Terms of service for professionals

1. Who we are and purpose

Titus Docs (docs.titusone.pt) is a private service of the TitusOne product, operated by [ENTIDADE OPERADORA — NIPC, morada], hereinafter “we” or “Titus Docs”. These terms govern the use of the service by professionals, that is, by natural or legal persons acting in the course of their business (credit intermediaries, real estate agents, accountants and the like), hereinafter the “Professional”.

The service allows the Professional to create a collection link and send it to their end client (the “Holder”). The Holder opens the link, confirms the requested documents, gives their consent and enters the login credentials for the required official portals. An automated software robot running on our servers, in an isolated browser, logs in to those portals on the Holder's behalf and downloads the official documents in PDF, which are then made available to the Professional.

Titus Docs also provides blank official PDF forms from entities such as the AT, AIMA, the IRN, Social Security and the IMT, together with explanations and an assistant that helps users understand the fields. We do not fill in these forms, we do not submit them to any entity and we do not guarantee any approval or outcome with the competent entities.

Titus Docs is not a credit intermediary, a real estate agency, an accounting firm or a legal or tax advisory service. We merely automate the retrieval of documents that the Holder can already obtain themselves on the official portals.

2. Account, Virtual Office, API and webhooks

To use the service as a Professional, you must create an account. The information provided at registration must be true, complete and up to date. The account is personal and non-transferable; the Professional is responsible for everything done through it and must keep their login credentials confidential.

The account gives access to the Virtual Office, where the Professional creates collections, tracks their status, downloads the documents obtained and manages their credits. We also provide an API and webhooks for integration with the Professional's systems. API keys are confidential and the Professional must revoke them immediately if they suspect any misuse.

The Professional may link users from their organisation to the account, and is responsible for the acts of those users and for ensuring that they comply with these terms.

3. Credits, prices and payments

The service is paid for using credits purchased in advance. 1 credit is consumed for each document requested. If a document is not obtained, the corresponding credit is returned to the Professional's balance. A document is deemed not to have been obtained when, for reasons beyond the control of the Professional and the Holder, it is not possible to download the requested PDF.

The prices of credit packages and the applicable conditions are those shown on the pricing page at the time of purchase. Prices may be shown exclusive of IVA, in which case the tax will be added at the applicable legal rate where relevant. We issue an invoice for each purchase, using the billing details provided by the Professional.

If a collection fails because the Holder entered incorrect credentials, did not confirm the request or allowed the collection deadline to expire, the credit is consumed only if the document was actually obtained. Unused credits remain in the balance, except where the contract is terminated in accordance with section 10. Unless otherwise required by mandatory law, purchased credits are not refundable in cash.

4. Obligations of the Professional

The Professional undertakes to use the service only for lawful purposes related to their professional activity, and to request only those documents that are necessary and proportionate to the purpose communicated to the Holder.

In the collection, the Professional is the controller of the Holder's personal data under the RGPD, and Titus Docs acts as their processor. It is the Professional's responsibility to have a valid legal basis for the processing (for example, the Holder's consent or pre-contractual steps taken at the Holder's request), to inform the Holder in accordance with Articles 13 and 14 of the RGPD and to respond to any requests to exercise rights addressed to them. The processing we carry out on the Professional's behalf is governed by the data processing agreement, which forms an integral part of these terms and is set out in our Privacy Policy.

The Professional is prohibited from: entering, themselves and on the Holder's behalf, credentials that were not given to them by the Holder with the Holder's knowledge and consent; asking the Holder to send them the credentials by other means; using the service to access third-party data without authorisation; attempting to circumvent technical security measures; overloading the service in an abusive manner; or reselling access to the service without our written agreement.

The Professional must keep the documents obtained only for as long as necessary for the purpose for which they were requested, and must delete them from their systems once they are no longer needed.

5. Holder's authorisation and collection link

No collection is started unless the Holder opens the link, sees who requested the documents and for what purposes, confirms the documents to be obtained and gives their express consent. Consent is freely given, specific and may be withdrawn at any time before or during the collection, simply by closing the process or contacting us.

The record of consent (date and time, authorised documents and the Professional who made the request) is kept by us for evidential and audit purposes, in accordance with the Privacy Policy.

