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Terms and acceptance

Ownrecord's own legal documents, their versions, and how your organization accepts the Terms of Service and the Data Processing Agreement, including material changes announced 30 days ahead.

Ownrecord is sold to businesses only, under its own legal documents. Your organization accepts two of them: the Terms of Service and the Data Processing Agreement (DPA). An organization that lists an app for every organization also accepts the Partner and App Terms (partner_terms.accept, with the same versions and rules; see List your app). The others apply to everyone and are only published: the Privacy Policy, the Cookie Notice, the Acceptable Use Policy, the Service Level Agreement (paid plans), the sub-processor list and the Legal Notice. They're all at /legal.

Drafts

Every document is still a draft for review by a lawyer. Drafts show a "DRAFT — not reviewed by a lawyer" banner, aren't indexed by search engines, and aren't published in production until a version is approved.

Versions

Each document has numbered versions (1.0, 1.1, 2.0) and an effective date. The document's page shows its latest published version; every version also stays at its own address, /legal/{document}/{version}, so you can always read what you accepted.

A material change is one your organization must accept again. Ownrecord announces it at least 30 days before it takes effect, by email to your owners and admins and with a banner in the console. Changes that aren't material (corrections, clarifications) take effect without a new acceptance.

What your organization accepts, and when

DocumentWhenWho
Terms of ServiceAt sign-up, and after a material changeAn owner or admin, signed in to the console
DPABefore a brand goes liveAn owner or admin, signed in to the console

Acceptance is recorded on the organization: the version and the time, plus an entry in the audit log with who accepted it. API keys, agents, apps and OAuth clients can't accept a document, and neither can Ownrecord's staff under a support-access grant: accepting a contract is a person's act.

You can accept the version in effect, or an announced version ahead of its effective date. Accepting the version you already accepted changes nothing.

Acceptance status

Get the legal acceptance returns each document's status:

  • accepted: nothing to do;
  • update_announced: a material change is announced; it takes effect on upcoming.effectiveDate and you can accept it now;
  • acceptance_required: a material change is in effect, or your organization hasn't accepted a published version yet. From their next sign-in, owners and admins see a prompt at the top of every console page until one of them accepts. The console keeps working in the meantime, so you can keep meeting your obligations;
  • not_accepted: the DPA isn't accepted yet. It's an item of the go-live checklist;
  • not_applicable: Ownrecord's own platform organization.

In the console, Organization → Legal shows the same, with an Accept button for owners and admins. Through the API, accept the terms or the DPA with { "document": "dpa", "version": "1.0" }.

Sub-processor changes

The sub-processor list is generated from the same facts as the DPA's annex, so the two can't disagree. A new or replaced sub-processor is announced at least 30 days ahead: by email to the owners and admins of every organization that accepted the DPA, and to anyone who subscribed in their email preferences.

Security contact

Report vulnerabilities to the address in /.well-known/security.txt.