Terms and Conditions

Doris - bookwithdoris.com

Last updated: 6 October 2026

These Terms and Conditions (“Terms”) govern your use of Doris, a room booking service operated by ItsMeFil Ltd (Company No. 17218858), a company registered in England and Wales (“we”, “us”, “our”). By signing up for or using Doris, you agree to these Terms.

If you are signing up on behalf of an organisation, you confirm that you have authority to bind that organisation to these Terms.

1. The Service

Doris is a web-based room booking system that allows organisations to manage the booking of rooms by their members. We provide the platform; you are responsible for how it is used within your organisation.

We reserve the right to update or modify the service at any time. Where changes are material, we will provide reasonable notice.

2. Accounts and Access

You are responsible for maintaining the security of your account credentials. You must not share login details or permit unauthorised access to your account.

Account creation and authentication is handled by Clerk (clerk.com). ItsMeFil Ltd does not store or have access to passwords.

You must provide accurate information when registering. You must notify us promptly if your contact details change.

On the Free plan, an administrator may be signed in on two devices at a time. Signing in on a third signs out the oldest.

3. Organisations and Users

When you create an organisation on Doris, you become its owner and administrator. You are responsible for:

Inviting only individuals who are authorised members of your organisation, and never anyone under the age of 16
Ensuring your organisation’s use of Doris complies with applicable law
Setting appropriate access controls and user permissions
Removing users whose access should be revoked

Doris is a room booking tool. The personal data it is designed to hold is the data of the people who book and use your rooms: your staff, volunteers and members, and guests who hire a room from you.

If your organisation hires rooms out to people who are not members, for example a birthday party, a community meeting or a wake, you may record that hirer’s contact details and any extra details you have set your organisation up to capture. The person hiring the room is your customer for that hire, and recording them is what the feature is for.

You must not use Doris to store details of the people your organisation serves. A counsellor’s clients, a charity’s beneficiaries, a school’s pupils and any equivalent service user must stay out of Doris. Booking a room for a client is fine. Recording who that client is, is not.

Only invite the people who need to book rooms.

Member records. Doris lets you keep a contact record for each member: address, phone number, an emergency contact, how they pay, and your own notes. You are the data controller for those records. That means:

You decide whether to collect them and must have a proper reason to. Collect what you need to run the venue and nothing more.
An emergency contact is a third person who has never used Doris. It is your responsibility to make sure that person knows their details are held and why.
Your notes about a member are that member’s personal data. They can ask to see them, and you will normally have to show them. Write notes you would be comfortable with the member reading.
Once a member has signed in, only they can change their own contact and emergency details.

4. Trial Period

New organisations get a free 14-day trial from signup with everything Doris offers, on the Diary & Billing plan. No credit card is required during the trial.

The trial can be extended twice, by getting set up:

7 extra days when you complete the setup wizard
7 extra days when a fifth member joins your organisation (owners and admins are not counted)

Each extension is one-off and can only be earned once, so the longest a trial can run is 28 days from signup. There is no usage-based or rolling extension.

At the end of the trial your organisation moves to the Free plan (section 5). Nothing is lost: your rooms, members, bookings and history stay exactly where they are. Features that belong to a paid plan stop being available until you subscribe, and any bookings or settings that depend on them are kept but cannot be changed.

We reserve the right to modify the trial terms for new signups with reasonable notice.

5. The Free Plan

Doris Diary Free costs nothing and has no time limit. It is for organisations that take up to 100 bookings a month and do not charge for their rooms. On the Free plan:

Your organisation may take up to 100 bookings a month, counted in the month the booking takes place. Your Overview page shows where you stand, warns you as you approach the limit, and explains how a quiet month’s unused bookings carry over and how a busy month can draw ahead on the next.
If you need more in a given month, you can buy a pack of 40 booking credits (£16, or $20 outside the UK) through Paddle, or move to a paid plan. Credits are used after the monthly allowance, do not expire, and are not refundable once bought, except where the law says otherwise.
The owner can add up to three administrators, as on every plan.
Standing bookings with no end date, and series longer than 14 sessions, need a paid plan.
Guest bookings work, but Doris sends nothing to the guest on the Free plan. Confirming the booking with them is up to you.
Pricing rooms, statements, deposits and card payments belong to Diary & Billing.

The 100 rooms and 500 members that every plan includes apply on Free too.

We may change what the Free plan includes, including the monthly allowance and the price of a credit pack, with at least 30 days’ notice shown in the app or sent to the owner. We will not reduce credits you have already bought.

An organisation on the Free plan that goes dormant - no booking made or taking place in the last 180 days - may be archived. Archiving switches the organisation off; its data is kept, and you can ask us to reactivate or delete it (section 15).

6. Subscription and Billing

Subscriptions are offered on two plans, billed annually or monthly: Diary (£200 per year, or £20 per month) and Diary & Billing (£400 per year, or £40 per month). Both plans include up to 100 rooms and 500 members. Prices exclude VAT and any local sales tax, which is added at checkout. Current prices and plan contents are listed at bookwithdoris.com/pricing.