The collection link is personal and valid for a limited time. The Professional must send it only to the Holder for whom it is intended, through a channel they consider secure, and must not forward it to third parties. The Professional guarantees that the Holder has requested or accepted the service and has been given clear information about what will be done.

6. Portal credentials

The login credentials for the portals (for example, the NIF and password for the Tax Portal (Portal das Finanças), the NISS and password for the Social Security online portal (Segurança Social Direta), and the codes received by SMS when the portal requires them) are entered by the Holder themselves on the collection page. Access to the Bank of Portugal (Banco de Portugal) is made through the Tax Portal (Finanças) authentication.

Credentials are encrypted with AES-256-GCM, used only during the collection, kept for a limited period (a maximum of 24 hours) and deleted at the end of the process. The Professional never sees the Holder's credentials, and Titus Docs does not make them available to the Professional under any circumstances. Our staff do not use the credentials for any purpose other than the requested collection.

The robot only requests and downloads the documents authorised by the Holder. It does not change data on the portals, submit returns, make payments or change passwords. As good security practice, we recommend that the Holder change their passwords after the collection.

7. Portal availability and service limitations

The service depends on official portals that we do not control. These may be unavailable, under maintenance, change their structure, require additional authentication, temporarily block accounts or refuse automated access. In such cases, the collection may fail, take longer or require further action by the Holder.

We strive to keep the service available and to adapt the robot to changes in the portals, but we do not guarantee permanent availability, specific delivery times, or that all documents can be obtained in every case. The status of each request is shown in the Virtual Office.

The documents downloaded are the official PDFs issued by the portals, without any alteration on our part. Their accuracy, validity and acceptance by third parties (for example, by a bank) depend on the issuing entity and the recipient, and are not guaranteed by us.

8. Liability

We are liable for the fulfilment of our obligations under the law and these terms. We are not liable for damage resulting from incorrect information provided by the Professional or the Holder, from the unavailability of official portals, from decisions taken by third parties on the basis of the documents obtained (such as the refusal of a loan), from use of the service in breach of these terms, or from force majeure.

To the extent permitted by law, our total liability to the Professional for any matter relating to the service is limited to the amount paid by the Professional in the twelve months preceding the event giving rise to the claim. This limitation does not apply in cases of wilful misconduct or gross negligence, nor to any liability that cannot be limited by law.

The Professional is liable to the Holder and to third parties for their processing of the data and documents obtained, and must hold us harmless from any claims arising from requests made without a legal basis or without the Holder's authorisation.

9. Intellectual property

The software, the design, the “Titus Docs” and “TitusOne” trademarks, the texts, the explanations of the forms and the Titus assistant are the property of the operating entity or its licensors and are protected by intellectual property rights. The Professional is granted a limited, revocable, non-exclusive and non-transferable licence to use the service for the duration of the contract.

The blank official forms belong to the respective public entities and are made available only for consultation and use by the user. The documents obtained from the portals belong to the Holder to whom they relate, and we acquire no rights whatsoever over their content.

10. Suspension and termination

We may suspend or close the account, with prior notice whenever reasonable, if the Professional breaches these terms, uses the service unlawfully or abusively, requests documents without the Holder's authorisation, or if there is a risk to the security of the service or of third parties. In serious cases, suspension may be immediate.

The Professional may terminate the contract at any time by closing the account or asking us to do so. Upon termination of the contract, documents are deleted within the periods set out in the Privacy Policy, and consent and audit records are kept for the legal period stated in that policy.

Termination does not affect rights and obligations that have already accrued, nor any clauses which by their nature are intended to survive (such as those relating to liability, intellectual property and data protection).

11. Changes to the terms

We may update these terms to reflect changes to the service, the law or good practice. We will inform the Professional by e-mail or in the Virtual Office, giving reasonable advance notice whenever the change affects them significantly. Continued use of the service after the changes come into force constitutes acceptance of them; if you do not agree, you may terminate the contract.

12. Governing law, jurisdiction and contacts

These terms are governed by Portuguese law. The court of the district where the operating entity has its registered office shall have jurisdiction to settle disputes between us and the Professional, with express waiver of any other, without prejudice to applicable mandatory rules.

For general enquiries, please contact geral@titusone.pt. For data protection matters, please contact dpo@titusone.pt. Operating entity: [ENTIDADE OPERADORA — NIPC, morada].