

Subscription

A paid plan giving an Issuer access to issuance capacity and paid features.

Lapse

The cancellation, non-renewal, or payment failure of a Subscription, as described in Section 10.

Legacy Record

A previously issued document that remains authentic and verifiable after a Lapse, in read-only form.

Issued Document

A document that has been registered and issued through VerifyDoc.ai and assigned a Verification Page and QR code.

Verification Availability

The continued ability of any Verifier to confirm the authenticity and status of an Issued Document via its Verification Page or QR code.

Active Subscription

A current, paid plan entitling an Issuer to create new Issued Documents and to access the active platform features (dashboard, analytics, fraud alerts, scan insights, e-signature, document management, API, and support).

To register an Issuer account you must be at least 18 years old and capable of forming a binding contract. You are responsible for the accuracy of the information you provide, for maintaining the confidentiality of your credentials, and for all activity occurring under your account.

• You must notify us promptly of any unauthorised use of your account or credentials.
• You may not share, sell, or transfer your account without our prior written consent.
• Enterprise workspaces may designate administrators who manage members, roles, and access on the Issuer’s behalf.

Verifiers do not require an account; public verification is open and free.

VerifyDoc.ai provides document verification infrastructure. We confirm the integrity and authenticityof a document relative to its registered Document Record. We do not verify the factual accuracy, legality, or truthfulness of the document’s contents.

4.1 What the Service is

• A system for registering documents and generating Verification Pages and CoAs.
• A means for any Verifier to confirm whether a document matches its original issued record.
• Optional paid tooling for Issuers, including analytics, fraud signals, and APIs.

4.2 What the Service is not

• VerifyDoc.ai does not create the documents Issuers register.
• VerifyDoc.ai does not validate the legal enforceability of any document.
• VerifyDoc.ai does not guarantee the truthfulness or accuracy of document content.
• VerifyDoc.ai is not a notary, certification authority, regulator, or legal adviser.

5.1 Issuers

• Issuers are solely responsible for the accuracy and lawfulness of document content.
• Issuers must hold all rights and permissions needed to register and publish each document.
• Issuers remain responsible for maintaining control of issued documents and for revoking documents that should no longer be relied upon.

5.2 Verifiers

• Verifiers use the Service at their own discretion and risk.
• Verifiers should compare the document in hand against the details shown on the Verification Page.

5.3 Platform

• VerifyDoc.ai maintains the verification infrastructure and the integrity of stored Document Records.
• VerifyDoc.ai operates the Service with reasonable skill and care, subject to Sections 16, 18, and 19.

6.1 Integrity, not truth

A successful verification confirms that a document matches its original issued Document Record. It does not confirm that the underlying content is factually correct, current, lawful, or fit for any particular purpose.

6.2 QR codes & links

A QR code or verification link resolves only to a Verification Page. Depending on the document and Issuer settings, that page may display the document title, recipient, issuer, issue date, status, and a preview where available. The Verification Page — not the QR code, the printed document, or any cached copy — is the authoritative source of status.

You agree not to misuse the Service. You must not:

• reuse QR codes or verification links on unrelated documents;
• misrepresent the verification status or origin of any document;
• create, register, or distribute fraudulent, forged, or unlawful records;
• reverse engineer, decompile, or attempt to derive source code, except to the extent this restriction is prohibited by law;
• circumvent, disable, or interfere with security, rate-limiting, or access controls;
• scrape, harvest, or bulk-extract data except through documented APIs within your plan limits;
• resell, sublicense, or white-label the Service without our written authorisation; or
• use the Service to violate any applicable law, sanction, or third-party right.

We may, at our discretion and where proportionate, flag suspicious activity, revoke affected Document Records, throttle or suspend access, and report unlawful conduct to competent authorities.

Every Issued Document carries exactly one status — Active, Expired, or Revoked. The Verification Page is the sole source of truth for status.

The status and Verification Availability of an Issued Document are independent of the Issuer’s subscription status. An Issued Document that is Active remains Active and publicly verifiable after an Issuer’s Active Subscription ends, unless and until it is Revoked or Expired in accordance with these Terms. See Section 10A for the full Continuity of Verification commitment.

The Legacy indicator below is a read-only marker that the issuing account is inactive — the document itself remains Active for verification purposes unless the Issuer has Revoked or Expired it.

