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Last updated: 2 September 2026

These Terms and Conditions (“Terms”) govern access to and use of DocPilot and the services provided by DocPilot Ltd.

Please read these Terms carefully before using the Services.
 

1. About DocPilot

DocPilot is operated by:

DocPilot Ltd
Company number: 16676448
Registered/business address: Fieldsview Building, Mentmore Terrace, London E8 3AL, United Kingdom

In these Terms, “DocPilot”, “we”, “us” and “our” mean DocPilot Ltd.

“Customer”, “you” and “your” mean the business or organisation purchasing, accessing or using the Services.
 

2. The Services

DocPilot provides software designed to automate freight, shipping and customs-related document and data-processing workflows.

Depending on the services agreed with a Customer, DocPilot may:

• extract information from commercial invoices, packing lists, bills of lading, air waybills, CMRs and other freight documents;

• convert documents and unstructured information into structured data;

• prepare and structure data for freight management, customs and other third-party systems;

• assist with commodity classification and customs-related data preparation;

• validate and flag potentially incomplete or inconsistent information;

• transfer or export structured information to third-party systems;

• integrate with transport management systems, customs systems and other software; and

• provide related workflow automation, implementation and support services.

The precise Services provided to a Customer may be specified in an order form, quotation, statement of work or separate agreement.

3. Business Use

DocPilot is provided for business use.

By entering into an agreement with us or using the Services on behalf of an organisation, you confirm that you have authority to bind that organisation to these Terms.

The Services are not intended for consumer use.

4. Customer Agreements and Order Forms

Specific commercial arrangements may be set out in a separate quotation, order form, statement of work, service agreement or other written agreement between DocPilot and the Customer.

This may include:

• pricing;

• processing volumes;

• onboarding fees;

• minimum contract terms;

• service levels;

• integrations;

• implementation requirements; and

• specific functionality.

Where there is a conflict between these Terms and a separately signed agreement between DocPilot and the Customer, the signed agreement shall take precedence.

5. Customer Responsibilities

The Customer is responsible for:

• providing accurate information and documents;

• ensuring that it has the right to provide documents and data to DocPilot;

• maintaining appropriate security over its accounts and login credentials;

• reviewing outputs generated by DocPilot where appropriate;

• ensuring that information submitted to customs authorities, government bodies or other third parties is accurate and complete; and

• complying with applicable customs, tax, trade and other regulatory requirements.

The Customer must notify DocPilot promptly if it becomes aware of unauthorised access to its account or the Services.

6. AI and Automated Outputs

DocPilot uses artificial intelligence, machine learning and other automated processing technologies.

While we use commercially reasonable efforts to provide accurate outputs, automated extraction and AI-generated outputs may occasionally contain errors, omissions or inaccuracies.

Unless expressly agreed otherwise in writing, DocPilot does not guarantee that:

• extracted information will always be completely accurate;

• commodity classifications or other customs-related suggestions will always be correct;

• documents will always be interpreted correctly; or

• the Services will identify every error or compliance issue.

Customers must apply appropriate human review before relying on outputs for customs declarations, regulatory submissions or other legally significant purposes.

DocPilot is an automation and decision-support tool and does not act as a customs broker, customs representative, tax adviser or legal adviser unless expressly agreed otherwise in writing.

7. Customs and Regulatory Information

DocPilot may assist Customers in extracting, preparing, validating or structuring information used for customs processes.

The Customer remains responsible for the final review and approval of customs information and declarations submitted on its behalf.

Where DocPilot provides commodity classification suggestions, compliance flags or similar outputs, these are intended to assist the Customer and do not constitute legal or customs advice.

DocPilot shall not be responsible for customs duties, taxes, penalties, seizures, inspections, delays or other regulatory consequences arising from information approved or submitted by the Customer, except to the extent directly caused by DocPilot's breach of its contractual obligations and subject to the liability provisions below.

8. Third-Party Systems and Integrations

DocPilot may integrate with third-party platforms, including freight management systems, customs software, government systems and other technology providers.

