AriaFlow Express – License Agreement (Terms and Conditions)

Document ID

LG-04

Version

1.0

Date

2026-09-22

Owner

AriaFlow GmbH

AriaFlow GmbH, Große Bleiche 15, 55116 Mainz, Germany ("AriaFlow") provides AriaFlow Express, an AI-powered document assembly service, over the web. These Terms and Conditions ("Terms") apply to the subscription plans Starter, Pro and Expert. The Customer can download and print these Terms. The English version is legally binding.

1. Definitions

2. Subject of the Agreement and conclusion of contract

2.1 AriaFlow gives the Customer access to the Service in the subscribed Plan for the subscription term. The Customer pays the fees shown in the order process.

2.2 Order process. The Customer creates an account with an email address and a password, selects a Plan, and enters a billing address and payment details. A summary is shown before the order. The Customer can correct the entries or cancel the process until the Customer clicks the Order Button.

2.3 With a click on the Order Button, the Customer makes a binding offer. The contract is concluded when AriaFlow confirms the subscription on the next page or by email. AriaFlow may reject an offer without giving reasons.

2.4 AriaFlow provides the Service immediately after the contract is concluded. The contract can be concluded in English or German. AriaFlow does not store the contract text for the Customer after conclusion.

2.5 The Customer keeps the account email address up to date. Notices and invoices are sent to this address.

2.6 The Service is available for personal and for business use. If the Customer is a consumer, section 11 (right of withdrawal) and the consumer provisions in sections 13, 14 and 17 apply.

2.7 Free trial. AriaFlow may offer a free trial at its discretion. The trial ends without a paid subscription unless the Customer selects a Plan.

3. Plans and functions

3.1 AriaFlow Express is offered in three plans. The plan description on the website at the time of the order is part of the contract.

3.2 The billing period is one month. AriaFlow may offer promotional prices, for example an introductory price for the Starter plan. The price shown in the checkout applies.

3.3 Credits. Each Plan includes a fixed number of AriaFlow Credits per month. The Credits are added to the account at the start of each billing period. Each document run uses Credits. The consumption depends on the Template, the selected models and the size of the source documents. The document figures in section 3.1 are guide values based on average consumption. The included Credits are the binding allowance.

3.4 Unused Credits are carried over to the next billing period. They remain in the account for the term of the Agreement. Credits are not refunded and cannot be transferred to another account.

3.5 Token Recharge. When the Credits are used up, the Customer can buy additional Credits in the account ("Token Recharge") or wait until the next billing period, when new Credits are added. There is no automatic recharge. Recharged Credits are treated like included Credits and are carried over in the same way.

3.6 Every plan includes catalogue templates, public research connections, source references and visible open questions.

3.7 AriaFlow Express is a reduced single-user offering. It differs from the AriaFlow enterprise platform, which is licensed with user packages (Author, Power User, Operator/Approver) and includes functions such as SSO/SAML, approval workflows, customer database connectors, Bring Your Own Model, private deployment and a named engagement partner. These functions are not part of AriaFlow Express. They are available under a separate agreement.

4. Services of AriaFlow

4.1 Handling of Content. AriaFlow processes Content and Output only to provide the Service. Standard retention: generation inputs 30 days; generation outputs 30 days after run completion; items in Trash 30 days; backups 30 days. Output that the Customer saves to the Resources library stays until the Customer deletes it.

4.2 No model training. AriaFlow does not use Content or Output to train or improve any language model, its own or a vendor's. Zero data retention is enabled at the LLM gateway.

4.3 Location. AriaFlow Express runs on the EU instance (Microsoft Azure, Poland Central). Persistent workspace data stays in this region. AriaFlow uses the sub-processors listed in the Data Protection Agreement.

4.4 Support access. AriaFlow staff access Content only if this is necessary to analyse and fix a technical problem, or if the Customer asks for it. Access is role-based, follows the least-privilege principle and is audited.

4.5 Public research connectors send search queries to public databases, for example PubMed, ClinicalTrials.gov, openFDA and EMA. They do not send Customer documents. AriaFlow is not responsible for the availability or the content of these databases.