The Verification Page is the sole source of truth for status. The introduction of the Legacy status is explained in Section 10.

9.1 Verification is free and permanent

Verification of Issued Documents is free for all Verifiers and is provided on a permanent basis, as set out in Section 10A (Continuity of Verification). Verification Availability is never contingent on an Issuer maintaining an Active Subscription, and access to public Verification Pages and CoAs never requires a Subscription.

9.2 What the subscription covers

An Active Subscription entitles the Issuer to:

• create new Issued Documents (issuance);
• access the dashboard, analytics, fraud alerts, and scan-history insights;
• use e-signature, document management, and API features;
• receive support at the level of their plan.

Available features depend on the selected plan. The subscription does notcover or condition the Verification Availability of documents already issued — that continues under Section 10A regardless of subscription state.

9.3 Billing & auto-renewal

Subscriptions are billed in advance on the plan’s cycle (monthly or annual, as selected at checkout) and renew automatically at the end of each cycle unless cancelled. Payments are processed by our third-party payment processor; by subscribing you authorise recurring charges to your payment method until you cancel.

9.4 Cancellation by the Issuer

You may cancel at any time from workspace settings or by contacting support. Cancellation stops future renewals. Except where required by law, fees already paid are non-refundable and no pro-rata refund applies to the unused portion of a paid period. Paid features and new-issuance capability remain available until the end of the current paid period, after which the Continuity of Verification commitment in Section 10A continues to apply to all previously Issued Documents.

9.5 Effect of non-renewal or non-payment

If a subscription ends, is not renewed, or lapses for non-payment, the Issuer’s ability to create new Issued Documents and to use active platform features may be suspended or disabled. This does notaffect the Verification Availability of documents already issued, which continues under Section 10A. The Subscription is treated as a cancellation under Section 9.4 from the end of the last paid period.

9.6 Grace period

Where a subscription lapses for non-payment, VerifyDoc.ai will provide a grace period of 30 days before suspending issuance and active features. Verification Availability of Issued Documents is not suspended at any point — including during, before, or after the grace period.

9.7 Taxes & price changes

Fees are exclusive of VAT and other applicable taxes, which are added where required. We may change fees or plan features; changes apply from the next billing cycle and will be notified in advance. Continued use after a change takes effect constitutes acceptance.

This section governs what happens to documents an Issuer has already issuedwhen that Issuer’s Subscription Lapses. It does not apply to termination for cause, which is governed by Section 21.

10.1 Continuity of existing verification

Documents issued and registered before a Lapse remain hosted by VerifyDoc.ai, and their Verification Pages and CoAs remain publicly accessible in read-only (“Legacy”) form. The integrity check continues to function, and Verifiers can continue to confirm that a document matches its original Document Record.

10.2 No automatic revocation

A Lapse does not revoke, invalidate, or alter the authenticity of any previously issued document. Affected documents retain their last valid status (Active or Expired) and are marked Legacy to indicate the issuing account is inactive. A Lapse is not a statement that any document is fraudulent or no longer genuine.

10.3 What stops on Lapse

From the end of the last paid period, the Issuer loses the ability to: issue or register new documents; edit, re-issue, or update existing records; access dashboards, analytics, fraud alerts, scan history, and the API; and receive ongoing Verification Event data.

10.4 Retention of Legacy Records — for the life of the document

Legacy Verification Pages and CoAs are kept publicly accessible for the life of the document, not for a fixed term. The verification records, document hashes, and immutable snapshots underpinning each Issued Document are retained on the same basis. We may migrate Legacy Records to a static archive without changing their authenticity or Verification Availability. This is the operational implementation of the Continuity of Verification commitment in Section 10A.

10.5 Reactivation

If the Issuer resubscribes, full functionality — including issuance, paid features, and management of existing records — is restored, and affected documents revert from Legacy to their applicable live status.

10.6 Issuer-requested removal & export

On or before a Lapse, and for 30 days afterward, the Issuer may export their Document Records and associated metadata in a machine-readable format. An Issuer may also request permanent removal (takedown) of specific documents or their entire set. The Issuer acknowledges that removal permanently disables public verification of those documents, so any party later presenting them will be unable to confirm authenticity. Removal does not override the independent rights of data subjects under data-protection law, nor any legal-hold or retention obligation.

