FileBay Terms of Use and User Agreement

FileBay · Version 2026-07-03-filebay-medical-bill-longtail-external-signals

Last updated: May 13, 2026

Welcome to the FileBay mobile application and related services (the "Service"). The Service is provided and operated by Xiaosheng APAC Technology Limited (the "Company", "we", "us" or "our"). FileBay is an AI + OCR scanning tool that provides camera scanning, image and file import, OCR recognition, text organization, structured extraction, summaries, translation, document Q&A, document library management, export, membership subscriptions and related features.

By downloading, installing, registering for, signing in to, purchasing, using or otherwise accessing the Service, you confirm that you have read, understood and agreed to be bound by these Terms of Use and User Agreement (the "Agreement"). If you do not agree to any part of this Agreement, please do not download, install, purchase or use the Service.

1. Eligible users and age requirements

The Service is primarily intended for users in Hong Kong and other applicable regions, and should be used by persons with the legal capacity required to use digital services.

If you are under 18, you should use the Service only with the knowledge and consent of your parent or guardian, who should help you read and agree to this Agreement. You represent and warrant that you have the legal capacity required to enter into and perform this Agreement. If you use the Service on behalf of a company, school, institution or other organization, you represent that you have full authority to accept this Agreement on behalf of that entity and bind it to this Agreement.

2. Nature and scope of the Service

The Service may include, without limitation:

1. Scanning documents, receipts, notes, book pages, identification documents or other content with the camera;
2. Importing images, PDFs or other files from photos, files or other sources;
3. Cropping, rotating, enhancing, organizing pages, generating thumbnails or exporting scanned pages and imported files;
4. Using OCR technology to recognize text, tables, blocks, fields, languages or document types;
5. Providing text cleanup, summaries, translation, key point extraction, structured extraction, document Q&A and other AI post-processing based on OCR text;
6. Saving, searching, categorizing, tagging, organizing into folders, favoriting, archiving and managing documents;
7. Providing membership subscriptions, usage quotas, restore purchase, transaction verification, notifications, customer support and related features;
8. Other features shown in the App from time to time.

You understand and agree that OCR results, AI summaries, translations, structured fields, document Q&A, classifications, suggestions and other generated content are intended to improve scanning, reading, organization and document processing efficiency. They may contain recognition errors, omissions, formatting errors, translation deviations, insufficient contextual understanding or inaccurate generated content. They are provided for reference and your own verification only, and do not constitute medical, legal, financial, insurance, tax, academic, immigration, compliance or other professional advice.

If your documents involve medical bills, insurance policies, invoices, receipts, identity documents, contracts, financial records, government documents, examinations, assignments or other important uses, you should verify the results against the original documents and consult qualified professionals where necessary. We do not guarantee the accuracy, completeness, suitability, timeliness or outcome of any OCR or AI result.

3. Account registration, sign-in and security

You may need to register and sign in before using all or part of the Service. You agree to provide true, accurate, complete and up-to-date information during registration, and to properly protect your sign-in credentials, verification codes, devices and account information. You must not disclose, lend, transfer or sell your account to unauthorized persons.

The Service may support different sign-in methods as shown in the product, including email verification code, Apple, Google or other third-party sign-in methods. FileBay's email sign-in is based on verification codes and does not require you to create a password account. Availability of sign-in methods, regional versions and features may vary by device, region, platform policy, product version or our operational arrangements, and is subject to what is actually shown in the App.

If you discover or suspect unauthorized account use, account theft or other security risks, you should promptly notify us and take reasonable measures to protect your account.

If we reasonably suspect abnormal sign-in, misuse, impersonation, fraud, payment risk, violation, quota circumvention or other security risks, we may require additional verification, restrict certain features, suspend the Service, reject transactions, freeze or terminate the account.

4. Device permissions, system dependencies and feature limits

Some features require device permissions or depend on third-party platform capabilities, including:

1. Camera permission for scanning;
2. Photo or media library read permission for image import;
3. Photo or media library add permission for saving scans, images or exports;
4. Notification permission for OCR completion, task status, account or subscription reminders;
5. Local network permission in specific testing, development or local processing scenarios;
6. Apple App Store, Google Play, Apple, Google, Supabase, cloud services, OCR services, AI services, translation services, push services or other technical providers.

If you refuse or withdraw permission, disable relevant system capabilities, or if a third-party platform, service or device environment becomes unavailable, restricted, delayed, suspended or subject to policy changes, some features may become unavailable, degraded or interrupted. You understand and agree that this is a reasonable operational limitation of the Service.

5. User files, scanned content and responsibility

You are solely responsible for the legality, authenticity, accuracy and rights consequences of all images, files, scanned pages, OCR text, PDFs, attachments, document titles, tags, classifications, document Q&A content, feedback and other materials that you photograph, import, upload, store, process, export or share through the Service ("User Content").

