Terms of Service

By creating a MindPolar account, or by being added to an organization on MindPolar, you agree to these Terms of Service and to the Privacy Policy. If you do not agree, do not create an account and ask the organization that added you to remove your membership.

One person holds one MindPolar account, reachable from every organization they belong to. You are responsible for keeping your credentials confidential and for activity that happens under your account. Tell us promptly if you believe your account has been compromised — sessions signed in on other devices can be individually reviewed and revoked from your own account settings at any time.

An account is a platform identity, not an employment record. Being added to an organization's directory as a person does not by itself create a MindPolar account for that person, and having a MindPolar account does not by itself make you an employee of any organization you belong to.

An organization is created and administered by its own members. Four roles govern what a member can do inside an organization: Owner, Administrator, Member, and Viewer. Every organization must have at least one active Owner at all times — this is enforced by the system, not merely by convention, and an action that would leave an organization without one is refused.

The organization — through its Owners and Administrators — is responsible for who it invites, what data it enters about its people, and what access it grants. MindPolar provides the platform; the organization governs its own membership and directory.

• Do not use MindPolar to store or process data you do not have a lawful basis to hold.
• Do not attempt to access another organization's data, bypass rate limits, or probe the platform for vulnerabilities without authorization.
• Do not use the service to send unsolicited communications, malware, or content that infringes another party's rights.
• Do not misrepresent your identity or your authority to act on behalf of an organization you add data about.

Polaris replies to the messages a member sends it, using the workspace data that member can already read, and from product knowledge. It reads only and cannot change anything. How Polaris handles data is described in the Privacy Policy.

Polaris uses an AI model service hosted by Amazon Web Services (AWS); the models are provided by Amazon and OpenAI. MindPolar sends data to this third-party service only when a member uses Polaris, and it is covered by agreements with those third parties. MindPolar cannot control how the model itself works internally.

Polaris's answers are generated automatically and can be wrong or out of date. Check anything important against the record itself. Polaris makes no decision about any person and has no legal or similarly significant effect on anyone.

Your organization remains responsible for what its members ask Polaris and for how they use its answers. Anything a member could not read in MindPolar, Polaris cannot read for them.

MindPolar does not use your content to train AI models, and does not provide it to anyone for that purpose.

Each plan sets how many Polaris messages a member can use per day. Each answer counts as one message; an unusually long answer that needs a great deal of lookup can count as more than one, and the workspace's usage page shows what was used. Do not use Polaris to produce content that breaks the acceptable-use rules above.

If your organization enters data about its own people — employees, contractors, or others — into MindPolar, your organization is the controller of that data and MindPolar processes it only as your organization's processor, under the Data Processing Agreement. Your organization is responsible for having a lawful basis to give MindPolar that data and for notifying the people it describes, as required by applicable law.

MindPolar does not claim ownership of data you or your organization enters into the product. You retain ownership of your organization's data, subject to the licence you grant MindPolar to host, process, and display it back to you as part of operating the service.

Organizations operate on seat- and feature-based plan limits enforced by the platform. A paid plan is charged through a payment provider, Stripe or Razorpay, and you pay on that provider's own checkout. The price and billing period are those shown on the plan page and at checkout when you subscribe.

Each payment provider is an independent controller of the payment data you give it and handles that data under its own terms. Any receipt or tax document the provider sends is issued by the provider; these terms do not promise a separate MindPolar-issued invoice.

• Deactivate your account at any time — this is reversible, and signing back in restores it. Nothing is deleted.
• Erase your account — this is irreversible, but not immediate: a 14-day window in which one click undoes it. After that window, your identity is permanently purged.
• If you are the only remaining active Owner of an organization, erasing or deactivating your account is blocked until you transfer ownership to someone else — MindPolar will name the affected organization(s) rather than silently leaving one without an owner.
• Deleting a workspace is the customer's decision. An Owner can schedule the workspace for deletion, and an Owner can cancel it until the deletion date. The deletion date is 90 days after the deletion is scheduled, or the end of the period already paid for if that is later. A workspace whose plan is not renewed moves to the free plan and is not deleted. Members are told when a deletion is scheduled and when it is cancelled, and from the deletion date the workspace can no longer be opened.
• On the deletion date, all of the workspace's data is permanently deleted. Deleted data cannot be restored or exported.
• Deletion is irreversible after the deletion date. You are responsible for exporting or copying what you need before the deletion date; once the data is deleted MindPolar cannot restore it or provide it to you.
• Deleting a workspace does not delete the personal accounts of its members; they keep access to their other workspaces.

Deleted data may remain in encrypted backups for up to 7 days, until they expire. Backups are used only to recover the service after an incident and are never used to restore a deleted workspace. MindPolar keeps the billing records of a deleted workspace, such as invoices and payments, for up to 10 years, as tax and accounting law requires.

MindPolar does not operate a support desk that can edit, restore, or act on your account or your organization's data on your behalf — every correction path exists inside the product itself, self-service, by design. This is a deliberate product decision, not a temporary limitation.

MindPolar and its underlying software, design, and trademarks are owned by MindPolar or its licensors. These terms grant you a limited, non-exclusive, non-transferable right to use the product for your organization's own internal purposes — nothing here transfers ownership of the platform to you.

To the extent the law allows, MindPolar is provided "as is" and "as available". MindPolar does not promise that the service will be uninterrupted or error-free.

Neither party is liable to the other for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.

Each party's total liability arising out of the agreement in any 12-month period is limited to the fees the organization paid MindPolar in the 12 months before the event giving rise to the claim, or USD 100 if it paid none.

None of this limits liability for fraud, wilful misconduct, the organization's obligation to pay fees, or any liability that cannot be limited or excluded under the law that applies. Nothing in these terms limits a person's rights under data-protection law.

These terms are governed by the laws of India. If your organization is located in India, the courts of India have exclusive jurisdiction.

For every other customer, any dispute is finally resolved by arbitration administered by the Singapore International Arbitration Centre under its rules, seated in Singapore, in English.

Where data-protection clauses you agree with us (such as EU Standard Contractual Clauses) require a different governing law, those clauses keep it.

MindPolar posts updated terms with a new version and effective date, and notes the change in the changelog below. By using MindPolar you accept the version of these documents in force at that time; the current version and its effective date are shown at the top of each page.

Questions about these terms: hello@mindpolarai.com.