Terms of Service

The service

Docavra is practice management software we host and run for the firm, in a database of the firm's own. A subscription includes hosting, backups, updates, the help centre and email support. We improve the service over time and may change how features work, but we will not take away a core function of the firm's plan during a period it has paid for.

Accounts and users

The firm's administrators create and remove its users and decide what each may do. A user is anyone who can sign in to the firm's workspace; clients using the client portal are not users, nor are people whose access has been ended.

The firm is responsible for its users, for keeping credentials and second factors private, and for telling us at once if it believes an account has been misused. Each user also agrees to the Acceptable Use Policy.

Free trial

A trial lasts 14 days on the Firm plan and needs no card. At its end the firm chooses a plan or the workspace closes. Records made during a trial are kept for 30 days after it ends, so a firm that subscribes late loses nothing, and are then deleted.

Plans, fees and payment

Plans, allowances and prices are as shown on the pricing page or in the firm's order. Fees are in Ghana cedis and are paid in advance, monthly or yearly. Prices exclude VAT, NHIL and GETFund, which are added at the rates in force on each invoice.

Card payments are taken by Paystack and renew automatically. Payment by bank transfer or mobile money is against an invoice, due within 14 days, and the subscription starts or continues once payment arrives.

An upgrade or added pack of users takes effect at once and is charged for the rest of the period. A downgrade takes effect at the end of the period. Top-ups of SMS, email and storage are prepaid and are not refunded in cash. Fees already paid are not refundable except where the law requires it or these terms say so.

Renewals and price changes

A subscription renews for the same period unless the firm cancels before it ends. We review prices once a year. We tell the firm of any change at least 30 days before the renewal it applies to, and a price never changes in the middle of a paid period.

Late payment and suspension

If a payment is late we remind the firm and allow 14 days' grace. After that we may suspend the workspace: its records stay intact and can still be read and exported, but nothing new can be added until the account is settled. Suspension never deletes the firm's records.

The firm's data

Everything the firm and its clients put into the service belongs to the firm. We process it only to provide the service and on the firm's instructions, as set out on the Data protection page, which forms part of these terms.

We do not sell the firm's data, use it for advertising, or use it to train any artificial intelligence model. The firm may export its data at any time in open formats. We may use counts and measurements of how the service is used, which identify no person and no matter, to run and improve it.

Confidentiality and privilege

We recognise that the firm's records include confidential and privileged communications. Our staff see them only where the firm asks for support and allows it, or where security or the law requires; every such access is logged. We keep the firm's confidential information confidential during and after the subscription.

Acceptable use

The firm and its users must use the service as the Acceptable Use Policy sets out. We may suspend a user or the workspace without notice where its use puts the service, other firms or other people at serious risk, and we will tell the firm why as soon as we can.

Security and availability

We protect the service with the measures described in the Trust Centre and keep them current. We aim to keep the service available at all times, plan maintenance outside working hours where we can and announce it in advance. We do not promise that the service will never be interrupted. Contractual service levels are available on the Enterprise plan.

Services from others

Some features work through services the firm chooses and contracts with directly, such as its own payment provider, SMS sender or mail account. Their terms and charges apply to that use, including the processing fees a payment provider takes, and we are not responsible for them. Any fee of ours on such a payment is stated separately.

Professional responsibility

The service supports the firm's work; it is not legal, tax or accounting advice. Rules the law decides, such as tax rates, limitation periods, client account rules and retention periods, are settings the firm controls, each with a cited default. The firm checks they are right for its practice and remains responsible for its professional and regulatory duties.

Warranties

We provide the service with reasonable skill and care and in line with its documentation. Apart from that, and to the extent the law allows, the service is provided as it is, without other warranties, express or implied.

Limits on liability

Neither party is liable to the other for loss of profit, revenue or goodwill, or for indirect or consequential loss. Our total liability in any 12 months is limited to the fees the firm paid us in the 12 months before the event giving rise to the claim.

These limits do not apply to fraud, to death or personal injury caused by negligence, to the firm's duty to pay fees, or to anything else the law does not allow to be limited.

Indemnities

The firm will compensate us for claims by others arising from the data it puts into the service or from use that breaks the law or the Acceptable Use Policy. We will compensate the firm for claims that the service, as we provide it, infringes another's intellectual property rights in Ghana.

Cancellation and the end of a subscription

The firm may cancel at any time; the cancellation takes effect at the end of the period paid for. Either party may end the agreement if the other commits a material breach and does not put it right within 30 days of being told.

When a subscription ends the workspace stays open, read only, for 90 days so the firm can export everything. After that we delete the firm's data from the service, and from our backups as they expire, and send the firm a certificate of deletion. Records the law requires us to keep about the subscription itself, such as invoices, are kept for as long as it requires.

Changes to these terms

We may update these terms. We tell the firm of a material change at least 30 days before it takes effect, and record which version each person accepted. A firm that does not accept a change may cancel before it takes effect.

Notices and electronic acceptance

We send notices to the firm's account contact by email; the firm sends notices to [email protected]. Under the Electronic Transactions Act, 2008 (Act 772), accepting these terms online and sending notices by email are as valid as signing on paper.

Governing law and disputes

These terms are governed by the laws of the Republic of Ghana. The parties will first try in good faith to settle any dispute between senior representatives within 30 days. Failing that, the courts of Ghana have jurisdiction, and either party may ask a court for urgent relief at any time.

General

These terms, with the order and the policies they name, are the whole agreement. Neither party is liable for delay caused by events outside its reasonable control. The firm may not transfer the agreement without our consent; we may transfer it to a business that takes over the service, and will tell the firm. If a part of these terms is unenforceable the rest still applies, and not enforcing a right is not giving it up.