Welcome to Vicena. By accessing or using our services, you agree to be bound by these Terms of Use. Please read them carefully. These terms constitute a legally binding agreement between you and Scitodate B.V.

Commercial Use Only: Vicena is strictly a Business-to-Business (B2B) platform designed for researchers, engineer, academics, and organizations. By subscribing, you legally confirm that you are using our services for professional, commercial, or academic purposes, and not as a consumer. As a result, standard statutory consumer protections, including the EU 14-day right of withdrawal, do not apply to this agreement.

Business Information

Business Name: Scitodate B.V.
Headquarters: Netherlands

Service Description

Scitodate B.V. offers a cutting-edge AI chat agent known as Vicena, designed specifically for the science and engineering sectors. Vicena leverages artificial intelligence to provide professional researchers with accurate and detailed answers, addressing highly technical day-to-day problems.

Integrated with an extensive library of scientific articles and patents, Vicena ensures that users have access to comprehensive and authoritative information, enhancing research efficiency and effectiveness.

Constant Development: Please note that Vicena is a tool in constant development. We are continually refining our algorithms, expanding our datasets, and improving our interface to better serve the scientific community.

Subscriptions & Payments

Scitodate B.V. offers a flexible subscription service for Vicena.

• Payment Model: Users can select the amount they wish to pay each month based on their support for the project, subject to a minimum rate.
• Currency: Transactions are primarily processed in EUR (Euros) and USD (United States Dollars). Other currencies may be accepted through Stripe's conversion system.
• Billing: Subscriptions are managed and billed through Stripe. You agree to provide accurate and complete billing information.
• Flexibility of Terms: As we are constantly developing and improving Vicena, we reserve the right to adjust limits, prices, and the definition of credits at our discretion. This flexibility is necessary to respond to the rapidly shifting costs of AI technology and changes in aggregate user behavior within our systems.

Cancelation

We aim to provide a fair and transparent approach to subscriptions and refunds.

• Free Trial: We offer an indefinite free trial for scientists to assess the service before committing to a paid plan.
• Monthly Subscriptions: You can cancel your subscription at any time through the Settings page. Your cancellation will be effective from the next billing cycle.
• Enterprise: For enterprise customers, the cancelation policy is governed by our specific enterprise agreement.

Refund Policy

Returns or refunds for the first month's payment are generally not allowed. We may review exceptional cases (e.g., large accidental payments) on a case-by-case basis.

Please understand that we do not refund subscriptions. We are a small team and cannot afford the administrative overhead of processing refunds. We want to keep our focus on the development of the tool rather than administrative tasks.

Legal & Export Restrictions

Users must comply with all applicable local, national, and international laws.

Export Control: Vicena is subject to export control laws of the Netherlands and the European Union. You agree not to transfer the service to any country or individual prohibited by these regulations.

Prohibited Uses: The service must not be used for activities related to the development of weapons (nuclear, chemical, biological) or missile technology. Fraudulent or illegal activities are strictly prohibited.

Promotions

Scitodate B.V. may offer promotions with specific eligibility criteria and durations. Promotions cannot be applied retroactively and may be subject to limitations on redemption. We reserve the right to modify or cancel promotions at any time.

Limitation of Liability

Vicena provides information based on AI models and scientific datasets. While we strive for accuracy, Scitodate B.V. does not guarantee the completeness or absolute correctness of the AI-generated responses. Users should verify technical information against primary sources.

The service is provided "as is" with no guarantees. Any code, protocol, or information should be used with caution, and the use of any advice given by Vicena is at your own risk. This is AI, and its use carries inherent risks; we assume users understand this so we can focus on our work. Scitodate B.V. shall not be liable for any damages arising from the use of the service.

No Vested Rights: Subscribing or signing up for any plan (including free trials/tiers) does not create any permanent or vested right to the specific credit limits, features, or tools available at the time of registration or purchase. Because the cost of AI infrastructure and the nature of technical research are subject to rapid change, we must maintain the flexibility to adjust limitations, credits, and tool access across the board. While we are committed to improving the user experience as much as possible, we reserve the power to make hard decisions to adjust our service offerings to ensure the sustainable development and optimal performance of the software.

Scitodate B.V. ("we," "us," or "our") is dedicated to protecting the privacy and personal data of our users. This Privacy Policy explains how we collect, use, and safeguard your information when you use Vicena, our AI-powered research assistant.

