Acceptable Use Policy

1. What this covers

This policy applies to everyone who uses SmartDMS — account owners, people they invite, and anyone sending documents into a SmartDMS account.

The person who owns the account is responsible for how it is used, including by anyone they invite. That applies equally to a company inviting staff and to a household adding a family member.

2. What SmartDMS may not be used for

You may not use SmartDMS to store, process or transmit:

anything unlawful under the laws that apply to you;
material that sexually exploits or abuses children, in any form;
malware, or content designed to damage or gain unauthorised access to any system;
material you do not have the right to hold, including copyrighted work you do not own or licence;
personal or regulated data you are not permitted to possess;
content intended to harass, threaten or defraud another person.

3. We do not monitor what you store

SmartDMS does not inspect the contents of your documents to police them. Documents are encrypted at rest. Our AI reads documents to classify, extract and answer your questions — that processing serves you, and it is not content moderation.

We do not scan for prohibited material, and we do not have a system that could. This is deliberate: we sell privacy, and a product that watches its customers cannot honestly sell it.

This means responsibility for what is stored sits with the account owner. It also means we will not know about a violation unless somebody tells us.

4. Telling us about a problem

If you believe a SmartDMS account is being used in breach of this policy, email abuse@smartdms.ai with enough detail to identify what you are reporting.

We review every report. We may ask for more information. We do not act on anonymous reports without being able to verify what they describe.

5. What we do about violations

Depending on what we find, we may:

contact the account owner and ask them to remove the material;
suspend the account’s ability to process new documents while we look into it;
suspend or close the account;
preserve data and notify law enforcement where the law requires it.

We aim to contact the account owner first unless doing so would be unlawful, or would risk destroying evidence of the abuse of a child.

6. Your documents remain yours

Suspending an account does not delete its documents. If an account is closed, the normal window applies: 30 days from the end of the paid period to export everything, with reminders before the deadline. The only exception is where the law requires otherwise.

7. Changes

We may update this policy. Material changes will be notified by email to account owners before they take effect.