Terms of Service

These Terms of Service ("Terms") form a binding agreement between you (and, if applicable, the organization you represent) and DocsKoala ("DocsKoala", "we", "us", or "our") governing your access to and use of the DocsKoala platform, website, public help centers, and in-app widget (collectively, the "Service"). By creating an account, connecting a repository, starting a trial, or otherwise using the Service, you agree to be bound by these Terms and by our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Service.

1. The Service

DocsKoala connects to your codebase, detects customer-facing changes from merged pull requests, drafts or updates help articles using large language models, and lets your team review and approve drafts before they are published to a public help center and in-app widget. Nothing is published without explicit human approval from a member of your organization. The Service also provides AI-answered search over your published help center content, both on the hosted help center and through the embeddable widget.

1.1 Beta and experimental features

Some parts of the Service may be labeled beta, early access, preview, or experimental. These features are provided "as is", may change materially or be discontinued at any time without notice, may have separate or no usage limits, and may be less reliable than generally available features. We may collect additional diagnostic data from beta features to evaluate and improve them.

1.2 Changes to the Service

We may add, modify, or remove features, impose limits on certain features, or restrict access to parts of the Service at any time. We will use reasonable efforts to communicate material changes that reduce the functionality of a paid plan in advance.

2. Accounts and organizations

You must sign up using a valid identity provider supported by DocsKoala (such as GitHub or email-based sign-in). You are responsible for maintaining the confidentiality and security of your account credentials and for all activity that occurs under your account, whether or not authorized by you. You must notify us promptly at hello@docskoala.com of any unauthorized use of your account or any other breach of security.

Accounts are organized into workspaces ("organizations"). An organization's administrators and owners control billing, member access, connected repositories, and connected domains for that organization. You are responsible for the accuracy of the information you provide when creating or configuring an organization, and for managing who has access to it.

2.1 Eligibility

You must be at least 18 years old, or the age of legal majority in your jurisdiction, and have the legal capacity and authority to enter into these Terms and, where applicable, to bind your organization to them. The Service is intended for business and professional use and is not directed at consumers acting for personal, family, or household purposes.

2.2 Trials

We may offer a limited-time trial of paid functionality. Trials are provided at our discretion, may be modified or withdrawn at any time, and do not guarantee continued access to any feature after the trial period ends. Data created or drafted during a trial is retained subject to Section 11 (Termination) if the trial ends without conversion to a paid plan.

3. Connecting your codebase

To function, DocsKoala requests access to your GitHub repositories via a GitHub App installation and webhook events for merged pull requests. You control which repositories are connected and can revoke access at any time from your GitHub settings or from DocsKoala's connectors page. We only process pull request diffs, titles, descriptions, and metadata necessary to classify changes and draft articles. We do not modify your source code, open pull requests, or push commits on your behalf. You represent that you have the necessary rights and permissions to connect any repository you authorize.

If you connect a third-party helpdesk or ticketing tool (for example, for importing existing articles or tickets), the same principle applies: you are responsible for having the right to share that data with us, and you can disconnect the integration at any time.

4. AI-generated content

Draft articles, chat answers, and search summaries are generated with the assistance of third-party large language model providers based on your connected content (pull request diffs and previously approved articles). AI-generated drafts and answers may contain inaccuracies, omissions, outdated information, or ungrounded claims. DocsKoala routes drafts through an automated editorial review pass before they reach your team, but this does not guarantee accuracy.

Published content is your responsibility: a human member of your organization must review and explicitly approve every draft before it is published to your help center or widget. You should not rely on unreviewed drafts as accurate documentation, and you are solely responsible for reviewing AI-generated output before it reaches your end users.

5. Subscriptions and billing

Paid plans are billed in advance on a monthly or annual basis. Payments are processed by a third-party payment processor acting as merchant of record, who is responsible for payment collection and applicable tax handling on our behalf; your payment details are provided directly to that processor and are never stored on DocsKoala's own servers. Fees are quoted and charged in the currency shown at checkout and are non-refundable except where required by applicable law or expressly stated otherwise.

We may change our pricing or plan structure with at least 30 days' notice to the email address on file or through an in-app notice. Continued use of the Service after a price change takes effect constitutes acceptance of the new pricing. Failed or declined payments may result in a temporary suspension of paid features until payment is resolved.

5.1 Usage limits

Plans include limits on pull requests processed, AI-generated answers, connected workspaces, team members, or other metered usage as described on our pricing page. We may throttle processing that exceeds your plan's limits, queue it until the next billing cycle, or prompt you to upgrade. We do not delete data solely because a usage limit was exceeded.

5.2 Cancellation

You may cancel a paid subscription at any time from your billing settings or the billing portal linked from there. Cancellation takes effect at the end of the current billing period; you will retain access to paid features until then, after which your organization reverts to the free tier's limits (or loses access to workspace-gated features, if applicable) rather than being deleted outright. See Section 11 for what happens to your data after cancellation.

