Our terms and policies
Business information
Business name
Scitodate B.V
Headquarters
Bos en Lommerplein 280, 1055 RW, The Netherlands
Chamber of Commerce Number
68865880
VAT Number
NL857624301B01
MirrorThink: Special terms and policies
Scitodate B.V. offers a cutting-edge AI chat agent known as MirrorThink, designed specifically for the science and engineering sectors. MirrorThink leverages artificial intelligence to provide professional researchers with accurate and detailed answers, addressing highly technical day-to-day problems. Integrated with an extensive library of scientific articles and patents, MirrorThink ensures that users have access to comprehensive and authoritative information, enhancing research efficiency and effectiveness.
Customer Service Contact Details
For any inquiries or assistance, customers can reach the Scitodate Support Center through the following link: Scitodate Support Center.
Return Policy and Process
Scitodate B.V. offers a flexible subscription service for MirrorThink, where users can select the amount they wish to pay each month based on their support for the project. Users can cancel their subscription at any time, retaining access to the service until the next payment date.
General Policy: Returns or refunds for the first month's payment are generally not allowed.
An indefinite free trial is available for scientists, allowing users to assess the service before committing to a paid subscription. The free trial includes the core capabilities of MirrorThink, such as integration with scientific data, but comes with certain limitations compared to the paid version.
Users can cancel future payments at any time, ensuring control over their subscription.
The monthly subscription rate has a minimum amount, which may vary based on evolving demand and costs. Scitodate B.V. strives to keep MirrorThink affordable and useful to as many professional scientists and engineers as possible.
Exceptional Cases: Scitodate B.V. is open to reviewing exceptional cases, such as large accidental payments or well-justified claims that the product did not deliver on expectations. To request a review for an exceptional case:
- Contact the Scitodate Support Center through the provided link.
- Submit your claim, detailing the issue and providing any relevant evidence.
- The request will be processed according to Stripe's standard procedures for handling disputes and refunds.
Refund and Dispute Policy
Scitodate B.V. is committed to ensuring customer satisfaction and addressing any issues that may arise with the MirrorThink subscription service. Our refund and dispute policy is designed to handle concerns fairly and transparently.
Refund Conditions:
- Generally, refunds for the first month's payment are not permitted due to the availability of an indefinite free trial for users to evaluate the service.
- Users can cancel their subscription at any time, with no further charges after the current billing cycle.
- Refund requests for exceptional cases, such as large accidental payments or well-justified claims of unmet expectations, will be considered on a case-by-case basis.
Dispute Resolution Process:
- Initiate a Dispute: Contact the Scitodate Support Center through the provided link to initiate a dispute or refund request. Alternatively, submit a claim directly through Stripe's dispute resolution system. Provide detailed information about the issue, including any relevant evidence or documentation.
- Review Process: Scitodate B.V. will review the submitted claim and evaluate its validity. Claims submitted through Stripe will follow Stripe's standard procedures for handling disputes and refunds.
- Resolution: If the claim is approved, the refund will be processed promptly. If additional information is required, the customer will be contacted to provide further details.
Scitodate B.V. aims to resolve all disputes amicably and efficiently, ensuring that our customers receive the support and resolution they need.
Cancellation Policy
Scitodate B.V. provides a straightforward and flexible cancellation policy for the MirrorThink subscription service. Users can cancel their subscription at any time without incurring additional charges beyond the current billing cycle.
How to Cancel:
- Access Account Settings: Users can manage their subscription through the Settings page on the MirrorThink platform. The Settings page provides a direct link to Stripe, where the subscription can be managed.
- Cancellation Steps: Log in to your MirrorThink account. Navigate to the Settings page and click on the subscription management link. Follow the instructions on Stripe’s platform to cancel your subscription.
Post-Cancellation Access: After cancellation, users will retain access to MirrorThink until the end of the current billing period. No further payments will be processed once the cancellation is complete.
Reactivation: Users can reactivate their subscription at any time by logging into their account and selecting a subscription plan.
Scitodate B.V. aims to provide a hassle-free cancellation process, ensuring that users have full control over their subscriptions.
Legal or Export Restrictions
Scitodate B.V. operates in compliance with all applicable international trade regulations and legal requirements. The use and distribution of the MirrorThink service are subject to the following restrictions:
Compliance with Laws: Users must comply with all applicable local, national, and international laws and regulations regarding the use of the MirrorThink service.
Export Control Regulations: MirrorThink is subject to export control laws and regulations of the Netherlands and the European Union. Users agree not to export, re-export, or transfer MirrorThink to any country or individual prohibited by these regulations.