This clause sets out VerifyDoc.ai’s permanent commitment that verification of already-issued documents is preserved for life, regardless of any change in the Issuer’s subscription, account, or status. It is the core of how we keep faith with the third parties — graduates, employees, buyers, lenders, embassies — who hold and rely on documents we helped issue.

10A.1 Permanent verification of Issued Documents

VerifyDoc.ai maintains Verification Availability for each Issued Document on a permanent basis, for the life of the document, regardless of whether the Issuer holds an Active Subscription. We will not disable, paywall, or withhold verification of a document that has already been issued.

10A.2 Retention of verification records

To support Section 10A.1, the verification records, document hashes, and immutable snapshots underpinning each Issued Document are retained for the life of the document, rather than for a fixed term. The corresponding retention entry is set out in our Privacy & Data Policy (see §14, Data Retention).

10A.3 Issuer rights that survive termination

After an Issuer’s subscription ends, the Issuer retains the right to:

• request a Revoked or Expired status for any of its Issued Documents (for example, where a document is found to be fraudulent or erroneous); and
• request a one-time export of its issuance records in a standard, machine-readable format.

10A.4 Limited exceptions

Verification Availability may only be withdrawn or altered where:

• the Issuer revokes or expires the document;
• withdrawal is required by law, regulation, or valid legal process;
• the record is removed under a verified fraud, abuse, or security determination; or
• a data-subject deletion right lawfully requires it, subject to the evidence-preservation provisions of the Privacy & Data Policy.

10A.5 Corporate continuity

In the event of a merger, acquisition, restructuring, or transfer of the VerifyDoc.ai business, any successor is required to assume the obligations of this Section 10A, so that Verification Availability of existing Issued Documents is preserved. For institutional partners, VerifyDoc.ai may additionally agree a formal data-handover or escrow arrangement in the applicable order form or master agreement.

All VerifyDoc.ai technology, software, branding, designs, and systems, and all related intellectual property rights, remain our exclusive property or that of our licensors. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service in accordance with these Terms and your plan. No rights are granted except as expressly stated.

• You may not copy, modify, or create derivative works of the Service.
• You may not remove or obscure our trademarks, logos, or notices.
• The VerifyDoc.ai name and logo may not be used without prior written permission.

Issuers retain ownership of the documents and content they register (“Issuer Content”). You grant VerifyDoc.ai a worldwide, royalty-free licence to host, store, process, display, and transmit Issuer Content solely to operate, secure, and improve the Service and to provide verification to Verifiers.

VerifyDoc.ai owns the Service, all infrastructure outputs, and platform-generated analytics, including aggregated and anonymised Usage Data. No personally identifiable information about Verifiers is disclosed to Issuers.

We process personal data in accordance with the UK GDPR, the Data Protection Act 2018, and, where applicable, the EU GDPR and other relevant laws. Our Privacy & Data Policy explains what we collect, the lawful bases we rely on, international transfers, security measures, and the rights of data subjects.

• Where we process personal data on an Issuer’s behalf, we act as processor and the Issuer as controller; a data processing addendum is available for enterprise customers.
• We apply encryption in transit and at rest, access controls, and audit logging consistent with our published security posture.
• Data subjects’ statutory rights, including erasure, apply independently of an Issuer’s instructions.

See the Privacy & Data Policy for full detail.

We retain Document Records, Verification Pages, CoAs, and associated Verification Event data for as long as needed to provide the Service, preserve verification continuity (including Legacy Records under Section 10), comply with legal obligations, resolve disputes, and prevent fraud. Aggregated, anonymised Usage Data may be retained indefinitely. Specific retention periods are set out in the Privacy & Data Policy.

Each party may receive non-public information of the other (“Confidential Information”). The receiving party will use it only to perform under these Terms, protect it with reasonable care, and not disclose it except to personnel and advisers bound by confidentiality. This does not apply to information that is public through no breach, independently developed, or required to be disclosed by law.

We aim to keep the Service available and reliable but do not guarantee uninterrupted or error-free operation. We may perform maintenance, modify, suspend, or discontinue features, and will give reasonable notice of material adverse changes where practicable. Any service-level commitments apply only where expressly agreed in a separate written order or enterprise agreement.

