Terms of Service
Agreement between you and Polaris IT & Security Consulting · Effective January 1, 2026 · Version 2026-08-03
1. Agreement
These Terms of Service ("Terms") govern your access to and use of the Secure Document Courier secure document-exchange platform (the "Service") operated by Polaris IT & Security Consulting ("we", "us"). By activating an account or using the Service, you agree to these Terms. If you use the Service on behalf of an organization, you represent that you are authorized to bind that organization.
2. The Service and the parties
Secure Document Courier is a white-label platform that lets an organization ("Customer") exchange sensitive documents with its own clients and staff. The Customer is the "data controller" of the information it and its clients place in the Service and is responsible for its own relationship with, and disclosures to, those clients. Polaris IT & Security Consulting operates the platform as a "service provider" / "processor" acting on the Customer's documented instructions, and is not a party to the Customer's client relationships. Where the Customer is a financial institution, Polaris IT & Security Consulting handles data as its service provider under applicable financial-privacy law.
3. Accounts and access
Accounts are created by invitation only; there is no public sign-up. You are responsible for maintaining the confidentiality of your credentials and any multi-factor authenticator, and for all activity under your account. You must notify us promptly of any suspected unauthorized access. We may suspend accounts that appear compromised or that violate these Terms.
4. Acceptable use
You agree not to: (a) upload unlawful content or malware; (b) attempt to access data belonging to another organization or user; (c) probe, scan, or test the vulnerability of the Service without authorization; (d) circumvent authentication, encryption, or access controls; or (e) use the Service to violate any law, including financial-privacy or data-protection law. We scan uploaded files and may quarantine or remove content that fails a security check.
5. Documents, retention, and deletion
Documents are encrypted at rest and in transit and are automatically deleted after the retention window set by the organization that gave you access — 14 days by default, and shown to you inside the portal — unless a longer retention is required by law or a documented legal hold applies. Signed records are kept for a longer, separately stated legal-records period. You are responsible for retaining your own copies of anything you need beyond that window. Deletion is irreversible.
6. Security
We use administrative, technical, and physical safeguards including envelope encryption of stored files, multi-factor authentication, least-privilege access scoped to each organization, and audit logging. No system is perfectly secure; we do not warrant that the Service will be uninterrupted or error-free. Our security posture is described further in our Security & Data-Handling disclosure.
7. Disclaimers
The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including merchantability, fitness for a particular purpose, and non-infringement, to the maximum extent permitted by law.
8. Limitation of liability
To the maximum extent permitted by law, Polaris IT & Security Consulting will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits or data, arising out of or relating to the Service. Our aggregate liability for any claim will not exceed the amount you paid us for the Service in the twelve months before the claim, or, where the Service is provided at no charge, one hundred U.S. dollars ($100). Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you.
9. Indemnification
You agree to indemnify and hold Polaris IT & Security Consulting harmless from claims arising out of your misuse of the Service or your violation of these Terms or applicable law.
10. Suspension and termination
Either party may terminate use of the Service as set out in the applicable Customer agreement. We may suspend or terminate access for violations of these Terms or to protect the Service or its users. Provisions that by their nature should survive termination will survive.
11. Changes
We may update these Terms. Material changes will be posted here with a new version and effective date, and continued use after the effective date constitutes acceptance.
12. Governing law
These Terms are governed by the laws of the State of Indiana, without regard to its conflict-of-laws rules. The exclusive venue for disputes is the state and federal courts located in Indiana, and each party consents to that jurisdiction.
13. Contact
Questions about these Terms: jgonzalez@polarisnitcs.com.