Please read these Terms of Service ("Terms") carefully before using the HeroDocs platform. These Terms form a legally binding agreement between you ("User") and Hero Technologies Ltd (company number 16934431, registered in England and Wales) ("HeroDocs", "we", "us", or "our"). If you are accepting on behalf of a company or organisation, you represent that you have authority to bind that entity to these Terms.
1. Acceptance of Terms
By creating an account, accessing, or using HeroDocs, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not access or use the Service.
These Terms apply to all visitors, users, and others who access or use the Service. The Service is intended for use by individuals aged 18 or over. Users under 18 must have the consent of a parent, guardian, or authorised organisational representative.
2. Description of Service
HeroDocs is a cloud-based workplace policy management platform that enables organisations to create, manage, review, distribute, and track compliance of workplace documents, policies, and employee handbooks. The Service includes:
- AI-assisted document drafting and editing
- Document library and version control
- Compliance tracking and employee acknowledgement workflows
- Team collaboration and review tools
- Template library for common UK workplace policies
- Analytics and reporting on policy adoption
We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will not be liable to you or any third party for any such changes, provided we have given reasonable notice where required.
3. Account Registration
To access the full Service, you must register for an account by providing accurate, current, and complete information. You agree to:
We reserve the right to refuse registration or suspend accounts at our reasonable discretion, particularly where we have reason to believe the account is being used in violation of these Terms or applicable law.
4. Acceptable Use
You agree to use HeroDocs only for lawful purposes and in accordance with these Terms and all applicable UK and EU laws. You must not:
Violation of these restrictions may result in immediate suspension or termination of your account and, where appropriate, referral to the relevant UK law enforcement authorities.
5. Intellectual Property
Our Intellectual Property
The HeroDocs platform, including its software, design, trade marks, logos, and all content we create, is owned by or licensed to Hero Technologies Ltd and is protected under UK and EU intellectual property law, including the Copyright, Designs and Patents Act 1988. We grant you a limited, non-exclusive, non-transferable licence to access and use the Service for your internal business purposes during the term of your subscription.
Your Content
You retain full ownership of all documents, policies, and data you upload or create within HeroDocs ("Your Content"). By using the Service, you grant us a limited, non-exclusive licence to host, process, and display Your Content solely for the purpose of operating and improving the Service.
You represent and warrant that you have all necessary rights to Your Content and that it does not infringe any third-party intellectual property, data protection, or other rights. You are solely responsible for the accuracy, legality, and appropriateness of Your Content.
6. Payment & Billing
Subscription Plans
HeroDocs offers paid subscription tiers, including our Professional plan at £60 per month and an Enterprise plan at custom pricing. All fees are stated in pounds sterling (GBP) and are exclusive of VAT. VAT will be charged at the applicable UK rate where required.
Automatic Renewal
Subscriptions renew automatically at the end of each billing period unless you cancel before the renewal date. By subscribing, you authorise us to charge your payment method on file for each renewal. We will send a reminder email before each renewal.
Refund Policy
Annual subscription fees are refundable within 14 days of initial purchase or renewal, provided the Service has not been materially used during that period. Monthly subscription fees are non-refundable once the billing period has commenced, except where required by law. This does not affect your statutory rights.
Price Changes
We reserve the right to change pricing with at least 30 days' written notice sent to your registered email address. Continued use of the Service after the effective date of a price change constitutes acceptance of the new pricing.
Failed Payments
If a payment fails, we will notify you and attempt to retry the charge. If payment remains unsuccessful after 7 days, your account may be downgraded or suspended until the outstanding balance is resolved. We will not charge fees or interest on late payments beyond the subscription amount owed.
7. Consumer Rights
Statutory Rights Not Affected
Nothing in these Terms affects your statutory rights under English law. These Terms do not limit or exclude any liability that cannot be excluded under the Consumer Rights Act 2015 or other applicable UK legislation.