The Service relies on third-party providers (for example, payment processing, hosting, and communications). Your use of integrations may be subject to those providers’ terms. We are not responsible for third-party services we do not control.

If you use our APIs, you must stay within documented rate limits and scopes, keep credentials secure, and not use the API to replicate or compete with the Service. We may change, deprecate, or rate-limit APIs with reasonable notice.

Except as expressly stated, the Service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that verification will detect every instance of fraud or that the Service will meet all of your requirements. Nothing in these Terms excludes liability that cannot be excluded by law.

To the fullest extent permitted by law, VerifyDoc.ai shall not be liable for:

• fraudulent use of documents by any party;
• any party’s reliance on the content of a document, as distinct from its verified integrity;
• loss of profits, revenue, goodwill, or data; or
• indirect, incidental, special, or consequential damages.

Our aggregate liability arising out of or relating to the Service in any twelve-month period is limited to the total amount paid by the relevant user to VerifyDoc.ai in that period. Nothing here limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be limited.

You agree to indemnify and hold harmless VerifyDoc.ai and its officers, employees, and agents from claims, losses, and reasonable costs arising out of your Issuer Content, your breach of these Terms, or your unlawful use of the Service, except to the extent caused by our own breach or negligence.

We may suspend or terminate an account for fraud, unlawful use, misuse, non-payment, or breach of these Terms.

Where termination is for fraud or unlawful use, we may additionally revoke affected documents, change their status to Revoked, and display a corresponding notice on the relevant Verification Pages. Revocation under this section reflects misconduct and is distinct from the Legacy treatment of documents following an ordinary Lapse under Section 10.

Termination for non-payment or voluntary cancellation is governed by Sections 9 and 10, not this section. On any termination — whether voluntary or for cause — Verification Availability of documents already issued continues in accordance with Section 10A (Continuity of Verification), except in the limited circumstances set out in Section 10A.4. We may retain records after termination where required for compliance, fraud prevention, legal hold, or to satisfy the continuity obligations in Section 10A.

Provisions that by their nature should survive termination or cancellation — including Intellectual Property (11), Data Ownership (12), Data Retention (14), Confidentiality (15), Cancellation & Hosted Records (10), Continuity of Verification (10A), Disclaimers (18), Limitation of Liability (19), Indemnification (20), and Governing Law (27) — remain in effect after the relationship ends. The Continuity of Verification obligations in Section 10A apply in perpetuity.

Neither party is liable for failure or delay caused by events beyond its reasonable control, including acts of God, war, civil unrest, labour disputes, failures of telecommunications or hosting providers, cyber-attacks, or governmental action. Affected obligations are suspended for the duration of the event.

We may update these Terms from time to time. For material changes we will provide reasonable advance notice by email to your account address or by notice within the Service. The “Last updated” date and version number at the top reflect the current version. Continued use after changes take effect constitutes acceptance; if you do not agree, you must stop using the Service.

We give notice to you by email to your account address or by posting within the Service. You give notice to us at hello@verifydoc.ai, or to any legal address we publish. Notices are deemed received on the day of sending if sent on a business day, otherwise on the next business day.

26.1 Assignment

You may not assign these Terms without our consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets.

26.2 Severability & waiver

If any provision is held unenforceable, the remaining provisions stay in effect. Our failure to enforce a provision is not a waiver of it.

26.3 Entire agreement

These Terms, together with the Privacy & Data Policy and any order or enterprise terms you accept, constitute the entire agreement between you and VerifyDoc.ai and supersede prior understandings on their subject matter.

26.4 No third-party rights

Except where these Terms expressly preserve the ability of Verifiers and document holders to rely on Legacy Records under Section 10 and on the permanent Verification Availability of Issued Documents under Section 10A (Continuity of Verification), no third party has rights to enforce these Terms.

These Terms and any dispute arising out of or in connection with them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, subject to any mandatory consumer-protection or local law that applies to you and overrides this allocation.

Before commencing proceedings, the parties will attempt in good faith to resolve any dispute through discussion between senior representatives.

Questions about these Terms can be sent to hello@verifydoc.ai. By using VerifyDoc.ai, you acknowledge that trust is established through verification, not assumption.