ARXIVIX Terms of Service

Effective date: 2026-09-11

These Terms form an agreement between you and POPVOX Inc., a Delaware corporation headquartered in California, for use of ARXIVIX. If you accept for an organization, you represent that you have authority to bind it; in that case, “you” includes that organization. Our Privacy Policy explains how we handle personal information.

Contact: legal@popvox.com; POPVOX Inc., 274 Redwood Shores Pky 222, Redwood City, CA 94065.

1. Eligibility and accounts

You must be at least 18 and legally able to enter this agreement to create an account. You may use the service only where its provision and your use are lawful, including under applicable sanctions and export restrictions. We may limit beta availability by country, account, feature, or invitation. Mandatory rights in your jurisdiction continue to apply.

Provide accurate account information, protect your credentials, and promptly report suspected unauthorized access. You are responsible for activity you authorize and for taking reasonable steps to secure your account; this does not excuse POPVOX from responsibility for its own breach of these Terms or applicable law. Organization administrators manage workspace membership and access.

2. The service and beta limitations

ARXIVIX provides tools to store and process documents, collect selected online sources, search, ask questions, receive alerts, export information, and publish selected material. Available features and limits are shown in the service and any applicable order.

Beta features may change and may contain errors. Source websites can change, become unavailable, or restrict access. Watchers and alerts are best-effort; we do not promise immediate or complete detection of changes. Maintain independent copies of important material. ARXIVIX is not designed as the sole system for emergency response, legal deadlines, safety-critical decisions, or required records preservation. No service-level guarantee applies unless separately agreed in writing.

3. Content ownership and permission to process

You and the relevant rights holders retain your existing rights in material you provide or select. Uploading or collecting a work does not make you its owner, and ARXIVIX does not grant rights that the original rights holder has not granted.

You grant POPVOX a non-exclusive, worldwide, royalty-free license, limited to operating the service for you, to host, copy, transmit, convert, extract text from, index, analyze, and display your content according to your instructions and access settings. We may authorize service providers to perform those tasks for us under appropriate restrictions. The license covers backups, support, security, and legally required handling, but does not authorize model training or unrelated exploitation of your content.

When you direct publication, the license also permits delivery through your enabled public pages, widgets, feeds, and compatible tools. The license ends when the content is removed from our systems, except for the limited handling of backup, legal, or financial records described in the Privacy Policy. Previously distributed copies held independently may remain.

You represent that you have sufficient rights or another valid legal basis for the collection, processing, storage, and publication you request, including necessary authority concerning personal information in the material. Public availability is not, by itself, permission to reproduce or publish a work. You are responsible for complying with applicable licenses, access restrictions, and law and for evaluating whether any legal exception applies to your use.

4. Hosting role and content responsibility

ARXIVIX provides hosting, processing, and distribution tools at users' direction. POPVOX is not the author or publisher of record of content that users independently choose to upload, collect, or make public. Automated extraction, indexing, ranking, formatting, or delivery does not signify editorial adoption, endorsement, verification, or rights clearance by POPVOX.

You remain responsible for your selection of sources, content, publication choices, and any required permissions or attribution. We do not warrant the accuracy, completeness, lawfulness, ownership, or non-infringement of user or third-party content. We may investigate complaints and restrict or remove material as described below. Nothing in this section excludes duties or liability that applicable law does not allow us to exclude.

5. AI and automated processing

By accepting these Terms and submitting or selecting content for processing, you authorize ARXIVIX and its disclosed service providers to process that material to deliver the service, including content in private projects. This can include external OCR, embedding, and ranking services. The How ARXIVIX Uses AI page describes enabled services and models. The standard beta does not offer a guarantee of local-only processing.

POPVOX does not use your submitted content or resulting answers to train or fine-tune AI models. We require providers processing this content for us to operate under terms and applicable settings prohibiting such training. This does not eliminate limited operational, security, or legally required provider retention described in our disclosures.

Automated results may be inaccurate, incomplete, or similar to results others receive. Verify important information against the source. Outputs are not professional advice or a legal assessment of permission to use material. Acceptance of these Terms does not replace separate consent or another lawful basis required for processing a particular person's data.

6. Private and public projects

Private projects are accessible to authorized workspace users and, for the limited purposes described in the Privacy Policy, authorized staff and providers. Publication requires an authorized user's confirmation of the intended audience and material.

