Terms of Service

These Terms of Service (“Terms”) form an agreement between you (“you”, “your”, “tenant”) and Renav Limited (“PDFLM”, “we”, “our”), registered in England and Wales (company number 08758164) with its registered address at 449 Honeypot Lane, Stanmore, England HA7 1JJ.

By creating an account, installing the plugin, or sending requests to our API, you agree to these Terms and to our Privacy Policy (paid customers also receive our Data Processing Agreement — available on request from support@pdflm.com). If you don't agree, don't use the service.

PDFLM is a WordPress plugin and managed API that lets you index PDF documents in your media library and embed an AI chat widget on your site that answers visitor questions with citations. The widget's end users are not parties to this agreement — they have no contract with us. Their relationship is with you, the tenant.

This is the single most important clause in this document and we aren't going to bury it.

PDFLM's answers are generated by artificial intelligence. They can be wrong, incomplete, or misleading — even when the model sounds confident, and even when a citation is provided. The citation tells you which page the model was looking at; it does not certify that the answer faithfully represents that page. Always review answers before relying on them for legal, medical, financial, regulatory, safety, or other consequential decisions. We provide the engine, not the answer.

By using PDFLM you accept that:

• AI-generated answers are not professional advice — not legal, not medical, not financial, not tax.
• We do not warrant that any specific answer is accurate, complete, current, fit for purpose, or free of hallucination.
• You are responsible for telling your own end users that the chat widget's responses are AI-generated and should be verified before they're acted on.

You can create an account if you are at least 18 years old (or the age of majority where you live, if higher) and you are authorised to bind your organisation to these Terms.

You're responsible for the security of your API key — treat it like a password. If you believe a key has been exposed, regenerate it from the dashboard immediately and let us know at support@pdflm.com if you suspect it's been used by someone else.

You're responsible for all activity that happens under your account, including any requests made with your API key.

To keep PDFLM useful and safe for everyone, the following are not permitted. The list isn't exhaustive — if you wouldn't do it in front of a regulator, don't do it with PDFLM.

• Don't index content you don't own or have the right to process — including third-party content under copyright, confidential records you weren't authorised to share, or personal data you don't have a lawful basis to process.
• Don't use the service to generate or distribute misinformation, defamatory content, harassment, or content that infringes third-party rights.
• Don't attempt to reverse-engineer the API, scrape other tenants' data, probe for vulnerabilities (other than through a disclosed responsible-disclosure channel), or circumvent rate limits.
• Don't resell, rent, or otherwise expose the raw PDFLM API to third parties as if it were your own service. White-label use under your own brand is fine; reselling raw API access is not.
• Don't use PDFLM to make automated decisions about individuals that have legal or similarly significant effects without an appropriate human review process in place.

We may suspend or terminate accounts that breach these rules — with reasonable notice for routine breaches, and immediately for security violations or activity that puts other tenants at risk. See section 7.

PDFLM is offered in the following plans (full details on the pricing section). Limits reset monthly on your billing anniversary; daily caps reset at 00:00 UTC. We'll send an email at 80% and 100% of your monthly quota so you can upgrade before requests start being rejected.

Trial limits are intentionally smaller than Starter so we can keep the trial free with no card required. If you need higher limits during evaluation, sign up for Starter — you can cancel any time in the first 14 days for a full refund (see section 6).

USD pricing and annual billing (two months free) are available on every paid plan — contact us at support@pdflm.com to switch currency or billing cycle.

We may introduce additional plans or change limits with reasonable notice. If a change reduces what you get on your current plan, we'll grandfather you in until your next renewal so you have time to decide.

14-day free trial

Every new account starts with a 14-day free trial intended for product evaluation: up to 25 documents, 100 queries per month, and a 25-per-day cap (see the plans table in section 5). No credit card is required during the trial. You can cancel anytime in those 14 days with no charge and no questions asked. At the end of the trial, your account stays accessible but read-only until you choose a plan — we will never auto-bill you for a card we don't have.

Auto-renewing subscriptions

Once you pick a paid plan, the subscription renews automatically at the end of each billing period (monthly or annual, depending on the interval you chose) until you cancel it. Cancelling stops the next renewal — you keep access until the period you have already paid for ends.

You can cancel anytime from your billing page (which opens Stripe's customer portal), or by emailing support@pdflm.com. No retention call, no friction.

Billing mechanics

Subscriptions are billed in advance through Stripe in GBP or USD (your choice at checkout). All prices are exclusive of VAT, which is added where applicable based on your billing address.

