Terms of Service — Doc Chief

Version: 1.0 · Document date: 2026-10-12 · Effective date: 2026-10-12

1. Who we are and definitions

• Doc Chief ("we") is operated by Yaakov Kobi Asulin (exempt dealer), who is also the service operator. Contact: docchief.office@doc-chief.com.
• Business customer ("you"): a business that has signed up to the service.
• Business representative: a person the business customer has registered to open cases via WhatsApp on its behalf.
• Filler: a person the business customer has asked, through the service, for documents or photos.
• Template: the list of documents the business customer chose to request in a case.

2. What the service does, and what it does not

• The business customer opens a case for a filler on WhatsApp. The filler sends the documents item by item, and Doc Chief packages them into a ZIP file and sends it to the email address the business confirmed.
• Messages are sent from one Doc Chief WhatsApp number, shared by all businesses using the service. Businesses are separated at the data level: each business's cases, contacts and templates are kept apart.
• The service passes files on as received. It does not check the content of the documents, their accuracy or their origin, and does not certify them in any way.
• Currently there is no AI in the service, and there is no portal that the business customer or fillers log in to.

3. Acceptance of these Terms and the Privacy Policy

By signing up to the service, or by using it, you accept these Terms and Doc Chief's Privacy Policy (https://doc-chief.com/en/privacy), which forms part of them. A person signing up on behalf of a business confirms that they are authorised to bind it.

4. Who is responsible for which data

• For filler data (name, phone, the documents and photos, and case details) the business customer is the controller (in Israeli terms, the "holder of control over the database"). It decides what to request and why. Doc Chief is a processor (in Israeli terms, a "possessor") that processes the data on the business customer's behalf, only to provide the service and according to the instructions the business gives through the service: the templates it chose, the cases it opened and the delivery addresses it confirmed.
• For the business customer's own data, and for business-representative and registrant data, Doc Chief is the controller.
• Operational data Doc Chief keeps for the service itself (audit log, backups, logs and abuse prevention) is described in the Privacy Policy.

5. The business customer's duties towards fillers

The business customer undertakes:

1. that it has a legal basis to request the documents from the filler, and requests only what its purpose needs;
2. that it has given the filler the notice required by section 11 of the Protection of Privacy Law: why the data is collected, who will receive it, and whether providing it is mandatory;
3. that it obtained the filler's prior agreement to receive WhatsApp messages from it through Doc Chief, before it opens a case for them, and that the phone number it enters belongs to that filler;
4. that it is responsible for the content of its templates and for what it asks fillers to send, and that it complies with WhatsApp's Business Messaging Policy;
5. that it will not request documents from a minor through the service without a legal basis and lawful consent;
6. that it will handle fillers' privacy requests as the controller of the data. A request that reaches Doc Chief will be handled as described in section 12 of the Privacy Policy and also passed on to the business customer.

6. Doc Chief's duties as processor

For filler data, Doc Chief undertakes:

1. to process the data only to provide the service to the business customer, and for no purpose of its own;
2. to apply the security measures described in section 10 of the Privacy Policy;
3. to keep and delete the data according to the retention periods in section 9 of the Privacy Policy;
4. to notify the business customer without undue delay of a security incident involving its fillers' data;
5. to use only the providers listed in section 7 of the Privacy Policy (Meta, Google, Oracle, Namecheap), and to update the Policy before a new provider is added.

7. The shared number, fair use and suspension

• The number is shared by all businesses. Misuse by one business, for example contacting people who did not agree or an abnormal volume of messages, may lead Meta to restrict or block the number for everyone.
• Doc Chief may therefore: automatically suspend a business that opens an abnormal number of cases in a short time; block the opening of new cases when the plan's quota is used up or payment is overdue (open cases keep working); and suspend or end the service for a business that breaches section 5.
• The service must not be used to send advertising to fillers, or for any purpose other than collecting documents the business needs.

8. Delivery and file retention

• Delivery is made only to an email address the business customer confirmed by clicking a link. Until the address is confirmed, delivery is blocked.
• Right after successful delivery, the case files are deleted from Doc Chief's server. Doc Chief is not an archive service. Keeping a copy of what was delivered is the business customer's responsibility.
• Files of a case whose delivery was blocked by the safety gate are never deleted automatically, and are kept until the service operator resolves the case manually. Files of a completed case whose delivery email failed for good are deleted 7 days after the failure. The full retention periods are in section 9 of the Privacy Policy.

9. Prices and payment

Prices, plans and payment terms are not part of this document. They are set in the order the business customer approves during onboarding. Doc Chief does not collect or store payment card details.

10. Ending the service

• The business customer may stop using the service at any time by notice to docchief.office@doc-chief.com.
• On ending, data is kept and deleted according to sections 9 and 12 of the Privacy Policy.
• Doc Chief may end the service for a business that breaches these Terms, as described in section 7.

11. Liability

• The service is provided as is. Doc Chief works to keep it available and working, but does not promise uninterrupted availability.
• Doc Chief is not responsible for the content of the documents fillers send, their accuracy, or the use the business customer makes of them.
• Doc Chief is not responsible for faults, restrictions or blocks caused by outside providers such as Meta, Google or the internet provider.
• To the extent the law allows, Doc Chief's total liability to the business customer is limited to the amount actually paid to it for the service in the 12 months before the event, and Doc Chief is not liable for indirect or consequential damage.

12. Changes to these Terms

Doc Chief may update these Terms. The current version is published on this page with a version number and date. We will notify business customers of a material change by email at least 14 days before it takes effect. Continuing to use the service after the effective date means accepting the change.

13. Governing law and jurisdiction

These Terms are governed by the laws of the State of Israel. The competent courts of the Haifa district have exclusive jurisdiction.

14. Language

These Terms are published in Hebrew and English. If the two versions conflict, the Hebrew version prevails.

15. Update log