Terms of Service

1. Acceptance of Terms

By accessing or using DocuHatch ("Service," "Platform," "we," "our," or "us"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use our Service.

These Terms constitute a legally binding agreement between you (either an individual or entity) and DocuHatch regarding your use of our W-9 collection and management platform.

2. Description of Service

DocuHatch provides a secure platform for:

• Collecting and managing IRS Form W-9 from vendors and contractors
• Securely storing and tokenizing sensitive tax information
• Verifying Tax Identification Numbers (TIN) against IRS databases
• Managing vendor onboarding workflows
• Generating compliance reports and audit trails

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice.

3. User Accounts and Registration

3.1 Account Creation

To use our Service, you must create an account. You agree to:

• Provide accurate, current, and complete information
• Maintain and promptly update your account information
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access
• Accept responsibility for all activities under your account

3.2 Account Eligibility

You must be at least 18 years old and have the legal capacity to enter into contracts to use our Service. By creating an account, you represent and warrant that you meet these requirements.

4. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Violate any applicable laws or regulations
• Infringe upon the rights of others
• Upload or transmit malicious code or viruses
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt the Service or servers
• Use the Service for fraudulent purposes
• Harvest or collect information about other users
• Impersonate any person or entity
• Use automated systems to access the Service without authorization

5. Data and Privacy

Your use of the Service is also governed by our Privacy Policy. You acknowledge and agree that:

• You are responsible for the accuracy of information you submit
• You have the right to collect and submit W-9 information from your vendors
• You will comply with all applicable data protection laws
• We may process and store your data as described in our Privacy Policy

6. Intellectual Property

6.1 Our Intellectual Property

The Service, including its original content, features, and functionality, is owned by DocuHatch and is protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

6.2 Your Content

You retain ownership of any data and content you submit to the Service. By submitting content, you grant us a limited license to use, store, and process your content solely to provide the Service.

7. Payment and Fees

7.1 Subscription Plans

Certain features of the Service require payment. You agree to pay all fees associated with your chosen subscription plan. Fees are billed in advance on a recurring basis (monthly or annually).

7.2 Billing

• All fees are non-refundable unless otherwise stated
• You authorize us to charge your payment method for all fees
• We may change fees with 30 days' notice
• Failure to pay may result in service suspension or termination

7.3 Free Trial

We may offer a free trial period. At the end of the trial, you will be charged unless you cancel before the trial ends.

8. Termination

8.1 Termination by You

You may terminate your account at any time through your account settings or by contacting us. Upon termination, your right to use the Service will immediately cease.

8.2 Termination by Us

We may terminate or suspend your account immediately, without prior notice, if you breach these Terms or for any other reason at our sole discretion.

8.3 Effect of Termination

Upon termination, we will retain your data in accordance with our data retention policies and applicable legal requirements. You may request data export before termination.

9. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. WE DO NOT WARRANT THAT:

• The Service will be uninterrupted, secure, or error-free
• The results obtained from the Service will be accurate or reliable
• Any errors in the Service will be corrected

You use the Service at your own risk. We are not responsible for any tax advice or compliance decisions you make based on information from the Service.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, DOCUHATCH SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES RESULTING FROM:

• Your use or inability to use the Service
• Any unauthorized access to or use of our servers or personal information
• Any interruption or cessation of transmission to or from the Service
• Any bugs, viruses, or other harmful code
• Any errors or omissions in content or any loss or damage incurred from use of content

Our total liability shall not exceed the amount you paid to us in the 12 months preceding the claim or $100, whichever is greater.

11. Indemnification

You agree to indemnify, defend, and hold harmless DocuHatch and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses, including reasonable attorney's fees, arising out of or in any way connected with:

• Your access to or use of the Service
• Your violation of these Terms
• Your violation of any rights of another party

12. Dispute Resolution

12.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the United States, without regard to its conflict of law provisions.

12.2 Arbitration

Any dispute arising from these Terms or the Service shall be resolved through binding arbitration in accordance with the American Arbitration Association's rules, except for claims that may be brought in small claims court.

13. Changes to Terms

We reserve the right to modify these Terms at any time. We will provide notice of material changes by posting the updated Terms on this page and updating the "Effective Date." Your continued use of the Service after changes constitutes acceptance of the modified Terms.

14. Miscellaneous

14.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and DocuHatch regarding the Service.

14.2 Severability

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

14.3 Waiver

Our failure to enforce any right or provision of these Terms will not be deemed a waiver of such right or provision.

14.4 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign or transfer these Terms without restriction.

15. Contact Information

If you have any questions about these Terms, please contact us: