1. Operator, scope and parties
1.1 Archon is operated by the owner of the Archon platform at archonpm.app ("Archon", "we"). The operating entity's legal name, licence and registered address will be stated in a later version once registered. Contacts: legal@archonpm.app, security@archonpm.app, privacy@archonpm.app.
1.2 These Terms govern the Archon platform, website, APIs, invitations, guest pages and related support (the "Service"). A Customer is the organisation that subscribes. A Participant is any individual using the Service, including employees, client representatives, consultants, suppliers, contractors and guests. A Supplier is a business offering goods or services, including a contractor. An Order is the plan, subscription or written agreement that sets a Customer's fees and entitlements.
1.3 Platform access is separate from any project, supply, works, consultancy or purchase contract between Participants. Archon is not the buyer, seller, employer, project manager, engineer, certifier, guarantor or agent of any Participant because its platform is used.
1.4 Fees and Customer indemnities bind the contracting Customer, not an employee, visitor or supplier who only accepts platform access. Supplier obligations bind a Supplier through its authorised representative. Individuals remain responsible for their own lawful use; accepting these Terms is not a personal guarantee of an employer's debts.
2. Acceptance, authority and changes
2.1 Participants must accept the current version before using the Service, by ticking the confirmation and selecting "I accept". Browsing, receiving an email or staying silent is not acceptance. Participants must be at least 18 and legally able to accept.
2.2 A person acting for a business confirms they have authority for that action. A login, job title, invitation or approval level does not by itself prove corporate authority or override legal signing requirements.
2.3 Archon records the version accepted, the time, the confirmation wording and, for company members, the signature version on file at that moment, with proportionate session evidence described in the Privacy Notice. These records are evidence, which may be challenged under applicable law.
2.4 Material changes will be notified at least 30 days in advance, except urgent legal or security changes. Where renewed acceptance is required it applies from then on and does not change completed transactions, signatures or accrued rights.
2.5 A signed negotiated agreement prevails over an Order, which prevails over these Terms. A Company Agreement signed by a Customer forms part of its Order. The Data Processing Agreement prevails on personal-data processing.
3. Accounts, access and security
3.1 Accounts and access codes are personal: do not share, forward or lend them. Use reasonable device protection and multi-factor authentication where offered. Report suspected compromise promptly to security@archonpm.app and to your administrator.
3.2 Customers must configure access, approval levels and signing authority accurately and remove access promptly when circumstances change. Suppliers must control their own representatives. Access to one project or company does not authorise access to another.
3.3 Actions authenticated to an account may be relied on, subject to applicable law and credible evidence of compromise, error or lack of authority. Archon will reasonably investigate reported misuse.
3.4 Guest access is limited to its named purpose, recipient, project and period. Do not forward invitations or redistribute documents viewed through them.
3.5 Archon may suspend access proportionately for suspected misuse, threats, material breach or legal requirements, with notice where safe and practicable. Suspension does not transfer ownership or erase transaction history.
4. Acceptable use
4.1 Do not bypass access controls, misuse signatures or seals, upload malware, impersonate others, falsify records, infringe rights, harass people, send unsolicited bulk messages, manipulate tenders, collude on bids, offer bribes, or breach sanctions or law.
4.2 No unauthorised scraping, bulk harvesting, resale or security testing. Customer-authorised exports and documented integrations are permitted. Report vulnerabilities responsibly; a report is not permission to access others' data.
4.3 Participants must have the right to everything they upload, including drawings, photographs, contact details and signatures. Do not upload unnecessary identity documents, sensitive personal information or payment-card details.
5. Data rights and confidentiality
5.1 Each party keeps its existing rights in its data, drawings, software, trademarks and materials. Customers keep their project records; Suppliers keep their pre-existing quotations, catalogues and materials.
5.2 Submitters grant only the rights needed to store, process, transmit, display, secure, support and retain material for the service and the transaction. Supplier material sent to a Customer may be kept by that Customer for procurement, contract administration, compliance and disputes.
5.3 Recipients must protect confidential information with reasonable care and use it only for authorised purposes, during and after their use of the Service, except information that is public without breach, already lawfully known, independently developed or lawfully received without restriction.
5.4 Archon staff and subprocessors access information only for authorised service, support, security or lawful disclosure. Customer names, logos and project details are not used for marketing without separate permission.
