Assistemia Ltd – Terms of Service

Welcome to Assistemia Ltd (“Assistemia,” “we,” “us,” or “our”). We operate the website located at assistemia.com (the “Site”) and offer AI-powered academic solutions (“Services”) to help researchers find, summarise, organise and analyse academic literature, as well as discover new research topics. These Terms of Service (“Agreement”) govern your access to and use of the Site and the Services.

By accessing or using any part of the Services, creating an account, or otherwise indicating your consent to this Agreement, you agree to be bound by these Terms of Service, as well as our Privacy Policy, which is incorporated by reference. If you do not agree to any provision of this Agreement, you may not access or use our Services.

1. Age and Eligibility

1.1 Legal Capacity

Minimum Age Requirement: You must be at least 16 years old (or the age of majority in your jurisdiction) to access and use the Services. For users under 16, parental or guardian consent is required.

Representation and Warranty: By using the Services, you represent and warrant that you meet these requirements and are capable of entering into a legally binding contract.

1.2 Territorial Restrictions

Global Accessibility: The Services are operated from the United Kingdom. Although accessible worldwide, it is your responsibility to comply with local laws if they apply to your use of our Services.

Compliance Assurance: Assistemia strives to comply with applicable laws such as the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. However, users are responsible for ensuring their use complies with local regulations.

2. Services Overview

2.1 Academic AI Modules

Article Finder: AI-driven semantic search for academic papers based on keywords or research aims. Results can be filtered by journal ranking (e.g., Q1 journals) and exported.

Topic Finder: Upload academic articles and receive AI-generated suggestions for future research topics, research gaps, and emerging themes in your field.

Literature Organiser: Upload selected articles and receive AI-powered organisation by topic, including summaries, suggested subtitles, and a structured table to support your literature review.

Theory Finder: Upload your work or describe your research idea, and receive AI-suggested relevant theories and frameworks matched from academic databases and a curated theory library.

Journal Finder: Describe your research topic and receive recommendations for suitable academic journals, along with key articles from each journal to support submission preparation.

Abstract Recommender: Upload your manuscript and receive AI-generated abstract suggestions that capture the core of your work.

Patent Finder: Search for patents using keywords, inventors, assignees, and other criteria. Retrieve detailed patent information including claims, abstracts, and descriptions from public patent databases (USPTO, EPO, WIPO).

Reference Converter: Convert the references in your Word document between IEEE and APA citation styles, including both in-text citations and the reference list.

Reference Checker: Validate and verify the accuracy of your reference list automatically, ensuring citations are complete, properly formatted, and free from errors.

Dataset Finder: Discover relevant datasets for your research topic by searching across major data repositories including Zenodo, DataCite, GitHub, Figshare, OpenAlex, and other public data repositories.

Article Proofreader: Upload your manuscript and receive AI-powered proofreading feedback, including grammar, style, clarity, and academic tone improvements.

General AI Assistant: An all-in-one academic chat companion for instant answers, brainstorming, and general research support.

2.2 Individual Academic and Professional Use

Individual Use: The Services may be used by the registered account holder for their own academic, educational or professional work, including collaborative projects in which they personally participate.

Shared, Institutional and Service-Provider Use: An Individual subscription may not be shared, pooled or operated as a team, departmental, institutional or service-provider account, and may not be routinely used to process work for unrelated third parties or clients. Groups and institutions should contact info@assistemia.com to discuss an Institutional or Group account.

2.3 No Medical or Professional Advice

Medical Disclaimer: We do not provide medical, health, clinical, legal, financial, or other professional advice. For any medical emergency, dial 999 (in the UK) or your local emergency services.

Informational Use: Our outputs are intended for informational purposes only; always seek professional advice where applicable.

2.4 No Guarantee of Academic Success

Informational Use Only: Our AI tools and suggestions are for informational purposes only. We make no guarantee regarding accuracy, completeness, or suitability for academic or professional standards. You are solely responsible for evaluating or editing any outputs for your purposes.