5.3 Taxes

Fees are exclusive of applicable taxes unless stated otherwise. Where our payment processor is required to collect sales tax, VAT, GST, or similar charges, they will be added to your invoice as required by law.

6. Acceptable use

You agree not to:

• Use the Service to process code, tickets, or content you do not have the right to share with us;
• Attempt to circumvent usage limits, rate limits, plan gates, or access controls;
• Reverse engineer, decompile, or attempt to extract the underlying models, prompts, or source code of the Service;
• Use the Service to generate unlawful, defamatory, discriminatory, or infringing content;
• Use the widget or help center to collect personal data from end users beyond what is disclosed in your own privacy policy;
• Probe, scan, or test the vulnerability of the Service, or attempt to bypass any security or authentication mechanism, except through a responsible disclosure process we have expressly authorized;
• Use automated means to scrape or bulk-extract content from the Service outside of any API or export feature we provide;
• Interfere with or disrupt the integrity, performance, or availability of the Service or its infrastructure, including other customers' use of it;
• Resell, sublicense, or provide the Service to third parties as a standalone product without our written consent.

We may suspend or restrict access to any account we reasonably believe is violating this section, with notice where practicable.

7. Intellectual property

You retain all rights to your source code, pull requests, connected content, and any other content you provide to the Service ("Customer Content"), including help articles drafted with AI assistance and subsequently approved by your team. You grant DocsKoala a limited, non-exclusive, worldwide license to host, process, transmit, and display Customer Content solely to provide, secure, and improve the Service, including generating and re-indexing drafts and answers.

DocsKoala and its licensors retain all rights, title, and interest in and to the Service itself, including its software, models, prompts, workflows, documentation, and branding. Nothing in these Terms transfers any DocsKoala intellectual property to you except the limited right to use the Service as permitted here. Feedback you provide about the Service may be used by us without restriction or obligation to you.

8. Third-party services

The Service relies on third-party providers, including GitHub for repository access, large language model providers for classification, drafting, and answering, a payment processor for subscription billing, and email and infrastructure providers for core functionality. Your use of the Service is also subject to those providers' own terms where applicable. We select and vet these providers carefully but are not responsible for outages, data handling practices, or changes in third-party services that are outside our reasonable control.

9. Confidentiality

Each party may have access to non-public information of the other in connection with the Service (for DocsKoala, this includes your Customer Content; for you, this may include non-public information about how the Service works). Each party agrees to use the other's confidential information only as necessary to perform under these Terms and to protect it with the same degree of care it uses for its own confidential information, but no less than reasonable care.

10. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, title, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or fully secure, or that AI-generated content will be accurate, complete, or error-free. You are responsible for reviewing AI-generated content before relying on it or publishing it to your end users.

11. Limitation of liability

To the maximum extent permitted by law, DocsKoala will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or any loss of profits, revenues, data, or goodwill, arising from or related to your use of the Service, even if we have been advised of the possibility of such damages. Our total aggregate liability for any claim arising out of or relating to these Terms or the Service will not exceed the amount you paid us in the 12 months preceding the event giving rise to the claim, or, if you are on a free plan, one hundred US dollars ($100). Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.

12. Indemnification

You agree to indemnify and hold DocsKoala harmless from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from your Customer Content, your use of the Service in violation of these Terms, or your violation of any applicable law or third-party right, including intellectual property or privacy rights of others.

13. Termination

You may stop using the Service and delete your organization at any time from your organization settings. We may suspend or terminate your access if you materially breach these Terms and fail to cure the breach within a reasonable period after notice, fail to pay applicable fees, or if required to do so by law.

Upon termination or cancellation, your right to access the Service ends. Deleting an organization removes its published help center and widget from public access and initiates deletion of its associated data within a commercially reasonable period, as described further in our Privacy Policy, except where retention is required for legal, billing, security, or dispute-resolution purposes. Provisions that by their nature should survive termination (including intellectual property, confidentiality, disclaimers, indemnification, and limitation of liability) will continue to apply.

14. Governing law and disputes

These Terms are governed by the laws of the jurisdiction in which DocsKoala is incorporated, without regard to its conflict of law principles, unless otherwise required by applicable consumer protection law. Any dispute arising out of or relating to these Terms or the Service will first be attempted to be resolved informally by contacting us at hello@docskoala.com; if unresolved after 30 days, either party may pursue the dispute in the courts of competent jurisdiction where DocsKoala is incorporated, unless applicable law requires otherwise.

15. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or through the Service before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service before they take effect.

16. Miscellaneous

These Terms, together with the Privacy Policy and any order forms or plan-specific terms we provide, constitute the entire agreement between you and DocsKoala regarding the Service. If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect. Our failure to enforce any provision is not a waiver of that provision. You may not assign these Terms without our prior written consent; we may assign these Terms in connection with a merger, acquisition, or sale of assets.

17. Contact

Questions about these Terms can be sent to hello@docskoala.com.