Legal

Terms of Service

Please read these Terms carefully — they govern your access to and use of Polyvia AI.

Last updated: May 10, 2026

1. Acceptance of Terms

By accessing or using the Polyvia AI website, applications, or services (collectively, the “Service”), you agree to be bound by these Terms of Service (“Terms”) and our Privacy Policy. If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation. If you disagree with any part of these Terms, you must not use the Service.

2. Description of Service

Polyvia AI provides a multimodal intelligence platform that ingests documents, audio, and other unstructured data, extracts and indexes them, and exposes them to retrieval, chat, and programmatic interfaces. We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where practical.

3. Accounts & Eligibility

To use most features you must create an account and provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account. Notify us immediately at support@polyvia.ai if you suspect unauthorised access. You must be at least 16 years old, or the age of digital consent in your jurisdiction, to use the Service.

4. Third-Party Integrations

The Service lets you connect external sources to import documents and data. Currently supported integrations include:

  • Google Drive
  • Microsoft OneDrive
  • Dropbox
  • Notion
  • Amazon S3
  • Slack

By connecting an integration, you authorise us to access and process the files, channels, pages, or objects you select, and the metadata necessary to display and re-sync them. You represent that you have the right to share that content with us and to grant us the licence in Section 6 with respect to it.

Your use of each third-party service remains governed by that provider’s own terms and privacy policy. We are not responsible for the availability, accuracy, or content of third-party services, and a provider may change or terminate its API at any time, which may affect the corresponding integration.

5. Billing, Plans & Payments via Stripe

Paid plans are billed in advance on a recurring basis (monthly or annually) through our payment processor, Stripe. By subscribing, you authorise Stripe to charge your chosen payment method for the applicable fees, taxes, and any other amounts owed to us.

  • Renewal. Subscriptions renew automatically at the end of each billing period until cancelled.
  • Cancellation. You can cancel at any time from the in-app billing portal. Cancellation takes effect at the end of the current paid period; we do not provide refunds for partial periods except where required by law.
  • Plan changes. Upgrades take effect immediately with prorated billing; downgrades take effect at the end of the current period.
  • Failed payments. If a charge fails, we may suspend paid features after a reasonable grace period until payment is restored.
  • Taxes. Stated prices are exclusive of taxes. Stripe calculates applicable taxes at checkout based on your billing address.
  • Card data.Card details are submitted directly to Stripe and are not stored on Polyvia’s systems.

6. Your Content

You retain all rights to the content you upload, import, or generate through the Service (“Your Content”). You grant us a worldwide, non-exclusive, royalty-free licence to host, process, transmit, transform, and display Your Content solely as needed to operate, secure, and provide the Service to you and your authorised users. We do not use Your Content to train foundation models without your explicit opt-in.

You are solely responsible for Your Content and represent that you have all rights necessary to provide it to us and to grant the licence above.

7. API Access & Usage Limits

Plans that include API access let you interact with data in your workspace programmatically using API keys you generate. By using the API you agree that:

  • Keys. You will keep API keys confidential, rotate them when staff or vendors change, and revoke any key you suspect has been compromised. You are responsible for all activity performed with your keys.
  • Rate limits & quotas. Each plan includes documented rate limits and usage quotas. We may throttle, suspend, or charge for usage that exceeds those limits.
  • Acceptable use.You will not use the API to scrape, mirror, or reverse-engineer the Service; to build a competing product using model outputs; to bypass authentication or authorisation; or to violate any third party’s rights.
  • Stability. We may evolve the API. We will provide reasonable notice for breaking changes to stable endpoints; beta endpoints may change without notice.

8. Acceptable Use

You agree not to use the Service to:

  • Upload, import, or generate content that is unlawful, infringing, defamatory, harassing, or that you do not have the right to share.
  • Submit personal data of others without a lawful basis to do so.
  • Probe, scan, or test the vulnerability of the Service without our written permission, or attempt to gain unauthorised access to any system or account.
  • Interfere with the integrity or performance of the Service, including by introducing malware or denial-of-service activity.
  • Use outputs to develop a product or service that competes with the Service.

9. Intellectual Property

The Service and all related software, designs, branding, and documentation are and remain the exclusive property of Polyvia AI and its licensors, protected by copyright, trademark, and other laws. Except for the limited rights expressly granted in these Terms, no licence is granted to you.

10. Suspension & Termination

We may suspend or terminate your access to all or part of the Service if you breach these Terms, if your use poses a security or legal risk, or if required by law. You may stop using the Service at any time and delete your workspace from the in-app settings. Sections that by their nature survive termination — including those covering Your Content, intellectual property, disclaimers, limitation of liability, and governing law — will continue to apply.

11. Disclaimers

The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. AI outputs may be inaccurate, incomplete, or otherwise unsuitable; you are responsible for reviewing outputs before relying on them.

12. Limitation of Liability

To the maximum extent permitted by law, Polyvia AI and its directors, employees, partners, agents, suppliers, and affiliates will not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of profits, data, use, or goodwill — arising out of or related to your access to or use of the Service.

Our aggregate liability for any claim arising under these Terms will not exceed the greater of (a) the amount you paid us in the twelve months preceding the event giving rise to the claim, or (b) one hundred US dollars (USD $100). Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above may not apply to you.

13. Indemnification

You agree to defend, indemnify, and hold harmless Polyvia AI from any claim or demand, including reasonable legal fees, arising out of (a) Your Content, (b) your use of the Service in breach of these Terms, or (c) your violation of any law or third-party right.

14. Governing Law & Disputes

These Terms are governed by the laws of England and Wales, without regard to its conflict-of-law principles. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or the Service, except that either party may seek injunctive relief in any competent jurisdiction to protect its intellectual property or confidential information.

If you are a consumer resident in the European Economic Area, you benefit from any mandatory provisions of the law of the country where you are resident, and you may bring proceedings in the courts of that country. Nothing in these Terms affects those rights.

15. EU / UK Consumers

Right of withdrawal

If you are an EU or UK consumer, you generally have a right to withdraw from a contract within 14 days without giving any reason. By purchasing a digital subscription that begins immediately on payment, you expressly consent to performance starting before the end of the withdrawal period and acknowledge that you lose your right of withdrawal once performance has begun.

Online dispute resolution

The European Commission provides an Online Dispute Resolution platform at ec.europa.eu/consumers/odr.

16. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will give notice through the Service or by email and update the “Last updated” date. Your continued use of the Service after the effective date of an updated version constitutes your acceptance of those changes.

17. Contact Us

If you have questions about these Terms, contact us at support@polyvia.ai.