Terms & Policies

Age Requirement

To use the Services, you must be at least 16 years old (in compliance with EU GDPR regulations) or the minimum age of consent in your country. Users under 18 need permission from a parent or legal guardian to use the Services.

Account Registration

To create an account and access our Services, you need to provide accurate, complete information. Account credentials should not be shared or used by others, and you are accountable for all activities under your account. If you're registering or using the Services on behalf of another individual or entity, you must be authorized to agree to these Terms on their behalf.

Your Contributions

You may supply input ("Input") and receive output ("Output") from our Services, collectively termed "Content." You're accountable for the Content, ensuring it doesn't breach laws or these Terms. You must have necessary rights and permissions for your Input.

Ownership

You keep ownership rights to your Input and own the Output. We transfer all our rights in the Output to you.

Content Uniqueness

Given the nature of AI, Output might not be unique, and others may receive similar Output. Our rights assignment doesn't cover others' Output.

Our Content Usage

We may use Content to enhance our Services, comply with laws, enforce terms and policies, and ensure service safety. We will not use any customer data, including inputs, outputs, or generated content, for showcasing, publishing to examples pages, or any public display without obtaining explicit written consent from the customer.

Nature of AI

As AI and machine learning evolve, we're continuously refining our Services for better accuracy and reliability. However, given machine learning's probabilistic nature, Outputs might not always reflect reality.

Output Caveats

Output may not be accurate and shouldn't be the sole source of truth or professional advice. Evaluate Output for accuracy before use.

Legal and Material Impact

Avoid using Output about individuals for decisions that could significantly affect them legally or materially.

Disclaimer

Incomplete, incorrect, or offensive Output does not reflect Softaar Technologies UG's views. References to third-party products or services in Output don't imply endorsement or affiliation.

Billing Details

When purchasing Services, you must provide accurate billing details, including a valid payment method. For subscription services, we will automatically bill the provided payment method at each renewal period until cancellation. Applicable taxes will be charged, and if payment fails, your account may be downgraded or access suspended until payment is received.

Service Credits

Some Services can be prepaid via service credits, which are governed by our Service Credit Terms below.

Cancellation Policy

Pricing Changes

We may modify our prices. The new prices will apply from the next renewal, allowing you to cancel if you disagree with the increase.

File Retention Policy

We may delete any created files, documents, or generated content after 30 days from their creation date. This includes but is not limited to uploaded PDFs, generated documents, LaTeX files, and other user-created content. We recommend that you download and save any important documents to your local device to ensure permanent access. We are not responsible for any loss of data due to this retention policy.

Account Termination

You may discontinue using our Services anytime. We may suspend or terminate your access or delete your account if:

• Legal compliance necessitates it.
• Your usage poses a risk or harm to Softaar Technologies UG, our users, or others.
• Your account has been inactive for over a year without a paid subscription.

Appeals Process

If you believe your account was wrongfully suspended or terminated, you can appeal by contacting our Support team at support@writingbuddy.ai.

Service Termination Notice

Should we choose to terminate our Services, we will notify you in advance and provide a refund for any prepaid services that remain unused.

Governing Law

German law, excluding conflict of laws principles, governs these Terms. For consumers in the EU, mandatory consumer protection laws of your country of residence may also apply.

Informal Resolution

Before legal action, both parties agree to attempt informal dispute resolution. Notices should be sent to support@writingbuddy.ai, and if unresolved within 60 days, either party may initiate formal proceedings.

EU Online Dispute Resolution

The European Commission provides a platform for online dispute resolution (ODR): https://ec.europa.eu/consumers/odr/. We are not willing or obliged to participate in dispute resolution proceedings before a consumer arbitration board.

Jurisdiction

All related claims must be filed in the courts of Dresden, Germany, except as mentioned in the dispute resolution section or where mandatory consumer laws require otherwise.

Non-Transferability of Terms

You cannot transfer your rights or obligations under these Terms. Any such attempts are null and void. We, however, may transfer our rights or obligations to any affiliated entity or successor.

Updates to Terms or Services

We continually enhance our Services, which may lead to updates in these Terms. Changes could be due to legal, security, uncontrollable circumstances, or service development reasons. Significant changes will be communicated at least 30 days in advance through email or in-product notifications. Any other updates take effect upon posting on our website. Disagreement with the changes requires discontinuation of our Services.

Enforcement and Validity of Terms

Our failure to enforce any part of these Terms is not a waiver of our rights. If any section of these Terms is deemed invalid or unenforceable, it will be enforced to the fullest extent allowed, without affecting the validity of other sections.

