Terms and Conditions

These terms govern your use of Insight Squid ("the platform", "we", "us"). By signing up or using the service, you agree to them. If you do not agree, do not use the platform.

1. What Insight Squid Does

Insight Squid is a user research platform built for teams who run interviews, usability tests, and analysis. We provide tools for scheduling, recording, transcribing, tagging, and analysing research sessions. Some features use artificial intelligence to help summarise and find themes in your data.

2. Who Can Use the Platform

You must be 18 or over and have authority to bind your organisation.

You are responsible for everyone you invite (researchers, observers, and participants).

You must keep your login details secure and tell us immediately if you suspect unauthorised access.

3. Your Responsibilities as a Researcher

You are the data controller for any personal data you collect from participants. We act as a processor. This means:

You must obtain valid consent or another lawful basis before recording or collecting participant data.

You must inform participants how their data will be used, including any AI analysis or transcription.

You must not use the platform to collect special category data (health, biometrics, political opinions, etc.) unless you have explicit legal grounds and have told us in advance.

You must not use the platform for illegal, deceptive, or harmful research.

Important: If a participant is a minor (under 18), you must not use Insight Squid to record or process their data without verifiable parental consent and our prior written approval.

4. Participant Data and Privacy

Participants recruited through Insight Squid provide their surname, email address, and contact number when signing up. This information is used solely to manage recruitment, scheduling, and on-platform communication. Researchers do not see this contact information. All communication between researchers and participants happens through the platform's built-in messaging system. No other identifiable information is captured about participants.

Researchers may use screeners (short questionnaires) to help select suitable participants for a study. Screener responses are collected and processed solely for the purpose of participant selection. They are retained only for the duration of the study and are deleted once the study is complete.

5. AI-Generated Outputs

Our platform uses AI to produce transcripts, summaries, and thematic analysis. These outputs are generated automatically and are not guaranteed to be 100% accurate or complete. You must review AI outputs before relying on them. We are not liable for decisions made based on AI-generated content without human verification.

Your research data is never used to train AI models. We do not use your recordings, transcripts, or any research content to train, fine-tune, or improve third-party or our own AI models.

6. Data, Storage, and Retention

You own your research data. We do not sell it or use it to train third-party AI models.

Video recordings and transcripts are stored for a maximum of 12 months. You can delete them earlier at any time from your account.

Participant contact details (surname, email, phone) are retained for as long as needed to facilitate recruitment and communication, or until the participant deletes their account.

Screener responses are retained only for the duration of the study and are deleted once the study is complete.

You can export your data at any time from your account settings.

We use UK and EU-based infrastructure providers and maintain appropriate safeguards for international transfers.

7. Payments and Subscriptions

Fees are charged in advance based on your chosen plan.

You can upgrade, downgrade, or cancel from your billing settings. Cancellations take effect at the end of the current billing period.

We do not offer refunds for partial months unless required by law.

If you exceed your plan limits (storage, transcription hours, seats), we may prompt you to upgrade or restrict further usage until you do.

8. Acceptable Use

You must not:

Reverse engineer, scrape, or interfere with the platform.

Upload malware, spam, or unlawful content.

Use the platform to infringe intellectual property or privacy rights.

Circumvent security controls or access another user's account without permission.

Attempt to extract or collect participant contact information outside the platform's messaging system.

We may suspend or terminate accounts that breach these rules.

9. Intellectual Property

You retain all rights to your research data and findings. We retain all rights to the Insight Squid software, branding, and underlying technology. We may use anonymised, aggregated usage data to improve the platform, but never in a way that identifies you or your participants.

10. Limitation of Liability

The platform is provided "as is" without warranties of uninterrupted service or perfect accuracy.

We are not liable for indirect losses (lost profits, reputational damage, etc.) arising from your use of the platform.

Our total liability for any claim is capped at the amount you paid us in the 12 months before the incident.

Nothing in these terms limits liability for fraud, death, personal injury, or anything that cannot be limited under UK law.

11. Termination

You can close your account at any time. We may suspend or terminate your account if you breach these terms or if we discontinue the service. On termination, we will delete your data in line with our retention policy, except where we are legally required to keep it.

12. Changes to These Terms

We may update these terms as the platform evolves. We will notify you by email or via the platform at least 30 days before material changes take effect. Continued use after the effective date means you accept the updated terms.

13. Governing Law

These terms are governed by the laws of England and Wales. Any dispute will be resolved in the courts of England and Wales.

14. Contact

For questions about these terms, contact us at legal@insightsquid.com.