CodexSign in

Terms of Service

Last updated 1 October 2026 · Version 2026-10-01

These terms govern your use of Codex. In short: your research data is yours, you are responsible for having the right to upload it, AI output can be wrong and must be checked, you can cancel and delete your account at any time, and if you are a consumer you keep every right the law gives you.

In accordance with article 10 of Spanish Law 34/2002 on information society services and electronic commerce (LSSI-CE), the provider of Codex (the "Service") is:

[FULL LEGAL NAME]
NIF: [NIF]
[STREET, POSTCODE CITY, SPAIN]
Email: [support@your-domain]

In these terms, "we" and "us" means the provider above, and "you" means the person or organisation using the Service.

2. Accepting these terms

By creating an account you agree to these terms and confirm that you have read our Privacy Policy. You must be at least 16 years old and legally able to enter into a contract. If you use the Service on behalf of a university, company or other organisation, you confirm that you are authorised to accept these terms for it. In that case "you" also means that organisation.

These terms are available in English. You can save or print them at any time from this page, and we keep a record of the version you accepted.

3. The Service

Codex is an online tool for qualitative data analysis. It lets you import sources, code passages, write memos, run queries, collaborate with others and, on eligible plans, use AI-assisted features. We may improve, change or retire features over time. If we remove a core feature of a paid plan, we will tell you in advance, and you may cancel and receive a pro-rata refund for the remaining paid period.

Some features are labelled beta or experimental. They are offered as they are and may change or be withdrawn.

4. Your account

  • Give accurate information and keep your email address up to date.
  • Keep your password confidential. You are responsible for activity in your account unless it results from our own failure.
  • Tell us promptly at [support@your-domain] if you suspect unauthorised access.

5. Plans, payment and cancellation

  • The free plan costs nothing. Paid plans (Pro, Team) are billed in advance, monthly or as shown at checkout, through our payment provider Stripe. Prices are shown before you pay, including any applicable VAT.
  • Subscriptions renew automatically until you cancel. You can cancel at any time in Settings → Billing. Cancellation takes effect at the end of the current billing period, and you keep paid features until then.
  • We may change prices with at least 30 days' notice by email. The new price applies from your next renewal, and you may cancel before it takes effect.
  • Right of withdrawal (consumers in the EU). If you are a consumer, you may withdraw from a paid subscription within 14 days of purchase without giving a reason, by emailing [support@your-domain] or using any other clear statement. Because you ask us to start providing the paid service immediately, we will refund the price minus an amount proportional to the service already provided before you withdrew (Spanish consumer law, TRLGDCU art. 108). We refund using the original payment method within 14 days.

6. Your content and research data

You keep all rights to the content you upload or create ("Your Content"). You give us a limited, non-exclusive licence to store, copy, process, display and transmit Your Content only as needed to provide the Service to you and to the people you share it with. This includes sending it to the sub-processors listed in our Privacy Policy when you use features that need them. This licence ends when you delete the content, subject to backup rotation.

You are responsible for Your Content. In particular, you confirm that:

  • you have the right to upload it, and doing so does not infringe anyone's rights;
  • where it contains personal data about research participants or other people, you have a lawful basis to process it, you have given them any information the law requires, and you have obtained any consent or ethics approval your research needs;
  • you minimise and, where possible, pseudonymise personal data, especially special category data such as health, ethnicity, religion or sexual orientation, before uploading it.

For personal data in Your Content, you are the controller and we are your processor. Our Data Processing Agreement forms part of these terms and applies automatically.

7. AI features

  • AI features generate suggestions (codes, summaries, themes, answers) using third-party language models. Output can be incomplete, biased or wrong, and may quote or paraphrase your sources inaccurately.
  • You are responsible for reviewing AI output before relying on it, and for any conclusions, publications or decisions based on it. The Service records an AI provenance log to help you document how AI was used in your analysis.
  • AI features run only when you use them. Content you submit is processed as described in our Privacy Policy and is never used to train AI models.
  • Fair-use limits apply to AI features to keep the Service available for everyone.

8. Acceptable use

You must not:

  • break the law, or upload content you have no right to process;
  • upload malware, or try to probe, disrupt, overload or get around the Service's security, rate limits or access controls;
  • access other users' data without permission, or scrape the Service;
  • use the Service to harass, defame or harm anyone, or to build profiles of individuals for surveillance;
  • resell the Service, or use AI features to build a competing model;
  • share your account credentials. Invite collaborators instead.

9. Collaboration and public links

You decide who can access your projects. Collaborators you invite can view or edit according to the permission you give them. Public read-only links can be opened by anyone who has the link (and the password, if you set one) until the link expires or you revoke it. You are responsible for what you share and with whom.

10. Availability and backups

We work to keep the Service available and your data safe, and we take regular backups. Still, we do not guarantee uninterrupted availability. Maintenance, failures or events outside our control may cause interruptions. Keep your own copy of important work. You can export your data at any time.

11. Ending the contract

  • You can stop using the Service and delete your account at any time in Settings → Danger zone. This permanently deletes your data as described in our Privacy Policy.
  • We may suspend or close an account that seriously or repeatedly breaches these terms, or when the law requires us to. Unless the breach is serious or the law prevents it, we will warn you first and give you at least 30 days to export your data. If we discontinue the Service entirely, we will give at least 60 days' notice and refund any prepaid, unused period.

12. Intellectual property

The Codex name, logo and the hosted Service belong to us. The application's source code is published under the MIT licence, which governs your use of that code. These terms govern your use of the hosted Service.

13. Liability

Nothing in these terms limits liability that cannot be limited by law. This includes liability for intent or gross negligence, for death or personal injury, and under mandatory consumer protection or data protection law. Consumers keep all their statutory rights.

Subject to that, if you use the Service for professional, academic or business purposes: (a) we are not liable for indirect or consequential loss, lost profits, or loss of data that a reasonable backup would have prevented; and (b) our total liability arising from the Service in any 12-month period is limited to the greater of the amount you paid us in that period and EUR 100.

14. Changes to these terms

We may update these terms, for example to reflect new features or legal requirements. We will notify you of material changes at least 30 days in advance by email or in the Service, and ask you to accept the new version. If you do not agree, you may cancel before the change takes effect. Paid plans are refunded pro rata for any prepaid period after that date.

15. Governing law and disputes

These terms are governed by Spain law. If you are a consumer living in the EU, you also keep the protection of the mandatory consumer laws of your country of residence, and you may bring proceedings in the courts where you live. Otherwise, the courts of the provider's place of residence in Spain have jurisdiction. Before going to court, please contact us. Most problems can be solved quickly by email.

16. Contact

Questions about these terms: [support@your-domain]. Privacy requests: [privacy@your-domain].