4.6 Test functions. AriaFlow may offer functions marked "alpha", "beta" or "preview". They are not part of the Agreement. AriaFlow may change or stop them at any time.

4.7 Availability. AriaFlow uses reasonable efforts to reach an availability of 99.0 % per calendar year. Planned maintenance and events outside AriaFlow's control do not count. The enterprise Service Level Agreement with service credits does not apply to AriaFlow Express.

4.8 Support. Support is available by email and through the in-product help. AriaFlow aims to give a first response within 2 Business Days.

4.9 Changes to the Service. AriaFlow may change the Service for a valid reason: a change in law, technical or security needs, removal of outdated functions, or improvements for customers. Changes are free of charge. If a change reduces the Customer's use of the Service in more than a minor way, AriaFlow gives at least two months' notice by email. In this case the Customer may terminate the Agreement free of charge within 30 days after receipt of the notice and receives a pro-rata refund of prepaid fees.

4.10 Further services, such as consulting, custom Template creation, integration or training, require a separate written agreement.

5. License and intellectual property

5.1 AriaFlow grants the Customer a non-exclusive, non-transferable, non-sublicensable, worldwide right to use the Service for its own personal or business purposes during the subscription term.

5.2 Every Plan is a single-user license. One Plan equals one User. The User may use the access data on several devices, on one device at a time. Team collaboration in the Expert Plan lets the User share Templates and documents with other Expert users. Each of these users needs its own Plan.

5.3 Catalogue Templates. The Customer may import, copy and adapt Catalogue Templates for its internal purposes. AriaFlow keeps all rights in the Catalogue Templates as provided. The Customer owns its adaptations and its own Templates, without the underlying AriaFlow material.

5.4 All rights in Content remain with the Customer. The Customer grants AriaFlow a non-exclusive, worldwide right to store, process, transmit and display Content and Output, and to pass this right to sub-processors, only as far as this is necessary to provide the Service.

5.5 AriaFlow claims no rights in Output. If AriaFlow acquires rights in Output by law, AriaFlow assigns them to the Customer at the moment they arise.

5.6 At the end of the Agreement the Customer can export its workspace (Templates, runs, Output) as a ZIP file. AriaFlow keeps the export function available for 30 days after the end of the term.

5.7 All rights in the Service, the software, the documentation and the AriaFlow brands remain with AriaFlow.

6. AI output and human review

6.1 The Service produces drafts for qualified human review. Language models can produce wrong, incomplete or outdated statements. AriaFlow does not warrant that Output is correct, complete or compliant with regulatory requirements.

6.2 Source links, open points and markers such as "[MISSING: ...]" help the reviewer. They support the review and do not prove scientific accuracy or regulatory compliance.

6.3 The Customer is responsible for the review, the interpretation and the approval of every document before use. This applies in particular to submissions to health authorities and to other regulated uses. Final regulatory, scientific and medical responsibility remains with the Customer's qualified persons.

6.4 The Service is not intended for a high-risk use under Art. 6 of the EU AI Act. The Customer assesses if its specific use is a high-risk use and meets the duties that result from it.

7. Obligations of the Customer

7.1 The Customer uses the Service only for its own purposes and in line with the law, including sanctions and export control law.

7.2 The Customer must not:

• use the Service for a practice that Art. 5 of the EU AI Act prohibits, or for illegal activities
• upload Content that it may not share because of data protection law, confidentiality duties or third-party rights
• upload special categories of personal data, for example patient data with identifiers
• copy, modify, decompile or reverse engineer the Service, unless mandatory law allows it
• use the Service, Output or Catalogue Templates to build or train a competing product or a language model
• run benchmark or load tests against the Service without written consent
• access the Service by automated means that go beyond normal human use, outside the documented integrations
• resell or share access data, or let more persons use the Service than the Plan allows
• bring malware into AriaFlow's systems or bypass security functions

7.3 The Customer keeps access data secret, informs AriaFlow without delay about a suspected misuse, and is responsible for every use of the Service through its account.