6. Privacy and data processing
6.1 The Privacy Notice explains purposes, data categories, recipients, retention, transfers and rights. Accepting these Terms is not consent to unrelated processing, advertising, profiling or directory publication.
6.2 Archon generally processes Customer project personal data as processor under the Data Processing Agreement, and acts as controller for its own account administration, billing and security. Customers and Suppliers remain responsible for lawfully sharing their personnel's data.
6.3 Archon complies with the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021) and other data-protection law that applies.
6.4 Archon will notify the affected Customer without undue delay after becoming aware of a personal-data breach affecting its data, and meet its own legal notification duties.
6.5 Data-rights requests are handled under applicable law. Withdrawing an optional consent stops future use but does not erase records that must or may lawfully be kept.
7. Supplier and contractor directory (optional)
7.1 Responding to an RFQ, receiving or accepting an LPO, or submitting an invoice does not enrol a Supplier in any cross-company directory, and private transaction information is never reused for other customers.
7.2 Directory listing, when offered, is optional and needs separate approval by an authorised Supplier representative, who sees the exact profile fields, audience and purpose first. Private quotations, prices, bank details, signatures, client lists and payment history are never shown in the directory.
7.3 A listing is not an endorsement or guarantee, and guarantees no enquiries, ranking or work. Suppliers may withdraw their listing at any time.
8. RFQs, quotations, LPOs and payments
8.1 An RFQ is an invitation to quote unless it says otherwise. Viewing, shortlisting or internal approval of a quotation is not an award or a payment guarantee.
8.2 The parties' own documents and applicable law decide when a contract is formed. Where Archon offers an acceptance action, it shows the exact document and revision, and recording that action is the acceptance. An LPO is valid only once accepted through Archon or as the issuing Customer otherwise confirms in writing; signed copies of a view-only copy have no effect.
8.3 Competing bids and private quotations stay restricted to authorised recipients.
8.4 "Approved", "Certified", "Paid" and progress indicators reflect recorded workflow events; they are not proof of bank settlement, quality, compliance or entitlement. The parties reconcile actual payments and performance.
8.5 Bank-detail changes must be verified through a previously trusted channel before paying. Do not rely only on an email, an uploaded invoice or a platform message. Recording bank details in Archon is not verification of the account.
8.6 Archon does not hold funds, provide escrow, guarantee payment or provide regulated payment services. Taxes, licences and contract obligations stay with the parties.
9. Approvals, electronic records and signatures
9.1 Participants agree to use electronic records and actions where lawful. Their legal effect depends on applicable law, authority, intent and the document. A drawn or uploaded signature image or an emailed code is not a qualified electronic signature or licensed trust service.
9.2 Signature on file. Company members approve and issue documents with their signature, so each company member must save a personal signature before using the Service. A member may replace their signature at any time; an active account always holds a current signature, and members cannot remove it themselves.
9.3 When a signature is replaced, the previous one is kept, with the dates it was in use, as part of the records of the documents it was applied to, for as long as those records are kept under 13.1 and the law requires. Each document, approval and acceptance of these Terms records the signature version in use at that moment. Requests to delete signature images are handled under 6.5 and applicable law.
9.4 A stored signature is placed only on documents the member approves or issues through a deliberate action, never on unrelated or altered documents. A signature applied through a member's account is treated as that member's, unless they show the account was used without their authority.
9.5 Corporate stamps require the company's authority and do not replace a person's authority or legally required formalities such as notarisation or witnesses.
10. Safety, automation and AI
10.1 Archon is an administrative tool, not an emergency service, authority, engineer, inspector, lawyer or accountant. Competent people must check calculations, deadlines, drawings and outputs. Notifications do not replace contractual notices unless the contract allows it.
10.2 AI and automated outputs may be wrong or incomplete and must be checked before use. Nothing is approved, signed, awarded or paid automatically because assistance is enabled. Customer confidential data is not used to train third-party models.
11. Archon belongs to its owner
11.1 Archon, including its software, design, workflows, templates, name, logo and marks, and all improvements to them, belongs to its owner and licensors. Customers keep their own project data and pre-existing materials.
