OrderToDock Terms of Service

Version 1.1. Effective 8 November 2026.

These Terms are an agreement between OTD Technologies Pte. Ltd., a company incorporated in Singapore with Unique Entity Number 202643099E and registered office at 105 Cecil Street, #16-07, The Octagon, Singapore 069534 ("OrderToDock", "we", "us"), and the business that creates a workspace or signs a separate written agreement for the Service ("Customer", "you"). The person accepting these Terms confirms that they have authority to bind the Customer. Using the Service after these Terms take effect means you accept them.

The Data Processing Agreement published at https://www.ordertodock.com/dpa.html forms part of these Terms.

1. Definitions

Service: the OrderToDock web application, its email and messaging addresses, its supplier and truck-leg pages, and the related support we provide.
Workspace: the account in the Service that holds a Customer's data, separated from every other Customer's data.
Authorised User: a person you invite to your Workspace, as an administrator or a member.
Supplier: a business you deal with through the Service, and the people at that business (Supplier Contacts) who receive messages from the Service on your behalf.
Customer Data: all data that you, your Authorised Users or your Suppliers put into the Service, or that the Service receives on your behalf. This includes orders, order lines, supplier and contact records, messages sent and received, attachments and uploaded files.
AI Features: the parts of the Service that use a third-party language model to read messages and files and to propose changes.
Fees: the amounts set out in section 9.
Supplier reply read: as defined in section 9.9.

2. The Service

2.1 OrderToDock is the supplier-inbound layer for businesses that buy from suppliers. You use it to create and send purchase orders and to track what your suppliers say about them. Your Suppliers do not need an account. They receive orders by email, reply by email or through a secure link, and the Service files their replies against your orders.

2.2 Depending on the features enabled for your Workspace, the Service:

(a) sends purchase orders and related messages to Supplier Contacts by email on your behalf, from an OrderToDock address;

(b) receives Suppliers' replies and attachments at OrderToDock addresses and files them in your Workspace;

(d) uses AI Features to read Suppliers' replies and propose changes to your orders (section 6);

(e) imports orders and supplier directories from spreadsheets you upload;

(f) suggests and completes postal addresses using a third-party address service;

(g) where enabled, sends order notices to Supplier Contacts and receives their messages over WhatsApp, in addition to the order email;

(h) records shipments against your orders, and can send a link with which whoever arranged a truck leg confirms collection and delivery, with an optional photo and no location;

(i) where we have set it up for your Workspace, tells a system you choose that an order has changed: which order, what kind of change and when, without the order's contents.

2.3 We may change the Service over time. We will not make a change that materially reduces the core functions of the Service during a paid subscription term without giving you at least 30 days' notice. If such a change affects you adversely, you may terminate under section 13.3 and receive a pro rata refund of prepaid Fees for the remaining term.

2.4 Pilot stage. Until we state otherwise in writing, the Service is offered at a pilot stage. Features may change more often than they will later, and section 8 applies.

3. Accounts, Workspaces and roles

3.1 A new Workspace is created either when a plan is bought through checkout on our website, with a trial where section 9.12 applies, or by us, when we invite you under a pilot or a separate written agreement. People join an existing Workspace by invitation from its administrators. A Workspace has administrators and members. Administrators can invite and remove Authorised Users, change Workspace settings, and remove supplier records. Members can create and manage orders and review Suppliers' replies. The Service checks a person's role in the Workspace on every action that changes data.

3.2 You are responsible for:

(a) who you invite, and for removing access promptly when a person should no longer have it;

(b) keeping sign-in credentials confidential, making sure each Authorised User signs in with their own account and never shares it with another person, and telling us without delay at [email protected] if you suspect unauthorised access;

3.3 Authorised Users must be at least 18 years old and must use the Service for your business, not for personal, family or household purposes. The Service is for businesses only.

3.4 A Workspace is for one business and its affiliates, meaning companies that control it, that it controls, or that are under common control with it. If you act for several businesses, for example as a buying agent, sourcing office or forwarder, each business you act for needs its own Workspace, unless we have agreed otherwise in writing.

