Welcome to Matrix Mind. 

These Terms and Conditions (“T&Cs”), together with any order forms or quotations between the Parties (the “Contract”) govern the use of the Matrix One product - “Matrix Mind”. 

Matrix One is a unified brand under which Matrix Requirements GmbH operates. The contracting party for Matrix Mind is Matrix Requirements GmbH, a company duly incorporated and existing under the laws of Germany, with its registered office at Kehler Straße 22, 77694 Kehl, Germany, HRB Freiburg i. Br. 712907. Throughout these T&Cs,  “Matrix One”, “we”, “us”, or “our” refers to Matrix Requirements GmbH as the provider of the Matrix Mind.

Please read this document carefully before accessing or using Matrix Mind.

We care about your success and believe in establishing genuine long-term relationships with our customers, which is why it is important to us that our terms are plain and clear. Should you nevertheless have any questions or concerns about this document, please call us at +49 7802 931 4892 or contact us via our contact form. Also, look at our company page to get to know us a little better. 

1. Definitions

“Matrix Mind” refers to the software platform, services, and all associated materials, content, and features powered by AI, designed to provide real-time, conversational assistance to regulatory affairs professionals in the medical device industry.

“User” or “You” refers to any individual or entity who accesses or uses the Matrix Mind, including regulatory affairs professionals, organizations, and any other party authorized to use the platform.

2. Basics of Access and Use

2.1 Access Rights

Matrix One grants you a limited, non-exclusive, non-transferable, and revocable right to access and use Matrix Mind for regulatory affairs research, decision-making, and compliance assistance in the medical device industry, in accordance with these Terms.

2.2 Account Registration

To use Matrix Mind, you must create an account, which includes selecting a password and username, and providing certain personal and professional information (e.g., name, contact information, etc.). You agree to provide accurate, complete, and up-to-date information during the registration process.

You are responsible for maintaining the confidentiality of your account credentials (username and password) and for all activities that occur under your account. You may not transfer or share your account with others without prior written permission from Matrix One.

2.3 Legal Capacity

By signing up to use Matrix Mind, you warrant that you have the legal capacity and authority to enter into these Terms. If you are using the Matrix Mind on behalf of a third party, such as your employer or organization, you must have the necessary rights and consents to do so.

2.4 User Content and Results

When accessing or using Matrix Mind, you will provide User Content (queries, feedback, documents) to receive output generated by Matrix Mind ("Results"). 

You are responsible for the selection, content, and submission of all User Content, as well as for the use, reproduction, distribution, storage, and other processing of the Results. You agree to ensure that neither your User Content nor your use of the Results will violate any applicable law, rule, or regulation, including intellectual property laws or data privacy and protection laws.

You acknowledge and agree that, due to the nature of artificial intelligence, the Results might be the same as or similar to data, information, content, or output provided to others.

You assume all risks associated with the use of the Results. Without limiting the foregoing, you acknowledge and agree that some or all Results may be biased, inaccurate, unfair, inequitable, discriminatory, or incomplete, and that Matrix One shall not have any liability or responsibility for any Results. It is your responsibility to review and validate any output. Nothing in the Matrix Mind or the Results is a substitute for your independent expertise and professional judgment.

3. Prohibited Uses 

You agree not to engage in any of the following prohibited activities while using the Matrix Mind platform:

• Violate any applicable laws, regulations, or legal obligations in connection with your use of the Matrix Mind.

• Upload, transmit, or distribute any harmful software, including viruses, worms, malware, or any other code that could damage, disrupt, or interfere with the operation of the Matrix Mind platform or other users' devices.

• Misrepresent your identity, credentials, or affiliation with any person or entity, whether real or fictional, in connection with the use of the Matrix Mind platform or any related services.

• Use the Matrix Mind in any way that could damage, disrupt, or compromise the integrity or security of the platform, its underlying systems, or the user experience of others. This includes exploiting vulnerabilities or engaging in unauthorized activities.

• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code, algorithms, or underlying models of the Matrix Mind platform, except as expressly permitted by applicable law.

• Access or attempt to access system hints, internal data, or any underlying models, algorithms, or other proprietary materials related to the platform without explicit permission from Matrix One.

