Institutional Purchasing

Your organization can purchase access to Fern™ and its variants, along with any agreed services. We work with your commercial, legal and security contacts to agree the terms and set up your workspace.

1. Agreement and scope

The customer agreement and order form set out what you are buying: the product or services, permitted use, access, fees, term, billing and any support or delivery commitments. For commissioned work, they also describe the scope and deliverables. An enquiry or demonstration does not create a purchase obligation.

We confirm the contracting entity and the person authorized to sign. If your organization uses its own procurement process, send us the vendor-onboarding requirements, purchase-order instructions and relevant deadlines.

2. Data and security review

Fern supports work with your organization’s private documents. Before access begins, we agree the terms for processing that material and any requirements for providers, hosting, retention or regulated data. A data processing agreement or other addendum is included where the service and information require one.

Your security team can review the Security and Trust page and request the current architecture, provider information and control evidence. The agreed arrangements cover ordinary use of the workspace; they are not a separate approval process for every document.

3. Signature and billing

Access begins on the terms and start date agreed in your contract. Invoices, purchase orders and payment follow those terms. If hosted payment is offered, card or bank details are entered with the payment provider; Varosync receives the billing details and transaction status needed to administer your account.

4. Workspace access

We provision your organization’s environment and arrange access for its authorized users. Each person signs in with an individual account, using multi-factor authentication or your organization’s configured single sign-on.

Your team can then create cases, upload documents, connect supported folders and use the workspace within its agreed scope. Roles and sharing settings control access to the work. A new question, file or analysis within that scope does not require a new order.

Your organization remains responsible for the rights to the data it provides, the users it authorizes and its use of the results.

5. Changes and renewals

Changes to the purchased service, commercial scope, hosting arrangements or agreed data requirements are handled under the customer agreement. Any additional fees or commitments require agreement. Renewal, cancellation, export and deletion terms are those in your contract.

6. Contact

For purchasing, onboarding or an existing agreement, contact [email protected]. For an initial conversation, contact our team. Use Fern for customer documents; public enquiry forms and payment pages are not document-upload channels.