Privacy Policy & Terms - TextReplacer

1. Overview of the Service

Text Replacer is a software-as-a-service (“SaaS”) platform that allows users to:

Upload .docx files
Replace keywords with custom text
Download updated files in DOCX or PDF format
Optionally save templates for reuse

2. User Responsibility for Content

You are solely responsible for all content, text, files, and data you upload, store, generate, or process through Text Replacer.

You must not upload sensitive, confidential, or special category personal data into saved templates or documents unless you are satisfied that doing so is lawful and appropriate for your own purposes.

In particular, you should avoid uploading:

Medical or health information
Financial account details
Government identification numbers
Highly confidential business information
Any personal data that requires enhanced legal protection

We do not accept responsibility for any sensitive or confidential information that users choose to include in uploaded or saved documents. You use the service at your own risk in relation to document content.

3. Single-Use Documents

Where documents are uploaded for one-time processing only, we aim to process those files temporarily and not permanently retain them beyond what is operationally necessary for processing, delivery, security, troubleshooting, or session handling.

We may temporarily handle uploaded content in memory, secure session storage, or similar technical processes in order to provide the service.

4. Saved Templates

If you choose to use any template-saving functionality, files, file names, template metadata, and related account-linked information may be stored to enable you to access and reuse your templates later.

You are responsible for ensuring that any content you save in templates is appropriate for cloud storage and reuse. Saved templates should not contain unnecessary sensitive personal data.

5. How We Use Personal Data

We may collect and use limited personal data necessary to operate the SaaS, including:

Account information such as your email address and login details
Billing and subscription information
File names, template metadata, and usage-related records
Technical and device information for security and performance purposes

We use this information to:

Provide and maintain the service
Authenticate users and manage accounts
Process payments and subscriptions
Monitor usage limits and prevent abuse
Improve performance, reliability, and security
Communicate with you about your account or the service

6. Payments and Billing

Subscription payments may be processed by third-party payment providers such as Stripe. We do not store full payment card details on our own systems unless expressly stated otherwise.

By purchasing a paid plan, you agree to the pricing, billing cycle, and usage limits presented at checkout or on the relevant pricing page.

Unless required by law, fees paid are non-refundable.

7. Security

We take reasonable technical and organisational measures to protect the service and user data, which may include secure transmission, authenticated access, and controlled storage protections.

However, no platform, storage system, or internet transmission method can be guaranteed to be completely secure. Accordingly, we do not guarantee absolute security and disclaim liability to the fullest extent permitted by law for unauthorised access, loss, or disclosure caused by events beyond our reasonable control.

8. Account Responsibility

You are responsible for maintaining the confidentiality of your login credentials and for all activity carried out under your account.

You must notify us promptly if you believe your account has been accessed without authorisation.

9. Acceptable Use

You agree not to use Text Replacer:

For any unlawful, fraudulent, or harmful purpose
To upload malicious files, scripts, or code
To interfere with, damage, or disrupt the platform
To attempt unauthorised access to any account, system, or data
To process content you do not have the right to use

We reserve the right to suspend or terminate accounts that breach these terms or that pose a security, legal, or operational risk.

10. Intellectual Property

All rights in the Text Replacer platform, including its software, branding, layout, and functionality, are owned by or licensed to us.

You retain ownership of the content and documents you upload, subject to any rights necessary for us to operate and provide the service.

11. No Professional Advice

Text Replacer is a document automation tool only. We do not provide legal, HR, business, compliance, tax, or other professional advice.

Any document produced using the service should be reviewed by a suitably qualified professional where accuracy, legal effect, or regulatory compliance matters.

12. Limitation of Liability

To the fullest extent permitted by law, Text Replacer is provided on an “as is” and “as available” basis without warranties of any kind, whether express or implied.

We shall not be liable for any:

Loss of data, files, profits, revenue, business, or opportunity
Document errors, omissions, formatting issues, or output inaccuracies
Indirect, incidental, special, or consequential losses
Losses arising from user-uploaded content, including sensitive information placed into templates or documents by the user

Nothing in these terms excludes liability that cannot lawfully be excluded under applicable law.

13. Service Availability

We aim to keep the service available and functioning properly, but we do not guarantee uninterrupted access, error-free performance, or permanent availability of any feature.

We may change, suspend, or discontinue any part of the service at any time.

14. Termination

We may suspend or terminate your access to the service at our discretion where you breach these terms, fail to pay applicable fees, misuse the platform, or create risk for us or other users.

You may stop using the service at any time.

15. Data Protection Rights

Depending on your location, you may have legal rights in relation to your personal data, including rights of access, correction, deletion, restriction, or objection.

To make a data protection request, please contact us using the contact details below.

16. Cookies and Analytics

We may use cookies or similar technologies for authentication, session management, security, analytics, and service improvement.

You can control certain cookie settings through your browser, although disabling cookies may affect functionality.

17. Changes to This Policy

We may update this Privacy Policy and Terms of Use from time to time. Any updates will be posted on this page with a revised effective date.

Continued use of the service after changes are posted constitutes acceptance of the updated terms.

Privacy Policy & Terms of Use