Terms of Service

These Terms of Service (the “Terms”) are a binding agreement between you and Easy Annotation (“Easy Annotation”, “we”, “us” or “our”), based in Toronto, Ontario, Canada. They govern your use of easyannotation.com and the Easy Annotation applications and services (together, the “Service”).

By creating an account, ticking the box to accept these Terms, or using the Service, you agree to these Terms. If you do not agree, do not use the Service. Please also read our Privacy Policy, which explains how we handle personal information.

Who can use the Service

You must be at least 18 years old, or the age of majority where you live, and able to form a binding contract.
If you use the Service for an employer, agency, client or other organization, you confirm that you are authorized to accept these Terms on its behalf. In that case, “you” includes that organization.
You may not use the Service if the law, including trade-sanctions law, prohibits you from doing so.

The Service

Easy Annotation provides document tools for medical, scientific and communications professionals. Depending on your plan and account, the Service includes:

Quick Annotation — upload PDFs, highlight text or mark areas, apply reference-label formats, organize files in folders, download your files, and send registered users an invitation to make their own copy.
Project workspaces — upload a deliverable and its supporting references, have them converted into structured text and page previews, and review claims alongside possible supporting sources. Some project features use artificial intelligence (see section 6).

Features can differ between plans and accounts, and some are marked as previews or read-only. We may add, change or remove features. If we remove a paid feature that is a material part of your plan, we will give you reasonable notice.

Your account and security

Give accurate registration details and keep your email address current.
Keep your password confidential. Each account is for one person; do not share it.
Two-factor authentication is available in your profile, and we recommend it. It is required for administrator accounts.
You are responsible for activity under your account. Tell us promptly at support@easyannotation.com if you suspect unauthorized access.
Accounts whose email address is not confirmed within 7 days are deleted automatically.

Your content

“Your Content” means the files, text, annotations, folder names and other material you upload to or create in the Service, and the outputs the Service generates for you from it.

You own Your Content. We do not claim ownership of it.
Our permission to use it. You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, process, transmit and display Your Content only as needed to provide, secure and support the Service for you — for example, to convert documents to text and previews, generate annotations and claims, keep backups, and deliver copies you choose to share — and to comply with the law. This licence ends when Your Content is deleted from our systems, apart from copies in backups that expire on their normal schedule.
No training or advertising. We do not sell Your Content, use it for advertising, or use it to train artificial-intelligence models, and our AI provider does not use it to train its models.
Confidentiality. We treat Your Content as confidential. Our personnel access it only when needed to provide support you ask for, to investigate a security or technical problem, or to comply with the law.
Your responsibilities. You confirm that you have the rights and permissions needed to upload and process Your Content — including copyrighted material such as journal articles, and confidential material belonging to your clients or employer — and that doing so does not breach the law or any agreement you are bound by.
Sensitive information. The Service is designed for professional documents such as manuscripts, slide decks and published references. It is not designed to store personal health information about identifiable patients or other highly sensitive personal information. Do not upload that kind of information unless we have agreed in writing that you may.

Acceptable use

You must not, and must not help anyone else to:

break any law or regulation, or infringe or misuse anyone’s intellectual property, privacy or other rights;
upload material you are not authorized to use or share, or files containing malware;
access another person’s account or data without permission, test or probe the Service for vulnerabilities, or bypass security, access or usage limits;
overload or disrupt the Service, or access it with bots, scrapers or other automated tools except as we allow;
copy, modify, reverse engineer or create derivative works of the Service, except where the law allows it;
resell or sublicense the Service, or use it to build a competing product; or
present unreviewed AI output or automated matches as verified medical, scientific, legal or regulatory review.

We may remove content or suspend access that we reasonably believe breaks this section.

AI-assisted features

Some project features use AI models provided by OpenAI to identify claims in your documents. They run only if you turn on AI processing in your profile, and you can turn it off at any time. Our AI Processing Notice explains what is sent and how it is handled.
AI output, extracted text and automated source matches can be incomplete or wrong. They help you review documents; they are not medical, scientific, legal or regulatory advice, and they are not an approval of any claim or material.
You are responsible for checking outputs against the original sources and for the decisions you make and the materials you publish, including compliance with any review codes or regulations that apply to you.

Plans, trials, credits and payment

Prices. Prices are shown in U.S. dollars before you confirm a purchase. They do not include taxes; if we must collect a tax such as sales tax or GST/HST, it will be shown before you pay.
Payment. Subscriptions are billed in advance for each billing period (monthly unless stated otherwise) through our payment processor, Stripe. We never receive or store your full card number.
Free trial. The 7-day free trial does not require a payment method and does not turn into a paid subscription automatically. To keep using the tools after the trial, choose a plan.
Automatic renewal. Paid subscriptions renew automatically at the end of each billing period, and your payment method is charged the then-current price, unless you turn off auto-renew before the renewal date. Auto-renew is on by default. You can turn it off, or back on, at any time from Plans & billing.
Price changes. We will tell you at least 30 days before a price change applies to your subscription. The new price applies from your first renewal after that notice. If you do not agree, turn off auto-renew before then.
Failed payments. If a payment fails, we or Stripe may try again, and we may suspend paid features until the amount is paid.
AI Processing Credits. Paid plans can include AI Processing Credits for each paid billing period, and you can buy extra credit packs where offered. Included credits expire at the end of the billing period they were granted for; purchased credits expire 12 months after purchase. Credits have no cash value, cannot be transferred or exchanged for money, and are used included-first, then earliest-expiring first. You approve a project estimate before any credits are reserved for AI processing.
Automatic top-ups. If you turn on automatic top-ups, we charge your saved payment method for the credit pack you selected whenever your balance falls below the threshold you set, within the monthly limits you choose. You can turn automatic top-ups off at any time.

