CopyHawthorn edition / DocControlSystem

Terms, scope & plans

Effective 11 November 2026. Existing accepted subscription terms remain with their original contracts.

Yolleg Ltd · Company 10455920 · 71–75 Shelton Street, London, England WC2H 9JQ, United Kingdom · [email protected].

Focused document control

For adults acting with authority for an organisation. Keep a document register, exact PDF revisions, customer-configured review requirements, human approval/release decisions, issued copies and authenticated revision-specific receipt acknowledgements. Continue authorship in your current editor. No PDF editing, independent content approval, automatic comparison, legal electronic signatures, training or competence certification, complete QMS, automatic procedure execution, ISO certification or accreditation is provided.

Accounts and authority

Each member signs in with their own matching email. The owner manages organisation settings, billing, membership and all internal decisions. Authors prepare and submit revisions; designated reviewers record their own reviews; authorised releasers release, reject or withdraw; readers open released originals and acknowledge their own assignments. Owner plus four staff are included in the organisation subscription. Invitations expire after seven days, and sign-in links after 15 minutes. Both use the established transactional email service when configured. Staff access ends upon removal or subscription expiry. Previously exported bytes cannot be remotely retrieved.

Pricing and retained limits

Free: one owner, 3 masters, 6 revisions, 10 decisions, 10 copies and 10 acknowledgement requests; 3 PDFs / 10 MB. Organisation: £29.99/month or £299/year, charged in full for the selected interval. 100 masters, 1,000 revisions, 2,000 decisions, 5,000 copies and 10,000 acknowledgement requests; owner plus four staff; 100 PDFs / 250 MB. No trial. Applicable tax included. Automatic renewal until cancelled; annual discount does not change the full annual payment. Native purchases are separate. Existing CopyHawthorn contracts and rights are preserved.

Retained document archive

The separate archive retains PDF, UTF-8 TXT and CSV originals, with immutable version identities and exact-byte downloads. Free includes 3 archive records, 6 original versions and 10 MB. Organisation adds 100 archive records, 100 original versions and 250 MB, separate from preserved controlled-PDF allowances; at most 50 versions per archive record and 5 MB per original. Retained versions and disposition tombstones count. Search uses organisation-scoped metadata and bounded extracted text: whole-word AND, at most 8 query terms, 1,000,000 characters, 200 PDF pages and 40,000 distinct terms per original. Encrypted, image-only, unreadable or worker-limited PDFs use metadata-only search. No OCR or Office extraction.

The owner sets a retain-through UTC date and may place or release a hold with a reason. Unexpired retention and active holds block disposition and whole-workspace erasure. Eligible disposition requires explicit owner confirmation, removes active originals and search text, and leaves dated version/hash tombstones and the reason. Backups rotate after 30 days; this does not certify secure media erasure. No automatic purge, statutory retention advice, US regulatory certification, WORM immutability, malware certification or indefinite preservation is provided. Existing contract snapshots and purchased rights remain unchanged.

Workflow rules

Document codes are unique across the organisation; site/context and scope are explicit. Revisions append to the exact latest revision; previously released originals are not replaced. At most 50 revisions per master, 16 MB workspace JSON and 10,000 audit events. All retained historical/closed records count. A draft preserves the current release. Configured reviewers approve the submitted exact revision before an authorised release. Effective and review dates use UTC. Only one release is effective per master; scheduled cancellation and withdrawal remain in history. Withdrawal leaves no current release, with no older fallback. Overdue review is attention, not withdrawal.

Recipients acknowledge only their own exact current release. A later release creates fresh requests for the configured recipients while preserving earlier responses. Receipt is not proof of reading, comprehension, training or competence. Copies retain the revision actually issued. Record actual returned, destroyed or lost outcomes; a request does not confirm retrieval, and lost is not retrieved. Terminal copy outcomes cannot be overwritten. A download does not automatically create an issued-copy record. Customer roles own technical/content acceptance and review intervals.

Storage, export and expiry

Use authorised ordinary business PDF, TXT and CSV records only, up to 5 MB each. Do not upload sensitive identity, health, personnel records, credentials or restricted technical information. File format checks are not content checks. Private original requests require current authentication and organisation membership. Referenced files cannot be individually removed. Records JSON excludes PDF bytes; evidence ZIPs include exact retained revision originals and a hash manifest. Maintain an independent archive. The owner retains reads and exports after expiry; over-free operational writes lock, and staff access requires active Organisation. Service availability and perpetual archival are not guaranteed. Erasure and billing cancellation are separate; contact support for account deletion.

Cancellation and first-payment refund

Cancel renewal in the scoped Stripe portal, through the declaration form or by emailing [email protected]. Access lasts to paid-period end. A full first-payment refund is available on request within 14 days, including use; mandatory rights remain. Supply payment email, order reference or approximate date/plan, never card details or sign-in links. A request acknowledgement is not a completed cancellation or refund.

Availability

Review the actual documents and exported evidence before consequential use. Outages may interrupt access. Nothing excludes liability that cannot lawfully be excluded. England and Wales law applies subject to mandatory local protections.