Legal · Terms

Terms of Service

Last updated: October 2026

These Terms of Service (“Terms”) govern your use of AspisFile — our confidential file‑sharing and access‑control website, dashboard, and viewer apps (the “Service”), operated by AspisFile (“we”, “us”). By creating an account, opening a file, or otherwise using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. The Service

AspisFile lets senders share files with named recipients and keep control of them — with identity‑bound access, per‑page watermarking, view tracking, an audit trail, and the ability to revoke access at any time. Features may vary by plan and may change over time.

2. Accounts

You may create an account directly or be invited by an AspisFile contact. You must provide accurate information, keep your credentials secure, and are responsible for activity under your account. You must be at least 16 and able to form a binding contract. Notify us promptly of any unauthorised use.

3. Sender responsibilities

• You are responsible for the files you upload and the recipients you choose, and you confirm you have the right to share that content.
• You must not use the Service to share unlawful content, infringe others’ rights, or send malware.
• You are the controller of your file content and recipient list; you instruct us to process it to provide the Service.

4. Recipient use

If a sender shares a file with you, you may view it only as permitted by the sender and these Terms. You must not attempt to circumvent access controls, watermarking, screen‑capture protection, or revocation, and you must not copy, redistribute, or retain content beyond what the sender has authorised.

5. Acceptable use

You must not misuse the Service — including attempting to breach or probe security, access data or accounts that are not yours, disrupt the Service, scrape it, or use it to violate any law or the rights of others.

6. Intellectual property

The Service, including its software, design, and trademarks, belongs to AspisFile. These Terms grant you a limited, revocable, non‑exclusive right to use the Service. You retain all rights in your own file content; we claim no ownership of it.

7. Fees

Paid plans are billed as described at purchase. Fees are non‑refundable except where required by law. We may change pricing on prospective notice.

8. Availability and changes

We aim to keep the Service available but do not guarantee uninterrupted operation. We may modify, suspend, or discontinue features. Because AspisFile removes files after their access window passes or when access is revoked, such files cannot be recovered by us afterwards.

9. Disclaimers

The Service is provided “as is” and “as available”, without warranties of any kind to the maximum extent permitted by law. We do not warrant that the Service will be error‑free or that its security measures will prevent every unauthorised act.

10. Limitation of liability

To the maximum extent permitted by law, AspisFile will not be liable for indirect, incidental, special, or consequential damages, or for loss of data, profits, or goodwill. Our total liability arising out of or relating to the Service will not exceed the amount you paid us in the twelve months before the claim (or, if you are on a free/comped plan, one hundred euros).

11. Termination

You may stop using the Service and close your account at any time. We may suspend or terminate access if you breach these Terms or to protect the Service or its users. On termination, your right to use the Service ends; provisions that by their nature should survive will do so.

12. Negotiated agreements

These Terms govern your use of the Service unless you and AspisFile have signed a separate written agreement covering it. Where such an agreement exists, it prevails over these Terms to the extent of any conflict, for the subject matter it covers. These Terms continue to apply to anything that agreement does not address.

A signed agreement may vary any provision of these Terms, including the disclaimers in section 9 and the limitation of liability in section 10, and may add provisions these Terms do not contain — for example indemnities, confidentiality undertakings, audit or inspection rights, security or service-level commitments, insurance obligations, regulatory-cooperation undertakings, and controls on sub-processors.

No such agreement exists unless it is in writing and signed by an authorised representative of AspisFile. For business customers only: descriptions of capabilities or commercial terms on our website, in our pricing pages, or in a proposal or other pre-contractual communication are subject to the terms of a signed agreement and its pricing schedule, and do not themselves create an agreement or a commitment. Nothing in this section limits liability for fraudulent misrepresentation, or any right you have as a consumer that cannot be excluded by law.

13. Data processing for business customers

This section applies where you use the Service in the course of a business, profession or public function and the files you share, or the recipients you add, include personal data of other people. In that case you (or your own client) are the controller of that personal data and GEO3TECH LIMITED, trading as AspisFile, is your processor. This section, together with Annexes A to C below, is the data processing agreement required by Article 28(3) of the EU General Data Protection Regulation (and its UK equivalent where that applies). If it conflicts with anything else in these Terms on the handling of personal data, this section prevails.