Cancellation and refunds

You can turn off auto-renew at any time in Plans & billing. Your subscription then stays active until the end of the current paid period: you can keep using the paid tools until then, you will not be charged again, and the subscription will not renew.
All payments are final and non-refundable, including for partly used billing periods, unused credits and credit packs. Our support team may, at its sole discretion, decide to give a full or partial refund in special circumstances. A refund given in one case does not create an obligation to give one in another.
If you delete your account, any subscription ends immediately and remaining time and credits are forfeited.
If you think a charge is wrong, contact us before disputing it with your bank so we can look into it.
Nothing in these Terms limits any right you have under consumer-protection law that cannot be excluded by contract.

See our Refund & Cancellation Policy for details.

Your data and deleting your account

You can download a copy of your data (Profile → Download my data) and delete your account (Profile → Delete account) at any time.
Deleting your account permanently removes your documents, projects and profile from the Service as described in our Privacy Policy. Copies in backups are removed on the schedule described there. We keep the limited records the law requires, such as billing and tax records.
Deleting a document or folder is permanent and cannot be undone. It does not remove copies that other users made from your sharing invitations.
The Service is not a records-retention or backup system. Keep your own copies of documents you need.

Our intellectual property

The Service, including its software, design, text, logos and trademarks, belongs to us or our licensors and is protected by law. We give you a limited, non-exclusive, non-transferable, revocable right to use the Service for your professional or internal business purposes under these Terms. If you send us suggestions or feedback, we may use them without any obligation to you.

Third-party services

The Service relies on third-party providers, listed on our Sub-processors page. Payments, Stripe Checkout and the Stripe billing portal are also subject to Stripe’s terms. Links to other websites are provided for convenience; we are not responsible for their content or practices.

Availability and changes

We work to keep the Service available and secure, but it may be interrupted for maintenance, upgrades or events outside our control, and we do not promise uninterrupted or error-free operation. If we decide to discontinue the Service entirely, we will give you at least 30 days’ notice so you can download your data, and we will not renew subscriptions after that date.

Suspension and termination

You may stop using the Service and delete your account at any time.
We may suspend or end your access if you materially breach these Terms, do not pay, create a security or legal risk for us or others, or if the law requires it. Where it is reasonable to do so, we will tell you first and give you a chance to fix the problem.
Sections that by their nature should continue after termination — including those on payment, ownership, disclaimers, limitation of liability, indemnity and governing law — continue to apply.

Disclaimers

To the fullest extent permitted by law, the Service is provided “as is” and “as available”, and we disclaim all implied warranties and conditions, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that annotations, extracted text, claim matches, AI output or other results are accurate, complete, or suitable for any clinical, legal or regulatory purpose.

Limitation of liability

To the fullest extent permitted by law, we are not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data, goodwill or business opportunities, arising from or related to the Service or these Terms. Our total liability for all claims arising from or related to the Service or these Terms is limited to the greater of (a) the amount you paid us for the Service in the 12 months before the event giving rise to the claim, and (b) US$100.

These limits do not apply to liability that cannot be limited or excluded by law.

Indemnity

You will defend and indemnify us against third-party claims arising from Your Content, or from your breach of these Terms or of the law, and pay any resulting damages and reasonable legal costs. We will tell you promptly about any such claim and let you control its defence; you may not settle a claim that imposes obligations on us without our written consent.

Governing law and disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts located in Toronto, Ontario have exclusive jurisdiction over any dispute, except where consumer-protection law gives you the right to bring a claim where you live. Before starting a claim, please contact us at support@easyannotation.com and give us 30 days to try to resolve it informally.

Changes to these Terms

We may update these Terms. The updated version will show a new effective date and version number. If a change is material, we will tell you by email or in the Service at least 30 days before it takes effect, unless a shorter period is required by law or to address a security risk, and you will be asked to accept the updated Terms when you next sign in. If you do not agree, you can stop using the Service and delete your account before the change takes effect.

General

Entire agreement. These Terms, together with the Privacy Policy, Refund & Cancellation Policy, AI Processing Notice, Cookie Notice and, where it applies, the Data Processing Addendum, are the whole agreement between you and us about the Service. If you have a separate agreement signed by us, it takes priority where it conflicts with these Terms.
Assignment. You may not transfer these Terms without our consent. We may transfer them as part of a merger, acquisition or sale of our business, and will tell you if we do.
Severability and waiver. If part of these Terms is unenforceable, the rest remains in effect. Not enforcing a right is not a waiver of it.
Events beyond our control. We are not responsible for delays or failures caused by events beyond our reasonable control.
Notices. We will send notices to the email address on your account. You can send notices to support@easyannotation.com. Electronic notices satisfy any requirement for written notice.
Language. These Terms are written in English. Any translation is provided for convenience only.

Contact us

Easy Annotation, Toronto, Ontario, Canada. Email: support@easyannotation.com.