Terms of service

Template. Written for the EU GDPR, the Digital Services Act and the Data Act, and the New Zealand Privacy Act 2020. Fill in your company details in the server settings and have a lawyer review it before launch. Last updated: [date].

These terms are an agreement between [Company name] (“we”) and the organisation that subscribes to Stellate (“customer”). People who use Stellate on behalf of a customer or as invited partners must also follow them.

1. The service

Stellate is a web application for planning, writing and managing Horizon Europe proposals and projects. It is a tool: you remain responsible for your proposals, for checking them against the official call documents and templates, and for submitting them on the EU Funding & Tenders Portal. We are not affiliated with the European Commission.

2. Accounts and security

Keep your password and two-factor device safe and use the service only through your own account. Organisation owners and admins decide who has access and can require two-factor authentication. Tell us straight away at [security email] if you suspect unauthorised access.

3. Subscriptions, trial and payment

Plans, prices and limits are shown on the pricing page. Paid plans renew automatically until cancelled; you can cancel at any time from Plan & billing, effective at the end of the current period. Prices exclude VAT unless stated. The free trial ends automatically and moves to the Free plan; nothing is charged without a payment method.

4. Your content and confidentiality

Your organisation owns the content it puts into Stellate. You give us only the rights needed to host and process it to provide the service. We treat project content as confidential: our staff don’t access it, except when you ask for support and give permission, or when the law requires it. Our processing of personal data in your content is governed by the data processing agreement, which forms part of these terms.

5. Acceptable use

Don’t use Stellate to store or share illegal content, malware, or content that infringes others’ rights; to attempt to break or test its security without permission (see our vulnerability disclosure policy); or to overload it. Don’t upload EU classified information (EUCI) or national classified information of any level: Stellate is not accredited to handle it. Avoid special categories of personal data unless your project genuinely needs them and you have a legal basis.

6. AI features

AI drafting is off until an owner or admin turns it on for the organisation. AI output can be wrong. Under the Horizon Europe application forms, applicants are fully responsible for content produced with AI tools and must be transparent about the tools they used. AI-generated sections are labelled in Stellate and should be reviewed by a person before use.

7. Illegal content: notices, decisions and complaints

Anyone can report content they believe is illegal with our reporting form. A person reviews each report; we don’t use automated content moderation. If we remove or restrict content or an account, we tell the affected user the reasons, the facts and the legal or contractual ground (Digital Services Act Art. 17), and how to contest the decision. You can reply to contest it; a different person reviews the complaint. You may also use certified out-of-court dispute settlement bodies or the courts. We may suspend accounts that repeatedly provide manifestly illegal content, after a warning.

8. Leaving the service and moving your data (EU Data Act)

• You can export all your organisation’s data at any time, free of charge, from Team & organisation → Export everything: every project as structured JSON, meeting minutes, every file version in its original format and the security log, in one ZIP. The formats are described on the data portability page.
• You can end the contract or switch to another provider with at most two months’ notice. After notice, we complete the export within a 30-day transition period, keep the service available during that period, and reasonably help you or your new provider.
• We charge no switching or data-export fees.
• After the transition period, and at the latest 30 days after the contract ends, we delete your data, including from backups as they expire, unless the law requires us to keep it. We confirm deletion on request.

9. Availability and support

We aim for high availability and announce planned maintenance in advance where possible. Support: [support email].

10. Security incidents

We maintain the security measures described on the security page. If we become aware of a personal data breach affecting your data, we notify you without undue delay, as set out in the data processing agreement.

11. Liability

Nothing in these terms limits liability that can’t be limited by law. Otherwise, our total liability in any 12 months is limited to the fees paid for the service in that period, and we aren’t liable for indirect loss or for the outcome of any funding application.

12. Suspension and termination

We may suspend access for serious breaches of these terms, security threats or unpaid invoices, after notice where possible. Either party may terminate for material breach not remedied within 30 days.

13. Changes

We may update these terms with at least 30 days’ notice for material changes. If you don’t agree, you may cancel before they take effect.

14. Governing law

These terms are governed by the laws of [country], without prejudice to mandatory consumer or data protection law that applies to you.