Terms and Conditions

1. Who These Terms Apply To

   • By creating an account or using the Services, you agree to these Terms. If you do not agree, please do not use the Services.
   • If you use the Services on behalf of a company, school or other organisation (a “Customer Organisation”), you confirm that you are authorised to accept these Terms on its behalf, and “you” includes that organisation.
   • Where a Customer Organisation has signed a separate written agreement with us, that agreement takes priority over these Terms if the two conflict.
   • If you are a consumer (an individual acting outside your trade, business or profession), nothing in these Terms limits the statutory rights you have under Irish or EU consumer law. Where a clause applies differently to consumers, we say so.

2. The Services

   • Palantrix lets you rehearse high-value conversations — including mock interviews, client meetings, presentations and difficult workplace conversations — with an AI conversation partner, and gives you personalised coaching and readiness scores afterwards.
   • We may improve, change or add features over time. If we remove or materially reduce a feature you are paying for, we will tell you in advance and you may cancel your subscription. Cancellation takes effect at the end of your current billing period, as described in section 6.
   • We aim to keep the Services available at all times but do not promise uninterrupted access. Planned maintenance will be announced where practical.
   • Features marked “beta”, “preview” or similar are provided for evaluation, may change or be withdrawn at any time, and are not covered by any service commitments.

3. Your Account

   • You must give accurate information when you register and keep it up to date.
   • You are responsible for keeping your login credentials secure and for activity under your account. Tell us promptly at support@palantrix.com if you suspect unauthorised access.
   • Accounts are personal. Seats on a business plan may not be shared between individuals, but a Customer Organisation may reassign a seat when someone leaves.
   • Users under the Irish digital age of consent (16) may only use the Services through a school or other organisation that has obtained the necessary parental or guardian consent, as described in our Privacy Policy.

4. Plans, Subscriptions and Payment

   Paid plans are sold as subscriptions and processed by our payment provider, Stripe. We do not store your full card details; Stripe handles them under its own terms and security standards.

   • Prices, plan limits and billing periods (monthly or annual) are shown on our Pricing page or in your order at the time of purchase.
   • Subscriptions renew automatically at the end of each billing period and you authorise Stripe to charge your chosen payment method for each renewal, until you cancel.
   • Fees are payable in advance for each billing period. Applicable VAT and other taxes are calculated at checkout. Business customers with a valid VAT number may be charged under the reverse-charge mechanism.
   • We will give you at least 30 days’ notice before any price increase takes effect on your subscription. The new price applies from your next renewal, and you may cancel before then if you do not accept it.
   • Where we offer a free trial, we will tell you before it ends and before any charge is taken. You will not be charged if you cancel before the trial ends.

5. Failed Payments and the 15-Day Grace Period

   If a subscription payment fails, we do not cut off your access straight away. Instead:

   • We will notify you by email, and Stripe will retry the payment automatically.
   • You keep full access to your paid plan for 15 days from the date the payment was due, giving you time to update your payment method or settle the outstanding amount.
   • If the subscription is still unpaid after those 15 days, your account is temporarily downgraded to Free access. Features and usage limits beyond the Free plan will be unavailable while the downgrade is in place.
   • A downgrade is not a closure. Your account, sessions and history are kept, subject to our Privacy Policy, and your paid plan is restored as soon as the outstanding subscription has been paid.
   • If the subscription remains unpaid for 60 days from the date the payment was due, your account will be closed. We will send you several email reminders before this happens, so you have every opportunity to pay or to ask our Support team for an export of Your Content (see section 13).
   • For business plans, the Customer Organisation’s billing contact receives these notices, and the downgrade applies to all seats on that subscription.

6. Cancellation, Refunds and Your Right of Withdrawal

   • You can cancel your subscription at any time from your account settings. Cancellation, or a change to a lower plan, takes effect at the end of the current billing period. You keep full access to your paid plan until then, after which your account moves to the plan you have selected.
   • We do not provide pro-rata refunds. Fees already paid are not refundable for partial billing periods, except where consumer law requires otherwise, such as the right of withdrawal below.
   • Consumers: under the EU Consumer Rights Directive and the Irish Consumer Rights Act 2022, you have the right to withdraw from a new subscription within 14 days of purchase without giving a reason. If you ask us to start the Services during that period, you will pay a proportionate amount for the Services provided up to the point you tell us you are withdrawing, and we will refund the rest within 14 days. To withdraw, email support@palantrix.com with a clear statement of your decision.
   • The right of withdrawal does not apply to business customers.

7. Your Content and Data

   • You own the content you provide to the Services, including context, documents, recordings and transcripts (“Your Content”), and the coaching output generated for you.
   • You give us a limited, non-exclusive licence to host, process and display Your Content only as needed to provide, secure and support the Services for you. This licence ends when Your Content is deleted from our systems.
   • We do not use Your Content to train third-party foundation models, and we do not sell it.
   • Your practice sessions are private by default. Nothing is shared with an employer, educator or anyone else unless you choose to share it.
   • Our handling of personal data is described in our Privacy Policy. Where we process personal data on behalf of a Customer Organisation, a Data Processing Agreement under Article 28 GDPR applies and is available on request from dpo@palantrix.com.
   • You are responsible for having a lawful basis, and any necessary consent, for personal data about other people that you upload — for example a client’s details used to shape a rehearsal or data imported from a connected CRM.

