Terms of Service

Effective date: 18 May 2026 · Last updated: 18 May 2026

These Terms of Service (the “Terms”) govern your access to and use of the PosterVault service operated by PosterVault Ltd (“PosterVault”, “we”, “us”). By creating an account, accessing the Service, or uploading content, you agree to these Terms. If you are entering into these Terms on behalf of an institution, you represent that you have authority to bind that institution.

1. Eligibility

• You must be at least 18 years old, or 16 with verifiable consent from a parent, guardian, or supervising professor.
• You must be legally able to enter into a binding contract under the laws of your jurisdiction.
• You must not be barred from using the Service under any applicable law, sanctions regime, or prior PosterVault enforcement action.

2. Accounts and Authentication

• One account per individual human; do not share credentials or seats.
• Keep your password and OAuth credentials confidential. You are responsible for all activity on your account.
• Notify us promptly at security@postervaultiq.com if you suspect unauthorised access.
• We recommend enabling multi-factor authentication on the OAuth provider you use to sign in (e.g. Google).

3. Subscriptions and Billing

• Free: limited to one portfolio, up to ten posters, basic AI summaries, and one subfolder.
• Lab Pro: USD $49 per year per lab, with unlimited subfolders and posters, full AI analysis at all levels, and comment/review tools.
• Institution: custom pricing for multi-lab dashboards, SSO/SAML, institution-wide admin, and SLAs. Contact sales@postervaultiq.com.
• Payments are processed by Stripe. Paid plans renew automatically at the end of each billing period until cancelled.
• You may cancel at any time from your account settings; cancellation takes effect at the end of the current billing period.
• Refunds: paid fees are generally non-refundable except where required by applicable law. We may, at our sole discretion, prorate refunds for significant outages or material breaches by us.
• Taxes: prices are exclusive of VAT, GST, sales tax, and similar levies, which will be added where applicable.

4. User Content and Ownership

You retain all intellectual-property rights in the posters, comments, and other content you upload (“User Content”). Authorship of research stays with the researchers and their institution; PosterVault makes no claim of authorship or ownership over your research output.

You grant PosterVault a worldwide, non-exclusive, royalty-free, sub-licensable licence — limited to the purpose of operating the Service for you — to host, store, transmit, display, and process your User Content, including by sending it to our AI sub-processor for analysis as described in our Privacy Policy. This licence ends when you delete the content or your account, except to the extent retention is required by law or for legitimate backup recovery.

You represent and warrant that you have the rights and authorisations needed to upload your User Content (including any third-party data appearing on posters, such as student names) and that uploading it does not infringe anyone’s rights or breach any obligation of confidentiality.

5. AI Output

The Service uses AI to generate summaries, methods extracts, findings extracts, themes, and other analyses (“AI Output”). AI Output is best-effort, may contain errors or omissions, and is not a substitute for expert review. Do not rely on AI Output for clinical, regulatory, grant-submission, or other high-stakes decisions without independent verification by a qualified human. You are responsible for reviewing, correcting, and approving AI Output before relying on it externally.

6. Acceptable Use

You agree not to:

• Upload malware, malicious code, or anything intended to disrupt the Service.
• Upload content that infringes intellectual-property, publicity, or privacy rights of any third party.
• Upload personal data of identifiable third parties (e.g. students) without the authorisations required by applicable privacy law.
• Use the Service to harass, defame, or threaten any person.
• Scrape, mirror, or systematically copy the Service or other users’ content; reverse engineer or attempt to derive source code; or probe, scan, or test the vulnerability of our systems without prior written permission.
• Resell, lease, or sub-licence the Service without our written consent.
• Use the Service to train a competing AI model on its output.
• Violate applicable law, sanctions, or export-control regulations.

7. Privacy

Our collection and use of personal data is described in our Privacy Policy, which is incorporated into these Terms by reference.

8. Termination

You may terminate your account at any time from account settings or by emailing hello@postervaultiq.com. We may suspend or terminate your access — with notice where reasonably possible — if you materially breach these Terms, if your use creates a risk or possible legal exposure for PosterVault or other users, or if we are required to do so by law.

Sections that by their nature should survive termination — including ownership, disclaimers, limitation of liability, indemnification, and governing law — will survive.

9. Disclaimers

Except as expressly stated in these Terms, the Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose, non-infringement, and quiet enjoyment. PosterVault does not warrant that the Service will be uninterrupted, timely, secure, or error-free, or that AI Output will be accurate or complete. Some jurisdictions do not allow the exclusion of implied warranties; in those jurisdictions the exclusions in this section apply only to the maximum extent permitted by law.

10. Limitation of Liability

To the maximum extent permitted by law, PosterVault and its officers, directors, employees, and agents will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, goodwill, or research output, arising from or relating to the Service or these Terms, whether in contract, tort (including negligence), or otherwise, even if we have been advised of the possibility of such damages. PosterVault’s aggregate liability for all claims arising from or relating to the Service or these Terms is capped at the greater of (a) the fees you paid to PosterVault in the twelve months immediately preceding the event giving rise to the claim and (b) USD $100.

Nothing in these Terms limits liability that cannot be limited by applicable law, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

11. Indemnification

You will indemnify and hold harmless PosterVault and its officers, directors, employees, and agents from and against any claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of or relating to (a) your User Content, (b) your use of the Service in violation of these Terms or applicable law, or (c) your violation of any third-party right (including intellectual-property and privacy rights).

12. Modifications to the Service and Terms

We may modify the Service or these Terms from time to time. Material changes to these Terms will be notified by email to account holders and by a notice on the Service at least 14 days before they take effect, unless a shorter period is required for legal, security, or regulatory reasons. Your continued use of the Service after changes take effect constitutes acceptance.

13. Governing Law and Disputes

These Terms are governed by the laws of England and Wales (placeholder — to be confirmed upon incorporation). The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or relating to these Terms, except that we may seek injunctive or equitable relief in any competent jurisdiction. If you are a consumer resident in the EU, EEA, or UK, you retain the benefit of any mandatory consumer-protection provisions of the law of your country of residence.

14. Miscellaneous

• These Terms, together with the Privacy Policy and any order form or DPA, constitute the entire agreement between you and PosterVault.
• If any provision is held unenforceable, the remaining provisions remain in full force and effect.
• Our failure to enforce any provision is not a waiver of our right to enforce it later.
• You may not assign these Terms without our prior written consent; we may assign them to an affiliate or in connection with a merger or sale of assets.
• Notices to you may be sent to the email address on your account; notices to us must be sent to legal@postervaultiq.com.

15. Contact

Questions about these Terms? Email legal@postervaultiq.com.