7.4 Third-Party Applications. The Expert Plan supports the Office add-in and connections from Claude and ChatGPT. Before Content reaches the Service, the Third-Party Application processes it under the Customer's own agreement with that vendor. AriaFlow is not responsible for Third-Party Applications. For the Office add-in, the Customer needs Microsoft 365 desktop on Windows 10/11 or macOS.

7.5 Indemnity. The Customer indemnifies AriaFlow against third-party claims, including reasonable legal costs, that result from Content that infringes third-party rights or from a culpable breach of section 7.2. AriaFlow informs the Customer without delay and does not settle such claims without the Customer's consent.

8. Fees and payment

8.1 The Customer pays the Plan fee and the price of each Token Recharge as shown in the order process. Plan fees are due in advance at the start of each billing period. Token Recharges are due at purchase.

8.2 Prices are net prices in euros. Statutory VAT is added where it applies. The Customer bears bank charges and currency conversion costs.

8.3 Payments are processed by Stripe (Stripe Payments Europe, Ltd., Dublin, Ireland). The payment methods are those that Stripe offers in the checkout, for example credit card or SEPA direct debit. AriaFlow does not store full payment details. Invoices are provided in digital form by email or in the account.

8.4 If a payment fails, AriaFlow asks the Customer to update the payment method and announces a block. If the payment is still open 3 Business Days later, AriaFlow may block access. AriaFlow restores access within 3 Business Days after full payment.

8.5 Price changes. AriaFlow may change Plan fees with effect from the next billing period. AriaFlow informs the Customer by email at least 8 weeks in advance. The Customer may terminate the Agreement at the end of the current billing period.

8.6 Withholding tax. If the law obliges the Customer to withhold tax from a payment, the amount payable increases so that AriaFlow receives the full invoiced amount. The Customer provides proof of the tax payment.

9. Plan changes

9.1 Upgrade. The Customer can move to a higher Plan at any time. The higher Plan applies immediately. The unused share of the fee already paid is credited pro rata.

9.2 Downgrade. A move to a lower Plan takes effect at the start of the next billing period. Functions of the higher Plan are then no longer available. Templates that were created with AI template ingest remain in the workspace.

10. Term and termination

10.1 The Agreement runs for an indefinite period. Each party may terminate it at any time with effect at the end of the current billing period. The Customer can cancel in the account settings or by email.

10.2 If the parties agree a fixed term, for example an annual subscription, the term renews by the same period, unless a party terminates before the renewal date.

10.3 Each party may terminate for good cause with immediate effect. Good cause exists in particular if the other party commits a material breach and does not remedy it within 30 days after written notice.

10.4 AriaFlow may suspend access after prior notice by email in the case of a material or repeated breach of section 7 or of non-payment under section 8. AriaFlow may suspend access immediately if there is a reasonable suspicion of fraud, for example an invalid email address, a stolen means of payment or a payment reversal without a stated reason. AriaFlow restores access when the reason no longer exists.

10.5 AriaFlow may terminate with immediate effect if the Customer is or becomes a sanctioned party under EU, UK, US or UN lists.

10.6 After the end of the Agreement the Customer can export its data for 30 days. AriaFlow then deletes the workspace data under the Data Protection Agreement. Unused Credits expire at the end of the Agreement and are not refunded.

11. Right of withdrawal for consumers

11.1 This section applies only if the Customer is a consumer under mandatory law at the consumer's place of residence.

11.2 The consumer may withdraw from the Agreement within 14 days after conclusion of the contract without giving a reason. To withdraw, the consumer sends a clear statement to AriaFlow GmbH, Große Bleiche 15, 55116 Mainz, Germany, support@ariaflow.org. It is sufficient to send the statement before the period ends. The consumer may use the model withdrawal form in Annex 2 to Art. 246a EGBGB.

11.3 After a withdrawal, AriaFlow refunds all payments within 14 days, with the same means of payment. If the consumer asked AriaFlow to start the Service during the withdrawal period, the consumer pays a proportionate amount for the Service provided until the withdrawal.