4. Your responsibilities

4.1 Your right to use the data. You are responsible for having the right to give us Customer Data and to have us process it as described in these Terms. In particular, you are responsible for:

(a) having a lawful basis, including any consent or notification required under the Personal Data Protection Act 2012 of Singapore ("PDPA") or any other law that applies to you, for sending your Suppliers' and Supplier Contacts' personal data to the Service and for the Service contacting them on your behalf;

(b) telling Supplier Contacts, where the law requires it, that you use the Service to send orders and read their replies, including that replies are read with the help of AI Features;

4.2 Your instructions and messages. Messages the Service sends to your Suppliers are sent on your instructions and contain the content you or your Authorised Users provide. You are responsible for that content, for the orders you send, and for the commercial commitments those orders make. OrderToDock is not a party to any contract between you and a Supplier.

4.3 Your decisions. You remain responsible for every business decision you make using the Service, including accepting or rejecting a Supplier's proposed change, whether proposed by the Supplier directly or by the AI Features.

4.4 Your systems. You are responsible for the computers and networks your Authorised Users use to access the Service, including keeping malware protection running on any device used to open files downloaded from the Service (see section 7).

5. Suppliers and supplier-facing links

5.1 Suppliers and Supplier Contacts are not parties to these Terms and do not have accounts. They act in the Service only through:

(a) replying to messages sent from the Service, by email or, where enabled, WhatsApp; and

(b) links sent to them by email that open a supplier page for one order, or a page for one truck leg.

5.2 Each supplier link contains a long random code that works as a key to that one order. The link expires after 30 days, can be revoked, and lets the holder confirm, decline or propose changes to that order. Anyone who has the link can use it. Each reply address contains a shorter random code that identifies the order a reply belongs to. It can only attach a message to that order's thread and cannot by itself change the order. A truck-leg link works in the same way as a supplier link, for that one leg: it lets the holder say that the goods were picked up or delivered, and add a photo.

5.3 You agree that:

(a) a Supplier's action through a supplier link, or a reply received at a reply address, will be treated in the Service as coming from that Supplier;

(b) the Service cannot confirm the identity of the person who used a link or sent a reply, and a forwarded link or a compromised Supplier mailbox can be used by someone else;

(c) the Service records the evidence it has for each change (the message, the link used, and the time), and you can review it in your Workspace.

5.4 Suppliers use the Service free of charge. We will not ask your Suppliers to pay for the Service or market other products to them using Customer Data.

6. AI Features

6.1 What the AI Features do. A third-party language model reads the text of Suppliers' replies, together with the relevant order lines, and proposes what the reply means: for example, that the Supplier confirmed an order, changed a quantity, moved a date, or asked a question. The AI Features also read the column headers and a small sample of rows from spreadsheets you upload, to work out how to import them, and translate the model's explanation of its reading into your language on request. The AI Features do not read attachments.

6.2 How a proposal becomes a change. A proposal from the AI Features does not change an order by itself. Each proposal is checked by rules in the Service that refuse, among other things, replies from an unexpected sender, implausible quantities, terms the order cannot hold, and deviations from the order. A proposal that passes those checks is placed in a review queue, and an Authorised User decides whether to apply it.

6.3 Automatic apply. The Service has an automatic-apply setting that writes a Supplier's full confirmation onto an order without a person reviewing it first. It is off by default. We will turn it on for your Workspace only at your written request, and you can ask us to turn it off at any time. While it is on, every automatic change still passes the checks in section 6.2 and is recorded in your audit log.

6.4 Outputs can be wrong. Language models make mistakes. They can misread dates, quantities and intent, especially in short, ambiguous or mixed-language messages. You must review AI proposals before relying on them. We do not warrant that any output of the AI Features is accurate or complete.

6.5 Records. For each AI reading, the Service records which model was used, the version of our instructions to it, a fingerprint of the exact input, the output, and its cost. This lets you and us explain why a proposal was made.

6.6 No training on your data. We do not use Customer Data to train machine-learning models. We do not add Customer Data, or corrections you make in the review queue, to the test sets we use to measure and improve the AI Features, unless you agree in writing first.

6.7 Outputs and rights. As between you and us, what the AI Features produce from your Customer Data is your Customer Data. You are responsible for how you use it. If you believe something in the Service infringes your rights, write to [email protected], and we will look into it and tell you what we have done.

7. Attachments and files

7.1 Files that Suppliers send to the Service, and files you upload, are stored in your Workspace. The Service never opens, runs or displays a Supplier's file in the browser. Through the Service, files are only ever downloaded, and only by Authorised Users of the Workspace.

