Legal

Terms of Service

Version 1.2 Last Updated: 2 October 2026

1. Introduction

These Terms of Service ("Terms") govern access to and use of DocVaulted, a secure document collection platform (the "Service"), operated by:

Truly Empowered Ltd
Company No. 11904082
Registered in England & Wales
Registered Address: 71–75 Shelton Street, London, WC2H 9JQ
Trading as DocVaulted

("we", "us")

By creating an account, subscribing to, or using the Service, you ("Customer") agree to these Terms.

If you do not agree, you must not use the Service.

2. Service Description

DocVaulted is a web-based document collection and case management platform designed for independent UK mortgage advisers.

DocVaulted:

  • Is an administrative software tool.
  • Is not FCA authorised.
  • Does not provide regulated mortgage advice.
  • Does not provide compliance certification.
  • Does not guarantee regulatory compliance or outcomes.

You remain solely responsible for your regulatory obligations, including FCA and MCOB requirements.

3. Eligibility and Authority

You confirm that:

  • You have the legal capacity to enter into this agreement.
  • You are authorised to use the Service in connection with your mortgage advisory activities.
  • You are acting in the course of your business and not as a consumer.
  • If you accept these Terms on behalf of a business, you have authority to bind it.
  • You have authority to appoint Truly Empowered Ltd to process client personal data through the Service. If you act as a processor for a network, principal firm or other controller, including as an Appointed Representative, you have its prior written authorisation to appoint us as a sub-processor.

We rely on this warranty.

4. Account Registration

You must:

  • Provide accurate and complete information.
  • Maintain confidentiality of login credentials.
  • Not share credentials.
  • Enable required security measures, including two-factor authentication where enforced.

You are responsible for all activity conducted under your account. This does not make you responsible to the extent that the activity results from our breach of these Terms or the Data Processing Agreement.

We may suspend or restrict access where we have reasonable grounds to believe there is misuse, a security risk or a breach of these Terms. Any restriction will be proportionate to the risk. Where reasonably practicable, we will explain the reason and give you an opportunity to resolve it.

5. Subscription and Payment

Subscription fee: £29 + VAT per month (unless otherwise agreed in writing).

  • Payment is processed via Stripe.
  • Subscription renews monthly.
  • You may cancel at any time.
  • A 14-day money-back guarantee applies from the date of first payment. If you cancel within 14 days of it, we will refund that payment in full, and your subscription ends on the day we do. Section 10 then applies.

Failure to pay may result in suspension or termination of access.

DocVaulted does not store payment card details.

6. Data Roles

For the purposes of UK GDPR:

  • For client personal data, you act either as a Data Controller or as a processor authorised by the relevant controller. We act as your Data Processor or sub-processor, as applicable. The Data Processing Agreement governs our processing in either case.
  • For your own account and billing details, Truly Empowered Ltd is the Data Controller.

Processing is governed by the Data Processing Agreement, which forms part of these Terms.

You are responsible for meeting the data protection and regulatory obligations applicable to your role. Where you act as controller, this includes establishing a lawful basis, providing appropriate privacy information and determining retention periods. Where you act as processor, you must follow the relevant controller's lawful documented instructions and obtain the authorisations required to use the Service. This does not limit our own obligations under applicable law or the Data Processing Agreement.

7. Acceptable Use

You must not:

  • Upload unlawful, harmful, or fraudulent content.
  • Attempt to bypass security controls.
  • Interfere with system integrity.
  • Process personal data unlawfully, or use the Service for anything other than your mortgage business.

We may suspend or terminate accounts for breach.

8. Security

We implement technical and organisational measures including:

  • HTTPS encryption in transit.
  • Access-controlled file storage.
  • Server-side permission enforcement.
  • Audit logging.
  • UK-hosted infrastructure.
  • Encrypted offsite backups.

However:

  • No system can guarantee absolute security.
  • You are responsible for safeguarding credentials.
  • You must comply with security requirements enforced within the Service.

9. Availability

We will provide the Service with reasonable care and skill. DocVaulted is otherwise provided on an "as is" and "as available" basis.

We do not guarantee uninterrupted or error-free availability.

No formal Service Level Agreement (SLA) is provided.

10. Data Retention and Deletion

Default retention setting: 6 years (configurable by Customer). This is a default setting, not advice on how long you must keep your own records.

