Terms of Service

Edantis (“Edantis,” “we,” “us”) is operated by Vazantis Oy, a company registered in Finland (00840 Helsinki, Finland), business ID 3636621-5. These terms are between Vazantis Oy and the person or organization that creates an Edantis account (“you,” the “organizer”). By creating an account or using Edantis, you agree to these terms on behalf of yourself and, if applicable, the organization you represent.

Edantis is a hosted platform for planning and running a conference or similar event: a call-for-papers and review workflow, attendee registration and ticketing, scheduling, a public event website, and a set of optional AI-assisted features (reviewer matching, schedule drafting, and an attendee question-answering widget).

You create and control your own conference within Edantis. We provide the platform; you provide the event: its content, its policies toward your own attendees and submitters, and the decisions you make using our tools.

You must be at least 18 years old and able to form a binding contract to create an organizer account. You're responsible for the accuracy of your account information and for keeping your login credentials secure. You're responsible for activity that happens under your account, including that of any co-organizers or reviewers you invite.

You own the content you put into Edantis: your conference's name, branding, submissions, reviews, schedule, and any text you write. You're responsible for making sure you have the right to use and publish it, and that it complies with applicable law.

You're also responsible for your own relationship with your attendees, submitters, and reviewers: your event's policies (refunds, code of conduct, submission rules), the accuracy of what you publish about your event, and complying with the law that applies to you as the organizer of that event, including data protection law where it applies to the participant data you collect through Edantis. See our Privacy Policy for how responsibility for that data is split between us.

There are two separate kinds of payment inside Edantis, and they work differently:

• Conference licenses and add-ons (what you pay Edantis to publish a conference or unlock a feature) are charged directly to Vazantis Oy and are revenue for us. See Pricing for current rates. Unless stated otherwise at time of purchase, license fees are non-refundable once a conference has been published.
• Attendee ticket payments (money attendees pay to register for your event) go directly to your own connected payment account, not to Vazantis Oy. We are not the merchant of record for your ticket sales, and we don't hold or control those funds. You're responsible for your own refund and cancellation policy toward your attendees. A platform fee may be deducted from each ticket payment before it settles to you, at the rate shown in your dashboard at the time.

Payment processing is provided by a third-party payment processor. Your use of that processor's own services (including setting up a connected account to receive attendee payments) is subject to that processor's own terms.

Some features use AI to save you time: suggesting reviewers for a submission, drafting a first-pass schedule, clustering related abstracts, and answering attendee questions about your event through a public widget. These are assistive tools, not guarantees of accuracy. You're responsible for reviewing AI-suggested output before relying on it: approving reviewer matches, checking a generated schedule for conflicts, and monitoring what the attendee-facing assistant says about your event.

Where you enable an AI feature, the relevant content (for example, a submission abstract, or a question an attendee types into the assistant) is sent to a third-party AI service to generate a response. See our Privacy Policy for which providers are involved.

Whether to use AI at all, and which processing option to use, is your decision as the organizer, not ours. Where a conference-specific choice is offered (for example, between a standard third-party AI service and an EU-hosted alternative), you're responsible for choosing the option appropriate to your event and for having a lawful basis to have submitter and attendee content processed that way, including obtaining any consent that applies under law. We provide the tooling and technical safeguards described in our Privacy Policy; we don't make that choice for you.

You agree not to use Edantis to:

• Run an event, or publish content, that's illegal, fraudulent, or infringes someone else's rights.
• Harass, defame, or discriminate against submitters, attendees, or reviewers.
• Send spam, or use attendee/submitter contact information for anything beyond running your event.
• Attempt to probe, disrupt, or gain unauthorized access to Edantis's systems or another organizer's data.
• Resell or white-label Edantis itself as your own product without our written agreement.

We can suspend or terminate an account that violates this section, or that we reasonably believe puts other users, attendees, or the platform at risk.

We aim to keep Edantis available and reliable, but we don't guarantee uninterrupted or error-free service. We may need to perform maintenance, and features may change as the product evolves. We'll try to give notice of changes that materially affect a conference already in progress.

You can stop using Edantis and close your account at any time from your dashboard. We may suspend or terminate your access for breach of these terms, non-payment, or extended inactivity, with notice where reasonably possible. Sections that by their nature should survive termination (payment obligations already incurred, liability limits, and data handling for records we're required or entitled to retain) continue to apply.

Edantis is provided “as is,” without warranties of any kind, to the extent permitted by law. We're not liable for decisions you make based on AI-suggested output, for disputes between you and your attendees or submitters, or for indirect, incidental, or consequential damages arising from your use of the platform. Our total liability to you for any claim arising from these terms is limited to the amount you paid us in the twelve months before the claim arose. Nothing in these terms limits liability that can't be limited under applicable law.

We may update these terms as the product changes. If a change is material, we'll make reasonable efforts to notify organizers in advance (by email or an in-product notice). Continuing to use Edantis after a change takes effect means you accept the updated terms.

These terms are governed by the laws of Finland, without regard to conflict-of-law principles. Disputes will be handled by the District Court of Helsinki (Helsingin käräjäoikeus), Finland, unless mandatory consumer-protection law in your own country gives you the right to bring a claim elsewhere.

Questions about these terms: support@vazantis.com.