7.2 The Service scans files that Suppliers send to it for known malware, after the file is filed. Scanning reduces risk but cannot detect every harmful file. A file that passes the scan is not guaranteed to be safe. A file can be downloaded while its scan is waiting. If the scanner is unavailable, the file is marked as not scanned and checked again later. We keep every file, including one that matches a known threat, because it is a record of what your Supplier sent. Where a file matches a known threat we warn you before you download it.

7.3 You are responsible for deciding whether to open a file, and for opening it only on a device with up-to-date malware protection.

8. Availability and support

8.1 We will use commercially reasonable efforts to make the Service available and to fix faults promptly. During the pilot stage we do not offer a service level agreement, uptime commitment or service credits.

8.2 The Service depends on third-party providers, including hosting, email delivery, the language model and messaging providers named in our sub-processor list at https://www.ordertodock.com/subprocessors.html. We are not responsible for an outage or failure caused by one of them, but we will tell you about any that materially affects you and work to reduce its effect.

8.3 Email is not a guaranteed delivery channel. A Supplier's mail server may reject, delay or misfile messages, and a Supplier's reply may be delayed or lost before it reaches us. Mail that reaches us but cannot be matched to any Workspace is held securely outside every Workspace rather than delivered to a guess.

8.4 Support is provided in writing, by email at [email protected] or through Contact support in the Service, from Monday to Friday, 09:00 to 18:00 Singapore time. We do not offer telephone support.

8.5 We may carry out planned maintenance. Where we expect it to make the Service unavailable for more than 30 minutes, we will try to give you at least 24 hours' notice.

8.6 Support access. Our staff see facts about a Workspace, such as its plan and counts, and the support requests you send us. They read the rest of its content only through support access, as the Data Processing Agreement describes: read-only, limited in time, with a stated reason, and with your administrators told at once.

9. Fees and payment

9.1 The Fees are the prices for your plan in the price list at https://www.ordertodock.com/#pricing at the time you subscribe. They are in US dollars and exclude tax, which is added at checkout where it applies. You choose monthly or annual billing. Fees are charged in advance, by card or another payment method offered at checkout: at checkout, or at the end of a trial where section 9.12 applies.

9.2 Paddle is the Merchant of Record. Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle sells the subscription to you, takes payment, handles tax, issues your receipts and processes refunds, and its own buyer terms apply to the purchase. We do not issue invoices for a purchase made through Paddle or collect payment from you ourselves. Where we give a Workspace access under a separate written agreement instead, that agreement states any fees, and sections 9.1 to 9.4 do not apply to it.

9.3 Refunds. The first payment made for your Workspace, on any plan, monthly or annual, can be refunded in full if you ask within 30 days of that payment. This applies once per Workspace, ever. Later payments, including renewals and any payment on a change of plan, are not refundable; you can cancel at any time before your next renewal, and you will not be charged again. Otherwise a refund is due only under sections 2.3 and 17.1 of these Terms or section 10.3 of the Data Processing Agreement, or where the law requires otherwise. Our Refund Policy at https://www.ordertodock.com/refund.html says how to ask. Paddle processes every refund.

9.4 A payment that fails. If a renewal payment fails, Paddle may try again, and the Service continues while it does. If Paddle cannot collect the payment and pauses or cancels the subscription, your plan ends and section 9.13 applies. We may also suspend the Service under section 12 for non-payment.

9.5 We may change the Fees from the start of your next renewal term by giving you at least 30 days' notice.

9.6 Suppliers are never charged.

9.7 Plans, allowance and usage. Sections 9.8 to 9.12 set out what a plan includes and what counts against it.

9.8 Plans. Each paid plan has a price and a monthly allowance of supplier replies read, set out in the price list on our website at the time you subscribe. Plans are priced per Workspace, with unlimited Authorised Users. Annual plans are billed once a year, but the allowance still applies in monthly windows that start on the day your subscription starts. An allowance does not roll over to the next month.

9.9 Supplier reply read. An email or other message from a supplier that OrderToDock's AI reads to find order changes such as confirmations, dates, quantities, prices or questions. Each message counts once, however many orders it mentions or times it is read, in the billing period in which it is read. A reading that fails is not counted.

9.10 Not counted. Not counted: mail that is sorted but not read for order details (for example newsletters, out-of-office replies, and shipping notices not about an order); anything a supplier does through their link instead of email (confirming, proposing a change, asking a question); emails you send to suppliers; translating an order and reading the structure of a spreadsheet you import; messages received while reading is paused; and a second reading of the same message.