Prohibited Uses: The service must not be used for any activities related to the development, production, or use of nuclear, chemical, or biological weapons or missile technology. Users must not use MirrorThink to engage in any illegal or fraudulent activities.
By using MirrorThink, users acknowledge and agree to comply with these legal and export restrictions. Failure to adhere to these requirements may result in suspension or termination of access to the service.
Terms and Conditions of Promotions
Scitodate B.V. may offer various promotions to enhance the user experience and provide additional value to our customers. The following terms and conditions apply to all promotional offers:
Eligibility: Promotions are available to new and existing users who meet the specified criteria for each promotion. Eligibility requirements will be clearly stated in the promotional materials.
Duration: Each promotion will have a specified start and end date, which will be communicated in the promotional materials. Promotions are valid only within the specified timeframe and cannot be applied retroactively.
Limitations: Promotions may be subject to limitations, such as a maximum discount amount or a cap on the number of users who can redeem the offer. Promotions cannot be combined with other offers unless explicitly stated.
Redemption: To redeem a promotion, users must follow the instructions provided in the promotional materials. Some promotions may require the use of a promo code, which must be entered during the subscription or purchase process.
Cancellation and Modifications: Scitodate B.V. reserves the right to cancel or modify any promotion at any time without prior notice. Any changes to promotions will be communicated to affected users as soon as possible.
Additional Terms: Additional terms and conditions may apply to specific promotions. These will be detailed in the promotional materials and must be agreed to by the user to redeem the offer.
By participating in any promotion, users agree to abide by these terms and conditions. Scitodate B.V. strives to ensure that all promotions are conducted fairly and transparently.
Transaction Currency
Scitodate B.V. accepts payments in multiple currencies to accommodate our international customer base. The primary currencies for transactions are EUR (Euros) and USD (United States Dollars).
Currency Conversion: In addition to EUR and USD, other international currencies may be accepted through Stripe's currency conversion system. The exact amount charged in the user's local currency will depend on the current exchange rates and any applicable conversion fees as determined by Stripe.
Billing Information: All transactions will be processed in the currency selected at the time of subscription or purchase. Users will receive billing information and receipts in the selected currency, ensuring clarity and transparency in all financial dealings.
Scitodate B.V. strives to provide a seamless and convenient payment experience for all users, regardless of their location.
Security Capabilities and Policy for Transmission of Payment Card Details
Scitodate B.V. is committed to ensuring the highest level of security for our users' payment card details. We employ robust security measures to protect financial information during transmission and storage.
Encryption and Security Protocols: All payment card details are transmitted using industry-standard encryption protocols, such as Secure Socket Layer (SSL) and Transport Layer Security (TLS), to ensure data privacy and integrity. Payment information is processed securely through Stripe, a PCI-DSS (Payment Card Industry Data Security Standard) compliant payment processor.
Data Handling: Scitodate B.V. does not store full payment card details on our servers. All sensitive payment information is securely stored and managed by Stripe. Stripe’s security measures include encryption of card details, tokenization to protect sensitive information, and regular security audits to maintain compliance with the highest security standards.
User Responsibilities: Users are encouraged to maintain the confidentiality of their account information and use strong, unique passwords to prevent unauthorized access. Any suspicious activity or unauthorized transactions should be reported immediately to the Scitodate Support Center.
By implementing these security measures, Scitodate B.V. ensures that users can trust the safety and integrity of their financial transactions with MirrorThink.
Consumer Data Privacy Policy
Scitodate B.V. is dedicated to protecting the privacy and personal data of our users. We adhere to the General Data Protection Regulation (GDPR) and other relevant data protection laws to ensure that user information is handled with the utmost care and security.
Data Collection and Usage: We collect and use personal data only for purposes that are explicitly stated and agreed upon by the user. This includes, but is not limited to, providing and improving the MirrorThink service, processing transactions, and communicating with users. The types of data collected may include contact information, payment details, and usage data related to the MirrorThink service.
Data Storage and Security: Personal data is stored securely and processed in accordance with GDPR requirements. We implement appropriate technical and organizational measures to protect data from unauthorized access, disclosure, alteration, or destruction. Data is only accessible to authorized personnel who require access to perform their duties.
User Rights: Users have the right to access, correct, delete, and restrict the processing of their personal data. They can exercise these rights by contacting the Scitodate Support Center. Users also have the right to data portability and the right to object to the processing of their data under certain conditions.
