FileSeal Terms of Service

Agreement to Terms

These Terms of Service (“Terms”) constitute a legally binding agreement between you and Sohus Ltd (Company Number: 09369062) (“FileSeal,” “we,” “us,” or “our”) regarding your use of the FileSeal secure document sharing platform and related services.

By accessing or using FileSeal, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not use our services.

Important Notice

These Terms contain important provisions including limitation of liability, dispute resolution procedures, and your rights and responsibilities as a user.

Service Description

FileSeal Platform

FileSeal provides enterprise-grade secure document sharing services designed for UK professionals including solicitors, mortgage brokers, accountants, and consultants. Our platform enables:

Creation of secure document upload requests
Client-side encryption of documents before transmission
One-time download with automatic deletion
Professional dashboard for request management
Comprehensive audit trails and compliance features

Professional Use Only

FileSeal is designed for professional use by qualified practitioners in regulated industries. Personal or non-professional use may be subject to different terms or restrictions.

User Accounts and Registration

Account Creation

You must be at least 18 years old to create an account
You must provide accurate and complete information during registration
You are responsible for maintaining the confidentiality of your account credentials
You must notify us immediately of any unauthorized access to your account

Professional Verification

For certain features or account types, we may require verification of your professional status, qualifications, or regulatory memberships. You agree to provide such verification as requested.

Account Suspension or Termination

We reserve the right to suspend or terminate your account if you violate these Terms, engage in fraudulent activity, or use the service in a manner that could harm FileSeal or other users.

Acceptable Use Policy

Permitted Uses

Secure sharing of professional documents with clients
Compliance with regulatory and professional body requirements
Document collection for legitimate business purposes
Use in accordance with professional codes of conduct

Prohibited Activities

You must not use FileSeal to:

Upload or share illegal, harmful, or malicious content
Violate any applicable laws, regulations, or third-party rights
Attempt to gain unauthorized access to our systems or other users’ data
Interfere with or disrupt the service or servers
Use the service for any commercial purpose other than your professional practice
Share your account credentials with unauthorized persons
Reverse engineer, decompile, or attempt to extract source code
Use automated systems to access the service without permission

Content Standards

All content uploaded to FileSeal must:

Comply with applicable data protection and privacy laws
Not infringe on intellectual property rights
Not contain malware, viruses, or malicious code
Be appropriate for professional business use

Data Security and Responsibilities

Our Security Commitments

Enterprise-grade AES-256-GCM encryption
Zero-trust architecture with client-side encryption
Regular security audits and monitoring
Compliance with GDPR and UK data protection laws
Secure infrastructure and access controls

Your Responsibilities

Ensure you have legal authority to upload and share documents
Maintain appropriate client consent for document sharing
Use secure devices and networks when accessing FileSeal
Implement appropriate security measures in your own practice
Comply with your professional body’s technology guidelines
Review and manage your cookie and analytics preferences as needed

Data Retention and Deletion

Documents are automatically deleted after download or expiry
You can configure expiry times from 24 to 168 hours
Audit logs are retained for compliance purposes as detailed in our Privacy Policy
Analytics data is anonymized and retained only for service improvement
You can request account deletion at any time

Analytics and Performance Monitoring

We use privacy-focused analytics to improve our service quality
Analytics tools only collect anonymized usage data with your consent
Conversion tracking helps us measure advertising effectiveness
No personal data is shared for advertising or remarketing purposes
You can opt out of analytics cookies at any time through cookie preferences

Professional and Regulatory Compliance

Professional Body Compliance

If you are regulated by a professional body (such as SRA, FCA, ICAEW), you remain responsible for ensuring your use of FileSeal complies with:

Professional codes of conduct
Technology and security guidelines
Client confidentiality requirements
Data protection and privacy rules
Record keeping and audit requirements

Regulatory Changes

You are responsible for staying informed about changes to professional and regulatory requirements that may affect your use of FileSeal. We will make reasonable efforts to notify users of platform changes that may impact compliance.

Payment Terms and Billing

Subscription Plans

FileSeal offers various subscription plans with different features and usage limits. Current pricing is available on our website and may be updated from time to time. Professional plans include unlimited seals subject to our Fair Use Policy (see below).

Payment Processing

Payments are processed securely through third-party payment processors
Subscriptions are billed in advance on a monthly or annual basis
All fees are non-refundable except as required by law
You are responsible for all taxes associated with your use of the service

Payment Failures and Suspension

If payment fails, we will notify you and provide a grace period to update payment information. Continued non-payment may result in service suspension or termination.

