Terms of service

Who we are

PaperworkPilot is run by Vũ Hoàng Giang, an individual based in Vietnam (“we”, “us”). Our postal address is 1227/16 Đường Lê Đức Thọ, Phường An Hội Tây, Thành Phố Hồ Chí Minh, Việt Nam. You can reach us at support@yourpaperworkpilot.com.

When you use PaperworkPilot, your contract for the service is with us.

Accepting these terms

By creating an account or using PaperworkPilot, you agree to these terms. If you use it for a business, you agree to them for that business too. If you don’t agree, please don’t use the service. You must be at least 18 years old.

If you keep using PaperworkPilot after we change these terms, you accept the new version. See Changes to these terms.

The service

PaperworkPilot is a web app for freelancers and small agencies. You enter your company, clients and projects, and make quotes, statements of work, invoice drafts and payment reminder drafts from them as PDFs or text.

We work to keep the service available and correct, but we don’t promise that it will always be available, uninterrupted or free of errors. We may change, add or remove features. If we stop the service altogether, we will tell you in advance and give you time to download your documents.

Your account

• You sign in with a code sent to your email address. Keep access to that email address secure.
• Give accurate details, and keep them up to date.
• You are responsible for what happens in your workspace, including what the members you invite do.
• Tell us straight away if you think someone else has used your account.

Your documents are drafts you review

PaperworkPilot helps you prepare paperwork. It does not check it for you. In particular:

• We give no legal, tax or accounting advice. No document has been checked against the law or the invoicing or tax rules of any country.
• Invoices print “NOT A TAX INVOICE”. Don’t use them where the law requires a tax invoice unless your accountant confirms they meet the rules.
• Statements of work start from a template that hasn’t been reviewed for any country’s law.
• PaperworkPilot sends no emails to your clients. You copy or download each document or reminder and send it yourself.
• PaperworkPilot collects no payments from your clients. Recording a payment only keeps a note of it in your workspace.

You are responsible for checking every document before you send it or rely on it.

Acceptable use

You must not use PaperworkPilot to:

• break any law, or help anyone else break one;
• commit fraud, for example by issuing false invoices or pretending to be someone else;
• send spam or harass anyone;
• upload content that infringes someone else’s intellectual property or privacy;
• interfere with the service’s security, for example by probing or breaking its protections, or reaching another workspace’s data;
• overload the service, or copy or resell it without our written permission.

Who owns what

We own the service. PaperworkPilot, its software, design, templates and name belong to us or our licensors. These terms give you the right to use the service while your account is open; they don’t transfer any of it to you.

You own your content. The details, documents and text you put into PaperworkPilot stay yours. You let us store, process and display them only to run the service for you. You confirm you have the right to use the information you enter, including your clients’ details.

For other people’s personal data that you enter, such as your clients’ details, our data processing terms also apply.

Payments

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle handles checkout, payment, VAT and sales tax, receipts and refunds. When you buy a plan or extra credits, you also agree to Paddle’s buyer terms.

• Prices are shown on the pricing page, in US dollars, plus tax where it applies. Paddle works out the tax for your country at checkout.
• Plans are paid monthly in advance and renew automatically each month until you cancel. Each period’s credits don’t carry over.
• Extra credits are paid once, never renew, and last 12 months from purchase.
• When credits run out, finalizing waits until they reset or you buy more. We never charge extra automatically.
• If a renewal payment fails, the plan’s credits stay for 7 days. After that the workspace has its free allowance until the payment goes through.
• If we change a plan’s price, we will tell you at least 14 days before it applies to you.

Renewal and cancellation

The workspace owner can cancel a plan at any time under Settings → Billing → Manage billing. Cancelling stops the next renewal: the plan stays active until the end of the period already paid for. When a paid plan ends, the workspace goes back to its free allowance (for now, the Beta allowance). Your documents stay.

Refunds are explained in our refund policy.

Suspension and termination

You can stop using PaperworkPilot at any time. To close your account, email us at support@yourpaperworkpilot.com; our privacy notice explains what we erase and what we must keep.

We may suspend or close your account, with notice where we reasonably can, if:

• you seriously break these terms, or keep breaking them after we have asked you to stop;
• your use puts the service, other users or us at risk of security problems or fraud; or
• the law requires us to.

Unless the reason is fraud or a security risk, we will give you a chance to download your documents first.

Provided as is

PaperworkPilot is provided “as is” and “as available”. As far as the law allows, we give no warranties other than those in these terms, express or implied, including any implied warranties of merchantability, fitness for a particular purpose and non-infringement. We don’t promise that the service will be uninterrupted or error-free, or that the documents it prepares suit your business or the rules that apply to it.

Some places don’t allow these exclusions, so some of them may not apply to you.

Liability

Nothing in these terms limits liability that the law does not allow to be limited, such as for fraud, or for death or personal injury caused by negligence, or your rights as a consumer under the law of your country.

Otherwise, as far as the law allows: we are not liable for indirect or consequential losses, or for lost profits, revenue or data; and our total liability to you is limited to the amount you paid us in the 12 months before the claim.

Changes to these terms

We may update these terms. The date at the top shows the latest version. For an important change, we will tell you by email or in the app at least 14 days before it takes effect.

Governing law

These terms are governed by the law of Vietnam. Where you live may give you rights these terms can’t take away: in the United States, the consumer protection and privacy laws of your state; in the EU or the UK, the General Data Protection Regulation (see the privacy notice). Those laws apply wherever they give you more protection.

If you are a consumer, you can bring a claim in the courts where you live. A business customer can bring a claim in the courts of Vietnam.

Contact

Questions about these terms: support@yourpaperworkpilot.com, or write to Vũ Hoàng Giang, 1227/16 Đường Lê Đức Thọ, Phường An Hội Tây, Thành Phố Hồ Chí Minh, Việt Nam.