Service Terms

Last updated: 11 October 2026

DocuWare Tools is provided under your organization's RICOH Smart Integration (RSI) subscription. The RSI terms of use and your organization's RSI contract apply. These service terms add what is specific to DocuWare Tools; where they differ, the RSI contract prevails unless it says otherwise.

1. The service

DocuWare Tools shows reports on your organization's DocuWare systems (file cabinets, usage, reports and DocuWare Workflow Analytics) and offers an AI chat that answers questions about them. People of an organization with an active subscription sign in with RSI.

2. Your organization's responsibilities

Connect only DocuWare systems your organization may use, with a DocuWare user that has no more rights than the reports need.
Have a lawful basis for the personal data in the connected DocuWare systems to be processed by the service, including where it is processed (see the Privacy Notice).
Inform employees and other people whose data is shown, in particular before using Workflow Analytics, which shows the work of individual people.
Decide who in the organization sees each file cabinet and workflow, and keep administrators and sharing up to date.
Keep sign-in details safe and tell us promptly about any misuse.

3. AI features

The chat is an AI assistant. Its answers can be incomplete or wrong; check them against the pages or DocuWare before relying on them.
Results about individual people (for example, who is a bottleneck) must not be the only basis for decisions about their employment or evaluation. A person must review them.
Do not use the chat to process data your organization may not share with the service.

4. Changes to your DocuWare system

The service reads DocuWare data. The only change it makes in DocuWare is turning on Workflow Analytics for workflows that an administrator of your organization selects; this uses the connection's DocuWare user. Turning Workflow Analytics off is done in DocuWare, because it deletes the data collected so far.

5. Availability and changes

We aim to keep the service available but do not guarantee uninterrupted service unless your RSI contract says so. Maintenance and changes to DocuWare or RSI may affect it.
We may change or improve features. We will give notice of changes that significantly reduce the service where the RSI contract requires it.

6. Logos and content you add

Logos, names and other content your organization adds remain its own. Your organization allows us to use them only to provide the service, and confirms it has the right to do so.

7. End of the subscription

When your organization's RSI subscription ends, sign-in stops within 15 minutes. The organization's data in the service (accounts, connections, settings and conversations) is deleted after the end of the subscription, or earlier at the organization's request, except where the law requires us to keep it.

8. Third-party software

The service uses open-source software under its own licenses; see Third-Party Licenses. DocuWare is a trademark of DocuWare GmbH.