You represent and warrant that:

1. You have the necessary rights, authorization or lawful basis to process the User Content;
2. You will not use the Service to scan, upload, process or share other people's data, confidential documents, protected information or infringing content without authorization;
3. If you submit documents containing another person's personal data, you have obtained the necessary authorization or have another lawful basis where required;
4. Your User Content and use of the Service will not infringe any third-party intellectual property rights, privacy rights, confidentiality obligations, trade secrets, personality rights or other lawful interests;
5. Your User Content and use of the Service will not violate applicable law, platform rules, contractual obligations or this Agreement.

Subject to applicable law and the FileBay Privacy Policy, you grant us a non-exclusive, worldwide, royalty-free, revocable but technically and legally limited license to use, store, process, transform, analyze, display and generate results related to your User Content to the extent necessary to provide, maintain, back up, secure, troubleshoot, comply with legal obligations, prevent abuse and improve the Service.

This license is solely for providing the Service and does not transfer ownership of your files to us. You retain the rights you lawfully hold in your User Content. When you delete content, stop using the Service or request account deletion, we will handle the relevant data according to the FileBay Privacy Policy and applicable law. Backups, logs, dispute handling records, legally required retention, security audits, anti-fraud data or anonymized/de-identified data may continue to be retained for a reasonable period.

6. OCR, AI generated content and professional risks

OCR text, Markdown, tables, fields, summaries, translations, key points, structured results, document Q&A replies, classifications or other outputs generated by the Service based on your User Content ("Generated Content") may be inaccurate, incomplete, inappropriate, duplicated, outdated, missing or inconsistent with the original documents. You are responsible for deciding whether to adopt, use, share or rely on any Generated Content.

You understand and agree that:

1. OCR may be affected by blur, poor lighting, skew, occlusion, fonts, languages, layouts, handwriting, tables or print quality;
2. AI summaries, translations, structured extraction or document Q&A may be affected by OCR errors, insufficient context, model limitations or third-party service status;
3. For amounts, dates, names, addresses, identity numbers, policy numbers, member numbers, transaction numbers, medical items, insurance coverage, deductibles, tax information, contract terms, legal obligations or other important content, you should rely on the original document and qualified professional advice;
4. The Service does not provide medical diagnosis, insurance claim decisions, legal review, tax determinations, financial advice, immigration advice, academic grading or other professional judgment;
5. We are not responsible for decisions, submissions, filings, payments, signatures, claims, medical treatment, investments or other actions you take based on Generated Content, except where mandatory law provides otherwise.

7. Sharing, export and third-party transmission

If you use export, share, copy, save, forward, open in another app, PDF generation or other outbound transmission features, you are responsible for ensuring that the content shared or exported does not infringe rights, violate law, misrepresent facts, mislead others or cause harm.

Once you share User Content or Generated Content to third-party platforms, messaging tools, cloud drives, social media, email, printing services, other apps or recipients, those third parties will process the content under their own terms and privacy policies. We cannot control their subsequent use, storage, forwarding, deletion or security measures. You are responsible for the consequences of outbound sharing, export or public display.

8. Paid services, memberships and refunds

The Service may offer both free and paid content. Paid services may include membership subscriptions, auto-renewing plans, one-time purchases, consumable products, increased OCR / AI / translation / export quotas, feature unlocks or other paid features shown in the App.

Prices, billing cycles, feature scope, quotas, validity periods, auto-renewal, restore purchase and other paid service terms are subject to the pages, descriptions and order information shown in the App at the time of purchase. By confirming a purchase, you agree to the applicable paid terms.

If you complete in-app purchases through Apple App Store, Google Play or other third-party platforms, billing, renewal, cancellation, restore purchase, payment failure, refund and account management are governed by those platforms' terms and policies. You should manage auto-renewal or subscription status in the relevant platform account settings.

Unless mandatory law, platform rules or our explicit written statement provides otherwise, paid amounts are generally non-refundable. Refund requests for platform in-app purchases are usually handled under the relevant platform rules. If a platform refunds you, reverses a transaction or determines a transaction invalid, we may cancel or adjust the corresponding membership, quota, benefit or paid feature.

Memberships, quotas, OCR counts, AI processing counts, translation quotas, export quotas or other value-added content may not be redeemed for cash, transferred, resold, split, gifted or moved to another account unless we expressly allow it.

