SaaS Platform for Heritage Institutions
Version 1.0 – February 11, 2026
Last updated: February 11, 2026
Preamble
These Terms of Service (hereinafter "ToS") govern access to and use of the Patrivox platform (hereinafter "the Platform" or "the Service"), published and operated by Sébastien Fouss (hereinafter "the Publisher").
Patrivox is a European SaaS (Software as a Service) platform designed for heritage institutions — archives, museums, libraries, and documentation centers — enabling digitization, intelligent indexing, and advanced search of archival documents using artificial intelligence technologies.
Use of the Platform implies full and complete acceptance of these ToS. Any User who does not accept these ToS must not use the Platform.
These ToS are written in French. In the event of translation into another language, only the French version shall be authoritative in case of discrepancy.
Article 1 – Definitions
In these ToS, the following terms have the following meaning:
"User": any natural or legal person who has created an account on the Platform and uses the Service, whether administrator, contributor, or reader.
"Institution": the entity (archive, museum, library, documentation center, learned society, or association) on behalf of which one or more Users access the Platform.
"Content": any document, file, image, metadata, or text data uploaded, created, or generated on the Platform by a User.
"AI Query": any query using the Platform's artificial intelligence features, including semantic search, optical character recognition (OCR), and conversational document querying.
"Account": the personal space created by a User on the Platform, protected by authentication credentials.
"Subscription": the plan chosen by the User or Institution, determining the scope of features and available quotas.
Article 2 – Purpose
The purpose of these ToS is to define the terms and conditions of access to and use of the Patrivox Platform, as well as the respective rights and obligations of the Publisher and Users.
The Platform provides the following services:
- Upload and secure storage of archival documents
- Optical character recognition (OCR) via artificial intelligence
- Document indexing and cataloging with metadata management
- Full-text search and semantic search
- Conversational document querying by artificial intelligence (AI Queries)
- Access and role management within an Institution
- Publication and provision of digitized collections
Article 3 – Registration and account creation
3.1 Registration conditions
Access to the Platform requires creation of an Account. Registration is reserved for adults acting on behalf of an Institution or personally within a heritage research or valorization framework.
Users undertake to provide accurate, complete, and up-to-date information during registration and to keep it updated.
3.2 Authentication and security
Authentication is managed securely. Users are solely responsible for the confidentiality of their login credentials and for all activity conducted under their Account.
In case of suspected unauthorized use of their Account, Users must immediately inform the Publisher at: sebastien.fouss@patrivox.io.
3.3 Roles and permissions
The Platform offers different access levels (administrator, contributor, reader). The administrator of an Institution is responsible for managing access and permissions granted to members of their organization.
Article 4 – Subscriptions and pricing
4.1 Subscription plans
The Platform is accessible through different subscription plans, whose characteristics (features, storage volumes, AI Query quotas) are described on the pricing page of the website.
The Publisher reserves the right to modify current plans and pricing. Any pricing modification will be notified to Users with a minimum notice period of thirty (30) days before taking effect.
4.2 AI Queries
Each subscription plan includes an AI Query quota. AI Queries cover all artificial intelligence features of the Platform, including semantic search and conversational document querying.
Unused quotas during a billing period are not carried forward to the next period, unless otherwise stated in the subscribed plan.
4.3 Payment
Payment is made according to the terms specified during subscription. The Publisher uses secure payment service providers compliant with current standards. In case of payment default, the Publisher reserves the right to suspend Service access after notice remains without effect for fifteen (15) days.
Article 5 – Intellectual property
5.1 Platform ownership
The Platform, its architecture, source code, interfaces, algorithms, and databases are the exclusive property of the Publisher or are subject to licenses granted to the Publisher. Any unauthorized reproduction, representation, or exploitation is prohibited.
The name "Patrivox" is a registered trademark, registered with the Benelux Office for Intellectual Property (BOIP) and subject to registration proceedings with the European Union Intellectual Property Office (EUIPO). Any use, reproduction, or imitation of this trademark, its logo, or its distinctive signs, without prior written authorization from the Publisher, is prohibited and subject to prosecution in accordance with applicable intellectual property law provisions.
5.2 User Content
Users (or the Institution they represent) retain all intellectual property rights to Content they upload to the Platform. The Publisher acquires no ownership rights to this Content.
By uploading Content, Users grant the Publisher a non-exclusive, worldwide license limited to the Subscription duration, for the sole purpose of providing the Service (storage, OCR processing, indexing, search). This license terminates upon Content deletion or Account termination.
5.3 OCR and AI results
Results produced by OCR processing and AI Queries (transcriptions, summaries, responses) are considered derivatives of User Content. Users freely dispose of these results in their activities.
The Publisher claims no intellectual property rights over results generated by AI from User Content.
Article 6 – Personal data protection
6.1 Data controller
The Publisher is the data controller for personal data collected in connection with Account management and Platform use. Processing is carried out in accordance with the General Data Protection Regulation (GDPR – Regulation EU 2016/679).
6.2 Data collected
Personal data collected during registration and use of the Service includes: first name, last name, email address, Institution name, connection data, and Service usage data.
