Terms of Service

Last updated 20 July 2026

Aetra (“Company”, “we”, “us”, or “our”) provides regulated document library software and related websites, including the public site at aetra.org and the customer portal at app.aetra.org(together with any related offerings we make available, the “Services”).

Please read these Terms of Service (the “Terms”) and our Privacy Notice carefully because they govern your use of our Services.

Notice regarding customer agreements

If your organisation has a separate written agreement with us for the portal or other paid Services, that agreement controls to the extent of any conflict with these Terms for those Services. These Terms still govern use of the public website unless we say otherwise.

Important notice regarding dispute resolution

When you agree to these Terms you are agreeing (with limited exception) to resolve disputes through the process described in Section 16. If you are a resident of a jurisdiction where applicable law prohibits arbitration or similar limitations, the mandatory dispute provisions may not apply to you to that extent, but governing law and remaining Terms still apply where permitted.

1. Agreement to Terms.

To use the Services, you must agree to these Terms.

By using our Services, you agree to be bound by these Terms. If you do not agree to be bound by these Terms, do not use the Services.

2. Privacy Notice.

Your use of the Services is also subject to our Privacy Notice; please review it.

Please review our Privacy Notice, which also governs your use of the Services, for information on how we collect, use and share your information. Our Cookie Policy describes how we use cookies and similar technologies.

3. Changes to these Terms or the Services.

The Services and these Terms are subject to change from time to time.

We may update the Terms from time to time in our sole discretion. If we do, we will let you know by posting the updated Terms and updating the “Last Updated” date. It is important that you review the Terms whenever we update them or you use the Services. If you continue to use the Services after we have posted updated Terms it means that you accept and agree to the changes. If you do not agree to be bound by the changes, you may not use the Services anymore. Because our Services are evolving over time we may change or discontinue all or any part of the Services, at any time and without notice, at our sole discretion (subject to any separate customer agreement that provides otherwise).

4. Who May Use the Services.

There are some restrictions on who can use the Services.

You may use the Services only if you are 18 years or older and capable of forming a binding contract with the Company, and not otherwise barred from using the Services under these Terms or applicable law.

You certify that you will comply with all applicable laws when using the Services. If you access or use the Services on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms, and “you” includes that organisation.

We reserve the right, but have no obligation, to monitor access to the Services. We may block access in whole or in part where we believe you are in breach of these Terms or where required by law.

5. Use of the Services.

You are responsible for your account, credentials, and activity on the Services.

Accounts and access. Certain features require an account or invitation from an organisation. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us promptly of any unauthorised use.

Organisation workspaces. Customer organisations may control membership, roles, and content in their workspace. Your access may depend on permissions set by your organisation.

Acceptable use. You may use the Services only for lawful purposes and in accordance with these Terms and any applicable customer agreement.

6. Customer Content.

Your organisation remains responsible for content uploaded to the Services.

“Customer Content” means documents, templates, metadata, change requests, messages, and other materials submitted to the Services by you or your organisation. As between you and the Company, your organisation retains ownership of Customer Content. You grant us a limited licence to host, process, transmit, and display Customer Content solely to provide and improve the Services and as otherwise described in our Privacy Notice.

You represent that you have all rights necessary to submit Customer Content and that doing so does not violate law or third-party rights. We do not claim ownership of Customer Content.

7. Feedback.

If you provide us feedback about the Services, we are free to use it.

We appreciate feedback, comments, ideas, proposals and suggestions for improvements to the Services (“Feedback”). If you choose to submit Feedback, you agree that we are free to use it without any restriction or compensation to you.

8. Fees.

Fees for paid Services are disclosed at the time of purchase or in your customer agreement.

The public website may be provided free of charge. Paid features or subscriptions, if any, are subject to the pricing and billing terms presented to you or set out in a separate customer agreement. We may change fees upon notice where permitted. You are responsible for any taxes associated with your purchases, excluding taxes based on our net income.

9. Third-Party Resources and Services.

The Services may integrate with third-party services; we are not responsible for such services.

The Services may allow you to access third-party websites, applications, content, or services (including authentication, hosting, email, analytics, and infrastructure providers). Your use of any third-party services is entirely at your own discretion and risk, and may be subject to additional terms and privacy policies of the relevant provider.

The Company does not control, endorse, or assume responsibility for third-party services. Access is provided “as is” and “as available.” Your interactions with third parties are solely between you and that provider.

10. General Prohibitions and Enforcement Rights.

You cannot tamper with the Services, break the law, or interfere with other users.

You agree not to do any of the following:

Use, display, mirror or frame the Services or any Company trademark, logo or other proprietary information without our express written consent;
Access, tamper with, or use non-public areas of the Services, our systems, or the technical delivery systems of our providers;
Attempt to probe, scan or test the vulnerability of any Company system or network or breach any security or authentication measures;
Avoid, bypass, remove, deactivate, impair, descramble or otherwise circumvent any technological measure implemented to protect the Services;
Use the Services for any illegal or unauthorised purpose, or engage in, encourage, or promote any illegal activity;
Attempt to decipher, decompile, disassemble, or reverse engineer any of the software used to provide the Services (except to the extent such restriction is prohibited by law);
Interfere with the access of any user, host or network, including by sending a virus, overloading, flooding, or spamming the Services;
Collect or store any personally identifiable information from other users without their express permission;
Impersonate or misrepresent your affiliation with any person or entity;
Violate any applicable law or regulation; or
Encourage or enable any other individual to do any of the foregoing.