9. User conduct

You agree to comply with all applicable law, regulatory requirements, platform rules and this Agreement, and must not:

1. Submit, publish, transmit, generate, share, store or process unlawful, infringing, defamatory, insulting, fraudulent, harassing, discriminatory, hateful, obscene, violent, threatening, self-harm encouraging, privacy-invasive, trade-secret-infringing or otherwise objectionable content;
2. Impersonate others, misrepresent your relationship with a person or entity, or collect, use, disclose, scan, upload or process another person's data without authorization;
3. Use the Service to process identity documents, medical files, insurance files, bills, contracts, school materials, company documents, government documents or other protected data that you are not authorized to process;
4. Use bots, batch scripts, automation, scraping tools, abnormal request frequency, shared accounts or other improper means to use the Service;
5. Bypass, probe, crack, reverse engineer, decompile, interfere with, test or damage the Service, application, models, protection mechanisms, quota limits, payment mechanisms, servers or third-party services;
6. Use the Service, Generated Content, OCR capabilities, AI capabilities or any part thereof for unauthorized commercial use, sublicensing, resale, batch outsourcing, training competing products or building substitute services;
7. Abuse membership benefits, promotions, refunds, restore purchases, invitation mechanisms, trials, quotas or other product rules;
8. Intentionally upload malicious files, viruses, trojans, attack payloads, abnormal images, oversized files or other content that may harm the Service, users, third-party platforms or the public interest;
9. Engage in any conduct that may harm us, other users, third-party platforms or the public interest.

If you violate this section, we may issue warnings, delete content, restrict features, cancel orders, recover benefits, suspend or terminate accounts, refuse service and, where necessary, report to competent authorities or cooperate with legal procedures.

10. Intellectual property

The Service and all related content, including software, code, interfaces, designs, layouts, trademarks, logos, names, images, audio, data structures, copy, algorithms, prompt systems, feature combinations, workflow designs, database structures and documentation, are owned by the Company or lawful rights holders.

Subject to your compliance with this Agreement, we grant you a non-exclusive, non-transferable, non-sublicensable and revocable limited right to use the Service on your personal device for personal, non-commercial purposes only. Except where expressly permitted by applicable law, you may not copy, modify, publish, distribute, sell, rent, sublicense, publicly display, reverse engineer, extract, train competing models with or otherwise exploit any part of the Service without our prior written consent.

You retain the rights you lawfully hold in your User Content. OCR, organization, translation, summary, structured extraction or export processing by the Service does not change the rights you or relevant rights holders have in the original content.

11. Third-party services and platforms

The Service may integrate, call, depend on or link to third-party platforms, sign-in services, payment platforms, app stores, cloud infrastructure, push services, OCR services, AI models, translation services, email services, storage services or other technical providers. Those third-party services are provided and controlled by the relevant third parties. We cannot fully control their content, availability, stability, security, data processing methods, policies or results.

When you use third-party services, you may also be bound by the relevant third-party terms, policies and platform rules. If you do not agree to those third-party rules, some features may not be available.

12. Apple, Google and app store supplemental terms

If you download or use the Service through Apple App Store, Apple may require you to comply with Apple Media Services Terms and Conditions, Apple's standard end user license agreement or other applicable platform terms. Unless we provide and apply a custom end user license agreement in App Store Connect, Apple's standard end user license agreement may apply to your use of the App.

If this Agreement constitutes or is deemed to constitute a custom end user license agreement on Apple platforms, then to the extent required by applicable law and Apple rules:

1. This Agreement is between you and the Company only, and Apple is not a party;
2. The Company, not Apple, is responsible for the Service and its content;
3. Apple has no obligation to provide maintenance or support services for the Service;
4. Subject to this Agreement, you receive a non-transferable limited license to use the App on Apple-branded products that you own or control, and in accordance with applicable Apple usage rules;
5. Apple and its affiliates may be third-party beneficiaries of the relevant provisions and may enforce them where applicable.

If you download, purchase or use the Service through Google Play or another app store, you must also comply with that platform's service terms, payment terms, subscription management and refund policies.

13. Service changes, interruptions and termination

We may add, modify, restrict, remove, suspend or terminate all or part of the Service, features, content, quotas, prices, interfaces, delivery methods or applicable regions at any time for legal, compliance, product, technical, operational, security, cost-control, third-party dependency, platform policy or other reasonable reasons.

Where reasonably practicable, we will notify you of material changes through in-app notices, announcements, pop-ups, email or other appropriate means. For urgent security, compliance, platform, attack prevention, troubleshooting, cost-control or other necessary reasons, we may take action first and notify afterwards.

We do not guarantee that the Service will be continuous, uninterrupted, error-free or fully available at all times, in all regions, on all devices or network environments. We will use reasonable efforts to address interruptions, delays, errors or temporary data unavailability caused by network failures, third-party service unavailability, maintenance, platform review, model service instability, storage service issues or force majeure, but we are not liable beyond what applicable law requires.