2.5 Changes to Services

Service Modifications: We may update, enhance, or discontinue any part of the Services at any time, with or without notice. We are not liable to you or any third party for any modification, suspension, or discontinuation of the Services.

2.6 Unlimited Access and Fair Usage Policy

Where a subscription is described as “unlimited,” access remains subject to this Fair Usage Policy, the conditions of the applicable subscription, the technical specifications of each tool, and reasonable measures necessary to maintain the security, availability, performance and economic sustainability of the Services.

2.6.1 Individual Subscription and Fair Use

Unlimited access is intended for fair use by one named account holder in connection with their own academic or professional work and projects in which they personally participate. The account holder must personally operate the account. Running multiple Assistemia tools at the same time from the account holder’s active session is permitted.

2.6.2 Tool-Specific Technical Limits

Each tool may have stated technical limits relating to file size, number of documents or articles, word count, input length, output size, processing time, number of results displayed or other operational requirements. These limits apply to an individual operation and may be updated as the Services develop.

2.6.3 Prohibited Individual-Account Use

An Individual subscription is not a group licence. The following activities are prohibited:

• Sharing credentials, authentication links or access methods, or allowing another person to operate the account.
• Using the account, whether simultaneously or sequentially, as a shared resource for a research team, laboratory, department, institution, company or other group.
• Routinely processing work for unrelated third parties or clients, including operating the account as an outsourced research, literature-review, proofreading, reference-checking or similar service.
• Reselling, sublicensing, pooling or otherwise making the Services or outputs available as a commercial or managed service to others without written authorisation.
• Using automated scripts, bots, scrapers, unauthorised APIs, multiple accounts, false identities or other methods to harvest data, bypass account conditions, or circumvent technical or security safeguards.

2.6.4 Usage Review and Warning Signals

Assistemia may use internal usage thresholds and other indicators to identify accounts for review. These indicators are warning signals only and do not by themselves establish misuse. Relevant factors may include the frequency, duration, regularity, scale and timing of successful tool runs; repeated forced logouts or session changes; repeated device or network changes; indications of automated activity; attempts to circumvent safeguards; and credible evidence of shared, team, institutional or third-party service use.

High usage, running multiple tools at the same time, or reaching a tool’s stated technical capacity does not by itself establish a breach. Assistemia will consider the pattern and circumstances as a whole.

2.6.5 Verification and Temporary Measures

Where activity is flagged, Assistemia may require reauthentication, email verification, a password reset, confirmation that the registered account holder is the sole user, or other proportionate security checks. We may revoke sessions or temporarily restrict new activity while a suspected violation or security issue is reviewed.

Except where immediate action is reasonably necessary to protect security, prevent fraud, stop continuing serious misuse or avoid material harm to the Services, Assistemia will normally notify the account holder of the concern and provide 7 calendar days to respond or remedy it.

2.6.6 Suspension, Termination and Appeal

Assistemia may suspend or terminate an account where, following a reasonable investigation and consideration of any explanation provided, we reasonably conclude that a material breach has occurred. Permanent termination for a fair-usage violation will normally be subject to human review. Immediate temporary suspension may be used for fraud, security threats, deliberate circumvention, automation, ongoing account sharing or other serious misuse. Affected users may appeal by contacting info@assistemia.com within 14 calendar days. Refunds are handled under Section 5.5.

2.6.7 Institutional and Group Use

An Individual subscription may not be used as a shared licence. Research teams, laboratories, departments, companies and institutions that require access for multiple people should contact info@assistemia.com to discuss an Institutional or Group account with separate authorised users.

2.6.8 Monitoring and Data Protection

Fair-usage and security monitoring is conducted under our legitimate interests to enforce these Terms, protect accounts and maintain platform integrity. We process only data reasonably necessary for those purposes, and automated thresholds are used to create warning signals rather than to make permanent termination decisions by themselves. Further details are provided in our Privacy Policy.

3. Account Registration and Security

3.1 Account Creation

Registration Requirements: Certain features may require registration. You agree to provide accurate, current, and complete information and keep it updated.

Account Recovery: To recover a compromised account, contact us at info@assistemia.com with necessary verification details.