By using Vicena, you agree to the practices described in this policy. We adhere to the General Data Protection Regulation (GDPR) and other relevant data protection laws to ensure that your information is handled with the utmost care and security.

Data Collection

We collect information that you provide directly to us, as well as information generated through your use of the service.

• Personal Identifiers: Contact information such as your name, email address, and organization when you register for an account, contact us, or submit a public inquiry.
• Inquiry Data: The non-confidential explanation you provide when asking about an application integration or joining the scientific execution network.
• Research Data: The queries you submit to Vicena, the documents you upload for analysis, and the responses generated by the service.
• Payment Information: We use Stripe to process payments. Scitodate B.V. does not store your full payment card details; these are handled securely by Stripe.
• Usage Data: Technical information about how you interact with our service, including IP addresses, browser types, and usage patterns.

How We Use Your Data

We use the collected data for the following purposes:

• Providing and improving the Vicena service, ensuring accurate and detailed answers to technical queries.
• Processing transactions and managing your subscription through Stripe.
• Communicating with you regarding inquiries, service updates, security alerts, and administrative messages.
• Analyzing usage patterns to optimize performance and develop new features tailored for the scientific community.

Connected Mailboxes (Google and Microsoft)

You can connect your Gmail or Microsoft 365 mailbox to Vicena's Inbox, so that you and the Vicena agent can write to people from your own address. Connecting is optional. At first Vicena asks only to send mail; you can then also let it read replies, and choose whether it brings in only replies to conversations started in Vicena or your whole inbox.

What we access. When you connect a Google account, Vicena asks for your email address and the Gmail permission to send mail on your behalf, which it uses only to send the messages you approve. If you let it read replies, it also asks for the Gmail permission to read, send and organize your mail, and uses it to read the messages it brings into your Inbox, to mark messages read, and to archive messages you mark done. When you connect a Microsoft account, Vicena asks for the equivalent Microsoft Graph permissions: sending mail, and reading and organizing mail if you let it.

How we use it. Mailbox data is used only to provide the Inbox features you see: showing your conversations, letting you and the agent you direct draft and send replies, and keeping read and archived states in step. Vicena never sends a message without your approval. We do not use mailbox data for advertising, do not sell it, and do not use it to train or improve general artificial intelligence or machine learning models.

Who we share it with. When you ask the Vicena agent to work on a conversation, the relevant messages are processed by the AI model providers that run the agent, solely to produce that response for you. We share mailbox data with no one else, except as required by law or with your explicit consent. Our staff do not read it unless you ask us to, it is needed for security, or the law requires it.

Storage and deletion. Messages brought into Vicena are stored with your account and protected as described below; the access token for your mailbox is stored encrypted. You can remove a mailbox at any time under Email in the Task Board, which deletes its token at once, and revoke Vicena's access from your Google or Microsoft account settings. Messages already brought into your conversations stay there until you ask us to delete them, as described under Your Rights.

Google API Services. Vicena's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Data Storage and Security

Your personal data is stored securely and processed in accordance with GDPR requirements.

Encryption: All data, including researchers' queries and uploaded documents, is transmitted using industry-standard encryption protocols (SSL/TLS).

Security Measures: We implement appropriate technical and organizational measures to protect data from unauthorized access, disclosure, alteration, or destruction. Access is restricted to authorized personnel who require it to perform their duties.

Payment Security: As a PCI-DSS compliant processor, Stripe manages the transmission of your payment card details. We never see or store your full card number.

Your Rights (GDPR)

As a user, you have specific rights under the GDPR:

• Access: You can request a copy of the personal data we hold about you.
• Correction: You can ask us to update or correct inaccurate information.
• Deletion: You can request that we delete your personal data ("right to be forgotten").
• Restriction: You can ask us to limit the processing of your data under certain circumstances.
• Portability: You have the right to receive your data in a structured, commonly used format.

To exercise any of these rights, please contact the Scitodate Support Center.

Cookies and Tracking

Vicena uses cookies and similar technologies to enhance your experience and analyze site usage. These allow us to remember your preferences and understand how you move through the application. You can control cookie settings through your browser, although disabling them may affect the functionality of certain features.

Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please reach out to us:

Email: support@scitodate.com