Compliance with Trade Laws

You must adhere to all relevant trade laws, including sanctions and export controls. Our Services should not be used in, for, or exported to prohibited individuals or countries under these laws. Your inputs should not contain materials requiring special government licenses for export.

Entire Agreement

These Terms, excluding service-specific terms, represent the full agreement between you and Softaar Technologies UG regarding our Services, superseding all previous agreements.

Monthly Credit Expiration

For subscription-based services, credits (number of documents) are provided on a monthly basis and do not accumulate or carry over to subsequent billing periods. If you purchase a plan that includes 4 credits per month and do not use all 4 credits within that month, the unused credits will expire at the end of the billing period and will not be available in the next month. Your new monthly allocation of credits will be available at the start of each new billing period.

1. What we collect (and where it comes from)

2. Why we use it

3. Who we share it with

We do not sell your personal data.

4. How long we keep it

We keep information only as long as needed for the reasons above, then we delete or anonymise it.

5. Your choices & rights

Depending on where you live (e.g., EU/UK, under GDPR), you can:

• Access or download the data we hold about you
• Correct inaccurate details
• Delete your account and data
• Object to marketing or certain uses
• Transfer your data to another service
• Complain to a data-protection authority

Visit our contact page to exercise any of these rights. We'll respond within 30 days.

6. Security in plain words

We use encryption in transit, industry-standard cloud security, and regular audits. No system is perfect, so please use a strong password and don't share sensitive info in prompts.

7. International transfers

We're Germany-based but rely on trusted providers worldwide. Where EU/UK data leaves the region, we use Standard Contractual Clauses or other approved safeguards.

8. Changes to this notice

We may change these Policies by updating them on our website or emailing you. Changes take effect upon posting or as indicated in the email.

Use of Artificial Intelligence Services

Our Services incorporate artificial intelligence (AI) technologies provided by third-party platforms, including but not limited to Azure OpenAI. These AI services are utilized to enhance the functionality and user experience of our offerings. By using our Services, you acknowledge and agree to the following:

• Data Processing and Privacy: Your inputs (prompts and uploaded documents) and the corresponding outputs generated through our AI services are processed in accordance with our Privacy Policy. We ensure that such data is handled securely and is not used to train, retrain, or improve the underlying AI models without your explicit consent. For instance, data submitted to the Azure OpenAI Service remains within Microsoft's Azure environment and is not shared with OpenAI.
• Accuracy and Reliability: AI-generated outputs are produced based on patterns and data within the AI models and may not always be accurate, complete, or current. We do not guarantee the accuracy or reliability of AI-generated content and recommend that you independently verify critical information before relying on it. The use of AI-generated content is at your own risk.
• Acceptable Use: You agree not to use the AI services to generate content that is illegal, harmful, or violates the rights of others. This includes, but is not limited to, content that is defamatory, obscene, or infringes on intellectual property rights. Misuse of AI services may result in suspension or termination of your access to our Services.
• Third-Party Terms: Our AI services are integrated with third-party platforms, such as Azure OpenAI, which have their own terms of service and policies. By using our Services, you also agree to comply with the terms and policies of these third-party providers. We are not responsible for the practices of such third parties.
• Limitation of Liability: To the fullest extent permitted by law, we disclaim any liability arising from your use of AI-generated content, including any inaccuracies or reliance upon such content. Our total liability for any claims related to AI services shall not exceed the amount you paid for the Services in the 12 months preceding the claim.

Fallback Transactional Email (SMTP2GO)

We use SMTP2GO only as a fallback transactional email provider. It is used to deliver OTP and welcome emails only when Brevo delivery is unavailable.

To provide this fallback delivery, we process only the minimum required account data (such as name, email address, and delivery metadata) through SMTP2GO on our behalf.

• Purpose Limitation: SMTP2GO is limited to fallback sending of OTP and welcome emails.
• Data Sharing and Security: We only share the necessary information with SMTP2GO to deliver these emails. SMTP2GO stores this data on secure servers and is contractually obligated to maintain its confidentiality, in compliance with applicable data protection laws.

Email Marketing (Brevo)

We use Brevo for our email marketing services, which allows us to store and process customer data (such as names, email addresses, and relevant transaction details) for the purpose of sending promotional emails, updates, and other notifications. This includes messages about new products, services, special offers, and reminders for incomplete or failed transactions.

By providing your email address during registration, purchasing, or by otherwise opting in to our communications, you consent to having your information processed by Brevo on our behalf.