Billing is processed by Paddle (paddle.com), who acts as Merchant of Record for your Doris subscription and for booking credit packs. ItsMeFil Ltd does not store or process payment card data.

Subscription pricing may change. We will give at least 30 days’ notice before any price increase takes effect for existing subscribers, applied at the next renewal.

Subscriptions renew automatically at the end of each billing period, monthly or annual depending on what you chose, unless cancelled before the renewal date. When a subscription ends, your organisation returns to the Free plan (section 5) with its data intact.

7. Taking Payments from Your Members and Guests

The Diary & Billing plan can send your members and guests a link to pay your organisation by card. If you turn this on, you connect your own Stripe account (stripe.com) to Doris.

This is a different flow from the subscription you pay us, and the difference matters:

The money is yours and it goes straight to you. Card payments are taken on your own Stripe account and settle to your own bank account. They never pass through ItsMeFil Ltd.
We take no cut of it. No percentage, no fee, ever. Stripe charges you its own processing fees under your agreement with Stripe. We are not a party to that agreement.
We never see card details. They are entered with Stripe, not with us.

Your organisation is the seller in any payment its members or guests make to it. You are responsible for what you charge, for refunds and disputes on those payments, for any tax due on that money, and for meeting Stripe’s own terms. Doris records what is owed and what has been paid. It does not hold, route, or take responsibility for your money.

You can disconnect Stripe from Doris at any time in Settings. Doing so stops new payment links being created. It does not affect payments already taken, which are a matter between you, Stripe and the payer.

Guest bookings themselves - recording a hire for someone who is not a member - are available on every plan. Only the money side (prices, deposits, statements and payment links) needs Diary & Billing.

8. Refunds

This clause is about your Doris subscription and credit packs. It does not apply to money your members or guests pay your organisation, which is covered by section 7.

Doris subscriptions and credit packs are sold and fulfilled by Paddle (paddle.com), who act as our Merchant of Record. Refund requests are handled by Paddle on our behalf.

Your refund rights depend on your location and circumstances. UK consumers have a 14-day statutory right to withdraw from a new subscription. Other statutory rights may apply depending on your country. Where local consumer protection law grants you refund or withdrawal rights, those rights apply and take precedence.

Outside of statutory entitlements, subscription payments are non-refundable. Cancellation stops future renewal but does not entitle you to a refund for the remainder of the billing period you have already paid for.

For refund requests and billing queries, contact Paddle directly at paddle.net. See our full Refund Policy at bookwithdoris.com/refund for details.

Nothing in this clause affects your statutory rights under UK consumer law.

9. Booking on Someone Else’s Behalf

Administrators can make, move and cancel bookings for any member, and can enter bookings for guests. An organisation can also name a member as a team booker, who can see, make and cancel bookings for the members of their own team.

Bookings made this way are your organisation’s bookings, made by people you have authorised. You are responsible for them, including for what the member is charged where a room has a price. Doris tells the member when someone else books for them, and your organisation can choose in Settings to require the member’s acceptance before a booking with a price is confirmed.

10. Connected Services

Doris lets an organisation connect outside services to its own data: a calendar application (through a calendar feed), an AI assistant the organisation already uses (through a read-only connection), a system of the organisation’s own (through signed webhooks), and Stripe (section 7). Members can also create a personal calendar feed of their own bookings.

These connections are off unless you turn them on. When you do:

You are choosing to send your organisation’s data to that service, and you are responsible for that choice and for the service’s handling of the data. Check what it will receive before you connect it. Member email addresses are not included in AI and webhook connections unless you switch them on.
Links that give access without signing in - calendar feeds, payment links and welcome links - are secrets. Keep them as you would a password, and regenerate a link if you think it has reached the wrong person.
We may disable a connection that repeatedly fails, that is used to attack the service, or that we reasonably believe is being used in breach of these Terms. We will tell you when we do.

11. Referral Programme

Any Doris user - owner, administrator or member - can refer an organisation that does not yet use Doris, and earn a reward if it subscribes.

A referral is made through the Refer link in Doris. It sends one invitation to the email address you give, in your name and with your email address as the reply address. You must have that person’s permission to give us their address, and you must not refer yourself, your own organisation, or an address that is already a Doris user.
The reward is one month of the referred organisation’s plan: £20 for Diary or £40 for Diary & Billing where the organisation is billed in pounds, and $25 or $50 otherwise, at the plan the organisation is on when the reward is paid.
A reward is earned when the referred organisation makes its first subscription payment, and paid 30 days later provided it is still subscribed. One reward is paid per referred organisation, to the person who referred it first.
Rewards are paid as a voucher through Tremendous (tremendous.com), which lets you choose from a range of gift cards and similar. Any tax due on a reward is your responsibility.
We may withhold or reclaim a reward where we reasonably believe the referral was not genuine, or the referred organisation was created only to earn it.
We may change or end the programme at any time. A reward already earned will still be paid.

12. Data and Privacy

We process personal data in accordance with our Privacy Policy, available at bookwithdoris.com/privacy. By using Doris, you agree to that policy.