Fair Use Policy

Professional Plan Usage

Our Professional plan includes unlimited secure document requests for normal professional use. This policy ensures fair access to our platform resources while maintaining service quality for all users.

Normal Professional Use: Up to 1,000 seals per month is considered typical professional usage and will never be restricted.

Fair Use Guidelines

Typical Use: 10-100 seals per month for most professional practices
High Use: 100-1,000 seals per month for busy practices (fully supported)
Very High Use: 1,000-2,000 seals per month (monitored, not restricted)
Excessive Use: Consistently over 2,000 seals per month may require Enterprise plan

Usage Monitoring and Enforcement

We monitor usage patterns to ensure platform stability and fair access:

Soft Monitoring: Usage above 1,000 seals/month is tracked for planning purposes
Contact Process: Users consistently exceeding 2,000 seals/month will be contacted to discuss Enterprise options
Grace Period: 30-day notice period before any account restrictions
Enterprise Upgrade: Heavy users can upgrade to Enterprise for enhanced features and support

What Constitutes Acceptable Use

Normal professional document collection from clients
Reasonable usage patterns for your practice size and type
Legitimate business purposes within your professional capacity
Compliance with professional codes of conduct

Examples of Excessive Use

The following may require discussion about upgrading to Enterprise:

Consistently creating 3,000+ seals per month
Using FileSeal for commercial document processing beyond professional practice
Automated or bulk document processing systems
Reselling or redistributing FileSeal services

Commitment: We will never restrict legitimate professional use without first offering appropriate Enterprise solutions and providing reasonable notice.

Intellectual Property Rights

FileSeal Intellectual Property

FileSeal and all related trademarks, service marks, logos, and intellectual property are owned by Sohus Ltd. You do not acquire any ownership rights in our platform or intellectual property.

Your Content

You retain ownership of all documents and content you upload to FileSeal. By using our service, you grant us a limited license to:

Store and transmit your content as necessary to provide the service
Access content only for security, compliance, or technical support purposes
Delete content according to your instructions and our retention policies

Third-Party Content

You are responsible for ensuring you have appropriate rights to upload and share any third-party content, including client documents and confidential information.

Limitation of Liability

Important Legal Notice: This section limits our liability. Please read carefully.

Service Availability

While we strive to maintain high availability, we do not guarantee uninterrupted service. FileSeal is provided “as is” and “as available” without warranties of any kind.

Limitation of Damages

To the maximum extent permitted by law, FileSeal shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

Loss of profits, business, or professional opportunities
Loss or corruption of data
Business interruption or system downtime
Professional liability or regulatory sanctions
Third-party claims or demands

Maximum Liability

Our total liability for any claim arising from your use of FileSeal shall not exceed the amount you paid us in the 12 months preceding the claim, or £1,000, whichever is greater.

Professional Insurance

We strongly recommend that all professional users maintain appropriate professional indemnity insurance covering their use of technology services in their practice.

Indemnification

You agree to indemnify and hold harmless FileSeal, its officers, directors, employees, and agents from and against any claims, damages, losses, or expenses arising from:

Your use of the FileSeal platform
Your violation of these Terms or applicable laws
Content you upload or share through the platform
Your professional practice and client relationships
Any breach of professional duties or regulatory requirements

Termination

Termination by You

You may terminate your account at any time by contacting us or using the account deletion feature. Termination does not entitle you to a refund of prepaid fees.

Termination by Us

We may terminate or suspend your account immediately if you:

Violate these Terms or our Acceptable Use Policy
Fail to pay required fees
Engage in fraudulent or illegal activities
Pose a security risk to our platform or other users

Effect of Termination

Upon termination:

Your access to the platform will be revoked immediately
All pending document requests will be cancelled
Data will be deleted according to our Privacy Policy
These Terms will continue to apply to your prior use of the service

Dispute Resolution

Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales.

Jurisdiction

Any disputes arising from these Terms or your use of FileSeal will be subject to the exclusive jurisdiction of the courts of England and Wales.

Alternative Dispute Resolution

Before initiating formal legal proceedings, we encourage users to contact us directly to resolve disputes informally. We are committed to working with users to resolve issues fairly and promptly.

General Provisions

Changes to Terms

We may update these Terms from time to time. We will notify users of material changes by email and prominent website notice. Continued use after changes constitutes acceptance of the updated Terms.

Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

Entire Agreement

These Terms, together with our Privacy Policy and any additional agreements, constitute the entire agreement between you and FileSeal regarding the use of our services.

Contact Information

For questions about these Terms, please contact us at:

Email: legal@fileseal.co.uk
Address: 365 Camden Road, London, N7 0SH