Terms and Conditions

§ 1 Scope and contracting parties

1.1 Provider

Nibsy Tech Ltd
71-75 Shelton Street
Covent Garden
London WC2H 9JQ
United Kingdom
Email: kontakt@dokuscan.com

1.2 Scope

These Terms and Conditions apply to all services provided by Nibsy Tech Ltd via the website dokuscan.com and the associated web application ("DokuScan").

1.3 Contract language

The contract language is German. The German version of these Terms and Conditions is authoritative.

§ 2 Service description

2.1 Service

DokuScan offers a cloud-based service for the automatic extraction of structured data from documents. Uploaded documents (PDF, JPG, PNG) are processed using text recognition and AI-based analysis to read out defined fields and export them in structured form.

2.2 Scope of functionality

• Upload of documents as PDF, JPG or PNG (including multi-page documents)
• Creation of custom templates with freely definable fields
• Automatic text recognition and field extraction using AI
• Extraction of individual fields and tabular data (rows)
• Manual review and correction of extracted data
• Export to Excel (.xlsx), CSV and JSON
• Automatic splitting of multi-page PDFs into individual pages
• Duplicate detection on upload

2.3 Availability

We aim for an average annual availability of 99%. This excludes scheduled maintenance windows and periods during which the service is unavailable due to circumstances beyond our control (e.g. force majeure, failure of third-party providers).

2.4 AI processing

DokuScan uses AI-based systems for automatic document analysis. This processing is a technically necessary part of the core service. Without this automated processing, the service cannot be used to the intended extent.

§ 3 Conclusion and term of contract

3.1 Registration

The contract is concluded upon successful registration of a user account and confirmation of the email address.

3.2 Free trial scans

New accounts receive 10 free scans without registering a payment method. These are intended for a non-binding trial of the service. There is no entitlement to an extension or increase of the free scans.

3.3 Scan packages

Paid scan packages are one-time payments without automatic renewal. Purchased scans are not tied to a term and do not expire. Unused scans remain permanently credited to the account as long as it is active.

3.4 Registration via partners

If a user registers via a partner, the contract is concluded exclusively between the user and Nibsy Tech Ltd. Partners act only as intermediaries. Partners are granted access to data only with the user's express consent.

§ 4 Prices and payment

4.1 Prices

Current prices can be viewed on the website dokuscan.com. Unless stated otherwise, all prices include applicable statutory VAT.

4.2 Available packages

• Starter (€9): 100 scans — one-time payment, no subscription
• Professional (€29): 500 scans — one-time payment, no subscription
• Business (€79): 2,000 scans — one-time payment, no subscription

4.3 Payment processing

Payment processing is carried out by the payment service provider Mollie B.V., Keizersgracht 313, 1016 EE Amsterdam, Netherlands. The payment methods displayed during checkout are available. Credit card data is not stored on DokuScan servers.

4.4 Scan credit for errors

If a scan fails due to a technical error on our side, the consumed scan is automatically credited back to the account. Errors caused by faulty or illegible documents do not give rise to a right of reimbursement.

§ 5 Scan quotas and limitations

5.1 Definition of a scan

One scan corresponds to the processing of one document (one page). Multi-page PDFs that are automatically split consume one scan per page. Duplicates are not charged.

5.2 Non-transferable quotas

Scan credit is personal and cannot be transferred to other accounts.

5.3 File restrictions

• Maximum file size: 20 MB per file
• Supported formats: PDF, JPG, PNG, WEBP
• Maximum files per upload: 25
• Maximum uploads per hour: 200 scans

5.4 Rate limiting

To protect system stability, a limit of 200 scans per hour per account applies. If exceeded, further uploads are temporarily blocked until the next hourly period. Consumed credit is not deducted in this case.

§ 6 User rights and obligations

6.1 Right of use

The user is granted a simple, non-transferable right to use the service for the duration of the contractual relationship.

6.2 Ownership of templates and data

All templates created, documents uploaded and data extracted by the user remain the property of the user. DokuScan claims no rights to this content.

6.3 Prohibited use

The user agrees in particular not to:

• Use the service for unlawful purposes
• Upload malware or other harmful code
• Carry out automated access (bots, scripts) without prior consent
• Circumvent technical protection measures or upload limits
• Upload documents for which no authorization exists
• Process personal data of third parties without an appropriate legal basis

6.4 Data security

The user is responsible for the confidentiality of their access credentials and must notify DokuScan immediately of any suspected misuse.

6.5 Processing of third-party personal data

If the user processes personal data of third parties via DokuScan (e.g. names and addresses on delivery notes or HR forms), responsibility under data protection law lies with the user as the controller within the meaning of the GDPR. Upon request, we provide a data processing agreement (DPA).

§ 7 Data processing and storage

7.1 Type of processing

Uploaded documents are processed automatically to read out defined fields. Text recognition procedures and AI-based analysis are used for this purpose. This automated processing is technically required for DokuScan's core functionality.

