Terms and Conditions

3. Description of the service

KaiperKit is a SaaS platform designed for the organisation, coordination and management of research work. Its main purpose is to help researchers, research groups, institutions, R&D centres and organisations centralise information, projects, papers, research lines, tasks, notes, documents, deadlines and team members in one connected environment.

Among other features, KaiperKit may enable users to:

• Create and manage research workspaces.
• Organise projects, research lines and scientific output.
• Manage tasks, statuses, priorities, deadlines and assignments.
• Centralise notes, documents, links and resources.
• Invite members and assign roles within a workspace.
• Connect entities with one another, for example tasks with projects, papers or research lines.
• Maintain an organised view of scientific, academic, technical or documentary work.
• Access additional features according to the purchased plan.

KaiperKit does not replace the professional, scientific, legal, medical, administrative or academic judgement of users or institutions. The platform is an organisation and management tool. Decisions made by users on the basis of information entered into KaiperKit remain the sole responsibility of those users or organisations.

4. Types of users and customers

KaiperKit may be used by different types of users and customers, including:

• Individual researchers.
• Small research teams or research groups.
• Principal investigators and research line leaders.
• PhD candidates, students, technicians, research fellows, collaborators and support staff.
• Universities, hospitals, R&D centres, foundations, companies and public authorities.
• Departments, institutes, research units and internal organisational structures.
• Institutional administrators responsible for distributing workspaces or licences.

For the purposes of these terms, a customer means the individual, professional, company, institution or organisation that purchases or uses KaiperKit. A user means the specific person who accesses the platform through an individual account.

An institutional customer may purchase KaiperKit for use by multiple users, workspaces, groups, departments or internal units.

5. Accounts, registration and credentials

Access to certain KaiperKit features may require the creation of a user account and the provision of accurate, current and complete registration information.

Users agree to:

• Provide accurate information during registration.
• Keep their contact information up to date.
• Refrain from creating accounts using false identities or third-party information without authorisation.
• Keep their access credentials secure.
• Refrain from sharing their password with third parties.
• Inform KaiperKit if they detect unauthorised access to or misuse of their account.

KaiperKit shall not be liable for damage, loss or unauthorised access arising from negligent handling of credentials by the user, customer organisation or its members.

KaiperKit may temporarily suspend or block accounts where there are reasonable indications of fraudulent use, unauthorised access, security risks, breaches of these terms or infringements of third-party rights.

6. Workspaces, roles and permissions

KaiperKit organises the service through workspaces. A workspace is a working environment where projects, research lines, papers, tasks, documents, notes, members and other related information are centralised.

Each workspace may have different roles, permissions and access levels. For example:

• Owner: a user with primary control over the workspace.
• Admin: a user with advanced workspace management permissions.
• Editor: a user who can create and update research activity according to their access.
• Collaborator: a user whose access is limited to assigned or related items.
• Viewer: a user with primarily read-only access.

KaiperKit may modify, expand or adjust the available roles and permissions to improve the security, scalability or operation of the platform.

In workspaces managed by an institution or organisation, the owners, administrators or other responsible persons appointed by that organisation are responsible for correctly assigning each user’s permissions and revoking access when a person ceases to belong to the relevant team, project, department or institution.

KaiperKit shall not be liable for unauthorised access caused by incorrect configuration of roles, invitations or permissions by the customer, its administrators or authorised users.

7. Plans, pricing and purchasing

KaiperKit may offer free plans, paid plans, trials, individual licences, Pro workspaces, packages based on user numbers, institutional agreements, tailored plans or other specific commercial arrangements.

The features, limits, prices, duration, number of users, number of workspaces, capacity, included support and conditions of each plan will be those stated on the pricing page, during the purchasing process, in the commercial proposal or in the applicable contract.

KaiperKit may modify its plans, prices, features or limits. Such changes will not apply retrospectively to periods already paid for, unless required for legal, technical or security reasons or expressly agreed with the customer.

Free plans may include limitations on features, member numbers, capacity, support, usage, storage or access to advanced modules. KaiperKit may also modify or discontinue free plans with reasonable prior notice where possible.

Continued use of KaiperKit after the end of a free period, trial, discount or promotion may require the purchase of a paid plan.

8. Institutional purchasing, R&D centres and organisations

KaiperKit may offer specific conditions for universities, hospitals, R&D centres, foundations, companies, public authorities, research institutes, laboratories, scientific units, consortia and other organisations.

Institutional purchasing may take place through:

• A commercial proposal accepted in writing.
• A service agreement.
• An institutional purchase order.
• An accepted pro forma invoice or quotation.
• A framework agreement or specific contract.
• Bank transfer, manual payment or another agreed payment method.

Unless otherwise agreed in writing, institutional agreements may include one or more of the following:

• Maximum number of purchased workspaces.
• Maximum number of users, members or seats.
• Initial contract term.
• Renewal conditions.
• Total amount and payment method.
• The person or unit responsible for administering the institutional account.
• Support, onboarding or training conditions.
• Termination or non-renewal conditions.
• A data processing agreement, where applicable.

KaiperKit may manually create institutional accounts, workspaces, administrators, user limits or usage conditions in accordance with the agreement reached with the customer organisation.

The customer organisation is responsible for notifying KaiperKit of any significant changes affecting its administrators, billing contacts, technical contacts, authorised users or persons with decision-making authority over the institutional account.

9. Payments, billing and renewals

The applicable amounts, billing frequency, taxes, payment method and invoicing conditions will be those stated during the purchasing process, on the pricing page, in the commercial proposal, on the invoice or in the corresponding contract.

