Terms of Service

1. Agreement to Terms

By accessing or using ArvoDocs ("Service"), operated by ArvoDocs LLC ("Company," "we," "us"), a Texas limited liability company, you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

2. Description of Service

ArvoDocs is a cloud-based quality management system (QMS) designed for medical device teams. The Service includes document control, quality event management, supplier management, compliance templates, audit trail, and related functionality.

3. Accounts

You must provide accurate information when creating an account. You are responsible for maintaining the security of your account credentials. You must notify us immediately of any unauthorized use. You must be at least 18 years old to use the Service.

4. Subscription and Billing

The Service offers free and paid subscription plans. Paid plans are billed monthly or annually as selected. Prices are subject to change with 30 days' notice. Annual subscriptions are non-refundable but remain active through the end of the billing period. You may cancel at any time; access continues through the end of the current billing period.

5. Your Data

You retain ownership of all data you upload to the Service ("Your Data"). We do not claim ownership of Your Data. We will not access Your Data except as necessary to provide the Service, comply with law, or with your permission. Upon cancellation, you have 90 days to export Your Data before it is permanently deleted.

6. Data Processing

In providing the Service, ArvoDocs acts as a data processor on behalf of the customer (the data controller). We process your data solely for the purpose of delivering and maintaining the Service in accordance with your instructions and these Terms.

We are available to enter into a Data Processing Agreement (DPA) upon request. To request a DPA, contact us at legal@arvodocs.com.

7. Service Level Agreement

ArvoDocs targets 99.9% uptime for the Service, measured monthly, excluding scheduled maintenance windows.

Scheduled maintenance: We will provide at least 48 hours' advance notice of planned maintenance windows via email and/or in-app notification. Maintenance is typically scheduled during off-peak hours.

Downtime credits: If the Service falls below 99.9% availability in a calendar month (excluding scheduled maintenance), affected paid customers may request a service credit. Credits are calculated as a pro-rated percentage of the monthly fee for the downtime period and will be applied to the next billing cycle. Credit requests must be submitted within 30 days of the incident. Total credits in any billing period shall not exceed 30% of that period's fees.

8. Intellectual Property

Your data: You own all QMS data, documents, records, and content you create or upload to the Service ("Customer Data"). We claim no ownership rights over Customer Data.

Our platform: ArvoDocs LLC owns and retains all rights to the Service, including the platform, software, user interface, design, and underlying technology. Compliance templates and starting-point documents provided by ArvoDocs are offered as a convenience — any modifications or customizations you make to those templates are yours.

Limited license: We grant you a limited, non-exclusive, non-transferable license to use the Service during your subscription term. No rights are granted to use Customer Data beyond what is necessary to provide the Service.

9. Regulatory Disclaimer

Important: ArvoDocs is designed to support your quality management and regulatory compliance efforts. ArvoDocs does not guarantee compliance with ISO 13485, FDA 21 CFR Part 820, EU MDR, or any other regulatory standard or requirement.

ArvoDocs LLC is not a notified body, regulatory authority, certification body, or legal advisor. The Service does not constitute legal, regulatory, or medical advice. Our platform is designed to support compliance workflows — it is not a substitute for qualified regulatory counsel or professional compliance expertise.

You are solely responsible for your quality management system, regulatory strategy, and all regulatory submissions. The use of ArvoDocs does not make your organization "compliant with" or "certified to" any regulatory standard. Compliance is determined by the applicable regulatory authority based on your organization's complete quality system and practices.

10. Data Portability

You may export your data from the Service at any time in standard, machine-readable formats (including PDF, CSV, and structured data exports) through the platform's built-in export functionality.

Upon cancellation or termination of your subscription, your data remains available for export for 90 days. After this period, data is permanently deleted in accordance with our data retention policy.

Migration assistance is available upon request to help you transition your data to another system. Contact support@arvodocs.com for details.

11. Acceptable Use

You agree to use the Service in compliance with all applicable laws and our Acceptable Use Policy. You may not use the Service for any unlawful purpose or in any way that could damage, disable, or impair the Service.

12. Confidentiality

Each party agrees to treat as confidential any non-public information disclosed by the other party that is designated as confidential or that a reasonable person would understand to be confidential ("Confidential Information").

Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party without restriction prior to disclosure; (c) is independently developed by the receiving party without use of the disclosing party's Confidential Information; or (d) is rightfully received from a third party without restriction.

Each party will protect the other's Confidential Information using at least the same degree of care it uses for its own confidential information, but no less than reasonable care. Confidential Information may be disclosed if required by law, provided the receiving party gives reasonable prior notice where permitted.

13. Indemnification

By you: You agree to indemnify, defend, and hold harmless ArvoDocs LLC and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from: (a) your use of the Service; (b) content you upload to the Service; (c) your violation of these Terms; or (d) your negligence or willful misconduct.

By us: ArvoDocs LLC agrees to indemnify, defend, and hold harmless you from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from our gross negligence or willful misconduct in providing the Service.

14. Disclaimer

The Service is provided "as is" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement. ArvoDocs is a tool designed to support your quality management system — it does not guarantee regulatory compliance. Compliance with ISO 13485, FDA regulations, or any other standard is your responsibility. We do not provide legal, regulatory, or medical advice.

15. Limitation of Liability

To the maximum extent permitted by law, ArvoDocs LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenue, arising from your use of the Service. Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim.

16. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms (other than payment obligations) to the extent that such failure or delay results from circumstances beyond the party's reasonable control, including but not limited to: acts of God, natural disasters, pandemics, war, terrorism, riots, government actions, power failures, internet or telecommunications failures, or cyberattacks. The affected party must provide prompt notice and use reasonable efforts to mitigate the impact.

17. Governing Law

These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles. Any disputes shall be resolved in the state or federal courts located in Texas.

18. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes via email or through the Service. Continued use after changes constitutes acceptance.

19. Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

20. Entire Agreement

These Terms, together with the Privacy Policy, Acceptable Use Policy, and any executed Data Processing Agreement or order form, constitute the entire agreement between you and ArvoDocs LLC regarding your use of the Service. These Terms supersede all prior agreements, communications, and understandings, whether written or oral, relating to the subject matter herein.

21. Contact

Questions about these Terms? Email us at legal@arvodocs.com.