14. Account deletion, cancellation and termination

You may request account deletion or cancellation through the in-app process. Under the current Service rules, after you submit a cancellation request, your account will generally enter a 7-day grace period. During that period, you may withdraw the cancellation request if the App process supports it. After the grace period expires, we will delete, anonymize or otherwise handle relevant data according to the FileBay Privacy Policy and applicable law, except for data needed for legal retention, dispute handling, security logs, anti-fraud, technical backups, transaction reconciliation or platform compliance.

If you seriously or repeatedly violate this Agreement, applicable law, platform rules or payment rules, or if we reasonably believe that your account presents security, fraud, abuse, infringement, quota circumvention or other material risks, we may restrict, suspend, freeze or terminate your account and related services to the extent permitted by applicable law.

After account deletion, termination or service cessation, expired, used, refunded, reversed or violation-cancelled memberships, quotas, export results or other value-added content may not be restored.

15. Disclaimers and limitation of liability

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by applicable law, we make no express or implied warranties that the Service will be uninterrupted, error-free, delay-free, virus-free, completely secure, completely accurate, fully suitable, fully reliable or meet your specific needs.

To the maximum extent permitted by applicable law, we are not responsible for:

1. Your reliance on OCR results, AI generated content, translations, structured fields, document Q&A or third-party services;
2. Personal, business, medical, legal, financial, insurance, tax, academic, immigration, compliance or other decisions you make based on the Service;
3. Rights disputes, data leakage, reporting errors, submission errors or third-party claims arising from your processing, sharing, exporting, submitting or saving documents through the Service;
4. Loss of data, goodwill, revenue, profit, business interruption, lost opportunities, emotional distress or other indirect, incidental, special or consequential damages;
5. Third-party platform interruptions, unavailability, data processing methods, policy changes or result errors;
6. Force majeure, network failures, device failures, system maintenance, hacking attacks, cloud service issues, OCR or AI service issues, or other events beyond our reasonable control.

To the maximum extent permitted by applicable law, our total cumulative liability to you in relation to the Service is limited to the total amount you actually paid to us for the relevant paid service during the 12 months before the event giving rise to the claim. If you only use free services, we will not owe monetary compensation to you to the extent permitted by applicable law, unless mandatory law provides otherwise.

Nothing in this section excludes any liability that cannot be excluded or limited under applicable law.

16. Indemnity

If your breach of this Agreement, violation of applicable law, infringement of third-party rights, unauthorized processing of another person's data, misuse of the Service, submission of unlawful or infringing content, or use of User Content, Generated Content, sharing or export results causes claims, losses, liabilities, fines, costs or expenses to us, affiliates, service providers, partners, employees or other users, you agree to provide reasonable indemnity and assistance in defense to the extent permitted by applicable law.

17. Governing law and dispute resolution

The formation, validity, interpretation, performance and dispute resolution of this Agreement are governed by the laws of the Hong Kong Special Administrative Region, without regard to conflict of law rules.

Any dispute arising from or relating to this Agreement or the Service should first be resolved through good-faith negotiation. If negotiation fails, either party may submit the dispute to the courts of the Hong Kong Special Administrative Region.

18. Updates to this Agreement

We may update this Agreement from time to time for legal, regulatory, platform, technical, product, operational or security reasons. The updated version will be published through the App, website or another appropriate channel and will take effect upon publication or on the effective date stated.

If an update involves material changes to your important rights or obligations, we will notify you where reasonably practicable through in-app notices, pop-ups, announcements, email or other appropriate means. Unless applicable law requires otherwise, your continued use of the Service after the update means you accept the updated Agreement. If you do not agree, you should stop using the Service.

19. Relationship with the Privacy Policy

When using the Service, you are also bound by the FileBay Privacy Policy and Personal Information Collection Statement.

If this Agreement conflicts with those documents regarding personal data processing, the FileBay Privacy Policy and Personal Information Collection Statement prevail for personal data matters. For other matters, this Agreement prevails.

20. Severability and entire agreement

If any provision of this Agreement is found invalid, unlawful or unenforceable by a competent court or authority, that provision will be severed to the necessary extent without affecting the validity and enforceability of the remaining provisions.

This Agreement, together with the FileBay Privacy Policy, Personal Information Collection Statement and any supplemental rules or notices expressly applicable in the App, constitutes the entire agreement between you and us regarding use of the Service.

21. Contact us

If you have questions about this Agreement, the Service, account, payments, complaints or other matters, please contact us:

Company name: Xiaosheng APAC Technology Limited

Email: chris@dawnai.tech

Please include "FileBay Terms Inquiry" in the email subject and provide the information necessary to identify the relevant account or issue.