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Terms of Service

Effective July 8, 2026 · Last updated July 8, 2026

These Terms are the agreement between you and Freyja Labs for using Facultory. We've kept them as readable as we can while still meaning what they say. Please read them — by using the Service you agree to them.

1. Acceptance of these Terms

These Terms of Service (“Terms”) govern your access to and use of Facultory (the “Service”), operated by Freyja Labs (“Freyja Labs,” “we,” “us”). By accessing or using the Service — including public pages you don't need an account to use — you agree to these Terms and to our Privacy & Data Collection Policy. If you do not agree, do not use the Service.

2. Who may use Facultory

Signed-in accounts are provided by invitation and administered by the account owner or administrators for a given deployment. You may use the Service only if you can form a binding contract and are not barred from doing so under applicable law. If you use the Service on behalf of an institution or organization, you represent that you are authorized to accept these Terms on its behalf. Public pages are open to the visitors an account holder chooses to share them with.

3. The Service

Facultory is a suite of tools for research, teaching, service, mentoring, and academic records — including grant tracking and AI-assisted ideation, publication and citation tracking, CV and reporting generators, scheduling and public intake forms, and academic-leadership dashboards. Features may be added, changed, or removed over time. Some features depend on services or credentials you connect, and may be unavailable if those are not configured.

4. Accounts & access

Sign-in is handled through Cloudflare Zero Trust Access using an identity provider your administrator configures; we do not manage passwords. You are responsible for maintaining the security of the identity you use to sign in and for all activity under your account. Access to tools and data is governed by role- and tool-level permissions the account owner/administrators control. Notify us or your administrator promptly of any unauthorized use. We may add, restrict, or revoke access consistent with these Terms.

5. Acceptable use

You agree not to:

• Use the Service in violation of any law, regulation, or your institution's policies;
• Upload or process information about other people without a proper basis to do so, or in violation of privacy, confidentiality, or data-protection obligations (including FERPA);
• Infringe intellectual-property rights or submit content you don't have the right to submit;
• Attempt to gain unauthorized access to the Service, other users' data, or connected systems;
• Interfere with, overload, or circumvent rate limits or security features, or scrape the Service other than as it is designed to be used;
• Use the Service to send spam or unlawful, harassing, defamatory, or harmful communications;
• Misrepresent your identity or your authority to act for others; or
• Use the Service to build a competing product from non-public parts of it.

6. Your content & ownership

You retain all ownership of the content and data you create or import (“Your Content”). You grant Freyja Labs a limited, non-exclusive license to host, store, process, transmit, and display Your Content solely to operate and provide the Service to you — including running the features you invoke and, where you enable them, sending emails, syncing to sources you connect, and mirroring to a repository you own. You are responsible for Your Content, for keeping your own backups of anything important, and for ensuring you have the rights necessary to submit it.

7. Information about other people

Some tools let you record information about third parties (for example, students, advisees, collaborators, letter subjects, and applicants). You represent and warrant that you have a lawful and legitimate basis to collect and store that information, that your use complies with applicable law and institutional policy, and that you will honor any rights those individuals have. You act as the party responsible for that information; Freyja Labs processes it on your behalf to provide the Service. You agree to indemnify us for claims arising from information you enter without a proper basis (see §15).

8. AI-generated content

AI features are optional and produce content only when you invoke them. AI output can be incomplete, inaccurate, biased, or wrong. It is a drafting aid, not verified fact and not legal, financial, medical, or other professional advice. You are solely responsible for reviewing, verifying, and editing AI output before relying on it or submitting it anywhere — for instance, in a grant proposal, an official report, an evaluation, or a letter. Where you use your own AI provider or your own key, your use of that provider is governed by its terms, and any usage charges are your responsibility.

9. Third-party services & your keys

The Service integrates with third-party providers (see the list in our Privacy Policy). Those services are governed by their own terms and privacy policies, and we are not responsible for them. When you supply your own API key or connect your own account (for AI, email delivery, calendar, or version control), you are responsible for that account, for complying with the provider's terms, and for any charges it incurs. You are responsible for the accuracy of data you import from external sources; we present it as retrieved and do not warrant its correctness.

10. Public pages & submissions

Account holders may publish public pages (such as booking, letter-request, senior-design, prospective-student, and event pages) and are responsible for the content they publish and for responding appropriately to submissions. Visitors who use those pages agree to provide accurate information, to submit only content they have the right to submit, and not to misuse the forms. Certain forms collect authenticity signals (such as typing telemetry) as described in the Privacy Policy. We may rate-limit, validate, or block submissions to protect the Service.

11. Intellectual property

The Facultory software is open source and licensed under the GNU General Public License v3.0 (GPL-3.0); your rights in the software itself are set out in that license. These Terms govern the hosted Service and the data in it, not your rights under the GPL to the source code. The “Facultory” and “Freyja Labs” names, logos, and branding are the property of their respective owners and are not licensed to you except as needed to use the Service. Except for Your Content and the open-source license, all rights in the Service are reserved.

12. Privacy

Our Privacy & Data Collection Policy explains how we collect, use, and share information, and is incorporated into these Terms. By using the Service you consent to those practices.

13. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. We do not warrant that the Service will be uninterrupted, secure, or error-free, that defects will be corrected, or that any content or AI output is accurate, complete, or reliable. You use the Service, and any output from it, at your own risk.

14. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FREYJA LABS AND ITS AFFILIATES, CONTRIBUTORS, AND SUPPLIERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, DATA, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATING TO YOUR USE OF (OR INABILITY TO USE) THE SERVICE. TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US TO USE THE SERVICE IN THE 12 MONTHS BEFORE THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS (US$100). Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.

15. Indemnification

You agree to defend, indemnify, and hold harmless Freyja Labs and its affiliates, contributors, and suppliers from and against any claims, damages, liabilities, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) Your Content or information you enter about other people; (b) your use of the Service; (c) your violation of these Terms or applicable law; or (d) your violation of any third-party right, including privacy, confidentiality, or intellectual-property rights.

16. Suspension & termination

You may stop using the Service at any time and request that your account be closed. We may suspend or terminate access if you violate these Terms, if required to protect the Service or others, or if providing the Service becomes impractical. On termination, your right to use the Service ends; sections that by their nature should survive (including ownership, disclaimers, limitation of liability, indemnification, and governing law) will survive. Where feasible, we will give you a reasonable opportunity to export Your Content before deletion.

17. Governing law & disputes

These Terms are governed by the laws of the State of Florida, USA, without regard to its conflict-of-laws rules. You agree that the state and federal courts located in Florida have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Service, and you consent to venue there, except where applicable law gives you the right to bring a claim elsewhere. Nothing here limits mandatory consumer-protection rights available to you in your place of residence.

18. Changes to these Terms

We may update these Terms from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised Terms.

19. General terms

• Entire agreement. These Terms and the Privacy Policy are the entire agreement between you and us regarding the Service.
• Severability. If any provision is found unenforceable, the rest remains in effect.
• No waiver. Our failure to enforce a provision is not a waiver of it.
• Assignment. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.
• No third-party beneficiaries, except as expressly stated.

20. Contact

Questions about these Terms? Contact Freyja Labs at legal@freyjalabs.com, or visit freyjalabs.com.