Right to Cancel (Consumer Contracts Regulations 2013)
If you are a consumer (an individual not acting in the course of business), you have a statutory right to cancel your subscription within 14 calendar days of the date your subscription begins (the "cooling-off period") under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
However, by accessing the Service before the cooling-off period expires, you expressly request that we begin providing the Service immediately. If you then cancel within the cooling-off period, you may be charged a pro-rata amount for the Service received up to the point of cancellation.
To exercise your right to cancel, contact us at [email protected] or via your account settings before the 14-day period expires. We will confirm receipt of your cancellation in writing.
8. Data & Privacy
Your use of the Service is governed by our Privacy Policy, which is incorporated into these Terms by reference. The Privacy Policy sets out our obligations as a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For organisations using HeroDocs under an enterprise or team plan, a Data Processing Agreement (DPA) is available upon request to document the respective controller and processor responsibilities and to meet the requirements of UK GDPR Article 28. Please contact us at [email protected] to request a DPA.
You are responsible for ensuring that your organisation's use of HeroDocs complies with all applicable data protection laws, including the UK GDPR and the Data Protection Act 2018, and for obtaining any necessary consents from employees or other individuals whose personal data is processed through the platform.
9. Disclaimers & AI Content
Important Notice
HeroDocs is a document management and productivity tool. The content, templates, and AI-generated suggestions provided through the Service are for informational purposes only and do not constitute legal, HR, compliance, or professional advice.
"Human-in-the-Loop" Requirement
You acknowledge that AI-generated content can contain inaccuracies or outdated information. You are required to have all AI-generated policies reviewed and approved by qualified legal or HR professionals before implementation. HeroDocs accepts no liability for reliance on AI output without such professional review.
No Guarantee of Compliance
While our templates and AI strive for accuracy based on general UK standards, we do not guarantee that any generated policy will meet all your specific legal obligations or regulatory requirements. Compliance remains your sole responsibility.
Nothing in this clause excludes any implied warranty or condition that cannot be excluded under the Consumer Rights Act 2015 or other applicable UK legislation.
10. Limitation of Liability
To the maximum extent permitted by English law, Hero Technologies Ltd and its directors, officers, employees, and agents will not be liable for any indirect, incidental, special, consequential, or punitive loss, including but not limited to loss of profits, data, goodwill, or business interruption, arising out of or in connection with your use of or inability to use the Service.
Our total aggregate liability to you for all claims relating to the Service shall not exceed the greater of: (a) the total fees paid by you to HeroDocs in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) one hundred pounds sterling (£100).
Nothing in these Terms excludes or limits our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; any liability that cannot be excluded or limited under the Consumer Rights Act 2015 or other applicable law.
11. Termination
By you: You may cancel your account at any time through your account settings or by contacting us at [email protected]. Cancellation takes effect at the end of the current billing period. You will continue to have access to the Service until that date.
By us: We may suspend or terminate your account with immediate effect if you materially breach these Terms, engage in fraudulent activity, fail to pay outstanding fees, or if we are required to do so by law. We will give you written notice of termination where reasonably practicable. We may terminate the Service as a whole upon 30 days' prior written notice to all users.
Upon termination, your right to access and use the Service ceases immediately. You may request an export of Your Content within 30 days of termination, after which we may permanently delete your data in accordance with our retention policy and UK GDPR obligations.
12. Governing Law & Jurisdiction
These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.
Each party irrevocably submits to the exclusive jurisdiction of the courts of England and Wales to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation. If you are a consumer based in Scotland or Northern Ireland, you may also bring proceedings in your local courts.
We are committed to resolving disputes quickly and fairly. Before commencing formal legal proceedings, we encourage you to contact us at [email protected] so that we can attempt to resolve the matter informally.
13. Changes to Terms
We reserve the right to modify these Terms at any time. We will provide at least 14 days' notice of material changes by:
- Sending an email to the address associated with your account
- Displaying a prominent notice within the platform
- Updating the "Last updated" date at the top of this page
Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the Service and cancel your account before the effective date.
14. Contact Us
If you have questions about these Terms or wish to exercise any rights described herein, please contact us:
Also read our Privacy Policy
Learn how we collect, use, and protect your personal data under UK GDPR.