12. Data protection and confidentiality

12.1 AriaFlow processes personal data in Content as a processor for the Customer. The AriaFlow Data Protection Agreement (DPA) is part of this Agreement and becomes binding when the contract is concluded. The AriaFlow Privacy Policy describes the processing of account and billing data.

12.2 The Customer uploads personal data only if it has a legal basis under data protection law.

12.3 Each party keeps the other party's confidential information secret, uses it only for this Agreement, and protects it with reasonable care. This duty continues for 3 years after the end of the Agreement. It does not apply to information that is public, was already known, or must be disclosed by law.

12.4 Security measures are described in Annex 2 of the DPA. They include database-enforced tenant isolation, encryption in transit (TLS 1.2 or higher) and at rest, an append-only audit trail and nightly security scans. AriaFlow holds no third-party security certifications today. SOC 2 and ISO 27001 are planned for 2027/2028.

13. Warranty

13.1 AriaFlow warrants that the Service works in all material respects as described in the Service Specification. Section 6 applies to the content of Output.

13.2 The Customer reports defects without delay by email, with a description that allows AriaFlow to reproduce the defect. AriaFlow corrects the defect within a reasonable time or provides a workaround. If this fails, the Customer may reduce the fee or terminate the Agreement and receives a pro-rata refund of prepaid fees.

13.3 AriaFlow does not warrant that the Service is available without interruption or free of errors. The strict liability for defects that existed at the conclusion of the contract (Section 536a(1) German Civil Code) is excluded.

13.4 If the Customer is a consumer, the statutory warranty rights apply without restriction.

14. Liability

14.1 AriaFlow is liable without limit for intent and gross negligence, for injury to life, body or health, under the German Product Liability Act, and for guarantees that AriaFlow has given.

14.2 For slight negligence, AriaFlow is liable only for the breach of an essential contractual duty. An essential duty is a duty that makes the proper performance of the Agreement possible and on which the Customer may regularly rely. In this case the liability is limited to the foreseeable damage typical for this type of contract.

14.3 In the cases of section 14.2, the liability per contract year is limited to the fees that the Customer paid in the 12 months before the damage event.

14.4 In the cases of section 14.2, AriaFlow is not liable for lost profit or for indirect damage. For loss of data, the liability is limited to the typical cost of recovery that would arise with regular exports by the Customer.

14.5 AriaFlow is not liable for decisions that the Customer takes on the basis of Output without the review described in section 6.

14.6 These limits also apply to AriaFlow's legal representatives, employees and agents. They do not limit the Customer's duty to pay fees.

14.7 Neither party is liable for a delay or failure that results from events outside its reasonable control.

15. Changes to these Terms

15.1 AriaFlow may change these Terms for a valid reason, for example new functions, technical changes, third-party requirements or a change in law.

15.2 AriaFlow sends the changed Terms in text form at least 8 weeks before they take effect and marks the changes. If the Customer does not object within this period, the changes are accepted. AriaFlow points out this effect in the notice. If the Customer objects, either party may terminate the Agreement, and the Customer receives a pro-rata refund of prepaid fees.

16. Complaints and dispute resolution

The Customer can contact AriaFlow support at support@ariaflow.org. AriaFlow is not obliged and not willing to take part in dispute resolution before a consumer arbitration board.

17. Final provisions

17.1 This Agreement is the entire agreement between the parties on its subject. Terms and conditions of the Customer do not apply, unless AriaFlow has agreed to them in writing.

17.2 Changes and side agreements require text form, unless these Terms state otherwise.

17.3 AriaFlow may transfer the Agreement to a company that takes over the Service. AriaFlow may use subcontractors and remains responsible for their performance. Our contracted partner G&L Scientific may support service delivery.

17.4 If a provision is invalid, the other provisions remain valid. The parties replace the invalid provision with a valid provision that comes closest to the commercial purpose.

17.5 German law applies. The UN Convention on Contracts for the International Sale of Goods does not apply. Mandatory consumer protection law at the consumer's place of residence remains unaffected.

17.6 If the Customer is a merchant, a legal entity under public law or a special fund under public law, the exclusive place of jurisdiction is Mainz, Germany.

Service Specification