Last updated: September 30, 2026
Validemic is a web-based vendor compliance platform for universities and other organizations, operated by Avidemic AB (reg. no. 559252-4267), a company registered in Sweden. By accessing validemic.com or purchasing a subscription you agree to be bound by these terms. Subscriptions are offered as annual site licenses priced by institution size (full-time equivalents, FTE), as listed on our pricing page; custom enterprise arrangements are available through our sales team.
You agree to provide the information necessary for us to deliver the service, and are responsible for your own internet connectivity and technical requirements. You must ensure that data you submit contains no malware and will not harm Validemic's systems. Login credentials must be kept confidential, and any unauthorized access must be reported to us immediately. You may not reverse-engineer or decompile the platform. You are responsible for maintaining your own backups of critical data and remain liable for all content you submit. Illegal or inappropriate use may result in immediate termination without notice.
You may not use the service for any unlawful, fraudulent, harmful, or otherwise illicit purpose, or in any way that violates applicable law, including export-control and sanctions laws.
The service is not available to the military and defence sector. You may not use the service by, for, or on behalf of any armed forces, ministry or department of defence, military academy, defence university or college, defence-intelligence agency, or any organization or contractor acting for such a body, nor for any military, defence, weapons-related, or warfare-related purpose. This applies whether the use is operational, educational, or research-related. By creating an account you represent and warrant that you are not registering on behalf of, and will not use the service for, any such organization or purpose. Where an institution is itself a military or defence body, is operated by a defence ministry or armed force, or has defence research or officer training as its primary mission (for example a military academy, defence university, or defence-industry university), the restriction applies to the institution as a whole; it does not extend to a civilian university merely because one of its departments or projects has a defence connection.
We may decline to open, and may suspend or terminate, any account that we reasonably determine is linked to a prohibited use or sector, without refund. This restriction is a commercial decision about whom we offer the service to and does not express any view about the lawfulness or merit of any individual, institution, or activity.
Prices are listed on our pricing page and exclude applicable taxes and fees. Subscriptions are billed annually in advance. Changes to a subscription take effect at the end of the current billing period.
A subscription runs for twelve (12) months from its start date and renews automatically for further twelve-month periods unless either party gives notice by email at least thirty (30) days before the renewal date. We may change prices only for a future renewal period, never retroactively, and we announce any change at least sixty (60) days before the renewal date it applies to.
You may request a refund within thirty (30) days of purchase by emailing support@validemic.com; approved refunds are paid within fourteen (14) days.
A site license activates upon purchase and covers your institution as described on the pricing page, including an unlimited number of collaborator accounts for staff of the licensed institution. Each collaborator account is personal to one individual and may not be shared. Where Validemic is provided free of charge as part of an Avidnote site license, these terms apply equally to that use.
You retain full ownership of all data you or your vendors submit to the platform: assessments, documents, policies and decisions. Avidemic AB claims no rights to use your content, does not sell it to third parties, and displays no advertising.
Workspace administrators manage collaborator access and removal. The customer is liable for content created by its collaborators and must ensure their use complies with applicable laws, including data protection regulations. Vendors responding to assessment links do so on their own responsibility for the accuracy of their submissions.
If you register with an organizational email address, we reserve the right to notify that organization of the account and may comply with its removal requests.
The services are provided “as is” and we do not warrant error-free operation, including of AI-generated analyses, which are decision support and not legal advice. Final compliance decisions always rest with you. We will address faults promptly through corrections or workarounds; where a fault in a third-party application cannot be resolved by us, we will escalate it to the relevant vendor. Customers experiencing material unresolved faults are entitled to a proportional price reduction.
We process personal data in accordance with our Privacy Policy. Customer content is hosted in EU datacenters (Sweden, with encrypted backups in Finland) and is never used to train AI models. For content in a workspace we act as the customer’s processor under Article 28 GDPR, and we sign a data processing agreement with every institutional customer.
If a personal data breach affects customer data, we notify the customer’s workspace administrators without undue delay and no later than forty-eight (48) hours after becoming aware of it. The notification contains the information available at that time, and we supplement it as our investigation progresses.
We may contact you for marketing purposes; you can unsubscribe from marketing emails at any time. We retain the right to send service-related communications regarding your account and inquiries.
You own all data you upload. Avidemic AB retains ownership of the Validemic platform and its underlying technology. We respect third-party intellectual property and will remove infringing content upon notification.
Both parties agree to keep confidential information received from the other party confidential for the duration of the subscription and for two (2) years thereafter.
We work to keep the service available at all times, with a target of 99.5% availability per calendar month; this is a target, not a guarantee, and no service credits apply beyond the price reduction in section 8. We schedule planned maintenance outside Nordic office hours where we can, and announce planned maintenance expected to last more than thirty (30) minutes by email at least twenty-four (24) hours in advance. Urgent security or stability fixes may be applied without notice.
Our aggregate liability is capped at the amounts you paid during the twelve (12) months preceding the claim; users of free access have no right to compensation. We exclude liability for indirect, incidental or consequential damages. Liability for fraud or willful misconduct is not limited. We are not responsible for losses arising from user-submitted content, third-party software or hardware faults, or circumstances beyond our control. You indemnify Avidemic AB against claims arising from your breach of these terms, your content or your violation of applicable laws.
We are excused from obligations we are prevented from performing by events beyond our reasonable control, including natural disasters, wars, strikes and government actions.
Notices, including of termination, are sent by email and deemed received two (2) days after transmission.
These terms constitute the complete agreement between the parties and supersede all prior understandings.
You may not transfer this agreement or your service rights without our written consent. If a provision is found invalid, it will be reinterpreted to fulfill its intended purpose to the extent permitted by law.
These terms apply from account creation or first use of the service, whichever occurs first. You may terminate by emailing support@validemic.com, and may request confirmation that your data has been removed. We may terminate a subscription in accordance with these terms (including immediately for use in violation of Section 2a) or with one (1) month's notice; if we end a paid subscription on notice without cause, we refund the prepaid fees for the unused period. Clauses intended to survive termination remain enforceable.
Your data at the end of a subscription: the customer can export all workspace data at any time from Settings, as JSON together with the original uploaded files. After a subscription ends, export remains available for thirty (30) days, and on request we provide the export ourselves. We then delete the workspace from our live systems within thirty (30) days. Encrypted backup copies are deleted automatically when they expire, within a further thirty-five (35) days. We confirm deletion in writing on request.
Nothing in these terms creates a partnership, joint venture or agency relationship between you and Avidemic AB.
We may modify these terms to reflect legal changes or service updates. The current version is always posted at validemic.com/terms.
We may offer previews, pilots or limited evaluations at our discretion, including deciding their terms and who may participate.
These terms are governed by Swedish substantive law. Please first attempt to resolve any dispute informally by contacting support@validemic.com. Formal disputes are resolved through expedited arbitration under the rules of the Stockholm Chamber of Commerce, conducted in Stockholm in English.
Support inquiries: support@validemic.com · Avidemic AB, Sweden.