These systems are operated independently of DocPilot.

We do not control and are not responsible for the availability, performance, security, pricing or functionality of third-party systems.

Third-party providers may change APIs, data schemas, authentication requirements or functionality from time to time.

Where such a change materially affects an integration, DocPilot will use commercially reasonable efforts to adapt the integration, but additional development, timescales or charges may need to be agreed with the Customer.

9. Fees and Payment

Fees are set out in the applicable quotation, order form or Customer agreement.

Unless otherwise agreed:

• fees are exclusive of VAT and other applicable taxes;

• invoices are payable within 30 days of the invoice date; and

• the Customer is responsible for paying all undisputed amounts when due.

Where usage materially exceeds agreed or anticipated processing volumes, DocPilot may discuss an appropriate change to the Customer's pricing or service plan before applying additional charges.

We may charge interest on overdue undisputed amounts at 4% above the Bank of England base rate.

10. Availability and Support

DocPilot will use commercially reasonable efforts to maintain the availability and performance of the Services.

Where a specific Service Level Agreement (“SLA”) has been agreed with a Customer, that SLA will govern the applicable service commitments.

The Services may occasionally be unavailable due to:

• scheduled maintenance;

• emergency maintenance;

• third-party service failures;

• internet or telecommunications failures;

• security incidents;

• circumstances outside our reasonable control; or

• changes to third-party systems or APIs.

11. Intellectual Property

All intellectual property rights in DocPilot and the Services remain owned by DocPilot Ltd or its licensors.

This includes, without limitation:

• source code;

• software;

• AI models and configurations;

• prompts;

• extraction logic;

• workflows;

• APIs;

• user interfaces;

• documentation;

• database structures; and

• proprietary processes.

Subject to payment of applicable fees and compliance with these Terms, we grant the Customer a limited, non-exclusive, non-transferable right to use the Services for its internal business purposes during the applicable subscription or contract term.

No ownership rights in DocPilot are transferred to the Customer.

12. Restrictions

Customers must not:

• copy or reproduce the Services except where expressly permitted;

• reverse engineer, decompile or disassemble DocPilot except to the extent such restriction is prohibited by law;

• attempt to discover DocPilot's source code or proprietary algorithms;

• circumvent security or access controls;

• use the Services for unlawful purposes;

• interfere with the operation or security of the Services;

• resell or sublicense the Services without our written permission; or

• use DocPilot's proprietary outputs, confidential technical information or underlying technology to develop or train a competing product where doing so would infringe our intellectual property or contractual rights.

13. Customer Data

The Customer retains ownership of the documents and data it provides to DocPilot.

The Customer grants DocPilot the rights necessary to host, process, transmit and otherwise use Customer Data solely as required to provide, maintain, secure and support the Services and as otherwise permitted by applicable law or agreed with the Customer.

The Customer warrants that it has the necessary rights and lawful basis to provide Customer Data to DocPilot for processing.

14. Data Protection

Each party shall comply with applicable data protection legislation, including the UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR.

Where DocPilot processes personal data on behalf of a Customer, the Customer will generally act as controller and DocPilot as processor.

DocPilot shall:

• process personal data only on the Customer's documented instructions, unless otherwise required by law;

• ensure persons authorised to process personal data are subject to appropriate confidentiality obligations;

• implement appropriate technical and organisational security measures;

• provide reasonable assistance with data-subject requests and applicable data-protection obligations;

• notify the Customer without undue delay after becoming aware of a personal-data breach affecting Customer Data;

• only appoint subprocessors in accordance with applicable data-protection requirements and ensure appropriate contractual protections are in place;

• provide information reasonably necessary to demonstrate compliance with applicable processor obligations; and

• on termination of the Services, delete or return personal data in accordance with the Customer's instructions and applicable legal and technical retention requirements.

Further information about how DocPilot handles personal information is available in our Privacy Policy.