3.2 Credentials and Responsibility

Named Account Holder: Each Individual account is licensed to one named person. You are responsible for safeguarding your credentials and must not permit another person to access or operate the account.

Single Active Device Session: Only one device session may be active at a time. Signing in on another device may end the previous session. Repeated forced logouts or frequent session and device changes may be considered as one warning signal during a fair-usage or security review, but will not by themselves prove misuse.

Unauthorized Access: Notify us immediately at info@assistemia.com if you suspect unauthorised use.

3.3 Termination by You

Account Termination: You may terminate or delete your account at any time by contacting info@assistemia.com. Account deletion requests will be processed within 14 days.

3.4 Suspension or Termination by Us

Valid Reasons for Suspension or Termination: We may suspend or terminate an account for a material breach of these Terms, non-payment, fraud, a security threat, a legal or regulatory requirement, or discontinuation of the relevant Service. Fair-usage cases are handled under Section 2.6 and general termination under Section 15.

4. User Content and Uploads

4.1 Definition of User Content

Scope of Content: “User Content” includes any text, data, images, PDFs, research articles, or other materials you upload or post to the Services.

4.2 Ownership and License

User Ownership: You retain ownership of your User Content.

License to Assistemia: By submitting User Content, you grant us a non-exclusive, worldwide, royalty-free, fully paid-up, transferable license (with the right to sublicense) to use, copy, adapt, modify, distribute, display, store, and analyse your User Content strictly for operating and improving the Services. This license does not extend to marketing or resale purposes.

4.3 Your Representations

You represent and warrant that:

You have all necessary rights to upload and share your User Content.

Your User Content does not violate any law or infringe any third-party rights.

You have all required permissions to process any third-party academic articles.

Any personal data included in your User Content is lawfully collected and disclosed in compliance with applicable data protection laws.

4.4 Prohibited Content

Content Restrictions: You must not upload or post any content that is illegal, defamatory, harassing, obscene, promotes violence, or violates privacy or intellectual property rights.

Academic Misconduct: You must not use the Services to engage in academic misconduct, such as plagiarism, cheating, or fraudulent research practices.

4.5 Data Retention

Storage Limitations: We may store your User Content temporarily but do not guarantee indefinite storage. User Content (AI-generated outputs) will be deleted after 2 years of account inactivity. Input files (uploaded PDFs and documents) are stored in Supabase for 2 years to enable search history and re-use, then automatically deleted. This allows you to access your search history and re-run tools on previously uploaded content. Financial records are retained for 6 years as required by HMRC. You are advised to keep your own backups in compliance with UK GDPR data minimisation principles.

5. Subscription, Payment, and Cancellation

5.1 Subscription Plans

Plan Options: We may offer subscription-based services (monthly, annual, or otherwise). Fees, billing cycles, and features will be disclosed before purchase.

Individual, Group and Institutional Accounts: Individual subscriptions are for one named user. Research groups, laboratories, departments, companies and institutions requiring access for multiple people must obtain separate named-user subscriptions or contact info@assistemia.com to discuss an Institutional or Group account.

Plan Modifications: Assistemia reserves the right to modify subscription plans, including pricing and features, with prior notice to subscribers.

5.2 Billing and Payment

Authorization: By subscribing, you authorize Assistemia (or our payment processor) to charge your chosen payment method for recurring subscription fees, applicable taxes, and other charges.

Payment Methods: We accept credit and debit cards via Stripe, our PCI DSS Level 1 certified payment processor. Assistemia does not directly store your payment card details. All payment processing is handled securely by Stripe in compliance with PCI DSS standards.

5.3 Renewals and Cancellation

Automatic Renewal: Subscriptions automatically renew unless canceled before the end of the current term.

Disabling Auto-Renewal: Users can disable auto-renewal through their account settings or by contacting info@assistemia.com.

Cancellation Policy: Cancellation takes effect at the end of the billing cycle; no refunds for unused periods unless required by applicable law. In cases of service failure or accidental charges, refunds may be provided at Assistemia’s discretion.