Unless otherwise stated:

• Prices do not include indirect taxes unless expressly stated.
• Payments must be made in advance for the purchased period.
• Monthly plans renew monthly.
• Annual plans renew annually.
• Institutional agreements renew in accordance with the conditions agreed in writing.
• The customer is responsible for keeping its payment method current and complying with the agreed payment deadlines.

• Subscriptions will renew automatically at the end of each period unless cancelled by the customer beforehand.
• Customers may disable automatic renewal through the billing area or by contacting KaiperKit.
• Cancelling renewal will not interrupt access to the service before the end of the period already paid for.
• Increases in capacity, users, members or seats may generate automatic prorated charges for the remaining time in the current billing period.

Where payment is processed through an external payment gateway, card provider, bank transfer, direct debit, Stripe or another provider, payment processing may also be subject to that provider’s terms.

In the event of delay, reversal, non-payment, payment error or failure to renew, KaiperKit may notify the customer and provide a reasonable period in which to resolve the issue. If non-payment continues, KaiperKit may restrict, suspend or cancel access to the service.

Unless required by applicable law or expressly agreed in writing, payments made to KaiperKit are non-refundable once the purchased period has begun, the service has been activated or the relevant increase has been applied.

This includes, among other things, payments for subscriptions, renewals, capacity increases, additional users, prorated charges, onboarding, configuration, advanced support and professional services associated with the platform.

For institutional purchases made by bank transfer, purchase order, invoice or manual agreement, KaiperKit may make activation, renewal or expansion of the service conditional upon formal acceptance of the corresponding quotation, contract or order.

10. Cancellation, termination and suspension

10.1. Cancellation by the customer

Customers may cancel their plan, subscription or renewal in accordance with the conditions applicable to the purchased plan. Cancellation will prevent future renewals but, unless expressly agreed or legally required, will not entitle the customer to a refund of amounts relating to periods that have already begun, been activated or been used.

Cancelling a subscription will prevent future automatic renewals, but the customer will retain access to the service and purchased features until the end of the period already paid for.

Prorated charges arising from capacity increases, the addition of members or plan changes during an active period are also non-refundable once applied.

For monthly plans, cancellation will take effect at the end of the current monthly period. For annual plans, cancellation will take effect at the end of the purchased annual period, unless otherwise agreed.

10.2. Termination of institutional agreements

For institutional agreements, termination, non-renewal or early termination will be governed by the commercial proposal, contract, purchase order or specific agreement.

Unless otherwise agreed, amounts paid for institutional periods, licences, workspaces, users, training, initial configuration, onboarding or professional services are non-refundable once the relevant period has begun or the service has been provided.

10.3. Suspension by KaiperKit

KaiperKit may suspend access to all or part of the service, with or without prior notice depending on the seriousness of the circumstances, where:

• There is non-payment or a prolonged delay in payment.
• These Terms and Conditions are breached.
• Fraudulent, abusive, unlawful or bad-faith use is detected.
• There is a risk to the security, availability or integrity of the platform.
• Third-party rights are infringed.
• KaiperKit is used to host, share or manage unlawful or manifestly inappropriate content.
• Suspension is required by law, court order, administrative decision or a competent authority.

10.4. Right of withdrawal

Where the customer legally qualifies as a consumer or user, they may have the rights recognised under consumer protection legislation, including, where applicable, the right to withdraw from distance contracts.

However, KaiperKit is primarily intended for professionals, researchers, companies, institutions and organisations that purchase the service as part of their professional, scientific, academic, business or institutional activity. In those cases, consumer withdrawal legislation may not apply.

11. Acceptable use of the service

Users undertake to use KaiperKit lawfully, diligently, responsibly and in accordance with these Terms and Conditions.

KaiperKit must not be used to:

• Carry out unlawful, fraudulent, misleading or bad-faith activities.
• Upload, store or share unlawful, offensive, defamatory or discriminatory content, or content that infringes third-party rights.
• Introduce malware, viruses, malicious code or elements that may damage systems.
• Attempt to access accounts, workspaces, systems or data without authorisation.
• Perform reverse engineering, scraping, bulk extraction or unauthorised automated use.
• Send spam, unsolicited communications or abusive campaigns.
• Alter, damage, overload or interfere with the normal operation of KaiperKit.
• Manage information for which the user does not have sufficient authorisation.
• Resell, sublicense or commercially exploit the service without express authorisation.
• Use the platform in a way that could damage the reputation, security or stability of KaiperKit.

KaiperKit may apply reasonable measures to prevent misuse, protect the security of the service and ensure balanced use of the platform.

12. Content entered by customers or users

Customers and users retain the rights they hold over information, documents, notes, projects, tasks, papers, research lines, files, links, comments and other content entered into KaiperKit.

By using KaiperKit, customers and users grant KaiperKit a limited, non-exclusive licence to host, process, transmit, display, back up and manage that content solely to the extent necessary to provide the service, maintain security, resolve incidents and comply with applicable obligations.

Customers and users warrant that they have the rights, permissions, authorisations or legal bases required to enter, store, share or process content within KaiperKit.

KaiperKit does not generally review all user-entered content in advance. However, it may remove, block or restrict access to content where it becomes aware that the content may be unlawful, infringe third-party rights, breach these terms or place the platform at risk.

Customers are responsible for the accuracy, quality, legality, relevance and internal retention of content entered into KaiperKit, and for maintaining external copies where the content is especially important or critical.