Terms of Use

Acceptance

By accessing or using DossierMap, creating a workspace session, uploading documents, running an analysis, downloading an export, or purchasing access, you agree to these Terms and the Privacy Policy. If you do not agree, do not use DossierMap.

The service

DossierMap helps users map promotion dossier materials to promotion criteria. The service may include PDF preflight, evidence extraction, AI-assisted citation proposal, deterministic verification, gap reporting, review decisions, credit tracking, payment checkout, and editable draft matrix export.

DossierMap may change, suspend, limit, or discontinue features, account access, pricing, providers, or availability at any time, especially during pilot periods.

Accounts and access

• You must provide accurate login, invite, and payment information.
• You are responsible for activity under your account or browser session.
• You must not share private sign-in links, session credentials, or admin access.
• DossierMap may restrict, suspend, or terminate access for misuse, security concerns, nonpayment, or violation of these Terms.

User responsibilities

• Upload only materials you have the right and authority to process through DossierMap.
• Do not upload patient records, student records, regulated health information, confidential third-party records, or institution-restricted data unless you have written authorization and DossierMap has appropriate written controls in place.
• Review all source text, citations, gap statuses, manual evidence, and matrix exports before relying on them.
• Follow your institution's promotion, privacy, security, records, and AI-use policies.
• Use DossierMap only for lawful purposes and not to harm, harass, mislead, discriminate, or bypass institutional review processes.

AI and output limitations

DossierMap uses AI and verification tools to assist with evidence review. AI outputs may be incomplete, inaccurate, stale, misclassified, or overconfident. Verification confirms source grounding where possible; it does not decide academic merit, committee relevance, institutional sufficiency, or promotion readiness.

Downloaded reports and matrix files are draft aids for human review. You are responsible for correcting errors, removing inappropriate content, adding missing context, and deciding what belongs in any submission.

No professional or institutional advice

DossierMap is not legal advice, academic affairs advice, employment advice, compliance advice, or a substitute for mentors, department chairs, faculty affairs offices, promotion committees, counsel, or institutional policy. DossierMap is not affiliated with or endorsed by any institution unless a separate written agreement says so.

Payments, credits, and refunds

Paid access, credits, and add-on runs are shown at checkout or in the workspace. Charges are intended to cover API integration, document processing, payment processing, hosting, support, and operating costs. Stripe or another payment processor may handle payment information.

Unless a written agreement or checkout page says otherwise, credits are account-linked, non-transferable, and intended for DossierMap analysis runs. Failed preflight checks should not consume an analysis credit. Refunds, if any, are handled case by case by contacting DossierMap.

Ownership and permissions

You retain ownership of documents and materials you upload. You grant DossierMap the limited permission needed to host, process, analyze, secure, display, export, and delete your content for the service. DossierMap retains ownership of its software, design, criteria mappings, workflows, documentation, and non-user content.

DossierMap may use aggregated, de-identified, privacy-safe metrics to operate, improve, price, and evaluate the service, provided those metrics do not reveal uploaded dossier text, file names, citations, line references, or generated matrix contents.

Prohibited uses

• Attempting to access another user's workspace, uploaded files, outputs, billing data, or admin surfaces.
• Interfering with security, rate limits, payment flows, storage boundaries, or service availability.
• Uploading malicious files, unlawful content, or content you are not authorized to process.
• Using outputs as the sole basis for an employment, promotion, admission, disciplinary, or other consequential decision.
• Reverse engineering, scraping, copying, or reselling DossierMap except as allowed by law or written permission.

Disclaimers

DossierMap is provided "as is" and "as available." To the fullest extent allowed by law, DossierMap disclaims warranties of accuracy, completeness, reliability, fitness for a particular purpose, non-infringement, uninterrupted availability, and error-free operation.

Limitation of liability

To the fullest extent allowed by law, DossierMap and its operators will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost data, lost opportunities, reputational harm, promotion outcomes, institutional decisions, or reliance on draft outputs. Where liability cannot be excluded, liability is limited to the amount you paid to use DossierMap in the three months before the claim.

Indemnity

You agree to defend and hold harmless DossierMap and its operators from claims, losses, liabilities, damages, costs, and expenses arising from your uploaded content, misuse of the service, violation of these Terms, violation of law, or violation of third-party or institutional rights.

Governing law

Unless a separate written agreement says otherwise, these Terms are governed by the laws of Colorado and applicable United States law, without regard to conflicts-of-law rules. Any required venue will be in a court with jurisdiction over the DossierMap operator, unless applicable law requires another forum.

Changes

DossierMap may update these Terms as the service changes. Continued use after the effective date of updated Terms means you accept the updated Terms.