6.3 Data hosting and location
In accordance with its European sovereignty strategy, the Publisher undertakes to host all data on infrastructure located in the European Union. Main hosting subprocessors are:
- Scaleway (S3-compatible object storage) – France
- Neon (PostgreSQL database) – European Union
No data transfer outside the European Economic Area is carried out, except in cases provided by the GDPR and with appropriate safeguards.
6.4 Data subject rights
In accordance with the GDPR, all Users have rights of access, rectification, erasure, restriction of processing, portability, and objection regarding their personal data. These rights may be exercised by contacting the Publisher at: rgpd@patrivox.io.
6.5 Subprocessing
When the Institution entrusts the Publisher with processing personal data contained in uploaded documents (for example, archives containing nominative information), the Publisher acts as a processor within the meaning of Article 28 of the GDPR. A separate Data Processing Agreement (DPA) may be concluded upon request.
Article 7 – Service terms of use
7.1 Authorized uses
The Platform is intended for digitization, indexing, and valorization of heritage documents in a cultural, educational, scientific, or associative context. Users undertake to use the Service fairly and in accordance with its intended purpose.
7.2 Prohibited uses
It is strictly prohibited to use the Platform to:
- Upload illegal, defamatory, discriminatory content or content violating third-party rights
- Attempt to circumvent security measures or access unauthorized data
- Use the Service for commercial purposes not provided for by the Subscription
- Engage in scraping, massive automated extraction, or abusive use of AI Queries
- Disrupt Platform operation or compromise its integrity
7.3 Uploaded content
Users warrant that they have the necessary rights to upload Content to the Platform and that it does not infringe third-party intellectual property rights or personality rights. The Publisher does not perform prior review of uploaded Content.
Article 8 – Availability and service levels
The Publisher strives to ensure Platform availability 24 hours a day, 7 days a week, subject to planned or emergency maintenance operations.
The Publisher does not guarantee uninterrupted Service availability and cannot be held responsible for interruptions, slowdowns, or unavailability resulting from external causes (network failures, force majeure, etc.).
Planned maintenance operations will, whenever possible, be notified to Users in advance via the website or email.
Article 9 – Liability
9.1 Publisher liability
The Publisher implements reasonable means to ensure proper operation and security of the Platform. Its liability is limited to a best efforts obligation.
The Publisher cannot be held liable for indirect damages, including data loss, loss of revenue, or damage to reputation, resulting from use or inability to use the Service.
In any event, the Publisher's total liability under these ToS is limited to the amount actually paid by the User during the twelve (12) months preceding the event giving rise to liability.
9.2 Artificial intelligence results
Results produced by artificial intelligence features (OCR, semantic search, conversational responses) are provided for informational purposes. The Publisher does not guarantee the accuracy, completeness, or reliability of these results. Users are invited to verify results and remain solely responsible for their use.
9.3 User liability
Users are responsible for their use of the Platform, Content they upload, and backup of their own data. The Publisher recommends Users maintain a backup copy of their original documents.
Article 10 – Duration and termination
10.1 Duration
These ToS are concluded for the duration of the Subscription subscribed by the User. They are tacitly renewed at each billing period, subject to termination under the conditions provided below.
10.2 Termination by User
Users may terminate their Subscription at any time from their Account settings. Termination takes effect at the end of the current billing period. Users retain Service access until that date.
10.3 Termination by Publisher
The Publisher reserves the right to suspend or terminate a User's Account in case of breach of these ToS, after notice remains without effect for fifteen (15) days, except in case of serious breach requiring immediate suspension.
10.4 Data after termination
In case of termination, Users have a period of thirty (30) days from the effective termination date to export their Content. After this period, the Publisher will proceed with permanent deletion of Content, subject to legal retention obligations.
Article 11 – ToS modifications
The Publisher reserves the right to modify these ToS at any time. Users will be informed of any substantial modification by email or notification on the Platform, with a minimum notice period of thirty (30) days.
Continued use of the Service after modifications take effect constitutes acceptance of the new ToS. In case of disagreement, Users may terminate their Subscription in accordance with Article 10.2.
Article 12 – Applicable law and jurisdiction
These ToS are governed by Belgian law.
In case of dispute relating to interpretation or execution of these ToS, parties will endeavor to find an amicable solution. Failing amicable agreement within thirty (30) days, the dispute will be submitted to the competent courts of the judicial district of Tournai (Belgium), notwithstanding plurality of defendants or third-party notice.
Article 13 – Contact
For any questions regarding these ToS or use of the Platform, Users may contact the Publisher:
- By email: sebastien.fouss@patrivox.io
- By mail: Sébastien Fouss, Rue Perdue 10, 7500 Tournai, Belgium
- Via the contact form available on the Platform
Article 14 – Miscellaneous provisions
14.1 Entire agreement
These ToS constitute the entire agreement between the User and the Publisher regarding use of the Platform and replace any prior agreement on the same subject.
14.2 Severability
If any provision of these ToS is declared null or unenforceable, the other provisions shall remain in full force and effect.
14.3 Waiver
The Publisher's failure to exercise a right provided in these ToS does not constitute a waiver of that right.
14.4 Language
These ToS are written in French. Translations into other languages may be provided for informational purposes. In case of contradiction between the French version and any translated version, the French version prevails.
14.5 Assignment
Users may not assign their rights and obligations under these ToS without the Publisher's prior written consent. The Publisher may freely assign these ToS to any successor or acquirer of its business.