7.2 Processing within the EU

Uploaded documents and data extracted from them are processed and stored exclusively within the European Union. Files are stored in an EU data center (Germany, Frankfurt).

Nibsy Tech Ltd is based in the United Kingdom. Data transfers between the EU/EEA and the United Kingdom are covered by an adequacy decision of the European Commission.

7.3 AI processing

To implement automatic field extraction, DokuScan uses third-party AI services. Processing takes place exclusively in EU data centers. No transfer to third countries takes place. Documents are not used to train AI models.

7.4 Legal basis

Data processing is based on Art. 6 (1)(b) GDPR (performance of a contract) and, where applicable, Art. 6 (1)(f) GDPR (legitimate interest in efficient and automated document processing).

7.5 Retention period

• Original documents: until manually deleted by the user or account deletion
• Extracted data: until actively deleted by the user
• Account data: until contract termination and expiry of statutory retention periods

Where statutory retention obligations apply, the relevant data will be stored for a correspondingly longer period.

7.6 Data deletion

The user may delete individual scans or their entire account at any time, provided no statutory retention obligations prevent this. After termination of the contract, data is permanently deleted or anonymized within 30 days.

7.7 Technical service providers

To provide the service, we use selected technical service providers who process personal data exclusively on the basis of data processing agreements pursuant to Art. 28 GDPR:

• Hosting and storage infrastructure within the EU
• AI processing services for document analysis (EU region)
• Payment processing via a certified EU payment service provider
• Email and communication service providers for system notifications

These service providers process data exclusively on our instructions and only to the extent necessary for the performance of the contract.

§ 8 Warranty and limitation of liability

8.1 AI accuracy

DokuScan aims for a high level of accuracy in field extraction but cannot guarantee 100% correctness. The quality of extraction depends significantly on the legibility and quality of the uploaded documents. The user is obliged to review extracted data before further use.

8.2 Limitation of liability

Liability for slight negligence is excluded unless material contractual obligations are breached. In the event of a breach of material contractual obligations, liability for slight negligence is limited to foreseeable damage typical for this type of contract. Liability for indirect damages, lost profits or other financial losses is excluded to the extent permitted by law.

8.3 Faulty extraction

DokuScan is not liable for damages arising from faulty or incomplete extraction if the user has not reviewed the extracted data before further use. This applies in particular to use in accounting or vis-à-vis authorities or third parties.

8.4 Data loss

We create regular backups in accordance with the state of the art but do not guarantee the retention of all data without exception. Users are advised to additionally back up important data on their own responsibility.

§ 9 Termination and refunds

9.1 Account closure

The user may close their account at any time without giving reasons. Closure is done via the account settings or by email to kontakt@dokuscan.com.

9.2 Refund of scan packages

Since scan packages are one-time payments and scans do not expire, unused scans are generally not refunded. Exceptions apply in cases of proven technical errors on our side or the statutory right of withdrawal within 14 days of purchase, provided the package has not yet been used.

9.3 Right of withdrawal

Consumers have the right to withdraw from a contract for digital content within 14 days without giving reasons, provided the service has not yet been used. The right of withdrawal expires upon first use of scans from a package, provided the user has expressly agreed that performance begins before the withdrawal period expires.

9.4 Extraordinary termination by DokuScan

We reserve the right to block or close accounts without prior notice in the event of serious violations of these Terms and Conditions. This applies in particular to:

• Significant or repeated violations of these Terms and Conditions
• Misuse or manipulation of the service
• Upload of unlawful content
• Automated access that endangers system stability

In the event of a justified extraordinary termination, there is no entitlement to a refund of the remaining scan credit.

9.5 Consequences of termination

After termination of the contract, access is blocked. Data is deleted within 30 days in accordance with § 7. Remaining scan credit expires upon account closure.

§ 10 Changes to these Terms and Conditions

10.1 Right to amend

We reserve the right to amend these Terms and Conditions as needed, provided the changes are reasonable for the user. Changes will be communicated by email at least 30 days before they take effect.

10.2 Right to object

The user may object to the changes within 30 days of receiving notice. If the user objects, the contract ends at the time the new Terms and Conditions take effect. In this case, unused scan credit will be reimbursed on a pro-rata basis.

§ 11 Final provisions

11.1 Applicable law

German law applies, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

11.2 Place of jurisdiction

If the user is a merchant, a legal entity under public law, or a special fund under public law, the place of jurisdiction for all disputes arising from or in connection with this contract is Germany. Mandatory statutory provisions on exclusive places of jurisdiction remain unaffected.

11.3 Severability clause

Should individual provisions of these Terms and Conditions be or become invalid or unenforceable, the validity of the remaining provisions shall remain unaffected.

11.4 EU dispute resolution

Platform of the EU Commission for online dispute resolution: https://ec.europa.eu/consumers/odr/
We are not obliged and generally not willing to participate in dispute resolution proceedings before a consumer arbitration board.

Last updated: April 2026 · Version 1.0