• Abuse the platform by creating an excessive load on the system, intentionally or unintentionally, or taking any actions that materially degrade its performance, stability, or availability for other users.

4. AI Third-Party Providers

Matrix One utilizes solutions from third-party AI providers to enhance its functionality and offer advanced capabilities. The third-party services are employed only in accordance with valid agreements or policies established by the AI providers, which prioritize data privacy and security.

When selecting and integrating AI providers, Matrix One adheres to the following measures:

• Zero Data Retention Implementation. Where applicable and technically configurable within AI providers, Matrix One prioritizes and implements settings to achieve Zero Data Retention for user input to AI providers. This includes configuring services to disable default data caching for inputs to foundational models.

• User Content and Results ownership. User Content and Results remain under your ownership and control at all times.

• No model training with your data. User Content and Results submitted through Matrix Mind are not used to train or improve the foundation AI models of AI providers without your prior consent.

• Confidentiality and security. Any private customization of AI models is performed securely, without transferring ownership of your data or violating confidentiality obligations.

5. Payment

5.1 Subscription Fee

Access to Matrix Mind is subject to a subscription fee, which may vary depending on the selected plan. All subscription plans we offer can be found on our website at the pricing page. Subscription fees are due monthly in advance, unless otherwise agreed upon in writing.

5.2 Payment Method

The default payment method is a credit card with automatic renewal, unless an alternative payment option (such as payment by invoice) has been individually agreed upon or specified in these Terms.

5.3 Automatic Renewal

Unless you opt out of auto-renewal through your account settings, your subscription will automatically renew for successive periods of the same duration as the original subscription term. To modify or cancel your subscription, please go to your account settings.

5.4 Service Suspension

Matrix One reserves the right to suspend access to the service until any outstanding fees are paid.

5.5 Free Trials and Promotions

Any free trial or promotional offer that provides access to Matrix Mind must be used within the specified trial period. To avoid being charged, you must cancel your subscription before the end of the trial period. If you cancel prior to the trial period's end but are still charged, please contact  us via our contact form for assistance.

5.6 Late Payment

If you fail to pay the subscription fee, Matrix One is entitled to charge interest at a rate of nine percent (9%) above the then-current base rate of interest, in accordance with Section 288, Para. 2 of the German Civil Code (“BGB”). We also reserve the right to claim any further damages resulting from the late payment.

6. Intellectual Property

Matrix One does not claim intellectual property rights over User Content entered by you on the Matrix Mind platform.

The trademarks, logos, and service marks displayed on the Matrix Mind platform or the related website are the property of Matrix One or other third parties. You are not permitted to use them without the prior written consent of Matrix One or such third parties that may own the marks.

7. Privacy and Data Collection

7.1 Data Usage

The Matrix Mind may collect and process personal data as outlined in our Privacy Policy. By using the platform, you consent to the collection, processing, and sharing of your data in accordance with the Privacy Policy.

7.2 Data Security

We implement reasonable security measures to protect your data, but no method of electronic transmission or storage is completely secure. You acknowledge the inherent risks associated with online data transmission and agree to assume those risks.

7.3 Personal Data Retention

We retain your data for as long as necessary to provide services or comply with legal obligations. You may request to delete your personal data by contacting us in accordance with the procedures outlined in our Privacy Policy.

8. Disclaimer of Warranties

Matrix One, along with its partners, parent, subsidiaries, affiliated entities, and each of their respective officers, directors, members, employees, consultants, contract employees, representatives, agents, and their respective successors and assigns (collectively, the "Matrix One Parties"), make no representations or warranties regarding the results obtained from using the Matrix Mind platform. This includes, without limitation, any content accessed or provided through the Matrix Mind.

The Matrix Mind is provided "as is" under these Terms, without any warranty of any kind, whether express, implied, statutory, or otherwise, including, but not limited to, warranties of merchantability, fitness for a particular purpose, or non-infringement.

While the Matrix Mind is designed to assist with regulatory research and decision-making, it is your responsibility to review and verify any results before applying them in regulatory or compliance work. The information provided by the Matrix Mind should not be solely relied upon for critical decisions.