8. AI-Generated Output

   • You will always be told when you are interacting with AI rather than a person, in line with the transparency obligations of the EU AI Act.
   • Coaching feedback and readiness scores are advisory and designed to help you prepare. AI output can be inaccurate or incomplete, so use your own judgement before relying on it.
   • Palantrix is a preparation tool, not a decision-maker. Customer Organisations must not use Palantrix output as the sole basis for hiring, admission, grading, promotion, dismissal or any other decision that produces legal or similarly significant effects for a person.
   • If you want a human to review AI output about you, contact dpo@palantrix.com.

9. Acceptable Use

   When using the Services, you must not:

   • Break any applicable law or infringe anyone else’s rights
   • Record or upload another person’s voice, image or personal data without their knowledge and a lawful basis
   • Use the Services to impersonate a real person, create deceptive content, or harass, discriminate against or harm anyone
   • Upload malware, or attempt to probe, disrupt or gain unauthorised access to the Services or other users’ data
   • Circumvent rate limits, usage limits or security controls, or access the Services by automated means other than our published interfaces
   • Reverse engineer the Services, except to the extent the law expressly allows, or use them to build a competing product or train a competing AI model
   • Resell or sublicense the Services without our written agreement

   Security researchers acting in good faith should follow our Security Policy.

10. Our Intellectual Property

    • The Services, including our software, models, prompts, scoring methods, design, documentation and brand, belong to Palantrix or our licensors.
    • We grant you a personal, non-exclusive, non-transferable right to use the Services during your subscription, in line with these Terms.
    • If you send us suggestions or feedback, we may use them to improve the Services without obligation to you. This does not give us any rights in Your Content.

11. Third-Party Services

    The Services rely on, or let you connect, third-party services such as Stripe for payments, AI model providers, and CRM integrations you choose to enable. Your use of a third-party service you connect is also governed by that provider’s terms. Our sub-processors are listed in our Privacy Policy.

12. Confidentiality

    Each of us will keep the other’s non-public business, technical and commercial information confidential, use it only for the purposes of these Terms, and protect it with at least reasonable care. This does not apply to information that is public, already known to the recipient, independently developed, or that must be disclosed by law.

13. Suspension and Termination

    • You may close your account at any time from your account settings or by contacting us.
    • We may suspend or terminate your access if you materially breach these Terms and do not fix the breach within 30 days of our notice. We may act immediately, with notice, where a breach is serious or cannot be fixed, where we are required to by law, or where it is necessary to protect the Services or other users.
    • Non-payment is handled through the grace period, downgrade and 60-day account closure described in section 5.
    • You can ask for an export of Your Content at any time, including before your account is closed, by contacting our Support team at support@palantrix.com, who will prepare it for you. After closure, we delete or anonymise Your Content as described in our Privacy Policy, unless the law requires us to keep it.

14. Warranties and Statutory Rights

    • We will provide the Services with reasonable skill and care and so that they perform materially as described in our documentation.
    • Consumers benefit from the conformity rights for digital services under the EU Digital Content Directive and the Irish Consumer Rights Act 2022. If the Services do not conform, you are entitled to have them brought into conformity, and where that is not possible, to a price reduction or to end the contract.
    • For business customers, and to the extent permitted by law, we make no other warranties, express or implied, including fitness for a particular purpose.

15. Liability

    • Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, for breach of data protection law where limitation is not permitted, or for any other liability that cannot be limited by law.
    • Subject to the point above, neither party is liable to a business customer for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss.
    • Subject to the first point above, each party’s total liability to a business customer under these Terms is limited to the fees paid or payable for the Services in the 12 months before the event giving rise to the claim.
    • If you are a consumer, we are responsible for loss you suffer that is a foreseeable result of our breach of these Terms or our negligence. We are not responsible for loss that was not foreseeable or for business losses.

16. Indemnity (Business Customers)

    • We will defend a business customer against third-party claims that its authorised use of the Services infringes that third party’s intellectual property rights, and pay any resulting damages awarded.
    • A business customer will defend us against third-party claims arising from Your Content or from use of the Services in breach of these Terms or the law.
    • The party seeking defence must notify the other promptly and allow it to control the defence. This section does not apply to consumers.

17. Changes to These Terms

    We may update these Terms to reflect changes in law, our Services or our practices. For material changes we will give you at least 30 days’ notice by email or in the platform before they take effect. If you do not agree, you may cancel your subscription. Cancellation takes effect at the end of your current billing period.

18. General

    • Neither party is liable for delay or failure caused by events beyond its reasonable control.
    • You may not transfer your rights under these Terms without our consent. We may transfer them to a successor in a merger or acquisition, provided your rights are not reduced.
    • If any part of these Terms is found unenforceable, the rest remains in effect.
    • Not enforcing a right straight away does not mean we have waived it.
    • These Terms, together with our Privacy Policy and any order or separate agreement, are the entire agreement between us about the Services.

19. Governing Law and Disputes

    • These Terms are governed by the laws of Ireland, and the courts of Ireland have jurisdiction over any dispute.
    • If you are a consumer living elsewhere in the EU, you also keep the protection of the mandatory laws of your country of residence and may bring proceedings in the courts of that country.
    • Before going to court, please contact us so that we can try to resolve the issue informally. For data protection complaints you may also contact the Data Protection Commission (DPC) of Ireland.

20. Contact Us

    For questions about these Terms, billing or your account, contact support@palantrix.com. For data protection matters, contact our Data Protection Officer at dpo@palantrix.com.

Last Updated: 05/10/2026