Upon termination:

  • Cancelling stops your next payment, and your subscription ends at the end of the monthly billing period you have paid for.
  • After your subscription ends, we keep your data for up to 30 days solely so that you may request an export by emailing hello@docvaulted.com, unless you lawfully instruct us to delete it earlier under the Data Processing Agreement. We will supply the export in a commonly readable format within 30 days of your request, and will not delete the data before it has been supplied. Return and deletion are subject to that agreement and any lawful instructions from the relevant controller. The first export is free. We may charge a reasonable fee, which we will tell you before we start, for a further export that needs our manual time. We then permanently delete it from production, unless the law requires otherwise.
  • Encrypted backup copies are kept for up to 35 days and then expire automatically, so deleted data can remain in a backup for up to 35 days after we delete it from production.

11. Termination

You may cancel your subscription at any time.

We may suspend or terminate access where:

  • Payment is not received.
  • You breach these Terms.
  • There is a security or legal risk.

If you cancel, your subscription ends at the end of your current paid monthly billing period, subject to the refund in Section 5. We may suspend or terminate access earlier on the grounds stated in this Section and in Sections 4 and 7. Where reasonably practicable, we will give notice and a reasonable opportunity to remedy the problem before terminating. Section 10 applies when the subscription ends. If we decide to close the Service, we will give you at least 30 days' notice, let you export your data and refund the unused part of any fee you have paid for a period after closure.

12. Limitation of Liability

Nothing in these Terms excludes or limits liability for:

  • Death or personal injury caused by negligence.
  • Fraud or fraudulent misrepresentation.
  • Any liability that cannot be excluded by law.

Subject to the above:

Our total aggregate liability arising from or in connection with the Service shall not exceed the total subscription fees paid by you in the six (6) months before the event giving rise to the claim.

We shall not be liable for:

  • Indirect or consequential losses.
  • Loss of profits.
  • Loss of business.
  • Regulatory fines imposed on you.
  • Loss, but only to the extent caused by your misuse of the Service.

13. Indemnity

You agree to indemnify and hold harmless Truly Empowered Ltd against claims arising from:

  • Your regulatory breaches.
  • Your misuse of the Service.
  • Your unlawful processing of personal data.

14. Changes to these Terms

We may change these Terms, including the subscription fee, to reflect changes in law or regulation, security requirements, the Service, operating costs or other reasonable business needs. Changes take effect only through the procedure below.

For every change:

  • We will email the address on your account at least 30 days before the change takes effect, stating the date it starts, with a summary of the change and a link to the updated Terms.
  • An updated version number and date will be published at the top of these Terms.
  • If you do not cancel before that date, the updated Terms apply to you from that date and replace the previous version.
  • If you cancel before the stated effective date, the version in force immediately before the notified change continues to apply until the end of your paid subscription period, subject only to the urgent changes permitted below.
  • A change to the subscription fee applies from your first subscription renewal on or after that date.
  • Changes do not affect rights or liabilities arising before the date they take effect.

We may make a change on shorter notice only to the extent necessary to comply with applicable law or to address an urgent security risk. This does not permit an increase in the subscription fee or a reduction in our liability, unless the law requires it. We will explain the change and the reason for shorter notice as soon as reasonably practicable.

This Section does not override any individually agreed written provision that expressly fixes a price for a specified period or requires both parties' agreement to amend it.

15. Entire Agreement

These Terms, the Data Processing Agreement, the subscription fee shown at sign-up and any change we agree in writing form the agreement between the parties. Our Privacy Policy explains how we process personal data for our own purposes. If the Data Processing Agreement conflicts with these Terms about the processing of personal data, the Data Processing Agreement applies.

16. Ownership

The Service, its software and its branding belong to Truly Empowered Ltd. While your subscription is active, we grant you a non-exclusive, non-transferable right to use the Service. As between us, you retain your rights in your client documents and data. We acquire no ownership rights in them, and we process client personal data only as the Data Processing Agreement and applicable law permit.

17. Independent Introducers

A person who introduces you to DocVaulted, including a partner in our referral programme, is independent. They have no authority to change these Terms or to make any promise on our behalf. Your agreement is made up of the documents and changes identified in Section 15. Nothing in this Section excludes liability for fraud.

18. General

If any part of these Terms is found to be unenforceable, the remainder continues to apply. A delay in enforcing a right is not a waiver of it.

You may not transfer your account or these Terms to anyone else without our written consent. We may transfer them to a company that takes over the Service, and will tell you if we do.

Neither party is liable for delay or failure caused by events outside its reasonable control. A person who is not a party to these Terms has no right to enforce them.

We may give you notice by email to the address on your account. You may give us notice by email to hello@docvaulted.com.

Each of us will keep the other's non-public business information confidential and disclose it only with permission, as the law requires, or to people who need it for the Service and are bound by confidentiality obligations.

19. Governing Law

These Terms are governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction over any dispute.

End of Terms · Version 1.2, 2 October 2026