Terms of Use

Last updated: 29 May 2026  ·  Effective immediately

These Terms of Use ("Terms") govern your access to and use of Herarx ("Service"), operated by Giorgos Nikolaou, Cyprus ("we", "us", "our"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. About the Service

Herarx is a secure case management, file storage, and contact management platform accessible at herarx.com. The Service allows individuals and organisations to:

• Create and manage cases with custom fields, automations, and document generation
• Upload, organise, and share files with encryption at rest
• Store and manage contact records
• Connect personal or shared email accounts to send and receive mail within the platform
• Collaborate with team members via workspace channels and direct messages
• Share cases with external contacts via a secure client portal
• Send automated notifications, reminders, and dispatch messages to contacts
• Create and manage electronically signed documents

The Service is currently in early access (beta). Features may change, and while we take security seriously, early access software may contain bugs or limitations.

2. Eligibility

• You must be at least 16 years old to use Herarx.
• By using the Service, you represent that you have the legal capacity to enter into a binding agreement.
• The Service is available worldwide. It is your responsibility to ensure your use complies with local laws in your jurisdiction.

3. Account registration

To use the core features of Herarx you must register for an account. You agree to:

• Provide accurate and current information during registration.
• Verify your email address when prompted.
• Keep your password secure and not share it with any third party.
• Notify us immediately at info@regalholdings.org if you suspect unauthorised access to your account.
• Be responsible for all activity that occurs under your account.

We recommend enabling two-factor authentication (2FA), which is available via authenticator app (TOTP) and hardware security keys.

4. Acceptable use

You agree not to use the Service to:

• Violate any applicable law or regulation.
• Upload, store, or share content that is illegal, defamatory, obscene, or that infringes the intellectual property or privacy rights of others.
• Attempt to gain unauthorised access to other users' accounts, data, or to our systems.
• Reverse engineer, decompile, or attempt to extract source code from the Service.
• Use automated tools (bots, scrapers, crawlers) to extract data from the Service without our written permission.
• Upload malware, viruses, or any other malicious code.
• Use the Service in a way that could damage, overload, or impair its infrastructure.
• Impersonate another person or organisation.
• Send unsolicited commercial messages (spam) via any email or messaging feature of the Service.
• Use the mail integration, automated notifications, or dispatch features to contact individuals without a lawful basis to do so.

We reserve the right to suspend or terminate accounts that violate these rules without prior notice.

5. Subscription plans and billing

Free plan

Herarx offers a free tier with limits on the number of cases, contacts, files, and storage you can use. There will always be a free version of Herarx.

Paid plans

Paid subscriptions (Premium and Max) are available on a monthly recurring basis. Billing is processed by Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis until you cancel.

Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period. You will retain access to paid features until the period ends.

Refunds

We do not offer refunds for partial billing periods. If you believe you have been charged in error, contact us within 14 days of the charge at info@regalholdings.org.

After your subscription ends

After a paid subscription ends or lapses:

• Your data is retained for 6 months.
• During the first 1 month, you retain full read access to your data.
• After 1 month, content exceeding your free-tier limits is locked (not deleted).
• After 6 months, locked content may be permanently and irreversibly deleted.

6. Your content

You retain full ownership of all content you upload or create within Herarx (cases, files, contacts, notes, messages, emails, documents). You grant Herarx a limited, non-exclusive licence to store, process, and transmit your content solely to provide the Service to you.

We do not use your content for any purpose other than providing and improving the Service for you.

You are solely responsible for the content you store in Herarx, including ensuring you have the right to store it and that doing so does not infringe any third party's rights.

7. Privacy, cookies and data processing

Your use of the Service is subject to our Privacy Policy, which is incorporated into these Terms by reference. By using Herarx — including simply browsing the site — you agree to the Privacy Policy and to our use of cookies as described in it.

In particular, you acknowledge and agree that:

• Cookies: by accessing or using this site you agree to our use of analytics and advertising cookies (Google Ads / gtag.js). If you do not agree, you must not use the site.
• We use Google Ads for conversion tracking and advertising, including Google Customer Match, as described in the Privacy Policy.
• Subscription billing data is processed by Stripe.
• Files and data exports are stored on encrypted AWS S3 infrastructure.
• Where you connect an email account, email content is stored encrypted as described in the Privacy Policy.

8. Connected email accounts

The Mail feature allows you to connect a personal or shared email account to Herarx using IMAP/SMTP credentials. By connecting a mailbox, you:

• Confirm that you are authorised to connect that email account to a third-party application.
• Accept that Herarx will sync email messages from that account and store them encrypted on our servers.
• Accept responsibility for using the mail and outgoing message features in compliance with applicable anti-spam laws (including the EU ePrivacy Directive) and your email provider's terms of service.
• Acknowledge that in an organisation context, an administrator with mailbox management permissions may add or manage a mailbox on your behalf (using credentials you provide or an app password), and that mailbox will be associated with your account.