When adding uploads to a public project, the confirmation identifies that the material will become public. For a watcher, the confirmation identifies whether subsequent collected items will be published automatically. You can change the applicable publishing settings or stop the watcher. If public full text is disabled, public responses are limited to permitted metadata and omit excerpts, source-derived summaries, and content-based answers.

Published content may be accessed by people, search tools, and software using enabled interfaces. Public access is not a general license to train models, and recipients must obtain any necessary rights for their uses. We cannot control independent recipients or recover copies they already obtained. Changing visibility stops future access through ARXIVIX subject to normal processing delays; it cannot reverse independent copying.

7. Acceptable use

Do not use the service to infringe copyright, privacy, confidentiality, or other rights; distribute unlawful content; facilitate child exploitation, credible threats, targeted harassment, or fraud; introduce malware; obtain unauthorized access; bypass paywalls, authentication, technical restrictions, or service limits; or materially disrupt the service or a source website.

Only submit information you are authorized to disclose to the service and its processing providers. Do not submit passwords, private access keys, payment-card security codes, or information whose handling requires protections or agreements ARXIVIX has not agreed to provide. Any use requiring special regulatory or confidentiality arrangements requires a separate written agreement before submission.

Use automated access to ARXIVIX only through authorized interfaces and within their limits. Do not misrepresent source ownership, fabricate permission, or evade a restriction imposed after a rights or abuse complaint. Reasonable security research performed under written authorization is not prohibited by this section.

8. Copyright notices, other complaints, and appeals

Report alleged infringement to legal@popvox.com, subject “ARXIVIX copyright notice,” or to POPVOX Inc., Attention: Copyright Agent, at the address above. Designated-agent telephone: Pending designated-agent verification.

A copyright notice should identify the protected work and the specific ARXIVIX material/URLs at issue; provide your contact information and signature; state your good-faith belief that the use lacks authorization from the rights holder, its agent, or law; and state that the notice is accurate and, under penalty of perjury, that you are authorized to act.

We review notices and act expeditiously where required, including removing material or disabling access and notifying the affected account holder when appropriate. We may request information needed to evaluate a complaint. We adopt and reasonably implement a policy to terminate repeat infringers in appropriate circumstances and accommodate applicable standard technical measures.

If removal resulted from a mistake or misidentification, you may submit a signed counter-notice identifying the removed material and its prior location; stating under penalty of perjury your good-faith belief that removal resulted from a mistake or misidentification; providing your name, address, and telephone; and consenting to the required U.S. federal court jurisdiction and service of process. We forward qualifying counter-notices to the claimant. The statutory process ordinarily provides restoration 10–14 business days after receipt unless we receive notice of a qualifying court action. 17 U.S.C. § 512

For U.S. counter-notifiers, the jurisdiction statement concerns the federal district where your address is located; if you are outside the United States, it concerns a district where POPVOX may be found. You must agree to accept service from the claimant or its agent. Notices and counter-notices may be shared with the other party; do not include unnecessary sensitive information. Knowing material misrepresentations can have legal consequences.

Send other privacy, safety, or rights complaints to legal@popvox.com with enough information to locate and understand the issue. You may appeal a restriction by replying with relevant context. We review appeals through a person who was not the original decision-maker where practicable. An independent lawful basis for restricting content may remain after a copyright issue is resolved, and we will explain it when appropriate.

9. Paid plans, renewals, cancellation, and refunds

Before you purchase, we disclose the price, billing frequency, renewal terms, material limits, applicable taxes, and how to cancel. A paid subscription renews only after you affirmatively agree to the renewal terms and payment authorization. We do not charge you merely because you joined a free beta. Payment processing may be provided through Stripe or another disclosed processor.

You can cancel an online subscription online without contacting support. Cancellation stops future renewals; unless you request immediate account closure or a different arrangement is required by law, paid access continues through the paid period. We send a cancellation confirmation. Removing a payment method alone may not cancel a subscription.

We refund your first paid subscription purchase in full if you request it within 14 days of purchase. That refund cancels the paid subscription. After that, payments for an elapsed or partly used billing period are ordinarily non-refundable unless law requires otherwise or we agree to a refund. We correct erroneous or duplicate charges. If we discontinue your paid service without your breach and cannot provide it for the rest of the prepaid term, we refund the unused portion. Non-waivable cancellation, withdrawal, and refund rights prevail.

We provide at least 30 days' advance notice of price increases, effective no earlier than your next renewal, and any additional notices required by law. We provide required renewal and trial-expiration reminders. We do not make materially adverse changes to a prepaid plan during its paid term without an appropriate remedy.