9. Limitation of Liability

9.1 Exclusion of Indirect Damages

To the fullest extent permitted by law, Matrix One Parties will not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages arising from or related to your use of the Matrix Mind platform. This includes, but is not limited to, damages for loss of profits or revenue, loss of data, business interruption, loss of goodwill, or any other type of loss, whether in contract, tort, or otherwise.

9.2 Results

Matrix One is not responsible for any results obtained through the Matrix Mind platform. You acknowledge that such content is beyond the control of Matrix One, and Matrix One will not be responsible for any inaccuracies, errors, or damages arising from your reliance on such content.

9.3 No Guarantee of Availability or Accuracy

Matrix One does not guarantee that the Matrix Mind platform will always be available or error-free. Results should be verified before applying them to any regulatory or compliance activities.

9.4 No Responsibility for User Infringement

Matrix One shall not be responsible or liable for any copyright infringement or other intellectual property violations committed by you through your submission of User Content or your use of the Results, and you remain solely responsible for ensuring your compliance with all applicable intellectual property laws.

9.5 Duty to Mitigate

You must take reasonable steps to minimize any damages. Failure to do so may reduce your entitlement to damages.

10 Indemnification

You agree to indemnify, defend, and hold harmless Matrix One Parties from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

• Your use or misuse of the Matrix Mind platform,

• Your violation of these Terms,

• Your breach of any representation or warranty made in these Terms,

• Any actual or alleged infringement of any third-party intellectual property rights (including copyrights, trademarks, and trade secrets) caused by your User Content or your use of the Results in violation of these Terms or applicable law.

11 Termination

11.1 Customer-Initiated Termination

Customers may end their relationship with us at any time by providing written notice through the designated contact form on the Matrix Mind platform. If you terminate your subscription before the end of the subscription term, the entire subscription fee for the remaining term will still be due. No refund of subscription fees already paid, nor any reduction in subscription fees for the remainder of the contract term, will be provided.

11.2 Matrix One-Initiated Termination

Matrix One may restrict, suspend, or terminate your access to Matrix Mind or close your account if we determine, acting reasonably and objectively, any of the following:

• non-payment of subscription fees,

• hacking attempts or other malicious activities originating from your account, or

reuse of the same credentials by multiple individuals simultaneously.

11.3 Appeals

If you believe that your account has been suspended or terminated in error, you may file an appeal by contacting us via our contact form. We will review your case and respond accordingly.

12. Our Support

Support for the Matrix Mind platform is provided via the contact form on our website. To ensure we can respond to your inquiry quickly and accurately, please provide as much relevant information as possible when submitting a support request.

We value your privacy and will keep all inquiries and shared information confidential. Only you and our customer support team will have access to your support tickets and communications.

Please note that our support services are intended to assist with technical issues or general inquiries about the platform. Consultancy services or personalized guidance related to regulatory affairs or other professional matters are not included within our support offerings.

13. General Provisions

13.1 Governing Law

All matters relating to your access to, or use of the Matrix Mind platform, shall be governed exclusively by the laws of Germany. Any legal actions or proceedings related to these Terms shall be brought exclusively in the courts located within Germany.

13.2 Changes to the Terms

We are constantly striving to improve our products, and as such, we may revise and update these Terms from time to time at our sole discretion. All changes will become effective immediately upon posting on this page and will apply to all access to and use of the Matrix Mind thereafter.

By continuing to use the Matrix Mind after the posting of revised Terms, you accept and agree to the changes. We encourage you to check this page periodically to stay informed of any updates, as they are binding upon you.

13.3 Severability

If any provision of these Terms is found to be wholly or partially invalid or unenforceable, such invalidity or unenforceability shall not affect the remaining provisions of these Terms. In such cases, the invalid or unenforceable provision will be replaced by a valid and enforceable provision that closely approximates the intent of the original provision. This also applies in cases of any contractual gaps.

13.4 Customer Recognition

As part of our commitment to showcasing the valued relationships we have with our customers, we may display your company name and logo on our website or marketing materials. If you prefer not to be included in this publicity, please contact us, and we will respect your preference to remain private.