ItsMeFil Ltd acts as data controller for the personal data of organisation administrators. For the personal data of organisation members (users invited by the administrator), and for the details of guests entered by an administrator when hiring a room to them, the organisation acts as data controller and ItsMeFil Ltd acts as data processor.

Data processing terms. Where we act as your processor, the following applies, and forms the written contract that data protection law requires between us:

Subject matter and purpose. We process the personal data of your members and guests - names, contact details, member records, bookings and what is owed and paid - for as long as you use Doris, for the sole purpose of providing the room booking service described in these Terms.
Your instructions. We process that data only on your documented instructions, which are these Terms, our Privacy Policy and the settings you choose in Doris. We will tell you if we believe an instruction breaks data protection law.
Confidentiality. Everyone who processes personal data on our behalf is bound by a duty of confidentiality.
Security. We apply the measures described in section 10 of our Privacy Policy.
Sub-processors. You authorise us to use the third-party services listed in section 5 of our Privacy Policy. We will give you at least 30 days’ notice, in the app or by email to the owner, before adding a new one that processes your members’ or guests’ data, and you may end your use of Doris before the change if you object. Services your organisation connects itself (section 10) are your own arrangement, not our sub-processors.
Helping you meet your obligations. We will help you respond to a member’s or guest’s request to exercise their rights, and with any assessment or consultation data protection law requires of you, to the extent the information is ours to give. Much of it you can do yourself in Doris.
Breaches. If we become aware of a personal data breach affecting your data, we will tell you without undue delay and give you what we know so you can meet your own obligations.
When you leave. You can export your bookings at any time. When your organisation is deleted at your request, we delete your members’ and guests’ data with it, except what we must keep by law. Guest details and member records are in any case deleted on the automatic schedules described in our Privacy Policy.
Showing you we comply. We will make available the information reasonably needed to show we meet these obligations, and will answer reasonable questions from you about how we process your data.

Guest contact details are deleted automatically once the retention period your organisation has chosen has passed. You choose that period in Settings, between 1 and 24 months after the booking date, and it is 12 months unless you change it.

13. Acceptable Use

You must not use Doris to:

Store or process special category personal data (including health, clinical, or patient data), whether about a member, a guest, or anyone else
Store details of the people your organisation serves, such as clients, patients, pupils or beneficiaries (see section 3)
Store or process payment card information
Invite anyone under the age of 16 as a member
Violate any applicable law or regulation
Attempt to gain unauthorised access to any part of the service
Interfere with the security or integrity of the service, including by pointing a webhook or connection at a service you do not control
Use the service in a way that damages, disrupts, or impairs the service for other users

14. Service Availability

We aim to provide a reliable service but do not guarantee uninterrupted availability. Planned maintenance will be communicated where practicable. We are not liable for losses arising from service unavailability.

15. Data Retention on Cancellation

When your trial ends without a subscription, or a subscription lapses or is cancelled, your organisation moves to the Free plan (section 5). Your data is preserved and Doris keeps working within the Free plan’s limits.

An organisation on the Free plan that has gone dormant - no booking made or taking place in the last 180 days - may be archived. Archiving switches the organisation off: nobody can sign in to it and it is no longer used. The data itself is retained on our systems at that point, not erased. Ask us and we will reactivate it.

We want to be plain about what does not happen. There is no automatic job that permanently erases an organisation’s data after a set period. Permanent deletion happens when you ask us for it, or when we decide we no longer need to hold the data. If you want your organisation’s data permanently deleted, email hello@bookwithdoris.com and we will do it and confirm when it is done. Nothing here limits your rights under UK data protection law.

Two things are deleted automatically whether or not anyone asks: guest contact details, on the schedule your organisation sets, and a member’s contact, emergency and payment record, 30 days after that member leaves. See section 9 of our Privacy Policy.

You are responsible for exporting any data you need before asking us to delete it.

16. Intellectual Property

The Doris name, logo, software, and all associated content are the intellectual property of ItsMeFil Ltd. Nothing in these Terms grants you any licence to use our intellectual property except as necessary to use the service.

17. Limitation of Liability

To the maximum extent permitted by law, ItsMeFil Ltd’s total liability to you in connection with Doris shall not exceed the amount you paid us in the 12 months preceding the claim, or £100 if you have paid us nothing in that period.

We are not liable for indirect, consequential, or loss of business arising from use of the service. This does not affect our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation.

18. Termination

You may cancel your subscription at any time. Access continues until the end of the current billing period, after which your organisation returns to the Free plan.

We reserve the right to suspend or terminate access where these Terms are materially breached, with notice where reasonably practicable.

If we ever withdraw the service, or a plan, we will give at least 90 days’ notice by email to the owner, and you will be able to export your data throughout that period.

19. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

20. Contact

For questions about these Terms, contact us at: hello@bookwithdoris.com

ItsMeFil Ltd (Company No. 17218858), registered in England and Wales. Registered office: 66 Paul Street, London EC2A 4NA.