10. Suspension, termination, and export

We may restrict access reasonably necessary to address a material breach, security or legal risk, rights complaint, or nonpayment. When practicable, we provide notice and an opportunity to resolve the issue. Immediate action may be necessary to protect people, systems, or comply with law. You may contact legal@popvox.com to challenge a decision.

You may export available project information and close your account. Account closure stops future renewals. Where account closure is not available in the interface, request it at legal@popvox.com. We apply the Privacy Policy's deletion schedule and limited exceptions.

If we end the service or terminate an account without an urgent legal or security reason, we ordinarily allow 30 days for export. If you instead request immediate deletion, we begin the deletion process without that export period. Archiving retains content; it is not deletion. Removing a member does not delete the organization's shared workspace.

11. POPVOX intellectual property and feedback

POPVOX and its licensors retain rights in the service software, design, and branding. Your content remains subject to Section 3. Third-party and open-source components retain their respective licenses. You may use the service and any supplied embedding tools as permitted by these Terms and your plan.

You may voluntarily provide product suggestions, which we may use without compensation. That permission does not grant a license to train on your content or authorize public disclosure of private documents or personal information included in a support report.

12. Warranties and limits of liability

To the extent permitted by applicable law, the beta service and automated outputs are provided as available without guarantees of uninterrupted operation, error-free results, fitness for a particular purpose, merchantability, or non-infringement. User and third-party content has not been rights-cleared by POPVOX. Nothing limits express commitments in a signed agreement or mandatory statutory warranties.

To the extent permitted by applicable law, POPVOX is not liable for indirect, consequential, incidental, special, exemplary, or punitive losses arising from the service. POPVOX's aggregate liability for claims arising from these Terms or the service is limited to the greater of US $100 or the fees you paid POPVOX for ARXIVIX during the 12 months preceding the event giving rise to the claim.

These exclusions and limits do not apply to POPVOX's fraud, willful misconduct, gross negligence, or liability that applicable law prohibits limiting, including any applicable non-waivable consumer or data-protection remedies. The limitations are subject to those exceptions and are not a statement that all claims by third-party rights holders can be contractually excluded.

13. Business-user indemnity

If you use ARXIVIX for business or organizational purposes, you will defend POPVOX and its personnel against third-party claims arising from your content infringing intellectual-property or privacy rights, your unlawful use, or your material breach of these Terms, and pay resulting damages finally awarded or settlements you approve, together with reasonable defense costs. This obligation applies only to the extent the claim results from your conduct or content, and excludes losses caused by POPVOX's breach, negligence, or misconduct.

We must promptly notify you, provide reasonable cooperation at your expense, and allow you to control the defense with competent counsel. You may not agree to a settlement admitting fault by POPVOX or imposing nonmonetary obligations on it without its written consent. This section does not impose an indemnity obligation on a person using the service solely as a consumer or override mandatory law.

14. Disputes and governing law

California law governs these Terms, excluding its conflict-of-laws rules, subject to mandatory protections applicable to you. Before litigation, please contact legal@popvox.com so we can try to resolve the dispute. A 30-day informal-resolution period does not prevent urgent relief, regulatory complaints, or filing necessary to preserve a claim.

Subject to mandatory jurisdictional rights, disputes will be heard in state courts in San Mateo County, California, or the U.S. District Court for the Northern District of California. Consumers retain any right to bring proceedings in their home jurisdiction. These Terms do not require arbitration or waive class proceedings. An applicable signed institutional agreement may specify different terms.

15. Changes and general provisions

We identify each version and its effective date. We provide at least 30 days' notice of material changes unless a shorter period is necessary for law, security, or prevention of harm. We obtain renewed affirmative acceptance where required or where a material expansion of content use is proposed. A policy update does not retroactively authorize training on content supplied under a no-training commitment.

A separate signed agreement controls where it expressly conflicts with these Terms. Otherwise these Terms and incorporated terms shown at purchase govern the service. If a provision is unenforceable, the remaining provisions continue to the extent lawful. Failure to enforce a provision is not a waiver. Neither party may transfer this agreement in a way that reduces the other's non-waivable rights; POPVOX may transfer it in a business reorganization or sale subject to the Privacy Policy and applicable law.

Provisions that by their nature must continue after termination—including payment obligations already incurred, applicable retained-record handling, ownership, lawful liability limits, and dispute provisions—continue for that purpose.