Cookies and Tracking: Our website and services use cookies and similar technologies to enhance user experience and analyze site usage. Detailed information about our cookie policy is available on our website.
Privacy Policy Details: For comprehensive information on how we handle user data, please refer to our detailed privacy policy available at Scitodate Legal.
By using MirrorThink, users acknowledge and agree to the terms outlined in this privacy policy and the detailed policy available on our website.
Privacy policy
The privacy and cookie policy for the services of Scitodate B.V. (referred to hereafter as: Scitodate) is set out on this page.
Is Scitodate a controller or processor?
Scitodate gives its customers access to a big data tool for mapping out application areas for their research equipment. By integrating scientific articles with funding databases, customers get access to an addressable market (prospects, competitors...). This information is mapped out in the ‘Market Landscape Dashboard’ of every individual customer.
Based on the provided information, our assessment is that Scitodate qualifies as Controller. The definition of ‘Controller’ in article 4(7) GDPR states the following: ‘controller’ means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law;
In assessing the capacity of Scitodate, it is important to know whether the services provided consist primarily of data processing. If so, there may be a situation wherein the customer outsources certain data processing to Scitodate, resulting in the qualification as ‘Processor’.
This is however not the case for Scitodate. Scitodate processes research data with the aim of delivering valuable business data to the customer. This purpose is determined by Scitodate itself, in order to provide a service with added value to its customers. This service entails a tool that provides access to research data through scientific articles and databases. Scitodate determines essential aspects of the data processing when supplying the tool; what data is available through the tool, how data is made available and how the data processing is carried out.
The client-contractor relationship between Scitodate and its clients does not detract from the factual influence that Scitodate has on data processing. Scitodate determines the purposes and means of the processing of personal data and therefore qualifies as Controller under the GDPR.
Why do we collect this data?
Scitodate processes data from researchers whose publications are publicly available in databases like Pubmed & Medline. Scitodate provides curated scientific content with the aim to help solve the authorship ambiguity problems currently happening in the scientific industry, to create an accurate description of works associated with individual researchers and help organisations understand the work researchers. GDPR lists several legal grounds for processing data about individuals, in this case, scientists, one of which is Legitimate Interest. For the reason mentioned above, it is not only in our legitimate interest to process this data but also in the legitimate interests of the researchers. These objectives offer invaluable and incontestable benefits to the furtherance of unbiased and transparent academic research. Indeed, governments and academic institutions world-wide routinely make such data public for those purposes. The data we process and the way we process it is commonplace. Organisations like Google Scholar, Microsoft Academic, Semantic Scholar (Allen Institute), Web of Science (Clarivate) and Scopus (Elsevier) engage in the same processing as the core of their activities.
What type of data do we collect?
We collect the following information; Name, Email, Organisation (position) & user behaviour; This is only for the direct users of our products for the purpose to provide access to our services. Third-party information: We collect information about scientific literature and scientists from publicly available sources like academic publications, patent offices, regulatory agencies, funding agencies. If you are an academic author or researcher, a patent holder, clinical trials investigator or are otherwise an author of, or contributor to, reports, analysis, articles or other materials available in the public domain, your professional data such as your name, work contact details, and specialisation may be included as content in our services.
How do we collect data?
We collect data from publicly available sources through standard API’s included but not limited to Pubmed, Medline, OrcID, GridID and Cordis. A partial copy of these datasets is stored and indexed to enable accessibility, transparency and disambiguation of the data. Recital 47 of GDPR also specifies precisely how this data may be processed by our users and why it falls under Legitimate Interest in this context
For data processing in regards to our consultancy services for our Clients we have drawn up a standard processor agreement. This can be read here.
Location of the data
For its service, Scitodate hosts all data of its customers on its own (assigned) servers within Europe and does not use cloud services located outside of Europe.
Right to access
Do you wish to have access to the data that Scitodate has stored from you? You can submit a request for this. Read here how to do this.
Right to be forgotten
Do you wish to execute your right to be forgotten from Scitodate services? You can submit a request for this. Read here how to do this.
You actively use Scitodate's service as a client
The application form on Scitodate websites requires Clients to provide contact information (such as name and address), to provide Scitodate with unique identifiers (a password). Scitodate uses this information so that they can provide their services and to provide Clients with information about their services. If necessary, the information is also used to come into contact with the Clients. Unique identifiers are used to determine identity when logging into the personal account within the ScitoDate system. Passwords are automatically encrypted and cannot be viewed by ScitoDate. Information is transferred exclusively over secure SSL connections.
