Terms of Service for the Varqa document workspace

What Varqa is

Varqa is a private workspace for office files. You can upload paper and digital files, scan pages, search them, ask questions about them, review them, and sign on the page.

It is a document tool. It is not a bank, a hospital system, or a replacement for Microsoft Dynamics. It does not post payments. Answers from Ask are a starting point. Always open the cited page before you act.

Who may use it

The product is for offices and work groups. You must be old enough to make a contract in your country. Do not create an account for a child.

Your workspace

The first person who signs up is the admin. That person can invite others, set roles, and tick what each role can do.

You are responsible for the people you invite, the files you add, and any mailbox, scanner, or drive you connect. If someone in your workspace misuses the product, that is your workspace's responsibility.

Your files and rights

You keep the rights to the files you add. You give us only the permission we need to store them, show them to people you allow, read them so search and Ask can work, and keep backups while the workspace is active.

You must have the right to add each file. Do not upload anything illegal, or files you are not allowed to share.

Accounts and sign-in

Keep your password private. Use at least 12 characters. You can turn on a second sign-in code. An admin can require that for everyone.

You can sign in with email and password, or with Microsoft or another company login if your admin turns that on. If you forget the password, use the reset link. An admin can disable a person. A paused company cannot sign in.

Fair use

Use Varqa for your office work. These things are not allowed:

• Trying to break the service, scan other workspaces, or guess other people's passwords
• Reading or sharing files you were not given
• Sending malware, or using the product to harm people
• Overloading the service on purpose, or trying to hide who you are

Connections you turn on

You may connect Microsoft 365, Gmail, SharePoint, a scanner, or other tools. Those connections use the access you grant. You can turn a connection off in settings. Mail and files that come in through a connection follow the same rules as files you upload.

Ask and other AI

Ask can answer from one file, selected files, or the library. Answers include a file name and page so you can check them. Search still works if no AI key is set.

If your admin sets an AI key, or if hosted Ask is on, some text from your files may be sent to that AI provider to write the answer. We do not use your files to train a public model. Treat Ask as help, not as legal, tax, or medical advice.

When the service is up

We work to keep Varqa running. It may be down for care or a fault. File size is limited (about 80 MB per file). Large archives should grow in batches, not as one drop of a million files.

If something fails, we show the real problem. We do not hide a server error behind a fake message.

Hosted or on your server

You can run Varqa on a hosted service or keep files on your own server, SharePoint, or S3, if your admin sets that. These terms apply in both cases. You are still responsible for the people and files in the workspace.

Stopping

You can stop using Varqa at any time. An admin can disable people and can export data. If a company is paused, sign-in stops until it is opened again.

We may suspend a workspace that breaks these terms, after we try to reach the admin when we can.

Limits of our duty

We provide the product for office work. We do not promise that every file will read perfectly, or that every Ask answer will be complete. You decide what to keep, share, sign, or delete.

We are not liable for losses that come from files you add, people you invite, or actions you take on an answer without checking the page.

Changes

We may update these terms. The date at the top will change. If you keep using Varqa after a change, you accept the new terms. Old versions are replaced by the text on this page.