• Opting Out: You can unsubscribe from our marketing emails at any time by clicking the "unsubscribe" link at the bottom of our emails or by contacting us directly.
• Data Sharing and Security: We only share the necessary information with Brevo to carry out our marketing activities. Brevo stores this data on secure servers and is contractually obligated to maintain its confidentiality, in compliance with applicable data protection laws.

Affiliate Tracking (Rewardful)

We run our affiliate programme through Rewardful Inc. ("Rewardful"), which collaborates with Stripe to identify referrals and calculate commissions. When you visit us via an affiliate link, Rewardful places a first-party cookie in your browser that stores a unique referral identifier so the referral can still be recognised if you return later. Should you go on to create an account, the same identifier is copied into the customer's metadata record in Stripe, allowing any future purchases to be tied back to the original affiliate. Stripe then sends secure webhook notifications, such as "invoice paid" or "refund processed", to Rewardful, which uses that limited payload to register and settle the corresponding commission. The only data Rewardful receives are the essentials needed for this attribution: your email address, any name or description attached to the Stripe customer, the Stripe customer ID, and high-level subscription-invoice details (amount, currency, and status); sensitive payment information is never shared.

Google Analytics

We use Google Analytics to understand how users interact with our website and Services, helping us improve user experience and functionality. Google Analytics collects information such as pages visited, time spent on those pages, browser type, and referring pages. This data is primarily used in aggregate form and does not typically identify you personally.

• Cookies: Google Analytics uses cookies (small text files placed on your device) to track usage. You can refuse or delete these cookies by adjusting your browser settings; however, disabling cookies may limit some functionality of our Services.
• Data Usage and Sharing: Data collected via Google Analytics is processed by Google in accordance with the Google Analytics Terms of Service and the Google Privacy Policy. We do not merge personal information with data obtained through Google Analytics.
• Opt-Out: You can prevent Google Analytics from collecting and using your data by installing the Google Analytics Opt-out Browser Add-on.

Google Tag Manager

Our website uses Google Tag Manager (GTM), a tag management system that allows us to quickly and easily update tracking codes and related code fragments known as "tags" on our website. Google Tag Manager itself does not collect any personal information, but it helps us deploy various tracking technologies, including those mentioned elsewhere in this policy.

Google Tag Manager makes it possible for us to add and update various tags including Google Analytics, Google Ads, Meta Pixel, TikTok Pixel and other marketing and analytics tools in one place without modifying the code of our website directly. This allows us to efficiently manage how we collect data about your interactions with our website. The data collected through tags implemented via Google Tag Manager is governed by each service's respective privacy policy. Google Tag Manager's use of data is governed by the Google Privacy Policy. Disabling cookies in your browser will prevent Google Tag Manager from functioning properly and may affect the functionality of tracking tags it manages.

Meta Pixel

Our website uses the Meta Pixel (formerly Facebook Pixel) and Meta's Advanced Matching feature. These tools enable us to measure the effectiveness of our advertising campaigns on Meta platforms, understand how visitors interact with our site, and deliver ads that are more relevant to you.

When you visit writingbuddy.ai, the Meta Pixel automatically collects device information (such as your IP address, browser type, and pages viewed) and sets cookies that allow Meta Platforms Ireland Ltd. ("Meta") to recognise your browser. If you register for an account, complete a purchase, or otherwise engage with our site, we may also send Meta hashed versions of certain "contact information," such as your email address, to improve the accuracy of audience measurement and ad attribution. Hashing (e.g., SHA-256) turns this data into a short, fixed-length code before it leaves our servers; Meta cannot reverse this code to reveal the original value.

Meta uses the data provided to match events that occur on our site with people on Meta platforms, create aggregated reports for us, and optimise the delivery of our ads. Meta may also combine this information with other data it already holds about you, in accordance with its own Privacy Policy and Business Tools Terms. We do not receive any information that personally identifies you from Meta—only aggregated, anonymised statistics.

TikTok Pixel

Our website uses the TikTok Pixel and TikTok Events API to measure advertising effectiveness and better understand how users engage with our site. These tools help us deliver relevant advertisements to TikTok users and track conversions such as purchases, signups, or other actions taken on our platform.

• Client-Side Tracking: The TikTok Pixel is a JavaScript code that runs in your browser. It tracks user activity on our site, such as page views, button clicks, and completed checkouts. This data is used to build custom audiences for retargeting, optimize ad delivery, and generate performance reports.
• Server-Side Tracking: We also use TikTok's Events API to send data about key actions directly from our servers to TikTok. This may include actions such as purchases, failed checkouts, or signups that are not always reliably captured on the client side due to ad blockers or browser restrictions. Data sent via the Events API may include hashed email addresses or other identifiers in accordance with TikTok's data policies.
• Data Privacy: Any personal data shared with TikTok is hashed (e.g., using SHA-256) before transmission and is used solely for event attribution and ad optimization in line with TikTok's Privacy Policy and Business Tools Terms.