• Refund policy — no refunds for partial periods. If you cancel mid-month or mid-year, you keep access until the end of the period you've already paid for. We don't refund the unused portion. Statutory consumer-law rights (e.g. UK 14-day cancellation period under the Consumer Contracts Regulations 2013) apply where they apply — in plain English, if you sign up and change your mind within 14 days, ask us and we'll refund you in full.
• Plan changes take effect immediately with pro-rated billing handled by Stripe — upgrades are charged the difference now; downgrades credit your next invoice. Switch plans as often as you like.
• Failed payments — we'll retry the card for 7 days via Stripe's standard dunning schedule and email you when the failure happens. If payment isn't collected within that grace period, the account moves to a suspended state — the widget stops answering questions and the dashboard is read-only until payment is resolved. Suspended accounts retain their data per the retention rules in section 7.
• Annual billing — annual plans get two months free vs the monthly rate. If you switch from annual to monthly mid-cycle, the existing prepaid period stays in force; the new billing cycle starts when it expires.
• Price changes — we may change pricing for new sign-ups at any time. Existing subscribers stay on their current price until the next renewal. If we change the price of your plan we'll give you at least 30 days' notice by email before the next charge.

You can cancel your subscription at any time from the dashboard or by emailing support@pdflm.com. Cancellation takes effect at the end of the current billing period.

After cancellation, your indexed documents and account data are retained for 30 days. If you reactivate within that window, everything comes back as it was. After 30 days, all account data and indexed content are permanently deleted, with the following exceptions:

• Billing records (Stripe customer ID, invoice history) are retained for 7 years from the last transaction, as required by HMRC under UK tax law.
• Anonymised, aggregated usage metrics (request counts, response times) may be retained indefinitely for capacity planning and service-improvement purposes.

We may suspend or terminate your account if you breach these Terms. For routine breaches we'll give reasonable written notice and a chance to fix the issue first. For security violations or activity that puts other tenants at risk, suspension may be immediate.

What stays yours

You retain all rights to the documents you index and to the questions and answers exchanged through the chat widget on your site. PDFLM does not claim any ownership of your content. You grant us only the limited licence we need to provide the service — to index, store, retrieve, and surface your content in chat answers as you've configured.

What stays ours

PDFLM, including the WordPress plugin, the API, the indexing pipeline, the prompts, the underlying software, the “PDFLM” name and brand marks, and any documentation, are our property or our licensors'. Nothing in these Terms grants you a licence to use any of those except as needed to use the service itself.

Feedback

If you send us product feedback, suggestions, or feature requests, we're free to use them in the product without restriction or compensation. Tell us anyway — we appreciate it.

We aim to keep PDFLM reliably available, but the service is provided as-is and we don't guarantee uninterrupted availability.

We target 99.5% monthly uptime for accounts on the Pro and Scale plans, measured at the API edge. This is a target, not a contractual service level — there are no automatic credits if it isn't met. The Trial and Starter plans do not include an uptime target.

Planned maintenance windows will be announced at least 48 hours in advance where possible. Emergency maintenance for security or stability issues may happen without advance notice.

To the maximum extent permitted by law:

• Our total aggregate liability to you under or in connection with these Terms — whether in contract, tort, or otherwise — is capped at the amount you paid us in the 12 months immediately before the event giving rise to the claim.
• We are not liable for indirect, incidental, special, consequential, punitive, or exemplary damages; loss of profits, revenue, goodwill, or anticipated savings; loss or corruption of data or content; or business interruption.
• We are not liable for the content or accuracy of any answer generated by the AI. See section 2.

None of these limits exclude or limit liability that cannot be excluded or limited under English law — for example, liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

You agree to defend, indemnify, and hold harmless PDFLM and its officers, employees, and agents from any claim, demand, loss, or expense (including reasonable legal fees) arising out of or related to:

• The content you index or the questions submitted via your site;
• Your breach of these Terms or any applicable law;
• Any decision you, your employees, or your end users make in reliance on an AI-generated answer.

We agree to defend you against any third-party claim that the unmodified PDFLM software, as we provide it, infringes that party's intellectual property rights — subject to you giving us prompt notice, reasonable cooperation, and sole control of the defence.

We may update these Terms as the service evolves or as the law changes. For material changes — for example, a new restriction on acceptable use, a change to liability terms, or a fee increase — we'll email tenants at least 30 days before the change takes effect.

If you keep using the service after the effective date of a material change, you accept the updated Terms. If you'd rather not accept, you can cancel before the effective date and the previous Terms will continue to apply until the end of your paid period.

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms — except that we may bring proceedings to protect our intellectual property rights in any competent jurisdiction.

For questions about these Terms, email support@pdflm.com.

Postal: Renav Limited, 449 Honeypot Lane, Stanmore, England HA7 1JJ.