Terms of Service

Last updated: May 11, 2026

These Terms of Service ("Terms") govern your use of the POLARIS platform ("Service") operated by POLARIS ("we", "us", "our"). By creating an account or using the Service, you agree to these Terms.

1. Service Description

POLARIS is an AI-assisted decision support platform that helps technical leaders create professional Decision Briefs. The Service generates suggestions, analyses, and documentation to help you communicate technical decisions effectively.

POLARIS is a decision support tool, not an authority.The Service does not approve, certify, validate, or guarantee the correctness of any decision. Final design authority always remains with your organization's appointed governance body.

2. What POLARIS Does Not Do

POLARIS does not:

  • Approve, certify, or validate technical decisions
  • Guarantee compliance, security, or regulatory status
  • Modify production systems or infrastructure
  • Provide legal, financial, HR, or contractual advice
  • Replace professional judgment or domain expertise

3. Account Registration

To use POLARIS, you must create an account using one of our supported authentication providers. You are responsible for maintaining the security of your account credentials and for all activity under your account.

Your email address serves as your primary identifier. If you sign in with multiple providers using the same email, they will be linked to a single account.

4. Subscription Plans

POLARIS offers a free Explorer plan and a paid Pro plan. Plan details, pricing, and limits are displayed on our website and may change with reasonable notice.

  • Explorer (Free): Limited to 1 decision and 2 revisions.
  • Pro (€27/month): Unlimited decisions and revisions, team collaboration, and custom instructions.

Usage counters (decisions created, revisions created) never decrease, even if you delete content. This prevents abuse of the free tier.

5. Billing & Cancellation

Paid subscriptions are billed monthly through Stripe. You may cancel your subscription at any time through the Stripe customer portal. Upon cancellation, your Pro features remain active until the end of the current billing period.

We do not offer refunds for partial billing periods. If you believe a charge was made in error, contact us within 30 days.

6. Your Content

You own your content. All decision descriptions, intake responses, and generated Decision Briefs remain your intellectual property. We do not claim ownership of any content you create using POLARIS.

You grant us a limited license to process your content solely for the purpose of providing the Service (generating briefs, storing decisions, enabling collaboration). This license terminates when you delete your content or account.

You are responsible for ensuring you have the right to input any content into POLARIS, including any confidential business information belonging to your organization.

7. AI Processing

POLARIS uses Anthropic's Claude AI to generate Decision Briefs. When you create a decision, your content is sent to Anthropic's API for processing. By using the Service, you acknowledge and consent to this processing.

Key facts about AI processing:

  • Your content is not used to train AI models.
  • Anthropic deletes API data within 30 days.
  • AI-generated content may contain errors, omissions, or inaccuracies.
  • You are responsible for reviewing and validating all generated briefs before relying on them.

7a. External AI Clients & Integrations

POLARIS can be used through external AI clients you connect via API keys or the Model Context Protocol (MCP) — including but not limited to ChatGPT, Claude, Microsoft Copilot, Cursor, Claude Code, and GitHub Copilot Chat. When you choose to use POLARIS this way, you accept the following:

  • Third-party providers see your content first.Content you type into an external AI client passes through that provider's systems (e.g. OpenAI, Anthropic, Microsoft) before reaching POLARIS. Their handling of your content is governed by their own terms and privacy policy, not ours.
  • You are responsible for the external client's actions on your behalf. Calls made with your API key are attributed to your account. Revoke compromised keys immediately via Settings.
  • Sensitive content stays in our web UI. If your decision involves data subject to confidentiality obligations, regulated information, or other constraints you cannot apply to third-party AI providers, use POLARIS directly at polarisplaybook.com rather than through an external client.
  • External integrations may have additional limits. To prevent automated abuse, external API calls are subject to per-decision caps (e.g. 100 messages per decision lifetime, 50 invisible consultations). Hitting a cap is not a service failure; it is a safety mechanism.
  • The Risk Panel and journey log remain platform-only.External clients receive briefs but cannot retrieve or paraphrase the Risk Panel. This preserves the integrity of risk documentation under political pressure.

We may suspend or restrict external API access if usage patterns suggest runaway automation, attempts to circumvent caps, or other abuse.

8. Acceptable Use

You agree not to use POLARIS to:

  • Violate any applicable laws or regulations
  • Input content that infringes intellectual property rights
  • Attempt to reverse-engineer, extract, or copy the AI models or playbook content
  • Use automated systems to scrape or bulk-access the Service
  • Share account credentials or API keys with unauthorized parties, or publish API keys publicly
  • Circumvent subscription limits, usage tracking, or external API rate caps
  • Drive sustained, machine-speed traffic through external AI integrations that exceeds typical human-paced conversation

9. Team Collaboration

If you create or join a team, decisions assigned to that team are visible to all team members. Team owners control membership, invitations, and team settings. You are responsible for managing access to team content appropriately.

10. Data Protection

We take data protection seriously. Our Privacy Policy describes in detail how we collect, process, store, and protect your personal data in compliance with the GDPR.

11. Limitation of Liability

To the maximum extent permitted by law, POLARIS is provided "as is" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to:

  • Decisions made based on AI-generated content
  • Loss of data or business interruption
  • Errors or inaccuracies in generated briefs
  • Unauthorized access to your account

Our total liability for any claim arising from the Service shall not exceed the amount you paid us in the 12 months preceding the claim, or €100, whichever is greater.

12. Account Deletion

You may delete your account at any time through your account settings. Account deletion is immediate and irreversible. All your personal data, decisions, briefs, team memberships, and API keys will be permanently deleted. See our Privacy Policy for details on data retention after deletion.

13. Termination

We may suspend or terminate your account if you violate these Terms, engage in abusive behavior, or fail to pay subscription fees. We will provide reasonable notice before termination except in cases of egregious violations.

14. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email at least 30 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

15. Governing Law

These Terms are governed by the laws of the European Union and the relevant member state where the data controller is established. Any disputes shall be resolved in the competent courts of that jurisdiction.

16. Contact

For questions about these Terms, contact us at: [email protected]