Personal information collected shall only be used by Scitodate for the objectives described above. Personal information shall not be provided or sold to unauthorized third parties. All personal information is optimally secured and treated with the utmost care by ScitoDate. This information is also only available internally to persons for whom access is essential to the performance of their tasks.
Scitodate does store the time and IP address of the login details in order to ensure safety. This is explicitly mentioned in Scitodate's General Terms and Conditions. Clients are obliged to sign a contract with Scitodate before they get access to the Scitodate Network.
Data security
Scitodate is convinced that behavior of people is the utmost important part of data security. Scitodate staff is well informed about the rules for data security. There is a special policy for incoming data, and there is a security and escalation protocol. On a regular basis, the data policy is again brought to attention to the Scitodate staff. The data policy is also officially included in the Scitodate's terms of employment. On a senior level, a data officer is responsible for the above mentioned policy.
The second - very important - part of data security at Scitodate, is that Scitodate saves the least amount of data as possible (privacy by design).
Scitodate has an advanced right management system, that ensures that only authorized personnel on a certain level can access private data.
Scitodate aims to secure their systems in the best possible manner. ScitoDate has standard procedures for the commissioning of new software. This must ensure only save software is taken into use.
Scitodate servers are being managed within the European Union by external hosting providers. These are ISO 9001 and ISO 27001 certified, among other standard security certifications.
Cookie policy
This website is hosted by Squarespace, a complete web hosting package which includes basic analytics of page views and visits. This gives Scitodate the opportunity to analyse their website and to improve it. The data is only used for the purpose of improving the website. The data is not shared with others, and within Scitodate's organisation only a limited amount of people have access. The cookies do not contain personal data. The used tool is configured in such manner that it does not save personal data.
Website analysis LeadFeeder On this website ScitoDate uses an analytic tool (LeadFeeder) that uses cookies to identify visitors. This gives ScitoDate the chance to identify new opportunities. The data is not shared with others, and within ScitoDate's organisation only a limited amount of people have access. The cookies do not contain personal data. The used tool is configured in such manner that it does not save personal data.
GDPR guidelines
Electronic communication under GDPR
Information comes from:
https://GDPR-info.eu/issues/email-marketing
Newsletter mailings and e-mail marketing are a fixed part of the online marketing universe. Basically, the principle that processing is prohibited but subject to the possibility of authorisation also applies to the personal data which is used to send e-mails. Processing is only allowed by the General Data Protection Regulation (GDPR) if either the data subject has consented, or there is another legal basis. This could be, for example, preserving the legitimate interest of the controller to send e-mail marketing. Recital 47 of the General Data Protection Regulation expressly states that the law also applies to the processing of personal data for direct marketing as a legitimate interest of the controller.
In addition, such an interest could be seen, for example, if there is a relevant and proportionate relationship between the data subject and the controller. This could be the case if the data subject is a customer of the controller or is in the latter’s service. Therefore, much indicates that e-mail marketing is allowed without consent, at least for existing customers. If the company has a justified interest in ‘cold’ calling through e-mail marketing, the marketing e-mails may be sent to potential customers without consent. To receive no further information by newsletter or e-mail, the customer receiving them need only object to processing for marketing purposes. According to Art. 21(2), (3) GDPR the data subject always has the right to object to the processing of personal data for direct marketing purposes. If the data subject objects, the controller only has to stop the processing for marketing purposes, but can still process the data for other purposes, e.g. for the performance of a contract. The legitimate interest of the controller to process data for marketing purposes can never outweigh the objection of the data subject. One must note, however, that according to Art. 95 of the General Data Protection Regulation, this applies to all data protection-related purposes unless special rules with the same regulatory scope are contained in the ePrivacy Directive (see also recital 173). The consequence is that e-mail marketing is currently only allowed with the consent of the parties concerned (Art. 13(1) of Directive 2002/58/EC). One must wait to see whether the coming ePrivacy Regulation provides more clarity about this issue.
Regardless of whether a company bases its marketing measures afterwards on its legitimate interest or on consent, the controller has to adhere to the data subject’s right to be informed. The content of said information depends on which justification reason is used. Please be aware that there might be certain additional national laws (e.g. competition law) which might be slightly stricter or which may impose additional restrictions.
Relevant GDPR articles
Art. 6 GDPR Lawfulness of processing
Art. 7 GDPR Conditions for consent
Art. 21 GDPR Right to object
Art. 95 GDPR Relationship with Directive 2002/58/EC
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