Terms of service

These terms govern access to and use of Oxonia Govern (the "Service") provided by [Oxonia legal entity name]. A university or other institution ("Customer") agrees to them by signing an order form or by using the Service. If an order form or a separately negotiated agreement conflicts with these terms, that document prevails.

Individual users (staff, students, members of governing bodies and external invitees) use the Service under their institution’s account and must also follow the Acceptable Use Policy.

The Service includes the Oxonia Senate and Oxonia Policy modules, the installable Boardroom and AI Hub apps, administration consoles and the features described in the Customer’s order form. We may improve and change the Service, but will not materially reduce the core functionality of a subscribed module during a subscription term.

Pilot and demo environments are provided as-is, for evaluation, with demo data only.

• The Customer controls who has access and with which roles, and is responsible for its users’ activity.
• Two-factor authentication is mandatory for privileged roles (for example tenant administrators, secretaries and chairs) and must not be circumvented.
• Users must keep credentials confidential and tell the Customer’s administrator promptly about any suspected unauthorised access.

AI-generated content (for example draft agendas, minutes, policy clauses, summaries and answers) is a draft. It is labelled as such until an authorised person adopts it.

• The Customer, through its authorised officers, remains responsible for the content of official records such as signed minutes, resolutions, approved policies and reports submitted to regulators.
• Users must review AI output for accuracy before relying on it. Sentences marked [CHECK] indicate that the source was unclear.
• The Customer must not use the Service to make decisions with legal or similarly significant effects on individuals without meaningful human review.
• Policy packs based on regulatory frameworks are aids to compliance, not legal advice. Requirements marked DEMO are placeholders and must not be relied on as regulatory text.

The Customer retains all rights in the data it and its users put into the Service ("Customer Data"). We process Customer Data only to provide and support the Service, as set out in the Data Processing Agreement, which forms part of these terms.

We do not use Customer Data to train AI models, and we do not sell it.

Fees, currency (for example Naira, US dollars or pounds sterling), billing period and payment terms are set out in the order form. Prices on our website are indicative. Unless stated otherwise, fees are exclusive of taxes, which the Customer pays in addition. We may suspend the Service after reasonable written notice if undisputed invoices remain unpaid.

We aim to make the Service available 99.5% of the time each month, excluding scheduled maintenance announced in advance. Support channels, hours and any service credits are set out in the order form or service level terms.

We own the Service, its software, design and documentation. The Customer receives a non-exclusive, non-transferable right to use the Service during the subscription term for its own institutional purposes. Feedback may be used by us to improve the Service without obligation.

Each party will keep the other’s confidential information confidential and use it only to perform the agreement. Customer Data, including confidential governance business such as restricted papers and minutes, is treated as the Customer’s confidential information.

We will provide the Service with reasonable skill and care and substantially in accordance with its documentation. Except as expressly stated, and to the extent permitted by law, the Service is provided without other warranties. We do not warrant that AI output will be accurate or complete.

Nothing in these terms limits liability that cannot be limited by law. Subject to that, each party’s total liability arising from the agreement in any twelve-month period is limited to [the fees paid or payable in that period], and neither party is liable for indirect or consequential loss. [Final allocation of liability to be confirmed by counsel.]

The agreement lasts for the term in the order form and renews as stated there. Either party may terminate for material breach not remedied within 30 days of written notice.

On termination, the Customer can export its data for at least 30 days. We then delete Customer Data as set out in the Data Processing Agreement, unless the law requires us to keep it.

These terms are governed by [governing law], and the courts of [jurisdiction] have exclusive jurisdiction, unless the order form says otherwise. Neither party may assign the agreement without consent, except in a merger or reorganisation. Notices must be in writing to the addresses in the order form.

Questions about these terms: legal@oxonia.app.