5.4 Late Payments

Grace Period: A 14-day grace period is provided for late payments. If payment is not received within this period, we may suspend or terminate your access.

Recovery Costs: You are responsible for any recovery costs incurred due to overdue payments.

5.5 Refund Policy

Refund Eligibility: Refunds are provided where required by law and may also be provided for service failure, accidental charges, early termination by Assistemia, or other circumstances described in these Terms.

Fair-Usage and Early-Termination Refunds: If Assistemia ends a paid subscription before the end of a prepaid billing period, we will normally refund the unused portion. We may provide a full refund as a commercial resolution. Any amount withheld must be permitted by law and reasonably connected to services already supplied or evidenced losses caused by fraud or deliberate serious misuse; it will not operate as a penalty.

Refund Requests: To request a refund, contact us at info@assistemia.com within 30 days of the charge.

6. Device Responsibility

6.1 Compatibility and Access

Technical Requirements: Certain portions of the Site may be accessible via computers, tablets, or smartphones. You are responsible for obtaining and maintaining the hardware, software, internet access, and other system requirements needed to access and use the Services.

6.2 No Guarantee of Compatibility

Service Compatibility: We make no guarantee that the Services will be compatible with your devices or network configuration. Assistemia is not liable for any issues arising from incompatibility.

6.3 Third-Party Fees

Additional Costs: You are responsible for any data charges, internet fees, or other costs incurred while using the Services. Assistemia is not liable for any third-party fees or costs.

6.4 Data Security

User Responsibility: Users are responsible for maintaining updated software and antivirus protection to safeguard their devices while using the Services.

7. Prohibited Activities

You agree that you will not:

Impersonation: Impersonate Assistemia or any other person or entity.

Rights Violation: Violate any intellectual property, privacy, or other rights.

Unauthorized Use: Reproduce, publish, or modify the Site content for commercial purposes without express permission.

Harmful Content: Upload, post, or distribute any illegal, harmful, or misleading content, including hate speech, pirated content, or content promoting academic dishonesty.

Malware Distribution: Introduce viruses, malware, or other harmful code.

Automated Access: Use automated tools (e.g., bots, scrapers) to access or collect data from the Site without permission.

Unauthorized Access: Attempt to gain unauthorised access to our systems, servers, or databases.

Fraudulent Activities: Engage in any fraudulent, harmful, or unlawful activities.

7.1 Enforcement Measures

Consequences: Violations may result in proportionate technical safeguards, warning, suspension, termination, recovery of reasonably evidenced losses, or legal action where appropriate and permitted by law.

8. Intellectual Property

8.1 Assistemia’s Intellectual Property

Ownership: The Site, Services, and associated content (excluding User Content) are owned or licensed by Assistemia.

Rights Reserved: All rights are reserved. No license or rights are granted except as stated in these Terms.

8.2 Limited License to You

Usage Rights: Subject to your compliance with this Agreement, we grant you a limited, revocable, non-transferable, and non-exclusive license to access and use the Services for personal or internal business purposes.

8.3 Feedback and Suggestions

License to Use Feedback: If you submit feedback or suggestions, you grant us a perpetual, irrevocable, royalty-free license to use and implement them without any compensation to you. This license is limited strictly to service improvement and does not extend to commercial exploitation.

8.4 Trademark Usage

Prohibition of Unauthorized Use: You must not use Assistemia’s logos, trademarks, or branding without prior written consent. Unauthorized use of trademarks is strictly prohibited.

9. Copyright Infringement

If you believe content on the Site infringes your copyright, please send a copyright infringement notice with the following information:

Signature: Your physical or electronic signature.

Identification: Identification of the copyrighted work being infringed.

Location: A description of where the infringing material is located on the Site.

Contact Information: Your contact information (address, phone number, email).

Good Faith Statement: A statement of good faith belief that the use is unauthorised.

Accuracy Statement: A statement under penalty of perjury that the information is accurate.

Send Notices to:

Assistemia Ltd71-75 Shelton Street, Covent GardenLondon, WC2H 9JQ, United KingdomEmail: info@assistemia.com

Counter-Notice Procedure: Users can submit counter-notices if they believe their content was wrongly removed. This process complies with applicable copyright law requirements and is available upon request.