You can disconnect a mailbox at any time from your account settings. Disconnecting stops further sync and removes stored credentials.

9. Electronic signatures

Herarx includes a document signing feature that allows parties to sign documents electronically. You acknowledge that:

• The legal validity of electronic signatures varies by jurisdiction. It is your responsibility to ensure that electronic signatures are legally sufficient for your use case under applicable local law.
• Herarx does not provide legal advice. If you are unsure whether an electronic signature will be legally binding in your situation, you should consult a qualified legal professional.
• Signed documents are stored encrypted on our infrastructure.

10. Herarx as your data processor (for stored contacts and communications)

This also applies when you:

• Invite a contact to the client portal
• Configure automated email notifications, date-approaching alerts, or work dispatch messages to be sent to your contacts
• Use the mail feature to send emails to third-party recipients

As the data controller, you are responsible for:

• Having a lawful basis to collect, store, and communicate with those individuals.
• Providing appropriate privacy notices to the individuals concerned.
• Ensuring your use of Herarx to process that data complies with applicable data protection laws, including the GDPR.

Herarx processes that third-party personal data only on your instructions (i.e. only as required to provide the Service) and in accordance with our Privacy Policy and applicable law. We implement appropriate technical and organisational security measures as described in the Privacy Policy.

If you are using Herarx within an organisation, this section applies to the organisation as the data controller.

11. Organisation accounts

Herarx supports organisation workspaces where multiple users can collaborate. In an organisation context:

• Data added to an organisation workspace (cases, files, contacts, messages, emails) belongs to the organisation, not to individual members.
• Organisation administrators may view, manage, and delete data created by any member of the organisation, including workspace messages and connected mailboxes (subject to role permissions).
• When a member leaves an organisation, the data they contributed to the organisation remains with the organisation.
• Organisation owners are responsible for managing member access and permissions appropriately, including who may connect or manage mailboxes and who may post in announcement channels.
• Workspace messages (channels and direct messages) are stored as organisation data. The organisation owner is responsible for the appropriate use of the workspace.

12. Client portal

The client portal allows you to share specific cases with external contacts who do not have a Herarx account. When you share a case via the portal:

• The contact receives a portal invitation by email and can view the information you have chosen to share.
• You are responsible for deciding what case information is appropriate to share with each contact.
• Contacts who upload files or submit information via the portal do so at your invitation. You remain the data controller for that data.
• Portal access events are logged for audit purposes.

13. Intellectual property

The Herarx name, logo, product design, and all platform code are the intellectual property of Giorgos Nikolaou / Herarx. Nothing in these Terms transfers any intellectual property rights to you.

You may not copy, reproduce, distribute, or create derivative works from any part of the Service without our prior written consent.

14. Availability and service changes

We aim to keep Herarx available continuously but do not guarantee uninterrupted service. We may:

• Take the Service offline for maintenance, with or without notice.
• Modify, add, or remove features at any time.
• Change pricing for paid plans with at least 30 days' notice to existing subscribers.

We will not reduce your current paid plan's features without giving you the opportunity to cancel first.

15. Limitation of liability

We are not liable for:

• Any loss of data resulting from your failure to maintain your own backups.
• Indirect, incidental, special, or consequential damages arising from your use of the Service.
• Loss of profits, loss of business, or loss of revenue.
• Unauthorised access to your account resulting from your own failure to maintain password security or enable 2FA.
• The legal validity or enforceability of electronically signed documents in your jurisdiction.
• Any actions taken by organisation administrators over your account or data within an organisation workspace.
• Delivery failures or delays of emails sent via connected mailboxes or automated notifications.

Our total liability to you for any claim arising from these Terms or your use of the Service is limited to the amount you paid to Herarx in the 3 months preceding the event giving rise to the claim.

Nothing in these Terms limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

16. Termination

You may close your account at any time by contacting us at info@regalholdings.org. An in-app account deletion feature is planned for a future release.

We may suspend or terminate your account if you:

• Violate these Terms.
• Use the Service in a way that harms other users or our infrastructure.
• Fail to pay for a paid subscription after a reasonable cure period.

Upon termination, your right to access the Service ends. We will process deletion of your personal data as described in the Privacy Policy.

17. Governing law and disputes

These Terms are governed by the laws of the Republic of Cyprus. Any disputes arising from these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the courts of Cyprus, without prejudice to your rights as a consumer under the laws of your country of residence within the EU.

18. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after that date constitutes acceptance of the updated Terms.

19. Contact

For questions about these Terms:

• Email: info@regalholdings.org
• Operator: Giorgos Nikolaou, operating as Herarx, Cyprus