Terms of Service — QualIntel OS

1. The service

QualIntel OS is an AI-assisted qualitative research analysis platform. It provides tools for research project management, AI-assisted coding suggestions, thematic synthesis, and submission-ready document export. The platform is designed to support researcher-led analysis — AI outputs are candidates for researcher review, not conclusions.

We reserve the right to modify, suspend, or discontinue any part of the service at any time, with reasonable notice to active subscribers where the change materially affects their use.

2. Accounts and eligibility

You must be at least 16 years old to create an account.
You are responsible for maintaining the security of your account credentials and for all activity under your account.
You must provide accurate information when registering and keep it current.
One person or entity may not maintain more than one free account. Subscription accounts are per individual unless an institutional licence is in place.
We may suspend or terminate accounts that violate these Terms, are used for abuse, or are associated with fraudulent activity.

3. Subscriptions and billing

3.1 Plans

QualIntel OS offers paid subscription plans (Student, Researcher) billed monthly or annually. Current pricing is displayed at qualintel.io/pricing. Prices are shown in USD with GBP, EUR, and AUD equivalents available.

3.2 Billing

Subscriptions are billed in advance on a recurring basis. Payments are processed by Stripe. By subscribing, you authorise us to charge your payment method on each renewal date.

3.3 Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period. We do not offer partial-period refunds except where required by applicable consumer law.

3.4 Refunds

If you believe you have been charged in error, contact hello@qualintel.io within 30 days. Refunds for genuine billing errors will be processed promptly. Users in Australia and New Zealand retain statutory consumer guarantee rights that may provide additional remedies.

3.5 Price changes

We will give at least 30 days' notice of price increases, effective at your next renewal. Continuing to use the service after that date constitutes acceptance of the new price.

4. Acceptable use

You agree not to:

Use the platform to process data you do not have the right to process.
Upload research participant data without appropriate ethics approval and participant consent as required by your institution and applicable law.
Attempt to reverse-engineer, scrape, or extract the AI models, prompts, or platform infrastructure.
Use the platform to generate content intended to deceive, defraud, or mislead.
Submit AI-generated content from QualIntel OS as your own original work in a way that violates your institution's academic integrity policies. QualIntel OS is designed to assist researcher-led analysis, not to replace it.
Circumvent rate limits, access controls, or security measures.
Share account credentials or allow others to use your account (except Authorised Users under an institutional licence).
Use the platform for any unlawful purpose or in violation of applicable laws and regulations.

5. Your content and data

5.1 Ownership

You retain full ownership of all research data, documents, codebooks, and outputs you create using QualIntel OS. We claim no intellectual property rights over your content.

5.2 Licence to operate the service

By uploading content to QualIntel OS, you grant us a limited, non-exclusive, royalty-free licence to store, process, and transmit that content solely to provide the service to you. This licence ends when you delete the content or close your account.

5.3 No training on your data

We do not use your research data to train AI models. Your documents are processed via Anthropic's API, which does not train on API inputs.

5.4 Responsibility for content

You are solely responsible for ensuring that the content you upload complies with applicable law, ethics requirements, and third-party rights (including participant consent and confidentiality obligations).

6. AI outputs and academic integrity

QualIntel OS uses AI to surface candidate coding suggestions, draft synthesis narratives, and generate report scaffolds. These outputs are tools to support your analysis — they are not findings, conclusions, or original academic work in themselves.

You are responsible for:

Reviewing and critically evaluating all AI-generated suggestions before accepting them.
Disclosing the use of AI assistance in your research submissions in accordance with your institution's policies. QualIntel OS generates AI disclosure documentation to help with this.
Ensuring that your final work reflects your own analytical judgement, not unreviewed AI output.

We are not liable for academic integrity findings, institutional sanctions, or submission outcomes arising from your use of the platform.

7. Intellectual property

The QualIntel OS platform, including its software, design, methodology prompts, and branding, is owned by QualIntel and protected by applicable intellectual property law. You may not copy, modify, distribute, or create derivative works of the platform without our written permission.

You may export your own research outputs (codebooks, evidence packs, synthesis narratives) for any purpose, including academic submission and publication.

8. Privacy and data processing

Our collection and use of personal data is described in our Privacy Policy. Institutional and organisational customers should refer to the Data Processing Agreement (DPA), which supplements these Terms for data processing obligations.

9. Service availability and data retention

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance will be communicated in advance where possible.

On account cancellation, your data remains accessible until the end of your paid period. After that, data is retained for 30 days in recoverable form before permanent deletion, except for billing records which are retained for 7 years. You can export your data at any time from within the platform.

10. Limitation of liability

To the maximum extent permitted by law, QualIntel's total liability to you for any claim arising out of or relating to these Terms or your use of the service shall not exceed the greater of:

the amounts you paid to us in the 12 months preceding the claim, or
NZD $100.

We are not liable for indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of research, academic or professional consequences, or lost profits, even if advised of the possibility of such damages.

Nothing in these Terms excludes liability that cannot be excluded under applicable law, including the New Zealand Consumer Guarantees Act 1993 and Australian Consumer Law where they apply.

11. Disclaimers

QualIntel OS is provided “as is” and “as available” without warranties of any kind, express or implied, including fitness for a particular purpose, accuracy of AI outputs, or suitability for any specific academic or research requirement.

AI-generated coding suggestions, synthesis drafts, and report scaffolds may contain errors, omissions, or inappropriate content. You are responsible for reviewing all AI outputs before use.

12. Termination

You may close your account at any time from your account settings. We may suspend or terminate your account immediately if you materially breach these Terms, with notice where practicable.

On termination, your licence to use the service ends. Sections 5.1 (ownership), 7 (intellectual property), 10 (limitation of liability), 11 (disclaimers), and 13 (governing law) survive termination.

13. Governing law and disputes

These Terms are governed by the laws of New Zealand. Any dispute that cannot be resolved by contacting us will be subject to the non-exclusive jurisdiction of the New Zealand courts.

Users in Australia retain rights under the Australian Consumer Law that cannot be excluded by contract. Users in Singapore retain rights under applicable Singapore law.

14. Changes to these Terms

We may update these Terms from time to time. For material changes, we will notify active subscribers by email at least 14 days before the changes take effect. Continued use of the platform after that date constitutes acceptance. The effective date at the top of this page reflects the most recent revision.

15. Contact

Questions about these Terms: hello@qualintel.io