Terms of Service

Last updated: 26 September 2026

These terms apply to your use of Citepool, including the website, web app and Microsoft Word add-in (together, the Service). The Service is provided by [Company legal name] (ABN [ABN]) of [Registered address] (we, us, our).

By creating a workspace, starting a trial or using the Service you agree to these terms. If you use the Service on behalf of an organisation, you confirm you are authorised to bind that organisation, and “you” means that organisation.

1. Accounts and workspaces

• You sign in with a Microsoft, Google or Apple account. You are responsible for keeping that account secure and for activity in your workspace.
• Each workspace has an owner who controls billing and can appoint admins and members. Owners and admins can invite and remove users.
• You must give us accurate information and keep your billing details up to date.

2. Free trial

• New workspaces get a 14-day free trial. A valid payment card is required to start the trial.
• Unless you cancel before the trial ends, your subscription starts automatically and your card is charged at the end of the trial.
• You can cancel during the trial from the Billing page and you will not be charged.

3. Subscription, fees and payment

• The Service is charged per user, monthly or yearly as you choose, at the price shown on our pricing page for your currency when you subscribe, unless we agree otherwise in writing. Your workspace is billed in the currency you subscribe with.
• Subscriptions renew automatically at the end of each billing period (a month or a year) until cancelled. Fees are billed in advance for each period.
• You can add or remove users at any time. Changes are prorated and reflected on your next invoice.
• Payments are processed by our payment provider, Stripe. We do not store your full card details.
• If a payment fails, we may suspend write access to your workspace until it is resolved. We will try to let you know before doing so.
• We may change our prices by giving you at least 30 days’ notice. A change takes effect from your next billing period after the notice period.
• Prices exclude taxes. We add any GST, VAT, sales tax or similar tax that applies based on your billing address, and issue tax invoices showing it. If you give us a valid business tax number, reverse charge applies where the law allows.

4. Cancellation

• You can cancel at any time from the Billing page. There is no lock-in contract. Cancellation takes effect at the end of the current billing period, and fees already paid are not refunded except where required by law.
• After cancellation your library becomes read-only. Citations and bibliographies already in your Word documents remain as ordinary text in those documents.
• We may delete a cancelled workspace’s content after a reasonable period, which we will tell you about in advance so you can export anything you need.

5. Your content

• You own the references, PDFs, notes, custom fields, styles and other material you or your users put into the Service (your content).
• You grant us a limited licence to host, copy, process and display your content only as needed to provide, secure and support the Service for you.
• You are responsible for having the rights to upload your content, including any copyright in PDFs you store.
• When you look up a DOI, the DOI is sent to Crossref to retrieve publication details. Nothing else from your library is sent.

6. Acceptable use

You must not, and must not allow anyone else to:

• use the Service for anything unlawful, or to infringe anyone’s intellectual property or privacy;
• upload malware or content designed to harm the Service or other users;
• try to gain unauthorised access to the Service, other workspaces or our systems, or probe or test their vulnerability without our written permission;
• interfere with or overload the Service, or scrape it by automated means;
• resell, sublicense or share the Service outside your organisation, or share user logins; or
• copy, reverse engineer or build a competing product from the Service, except as permitted by law.

We may suspend access that breaches this section, and will tell you why where it is reasonable to do so.

7. Our service

• We will provide the Service with reasonable care and skill, and work to keep it available and secure. We may improve or change features over time, but will not materially reduce core functionality during a paid period without notice.
• The Service helps you format citations; you remain responsible for checking the accuracy of your documents and the references in them.
• The Word add-in relies on Microsoft Word and Microsoft 365. We are not responsible for changes Microsoft makes to those products.

8. Intellectual property

We own the Service, including its software, design and documentation. These terms give you a right to use the Service during your subscription; they do not transfer any of our intellectual property to you. If you send us feedback, we may use it without obligation to you.

9. Privacy

We handle personal information in line with our Privacy Policy and the Privacy Act 1988 (Cth).

10. Consumer law

Nothing in these terms excludes, restricts or modifies any right or remedy, or any guarantee, that you have under the Australian Consumer Law, the consumer protection laws of your own country, or any other law that cannot lawfully be excluded. Where our liability for failing to meet such a guarantee can be limited, it is limited (at our option) to supplying the services again or paying the cost of having them supplied again.

11. Limitation of liability

• To the extent permitted by law, we are not liable for any indirect or consequential loss, or for loss of profit, revenue, data or goodwill, however caused.
• To the extent permitted by law, our total liability arising out of or in connection with these terms or the Service is limited to the fees you paid us in the 12 months before the event giving rise to the claim.
• You are responsible for loss we suffer because of your content or your breach of section 6, to the extent you caused it.

12. Suspension and termination

We may suspend or end your access if you materially breach these terms and do not fix the breach within 14 days of our notice, or immediately if the breach cannot be fixed or puts the Service or other users at risk. You may stop using the Service at any time by cancelling your subscription.

13. Changes to these terms

We may update these terms from time to time. If a change materially affects you, we will give you at least 30 days’ notice by email or in the app. Continuing to use the Service after a change takes effect means you accept it.

14. General

• These terms are governed by the laws of [State or territory], Australia, and you and we submit to the non-exclusive jurisdiction of its courts.
• If any part of these terms is unenforceable, the rest continues to apply. A failure to enforce a right is not a waiver of it.
• You may not assign these terms without our consent. We may assign them to a successor to our business on notice to you.
• These terms are the entire agreement between us about the Service.

15. Contact

[Company legal name]
ABN [ABN]
[Registered address]
Email: [Contact email]