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Terms and Conditions

Last updated: April 28, 2026

Acceptance of Terms

By accessing and using Navis Docs, you accept and agree to be bound by the terms and provisions of this agreement. If you do not agree to these terms, please do not use our service.

Description of Service

Navis Docs is an open-source, privacy-friendly knowledge and standard operating procedure (SOP) management platform. We provide both a cloud-hosted service and self-hosted software that enables teams and organisations to create, manage, and share internal knowledge, procedures, and documentation.

Use of Service

Acceptable Use

You agree to use Navis Docs only for lawful purposes and in accordance with these Terms. You agree not to:

  • Use the service in any way that violates any applicable law or regulation
  • Attempt to gain unauthorised access to any portion of the service
  • Interfere with or disrupt the service or servers
  • Use the service to collect personally identifiable information without proper consent
  • Resell or redistribute the cloud service without authorisation

Account Responsibilities

For cloud service users:

  • You must be a human — accounts registered by bots or automated methods are not permitted
  • You must provide accurate, complete, and current information when creating an account
  • You are responsible for maintaining the confidentiality of your account credentials
  • You are responsible for all activities that occur under your account
  • You must notify us immediately of any unauthorised use of your account

Open Source Licence

Navis Docs is open-source software released under the AGPL-3.0 Licence. The self-hosted version is free to use, modify, and distribute according to the terms of that licence. These Terms and Conditions apply specifically to the use of our cloud-hosted service and website.

Subscription and Billing

Payment Terms

For paid cloud subscriptions:

  • Payment is processed via credit card or other accepted payment methods through Stripe
  • Subscriptions are billed on a monthly or annual basis as selected during sign-up
  • All fees are in USD unless otherwise stated
  • You authorise us to charge your payment method automatically on each billing cycle
  • No surprise fees — your card will never be charged unexpectedly

Seat-Based Billing

Subscriptions are priced per seat. A seat is an active user membership within your organisation. You are billed for the number of seats on your plan at each billing cycle.

  • Adding seats within your current plan limit does not immediately change your bill — it is reflected on your next billing cycle or as a prorated charge, depending on your plan
  • Removing seats takes effect at the end of the current billing period
  • Failed payments may result in service suspension or termination after notice

Auto-Renewal and Price Changes

Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. We reserve the right to modify subscription prices with at least 30 days’ advance notice. Price changes will take effect on your next billing cycle. Continued use of the service after a price change constitutes acceptance of the new pricing.

Plan Limits and Upgrades

Each plan includes a specific number of seats. If you need to add members beyond your plan’s seat limit, you may be prompted to upgrade to a higher tier. We will notify you when you approach your plan’s limits. We reserve the right to enforce fair use policies to prevent abuse.

Cancellation and Downgrade

How to Cancel

You may cancel your subscription at any time through your account settings or by contacting support. Cancellations take effect at the end of your current billing period. You will retain access to paid features until that time.

Downgrading Your Plan

You may downgrade to a lower-tier plan or the free tier at any time. Downgrades take effect at the end of your current billing period. If the number of active seats in your organisation exceeds the limit of the downgraded plan, you may need to reduce the number of members before the downgrade takes effect.

Data After Cancellation

After cancellation we will contact you regarding options for exporting your organisation’s data before account closure. We recommend exporting your data before cancelling if you wish to retain it. We will provide reasonable notice before any permanent deletion of data. This section will be updated with a specific retention period before the general availability launch of Navis Docs.

Service Availability

We strive to provide reliable service but do not guarantee uninterrupted access. We reserve the right to modify, suspend, or discontinue any part of the service at any time with or without notice. We are not liable for any modification, suspension, or discontinuation of the service.

Data and Privacy

Your Data Ownership

You retain all rights to your organisation’s knowledge base, SOP documents, and organisational data. We will never sell or share your content with any third parties. Your data is yours, and we act only as a processor of that data on your behalf.

Privacy Commitment

Navis Docs is designed to be privacy-conscious and compliant with GDPR, CCPA, and other privacy regulations. Our full data practices are described in our Privacy Policy.

Your Compliance Obligations

You are responsible for ensuring your use of Navis Docs complies with all applicable privacy laws and regulations in your jurisdiction. If you store third-party contact data (for example, in the address book feature), you must ensure you have the appropriate legal basis to do so.

Intellectual Property

The Navis Docs name, logo, and branding are the property of Navis Docs. The open-source code is available under the AGPL-3.0 Licence. All other content on this website, including text, graphics, and documentation, is protected by copyright and other intellectual property laws.

Limitation of Liability

To the maximum extent permitted by law, Navis Docs and its contributors 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 unauthorised access to or use of our servers and/or any personal information stored therein
  • Any interruption or cessation of transmission to or from the service
  • Any bugs, viruses, or other harmful code that may be transmitted through the service
  • Any errors or omissions in any content or for any loss or damage incurred from use of any content

Disclaimer of Warranties

The service is provided on an “AS IS” and “AS AVAILABLE” basis without any warranties of any kind, whether express or implied. We do not warrant that the service will be uninterrupted, secure, or error-free, or that any defects will be corrected.

Termination

We reserve the right to terminate or suspend your account and access to the service immediately, without prior notice or liability, for any reason, including breach of these Terms. Upon termination, your right to use the service will cease immediately.

Indemnification

You agree to indemnify and hold harmless Navis Docs and its contributors from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from your use of the service or violation of these Terms.

Governing Law

These Terms shall be governed by and construed in accordance with applicable laws, without regard to conflict of law provisions. Any disputes arising from these Terms or use of the service shall be resolved in appropriate courts.

Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of any material changes by posting the updated Terms on this page with a revised date. Your continued use of the service after such changes constitutes acceptance of the modified Terms.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that these Terms will otherwise remain in full force and effect.

Entire Agreement

These Terms, along with our Privacy Policy, constitute the entire agreement between you and Navis Docs regarding the use of the service and supersede any prior agreements.

Contact Information

If you have any questions about these Terms and Conditions, please contact us at: hello@navisdocs.com