Microsoft Advertising (UET Tag)

Our website uses Microsoft Advertising's Universal Event Tracking (UET) tag to help us measure the effectiveness of our advertising campaigns on Microsoft platforms like Bing. The UET tag allows us to track user activity on our website after clicking on our Microsoft Ads, helping us understand how users interact with our site and optimize our advertising campaigns.

When you visit our site, the UET tag records your activities, such as page views, sign-ups, and purchases. It places a cookie in your browser to recognize your device for future visits. This information is used to:

• Target advertisements to users who have previously visited our site
• Analyze how users interact with our site after clicking on our ads
• Build audience segments for more relevant ad targeting
• Measure the performance and return on investment of our advertising campaigns

Microsoft processes this data in accordance with their Privacy Statement. You can opt out of personalized ads from Microsoft by visiting their Ad Settings page.

Amplitude Analytics

We use Amplitude, a product analytics platform, to understand how users interact with our website and services. Amplitude helps us measure user engagement, identify patterns of usage, and improve our product offerings through data analysis.

Amplitude collects information such as pages visited, features used, user actions, session duration, and device information. We also use Amplitude's Session Replay feature, which may record interactions with our website (such as mouse movements, clicks, and scrolling) to help us understand usability issues and improve user experience.

The data collected through Amplitude is used solely for analytical purposes to improve our services and user experience. This data helps us identify areas for improvement, optimize user flows, and make data-driven product decisions. All data collected through Amplitude is processed in accordance with Amplitude's Privacy Policy. Amplitude stores data in the EU region to ensure compliance with European data protection regulations. If you wish to opt out of Amplitude tracking, this can be managed through our cookie consent banner when you first visit our site or at any time by adjusting your cookie preferences.

Microsoft Clarity

We use Microsoft Clarity to better understand how users interact with our website and to improve user experience. Clarity is a user behavior analytics tool that provides insights through features such as session replays, heatmaps, and interaction analytics.

Clarity may collect information including, but not limited to, mouse movements, clicks, scrolls, page views, device and browser information, and general usage patterns. This data helps us identify usability issues and optimize our website. Microsoft Clarity does not collect sensitive personal information (such as passwords or form field data) and all data is processed in accordance with the Microsoft Privacy Statement.

Data collected by Clarity may be transferred to and processed on Microsoft servers, which may be located outside your country of residence. We have integrated Microsoft Clarity via Google Tag Manager. You can manage your consent for analytics and session tracking through our cookie consent banner.

Semantic Scholar

Our Services use the Semantic Scholar API to help find relevant academic papers and enhance your experience. When you use features that involve academic search, some parts of your provided prompt or query may be sent to the Semantic Scholar API to retrieve suitable papers. This is done solely for the purpose of finding and presenting relevant academic literature to you; we do not send any more information than necessary for the search. Data sent to Semantic Scholar is processed in accordance with their own Privacy Policy and Terms of Use. By using these features, you acknowledge and agree that (parts of) your search queries may be shared with Semantic Scholar for the purpose of retrieving academic content.

Google reCAPTCHA

We use Google reCAPTCHA v3 to protect our website from spam, fraud, and abuse. reCAPTCHA analyzes user behavior and interactions with our site to distinguish between legitimate users and automated bots.

When you interact with certain features on our website (such as checkout processes), reCAPTCHA may collect information including IP address, browser characteristics, device information, mouse movements, and interaction patterns. This data is transmitted to Google for analysis and processed in accordance with Google's Privacy Policy and Terms of Service.

reCAPTCHA v3 runs in the background and does not interrupt your user experience with challenges. By using our Services, you acknowledge that Google reCAPTCHA may process your data as described above. This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Langsmith Prompt Tracing

Our Services utilize Langsmith for prompt tracing and observability. This means that when you interact with our AI features, certain prompt and response data may be sent to Langsmith for the purposes of debugging, monitoring, and improving the reliability of our AI systems. The data sent to Langsmith is used solely for tracing and debugging purposes and is not used to train or improve Langsmith's own models. You retain all rights to your data. For more details on how Langsmith handles your data, please review their Terms of Service and Privacy Policy. By using our Services, you acknowledge and agree that your prompts and related metadata may be processed by Langsmith in accordance with their terms.