Terms of Service

1. The agreement

These terms are between David Reifs, a sole trader with registered address at c/ Nyerros, 4, 08500 Vic, Barcelona, Spain ("we", "us"), and the organisation that opens an account ("you"). Using the platform means accepting them. If you are accepting on behalf of an institution, you confirm you are authorised to bind it.

Two other documents form part of the same agreement: the Privacy Policy, and the Data Processing Agreement that governs personal data inside your workspace. Where they conflict with these terms on their own subject matter, they prevail.

2. What the service is

Evidentium is a hosted platform for evidence synthesis. It searches bibliographic databases from a single query, deduplicates the results, screens titles and abstracts against criteria you write, generates a PRISMA 2020 flow from the run, and assists in drafting a manuscript with a reference list rendered from harvested metadata.

It is delivered as software as a service. There is no on-premise or self-hosted deployment. You bring nothing to install and we bring no agent onto your machines.

3. Accounts

• You choose the region for your workspace when the account is created, and it is fixed for that workspace.
• You are responsible for who you invite and for what they do with their access.
• Credentials are yours to protect. Tell us promptly if you think an account has been compromised.
• We may suspend an account without notice if it is being used to attack the service or to break the law, and we will tell you why as soon as we reasonably can.

4. Databases and your own API keys

Six sources are queried without credentials: PubMed, Europe PMC, OpenAlex, ClinicalTrials.gov, arXiv and DBLP. Scopus and Web of Science require API keys issued to your institution, which you enter yourself.

We do not resell access to any database and we add no margin to it. When you connect your own key, your institution's licence with that provider governs what you may do with the results, including how many records you may retrieve and how you may redistribute them. Complying with that licence is your responsibility, and we cannot widen it.

The same applies to a model API key you connect. Your agreement with that provider governs its use.

5. Your data stays yours

You own the records, criteria, decisions, drafts and exports in your workspace. We claim no licence to them beyond what running the service requires: storing them, processing them on your instruction, and backing them up.

We do not use your workspace content to train models, ours or anyone else's. You can export every record, decision, diagram and draft at any time in open formats, and you do not need our permission or our help to leave.

6. What the automation does and does not decide

This clause matters more than the liability wording, so it is in plain language.

• Screening decisions produced by the platform are proposals, each stated with the criterion it applied. They are not a substitute for reviewer judgement.
• Where an abstract does not answer a criterion, the platform answers "unclear" and routes the record to a person. It is designed not to guess.
• Query translation between database syntaxes is structure preserving and flags every lossy mapping, but you remain responsible for validating the searches you run.
• The methodological responsibility for a review, and for what it concludes, stays with your team. We do not warrant that a review produced with the platform will pass peer review, satisfy a specific journal or convince an HTA panel.

7. Acceptable use

Do not use the platform to break the law, to infringe someone's rights, to circumvent a database licence, to attack the service or its other users, or to resell access without a written agreement with us. Do not attempt to extract our source code or our prompts by exploiting a defect rather than asking.

8. Fees

The service is priced by usage. You pay for records processed, bought up front as volume bundles, and volume beyond a bundle is charged at that bundle's rate. Users, reviews and projects are not metered.

Prices are exclusive of VAT and any other applicable tax. Invoices are due on the terms stated on them. We will give at least thirty days' notice before a price change affects a renewal, and a change never applies to volume you have already bought.

9. Term and termination

• Either side can end the agreement at the end of a paid period, with notice in writing.
• We can suspend or terminate for material breach that is not fixed within thirty days of us telling you about it, or immediately for the abuse described in section 7.
• On termination you can export everything for the period stated in the Privacy Policy, after which we delete it.
• Volume already bought is not refunded on termination for breach by you, and is refunded pro rata if we terminate without cause.

10. Availability and support

We aim to keep the service available and to give reasonable notice of planned maintenance. Unless your order names a service level agreement, availability is provided on a reasonable efforts basis and no uptime figure is promised.

11. Warranties and their limits

We warrant that we will provide the service with reasonable skill and care, and that we have the right to license it to you. Beyond that, and to the extent the law allows, the service is provided as is: we do not warrant that it will be uninterrupted, error free, or fit for a purpose you have not told us about.

Bibliographic metadata comes from third-party sources. We surface what they return and validate references against Crossref and DataCite, but we do not warrant the accuracy or completeness of another party's index.

12. Liability

Neither side excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to that, neither side is liable for indirect or consequential loss, lost profits, lost revenue or lost goodwill, and each side's total liability under this agreement is capped at the fees paid or payable by you in the twelve months before the claim arose.

The cap and the exclusions in this clause are the commercial heart of the agreement and a lawyer should confirm they are enforceable in your jurisdiction and proportionate to your pricing.

13. Confidentiality

Each side will keep the other's non-public information confidential, use it only for this agreement, and protect it as carefully as its own. This does not cover information that is already public, independently developed, or required to be disclosed by law.

14. Changes

These terms are version 0.1 draft, last updated 2026-08-25. We will give account holders reasonable notice of material changes. If a change materially disadvantages you, you may terminate before it takes effect and receive a pro rata refund of prepaid volume.

15. Law and disputes

This agreement is governed by the laws of Spain, and the courts of Barcelona have exclusive jurisdiction. Nothing here removes a consumer's right to bring proceedings where the law says they may.