9.1 Global Compliance

Users outside the U.S. should follow applicable local copyright laws when reporting infringement.

10. Disclaimers

10.1 No Warranty

As-Is Basis: The Services are provided “AS IS” and “AS AVAILABLE” without warranties of any kind.

Warranty Disclaimer: We disclaim all warranties, express or implied, including but not limited to merchantability, fitness for a particular purpose, and non-infringement.

10.2 AI-Generated Content

Informational Use Only: AI-generated content is for informational purposes only. We do not guarantee its accuracy, reliability, or suitability for your intended use. Users must verify content before relying on it academically or professionally.

10.3 Service Interruptions

No Liability: We are not responsible for any delays, interruptions, or failures of the Services due to factors beyond our control, including but not limited to internet outages, server issues, or cyberattacks.

10.4 No Academic or Professional Guarantee

Outcome Disclaimer: We do not guarantee that the Services will result in academic success or professional advancement. Users are responsible for their own academic and professional outcomes.

10.5 Data Security Disclaimer

User Responsibility: Assistemia is not liable for any data breaches or unauthorised access resulting from user negligence in securing their devices or accounts.

11. Limitation of Liability

11.1 No Consequential Damages

To the maximum extent permitted by law, Assistemia and its affiliates, licensors, or service providers are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

Financial Losses: Loss of profits, revenue, data, or goodwill.

Service Disruption: Business interruption or inability to use the Services.

Technical Failures: System failures or malfunctions.

11.2 Cap on Liability

Our total liability for any claim arising out of or relating to the Services will not exceed the greater of:

Paid Amount: The total amount you paid to Assistemia in the twelve (12) months preceding the event giving rise to the claim.

Monetary Cap: One Hundred British Pounds (GBP £100).

11.3 Jurisdictional Exceptions

Some jurisdictions do not allow certain limitations of liability. In such cases, parts of this section may not apply to you, but our liability will be limited to the maximum extent permitted by law.

12. Indemnification

You agree to indemnify, defend, and hold harmless Assistemia, its affiliates, and their respective officers, directors, employees, and agents from any claims, losses, damages, liabilities, and expenses (including legal fees) arising from:

Service Use: Your use or misuse of the Services.

User Content: Your User Content and any related activity.

Agreement Violation: Your violation of this Agreement.

Rights Violation: Your violation of any third-party rights, including intellectual property or privacy rights.

Harm Claims: Any claims related to your User Content causing harm to another party.

12.1 Scope of Indemnification

This indemnification obligation applies to all claims whether based on contract, tort, negligence, strict liability, or otherwise.

13. Dispute Resolution

13.1 Governing Law

This Agreement is governed by and construed in accordance with the laws of England and Wales, without regard to conflict-of-law principles.

13.2 Courts and Consumer Rights

The courts of England and Wales will have jurisdiction, except that consumers retain any mandatory right to bring proceedings in another court available to them under applicable law. Nothing in these Terms limits non-excludable consumer rights.

13.3 Complaints and Informal Resolution

Before pursuing formal proceedings, we encourage users to contact info@assistemia.com so that both parties can attempt to resolve the dispute through our complaint and appeal process. This does not prevent either party from seeking urgent relief or exercising a statutory right.

13.4 Optional Alternative Dispute Resolution

If a dispute is not resolved informally, the parties may agree in writing to mediation, arbitration or another appropriate alternative dispute-resolution process. Arbitration is not mandatory unless separately agreed after the dispute has arisen.

Any agreed alternative dispute-resolution process may be conducted online or at another mutually agreed location.

The working language will be English unless the parties agree otherwise.

13.5 No Waiver of Statutory Remedies

Nothing in these Terms removes any right to collective, representative or other remedies where such rights cannot lawfully be excluded.

Any remedy or procedure will be governed by the law applicable to the user and the dispute.

13.6 Applicable Limitation Periods

Claims must be brought within the limitation period provided by applicable law. These Terms do not shorten a mandatory statutory limitation period.