• Details of the processing. The subject matter, duration, nature and purpose of the processing, the types of personal data and the categories of data subjects are set out in Annex A.
• Your instructions. We process personal data only on your documented instructions. Your instructions are these Terms, the way you configure the Service (the files you upload, the recipients you add, the permissions, retention and revocation settings you choose) and any further written instruction we agree to. The only exception is where EU or Member State law requires us to process differently, in which case we tell you first unless that law forbids it. We will tell you if, in our opinion, an instruction infringes data protection law.
• Confidentiality. Everyone we authorise to process personal data is bound by a duty of confidentiality.
• Security. We implement the technical and organisational measures summarised in Annex C. We may update them over time, but never in a way that lowers the overall level of protection.
• Sub-processors. You authorise us to use the sub-processors listed in Annex B. We give account holders at least 30 days’ notice, by email or on our GDPR page, before adding or replacing a sub-processor. If you object on reasonable data protection grounds within that period and we cannot resolve the objection, you may terminate the affected part of the Service and we refund any prepaid fees for the unused period. We impose data protection obligations on every sub-processor equivalent to those in this section and remain responsible to you for their performance.
• Assistance. The Service gives you tools to export, delete and revoke access to data yourself. Beyond that, we help you respond to requests from data subjects and to meet your own obligations on security, breach notification, data protection impact assessments and prior consultation, taking into account the nature of the processing and the information available to us. We forward to you any request we receive directly from a data subject about your data. We may charge reasonable costs for assistance that goes beyond the tools built into the Service.
• Personal data breaches. If we become aware of a personal data breach affecting your data, we notify you without undue delay and in any event within 72 hours, with the information required by Article 33(3) as it becomes available, and we keep a record of the breach. We do not notify supervisory authorities or data subjects on your behalf unless you instruct us to or the law requires it.
• Deletion and return. You can export your data from your account at any time. When your account is closed or these Terms end, we delete the personal data we process for you within 30 days, except for records we must keep by law and the audit trail, which is retained for the period stated in our Privacy Policy with account identifiers removed. Encrypted file content is destroyed on the schedule in Annex A, and no residue remains in object storage or encrypted backups beyond 7 days.
• Information and audits. On request we provide the information reasonably necessary to demonstrate compliance with this section, including our policies and sub-processor list and, when available, summaries of independent assessments. You may audit our compliance once in any twelve months (or after a breach affecting your data) on 30 days’ written notice, during business hours, under confidentiality, at your cost and without disrupting the Service. Where a recent independent audit report covers the scope, we may satisfy the request with that report.
• International transfers. Our core processing takes place in the European Union and Switzerland. Where a sub-processor in Annex B processes data outside those areas, the transfer relies on a safeguard recognised under Chapter V of the GDPR, as indicated in Annex B.
• Liability and term. Each party is liable under Article 82 for its own failures, subject to section 10. This section applies for as long as we process personal data for you and survives the end of these Terms until that processing has stopped and the data has been deleted.

Annex A — Details of the processing

• Subject matter: secure sharing of documents with named recipients, including viewing, tracking and revocation of access.
• Duration: the life of your account, and thereafter only for the deletion period above.
• Nature and purpose: storing your files in encrypted form; delivering them to the recipients you choose; rendering pages for an authorised viewing session; verifying recipient identity and device; recording access events for your audit trail; sending notifications; billing.
• Types of personal data: account data (name, email address); recipient identifiers (email address, device identifiers, IP address and the approximate location derived from it); access events; and any personal data contained in the documents you share, which we never receive in readable form.
• Data subjects: your staff and users; the recipients you share with, such as clients and counterparties; and people referred to in the documents you share.
• Retention of file content: a shared file is held, encrypted, for the retention period you set (30 days by default) or until you revoke or delete it, whichever is sooner; the copy staged for a recipient’s first open is removed after that first-open window.

Annex B — Sub-processors

Current at the “Last updated” date above. Changes are announced as described in this section 13 (sub-processors).

• Supabase — database and authentication. Account and recipient identifiers, file metadata, access events. Zurich, Switzerland (adequacy decision).
• Amazon Web Services (S3, KMS) — encrypted file storage and key wrapping. Encrypted file content and wrapped keys only. Stockholm, Sweden.
• Amazon Web Services (SES) — backup email delivery. Email addresses and email content. Ireland.
• Vercel — application hosting. Requests in transit, including IP addresses. Frankfurt, Germany.
• Upstash — rate limiting. IP addresses, transient. Frankfurt, Germany.
• Railway — hosts our secret store and our document converter. Access-token identifiers; document content transiently during conversion of Office files for viewing. Amsterdam, Netherlands.
• MapTiler — map tiles for the activity map in your dashboard, and the municipality name shown for a document open. For the map: your browser’s IP address and the map area viewed. For open locations: coordinates derived from the viewer’s IP address, with no identifier. These are approximate, city-level coordinates from an IP lookup, not device location. MapTiler AG, Switzerland (adequacy decision); processing locations requested.
• Twilio SendGrid — primary email delivery. Email addresses and email content. United States; Standard Contractual Clauses.
• Stripe — billing for paid plans. Billing name, email address and payment details held by Stripe. United States; Standard Contractual Clauses.
• Expo — push notifications to recipients who opt in on the mobile app, and delivery of application updates to the mobile app. For notifications: device push token and the sender’s display name; notifications never carry document content. For updates: the device’s IP address and the app version, sent when the app starts. United States; certified under the EU-US Data Privacy Framework.
• Anthropic (US) — the in-product help assistant and support-ticket drafting: support-ticket text and the asking account’s plan facts only; never document content, never recipient data. Standard Contractual Clauses.

Annex C — Security measures

• We never receive your file content in readable form. Files are encrypted on the sender’s device (AES-256-GCM) before leaving it and are stored only in encrypted form. We never receive your decryption keys in usable form; key material is split so that no single system holds a complete key.
• All traffic is protected in transit with TLS.
• Recipients are bound to a verified identity and device (passkeys and device binding); first-open approval by the sender; per-recipient watermarking; screen-capture detection in the native viewers; access can be revoked in real time.
• An integrity-protected audit trail records access events; entries are anchored on a public blockchain so that alterations can be detected.
• Role-based access control and row-level security in the database; step-up authentication for sensitive account actions; rate limiting on public endpoints.
• Logging and monitoring with alerting; documented incident response including 72-hour breach notification; secure development and change management; vendor management; backups and recovery procedures. Policies are available on request.

14. Governing law

These Terms are governed by the laws applicable at AspisFile’s place of establishment, without regard to conflict‑of‑laws rules, and disputes are subject to the competent courts there, unless mandatory local law provides otherwise.

15. Changes to these Terms

We may update these Terms from time to time. Material changes will be reflected by the “Last updated” date above and, where appropriate, communicated to account holders. Continued use after changes take effect means you accept them.

16. Contact

Questions about these Terms: legal@aspisfile.com. Privacy questions: privacy@aspisfile.com.