We may investigate violations of these Terms and may consult and cooperate with law enforcement authorities to prosecute users who violate the law. We may remove or disable access to content or features at any time without notice where we believe it is appropriate to protect the Services or others.

11. Suspension and Termination.

We may suspend or terminate your use of the Services at any time.

We may suspend or terminate your access to and use of the Services, at our sole discretion, at any time and without notice to you, including as required by applicable law or any governmental authority, or if we determine that you are violating these Terms. Upon termination, the provisions of these Terms that by their nature should survive will survive, including ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

12. Warranty Disclaimers.

We don't make any guarantees about the Services.

THE SERVICES ARE PROVIDED “AS IS,” WITHOUT WARRANTY OF ANY KIND. WITHOUT LIMITING THE FOREGOING, WE EXPLICITLY DISCLAIM ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, QUIET ENJOYMENT AND NON-INFRINGEMENT, AND ANY WARRANTIES ARISING OUT OF COURSE OF DEALING OR USAGE OF TRADE. We make no warranty that the Services will meet your requirements or be available on an uninterrupted, secure, or error-free basis. We make no warranty regarding the quality, accuracy, timeliness, truthfulness, completeness or reliability of any information or content on the Services.

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF CERTAIN WARRANTIES. ACCORDINGLY, SOME OF THE ABOVE DISCLAIMERS MAY NOT APPLY TO YOU.

13. Indemnity.

If someone sues us based on your breach of these Terms or your use of the Services, you agree to indemnify us.

You will indemnify and hold the Company and its officers, directors, employees and agents harmless from and against any claims, disputes, demands, liabilities, damages, losses, and costs and expenses, including reasonable legal fees, arising out of or in any way connected with (a) your access to or use of the Services, (b) Customer Content you submit, (c) your access to or use of third-party services, or (d) your violation of these Terms. You may not settle or otherwise compromise any claim subject to this Section without the Company's prior written approval.

14. Limitation of Liability.

This Section limits what you can recover from us in a dispute.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER THE COMPANY NOR ITS SERVICE PROVIDERS INVOLVED IN CREATING, PRODUCING, OR DELIVERING THE SERVICES WILL BE LIABLE FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES, OR DAMAGES FOR LOST PROFITS, LOST REVENUES, LOST SAVINGS, LOST BUSINESS OPPORTUNITY, LOSS OF DATA OR GOODWILL, SERVICE INTERRUPTION, COMPUTER DAMAGE OR SYSTEM FAILURE OR THE COST OF SUBSTITUTE SERVICES OF ANY KIND ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR FROM THE USE OF OR INABILITY TO USE THE SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT THE COMPANY OR ITS SERVICE PROVIDERS HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGE, EVEN IF A LIMITED REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL THE COMPANY'S TOTAL LIABILITY ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR FROM THE USE OF OR INABILITY TO USE THE SERVICES EXCEED THE AMOUNTS YOU HAVE PAID OR ARE PAYABLE BY YOU TO THE COMPANY FOR USE OF THE SERVICES IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM OR ONE HUNDRED DOLLARS ($100 USD), IF YOU HAVE NOT HAD ANY PAYMENT OBLIGATIONS TO THE COMPANY, AS APPLICABLE.

THE EXCLUSIONS AND LIMITATIONS OF DAMAGES SET FORTH ABOVE ARE FUNDAMENTAL ELEMENTS OF THE BASIS OF THE BARGAIN BETWEEN THE COMPANY AND YOU.

15. Governing Law and Forum Choice.

These Terms are governed by applicable law as stated below. Update this section with your final jurisdiction before go-live if needed.

These Terms and any action related thereto will be governed by the laws of England and Wales, without regard to its conflict of laws provisions, except where mandatory local consumer or data protection law provides otherwise. Subject to Section 16, the courts of England and Wales will have exclusive jurisdiction over disputes arising out of or relating to these Terms, and you and the Company each waive any objection to jurisdiction and venue in such courts where permitted by law.

16. Dispute Resolution.

Try to resolve disputes informally first.

Before filing a claim, you agree to try to resolve the dispute informally by contacting us at hello@aetra.org. If a dispute is not resolved within thirty (30) days after submission, either party may pursue formal proceedings as permitted under Section 15, unless a separate customer agreement provides a different dispute process.

17. General Terms.

Miscellaneous legal provisions.

These Terms constitute the entire agreement between you and the Company regarding the Services (except for any separate customer agreement covering paid or portal Services). If any provision of these Terms is held invalid or unenforceable, that provision will be enforced to the maximum extent permissible and the other provisions will remain in full force and effect. Our failure to enforce any right or provision of these Terms will not be considered a waiver. You may not assign these Terms without our prior written consent; we may assign them without restriction. There are no third-party beneficiaries to these Terms except as expressly stated.

18. Contact Information.

Questions about these Terms can be sent to us by email.

If you have any questions about these Terms, please contact us at hello@aetra.org.