Where necessary, DocPilot and the Customer may enter into a separate Data Processing Agreement.

15. Confidentiality

Each party shall protect confidential information received from the other party and shall not disclose it except:

• as required to perform its obligations;

• to professional advisers or contractors subject to confidentiality obligations;

• with the other party's permission; or

• where disclosure is required by law.

Confidentiality obligations shall continue for five years after termination of the applicable agreement and indefinitely in relation to trade secrets.

16. Security

DocPilot will maintain appropriate technical and organisational measures designed to protect Customer Data against unauthorised access, disclosure, alteration, loss or destruction.

No internet-based service can be guaranteed to be completely secure, and DocPilot does not warrant that security incidents will never occur.

Customers are responsible for maintaining appropriate security over their own systems, devices, user accounts and credentials.

17. Suspension

We may suspend access to the Services where reasonably necessary because of:

• a material security threat;

• unlawful use;

• material breach of these Terms;

• non-payment of undisputed fees following reasonable notice; or

• use that threatens the operation of the Services or other customers.

Where reasonably practicable, we will notify the Customer before suspension and work with the Customer to restore access.

18. Term and Termination

The applicable subscription term and termination rights will be stated in the Customer's quotation, order form or separate agreement.

Where no separate termination provisions have been agreed, either party may terminate the Services by giving 90 days' written notice.

Either party may terminate for material breach where that breach has not been remedied within 30 days after written notice.

Termination does not affect rights or payment obligations accrued before termination.

19. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for:

• fraud or fraudulent misrepresentation; or

• death or personal injury caused by negligence.

Subject to the above, DocPilot's total aggregate liability arising out of or in connection with the Services shall not exceed the fees paid or payable by the Customer to DocPilot during the 12 months preceding the event giving rise to the claim.

To the maximum extent permitted by law, neither party shall be liable for indirect or consequential loss or for loss of profit, revenue, anticipated savings, goodwill or business opportunity.

DocPilot shall not be liable for failures caused by third-party platforms, APIs, customs systems, government systems or circumstances outside its reasonable control.

20. Indemnity

The Customer shall be responsible for losses, claims or liabilities arising from its unlawful use of the Services, infringement of third-party rights through Customer Data, or material breach of these Terms.

DocPilot shall be responsible, subject to the limitations in these Terms, for valid third-party claims that the DocPilot software itself infringes third-party intellectual property rights.

21. Changes to the Services

We may update or improve the Services from time to time.

We will not intentionally make changes that materially reduce core contracted functionality during a Customer's committed contract term without reasonable notice.

22. Changes to These Terms

We may update these Terms periodically to reflect changes to the Services, law, regulation or our business.

Material changes affecting existing Customers will be communicated reasonably in advance where appropriate.

Changes will not retrospectively alter a separately signed Customer agreement unless agreed between the parties.

23. Force Majeure

Neither party shall be liable for delay or failure to perform its obligations, other than payment obligations, where caused by circumstances beyond its reasonable control.

24. Assignment

Neither party may assign its rights or obligations under an individual Customer agreement without the other party's prior written consent, such consent not to be unreasonably withheld, except in connection with a corporate restructuring, merger or sale of substantially all of the relevant business.

25. Severability

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

26. No Waiver

Failure by either party to enforce a provision of these Terms does not constitute a waiver of that provision or any other right.

27. Entire Agreement

These Terms, together with the applicable quotation, order form, statement of work, SLA and any separately signed agreement, constitute the agreement between DocPilot and the Customer concerning the relevant Services.

Where there is a conflict, a separately signed agreement takes precedence over these general Terms.

28. Governing Law

These Terms and any dispute or claim arising from them shall be governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction, unless otherwise expressly agreed in writing between DocPilot and the Customer.

29. Contact

Questions regarding these Terms may be directed to:

DocPilot Ltd
Fieldsview Building
Mentmore Terrace
London E8 3AL
United Kingdom

Company No. 16676448

For privacy-related matters, please refer to our Privacy Policy.