13.7 Accessibility

We will use reasonable efforts to make our complaint and dispute processes accessible to users in different locations.

14. Force Majeure

Assistemia shall not be liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including but not limited to:

Natural Disasters: Acts of God, earthquakes, floods, hurricanes, etc.

Public Health Emergencies: Pandemics or other public health crises.

Conflict: War, terrorism, or civil unrest.

Labor Issues: Strikes, labor disputes, or shortages.

Government Actions: Changes in laws, regulations, or other governmental actions.

Cyberattacks: Data breaches or cyberattacks.

14.1 Performance Timelines

Any performance timelines will be extended by the duration of such events, and Assistemia will make reasonable efforts to resume performance as soon as possible.

14.2 Notification

Assistemia will notify users of significant delays or disruptions caused by force majeure events when possible.

15. Termination and Survival

15.1 Termination by Assistemia

We may suspend or terminate access for the valid reasons stated in these Terms, including a material breach, non-payment, fraud, security risk, legal requirement or discontinuation of a Service. We will act proportionately and comply with applicable law.

15.2 Termination by You

You may terminate your account at any time by contacting us at info@assistemia.com.

15.3 Survival of Terms

The following provisions will survive termination:

User Content: Ownership and licensing rights.

Intellectual Property: Rights pertaining to Assistemia’s content.

Disclaimers and Limitation of Liability: Ongoing protections.

Indemnification Obligations: Responsibilities for indemnification.

Dispute Resolution Clauses: Terms governing dispute resolution.

15.4 Notice Period for Termination

Except where immediate action is reasonably necessary for security, fraud, legal compliance or continuing serious misuse, we will provide written notice and a reasonable opportunity to respond before terminating a paid subscription during its current term. We may decide not to renew a subscription at the end of its term by giving reasonable notice.

16. General Release of Claims

By using the Services, you expressly release and discharge Assistemia, its affiliates, and their respective officers, directors, employees, agents, successors, and assigns from any and all claims, demands, damages, liabilities, and expenses arising out of or connected with:

Disputes with Others: Any dispute with other users or third parties.

Service Reliance: Your reliance on the Services or any content provided.

Service Interruptions: Any interruption, suspension, or termination of Services.

Unauthorized Access: Any unauthorised access to or use of your Account or User Content.

16.1 Exceptions

This release does not apply to liability arising from Assistemia’s gross negligence or willful misconduct.

17. Notices and Electronic Communications

17.1 Electronic Communications

Consent: By using our Services, you consent to receive communications from Assistemia electronically (via email, notices on the Site, or other electronic means).

Legal Compliance: You agree that all agreements, notices, disclosures, and other communications provided electronically satisfy any legal requirement that such communications be in writing.

17.2 Contact Information for Notices

Assistemia Ltd71-75 Shelton Street, Covent GardenLondon, WC2H 9JQ, United KingdomEmail: info@assistemia.com

17.3 Opt-Out Option

Users may opt out of promotional emails by adjusting their account settings or contacting support, while still receiving essential service communications.

18. Entire Agreement; No Waiver; Severability

18.1 Entire Agreement

Comprehensive Coverage: This Agreement, along with our Privacy Policy and any additional terms referenced, constitutes the entire agreement between you and Assistemia.

Supersession: It supersedes all prior agreements and understandings, whether oral or written.

18.2 No Waiver

Non-Waiver Clause: Our failure to enforce any provision of this Agreement does not constitute a waiver of that provision or any other provision.

Effective Waiver: Any waiver must be in writing to be effective.

18.3 Severability

Severability Clause: If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

Conflict Resolution: In the event of a conflict between policies, these Terms of Service will prevail.

19. Modifications to These Terms

Right to Modify: We may modify or update these Terms of Service at any time.

Communication of Changes: Material changes will be communicated through the Site or by other reasonable means, such as email notifications.

Acceptance of Changes: Continued use of the Services after changes become effective constitutes your acceptance of the updated Terms.

Disagreement with Changes: If you disagree with any changes, you must stop using the Services within 14 days of the change notice.