11.2 No ownership claims. No Customer, Participant or Supplier acquires any ownership, share, equity or other interest in Archon by any means, including:
- using the Service, however much or for however long;
- its owners, employees, managers or contractors using, testing, configuring, suggesting features for or promoting the Service;
- feedback, ideas, workflows, templates, sample documents or data that influence the Service;
- requesting, funding or paying for features, customisation or support;
- the Service being used on, or shaped by, its projects.
11.3 Each Customer waives any such claim and will procure the same from its Participants. Feedback may be used to improve the Service without compensation; this does not transfer anyone's data, project drawings or pre-existing intellectual property.
11.4 Each Participant receives a limited, non-exclusive, non-transferable right to use the Service for the Customer's subscription or the guest or supplier purpose offered. Bespoke development is governed by a signed statement of work.
12. Fees, availability and backups
12.1 Fees, VAT, billing period, renewal and plan limits are set in the Order. Invoices are due within 14 days. Archon may suspend the Service after 14 days' written notice of an undisputed unpaid amount; Customer data is kept safe during suspension.
12.2 Archon provides the Service with reasonable skill and care. Availability commitments are those in the Order, if any. Archon may develop the Service but will not materially reduce paid functionality during a committed term without an agreed remedy.
12.3 Backups are the Customer's responsibility. Archon keeps backups for its own disaster recovery only. The Customer must regularly export and keep its own copies of its data and documents using the export and backup tools in the Service. To the extent the law allows, Archon is not liable for loss or unavailability of Customer data that the Customer could have avoided by keeping its own copies. This does not limit Archon's own security obligations or 14.4.
13. Retention, suspension and exit
13.1 Project records, signed documents and the signatures applied to them are kept for the subscription and afterwards as long as needed for legal, contractual and dispute purposes. Other data is deleted from production within 90 days after the export window, and from backups as they expire.
13.2 After termination, authorised Customer administrators have 30 days to export their data. A departing employee is not entitled to export the Customer's data.
13.3 Either party may terminate for a material breach not fixed within 14 days after notice; serious unlawful or security misuse may justify immediate action. Termination does not cancel underlying contracts. Confidentiality, accrued payments, retention, section 11 and sections 14 to 16 survive.
14. Liability
14.1 The Service is not guaranteed to be error-free or suitable for every purpose, without limiting Archon's express commitments or mandatory rights.
14.2 Neither party is liable for indirect or consequential loss or lost profits, to the extent the law allows.
14.3 Archon's total liability in any 12 months is limited to the fees the affected Customer paid for the Service in the previous 12 months, or AED 1,000 for free, trial, guest or supplier use. Related claims count as one.
14.4 No exclusion or limit applies where the law does not allow it, including for fraud, intentional misconduct or gross fault, or mandatory personal-data rights.
15. Third-party claims
15.1 A contracting Customer or Supplier indemnifies Archon against third-party claims caused by its unlawful or infringing material or its fraudulent or unauthorised transactions, to the extent caused by its breach. Individual users are not indemnitors merely by accepting these Terms.
15.2 Indemnities require prompt notice, reasonable cooperation and no settlement admitting the protected party's fault without consent.
16. Complaints and general terms
16.1 Privacy, security, complaints, supplier corrections and disputed signatures go to the contacts in 1.1. Archon does not decide construction or payment disputes between Participants.
16.2 These Terms are governed by the laws of the Emirate of Dubai and the federal laws of the UAE. The parties will first try to settle a dispute in good faith for 30 days; unresolved disputes go to the competent courts of Dubai, without preventing urgent relief or regulatory complaints.
16.3 Notices go to the designated contacts with reliable evidence of delivery. A Customer may not assign these Terms without consent, not unreasonably withheld; Archon may assign them to a successor of its business with notice.
16.4 Neither party is liable for delay caused by events beyond its reasonable control, with notice and mitigation; this does not excuse preventable security failures. If a provision is unenforceable, the rest remains in force. Nothing restricts mandatory rights. These Terms may be provided in Arabic; if versions conflict, the English version prevails to the extent the law allows.
17. Acknowledgement
17.1 By ticking the confirmation and selecting "I accept", the Participant confirms that they have read these Terms in full, understand them and agree to comply with them, including section 9 (signatures), section 11 (no ownership claims) and section 12.3 (backups).