9.11 Over the allowance. Over the allowance: up to three times the plan's monthly allowance, reading continues at no extra charge and the workspace's admins are notified at 80% and 100%. Above three times, reading pauses until the next billing period; messages are still received and kept for review. There are never automatic charges beyond the plan price.

9.12 Trial. A Workspace bought through checkout starts with a 14-day trial. During the trial the Workspace has the features of the Plus plan, whatever plan you chose, and 300 supplier replies read. We take payment details at the start of the trial and charge the first payment for the plan you chose when the trial ends, unless you cancel before it ends. You can cancel during the trial in Settings, Billing, and you will not be charged. From the end of the trial the Workspace has the features and allowance of the plan you pay for. One trial per business.

9.13 When a trial or plan ends. If you cancel during a trial, or a subscription ends, we may limit your Workspace from the end of the trial or the paid period until you choose a plan. You can still sign in, read everything in it, export it and manage billing, and your Suppliers can still use their links and reply. Messages are still received and kept for review, but are not read by the AI Features. Creating, changing and sending orders, accepting proposals and inviting people may be unavailable. Limiting a Workspace does not delete Customer Data, but section 13.6 applies if no plan is chosen.

10. Data ownership and use

10.1 You own Customer Data. You grant us a non-exclusive, worldwide licence for the term of these Terms to host, copy, transmit and process Customer Data only to provide, secure and support the Service for you, as described in these Terms and the Data Processing Agreement.

10.2 We may use information about how the Service is used, such as counts of orders and messages, processing times, error rates and model costs, to operate, secure and improve the Service. We will not identify you or any individual in anything we share outside OrderToDock based on that information.

10.3 Aggregated statistics. We may create statistics that combine data from several customers, such as typical supplier lead times by region, only if they are aggregated and anonymised so that no customer, supplier or individual can be identified, and only where each figure is drawn from at least 5 separate customers. You may opt out at any time by writing to [email protected], and we will then exclude your data from statistics created after the opt-out.

10.4 You own nothing in the Service other than Customer Data. We own the Service, its software and its documentation. If you send us feedback, we may use it without obligation to you.

11. Confidentiality

11.1 Each party will keep the other's Confidential Information confidential, use it only to perform or receive the Service, and disclose it only to its employees, contractors and sub-processors who need to know it and are bound by duties of confidentiality at least as protective as this section. Customer Data is your Confidential Information.

11.2 Confidential Information does not include information that is or becomes public through no fault of the receiving party, that the receiving party already lawfully had, that it independently develops, or that it lawfully receives from a third party without a duty of confidence.

11.3 A party may disclose Confidential Information when the law or a court requires it, after giving the other party prompt notice where the law allows, so that the other party can seek protection.

11.4 These obligations last for the term of these Terms and for 3 years after it ends, and for as long as the information remains a trade secret.

12. Permitted use and suspension

12.1 You must not, and must not allow anyone to:

(a) use the Service to send spam, unsolicited marketing, or messages to people who are not your Suppliers or prospective Suppliers;

(b) send content that is unlawful, defamatory, harassing, or that infringes anyone's rights;

(d) impersonate any person or business, or misrepresent your relationship with a Supplier;

(e) try to access another customer's Workspace, probe or test the Service's security, or bypass its access controls, rate limits or usage caps, except with our prior written permission;

(f) send automated requests at a volume that degrades the Service for others;

(g) copy, resell, or build a competing product from the Service;

(h) use the Service in breach of export controls or sanctions laws.

12.2 We may suspend all or part of your access, with as much notice as is reasonable in the circumstances, if:

(a) you breach section 12.1;

(b) your use threatens the security, integrity or availability of the Service or another customer's data;

(c) your messages cause our email provider to report bounce or complaint rates that put the Service's ability to send email at risk;

(d) section 9.4 applies; or

(e) the law requires it.

12.3 We will limit any suspension to what is necessary, tell you why, and restore access once the cause is fixed. Suspension does not delete Customer Data.

13. Term and termination

13.1 These Terms start when you accept them and continue until terminated. Paid subscriptions renew for successive terms of the same length until cancelled. You can cancel at any time before a renewal, with no notice period, in Settings, Billing or by writing to [email protected]. We may decline to renew by giving you at least 30 days' notice.

13.2 Either party may terminate these Terms by written notice if the other party materially breaches them and does not remedy the breach within 30 days of notice, or becomes insolvent.

13.3 You may terminate these Terms at any time by writing to us. If you cancel a subscription, it runs until the end of the period you have paid for. Fees already paid are refunded only as section 9.3 says.

13.4 Data after termination.

(a) For 30 days after termination, we will, on your request, give you an export of your Customer Data in a common machine-readable format (for example CSV and JSON for records, and the original files for attachments).

(b) After those 30 days, we will delete your Workspace and its Customer Data from the live Service, including stored messages and files, within a further 30 days.

(c) Deleted database records may remain in our encrypted database backups until those backups expire in their normal cycle of 7 days. Deleted files may remain as earlier versions in our storage and its second-region copy for up to 90 days. After that they are gone. We will not restore deleted data from backups except to recover from a disaster.

(d) We will keep a message record, or any other Customer Data, beyond these periods only where the law requires us to, or where you ask us in writing to keep it for a specified period. These Terms continue to protect anything we keep.

13.5 Sections 4, 10, 11, 13.4, 14, 15, 16 and 17 survive termination.

13.6 Idle Workspaces. If a trial has ended or a paid plan has lapsed, and no plan has been chosen since, we will delete the Workspace and its Customer Data 12 months after that trial or plan ended, and section 13.4(c) applies to what remains in backups. We will email the Workspace's administrators 30 days and 7 days before the deletion. Choosing a plan before then cancels it. You can export your Workspace at any time until then. These Terms end for that Workspace when it is deleted.

14. Warranties and disclaimers

14.1 Each party warrants that it has authority to enter into these Terms.

14.2 We warrant that we will provide the Service with reasonable skill and care and substantially as described in these Terms.

14.3 Except as stated in these Terms, the Service is provided "as is" and "as available". To the extent the law allows, we disclaim all other warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. In particular, we do not warrant that the Service will be uninterrupted or error-free, that every email will be delivered, that the AI Features will be accurate, or that malware scanning will detect every harmful file.

15. Limitation of liability

15.1 Neither party is liable to the other for any indirect or consequential loss, or for loss of profits, revenue, business, goodwill or anticipated savings, whether direct or indirect, however caused, even if it was foreseeable.

15.2 Each party's total liability arising out of or in connection with these Terms, in any 12-month period, is limited to the greater of:

(a) the Fees paid and payable by you for the Service in the 12 months before the event giving rise to the claim; and

(b) SGD 1,000.

15.3 Nothing in these Terms limits or excludes liability:

(a) for death or personal injury caused by negligence;

(b) for fraud or fraudulent misrepresentation;

(d) that cannot be limited or excluded under applicable law.

15.4 You will indemnify us against third-party claims arising from Customer Data you had no right to provide, or from your breach of section 12.1.

16. Governing law and disputes

16.1 These Terms, and any dispute or claim arising out of or in connection with them, are governed by the laws of Singapore.

16.2 The parties will first try to resolve a dispute by good-faith discussion between senior representatives for 30 days. If that fails, the courts of Singapore have exclusive jurisdiction.

17. General

17.1 Changes to these Terms. We may update these Terms by giving you at least 30 days' notice by email or in the Service. If you do not agree to a change that materially affects you, you may terminate before it takes effect and receive a pro rata refund of prepaid Fees. Continued use after the effective date is acceptance.

17.2 Notices. We will send notices to the email address of your Workspace administrators. You will send notices to [email protected].

17.3 Assignment. Neither party may assign these Terms without the other's consent, except to a successor to all or substantially all of its business on notice.

17.4 Force majeure. Neither party is liable for failure or delay caused by events beyond its reasonable control, other than payment obligations.

17.5 Entire agreement. These Terms, the Data Processing Agreement and any separate written agreement we have signed with you are the entire agreement between the parties about the Service. If they conflict, that written agreement prevails, then the Data Processing Agreement for anything about personal data, then these Terms.

17.6 Third parties. A person who is not a party to these Terms, including a Supplier, has no right under the Contracts (Rights of Third Parties) Act 2001 of Singapore to enforce any of them.

17.7 Severability and waiver. If any provision is unenforceable, the rest remains in force. A failure to enforce a right is not a waiver of it.