Akoya CRM · Customer agreements
Terms of Service
1.1 The agreement and the account holder
Akoya CRM and Sales HQ (the “Service”) are offered by AKOYA, LLC, an Iowa limited liability company (“Akoya,” “we,” or “us”). The person or organization identified as the subscriber is the “Customer.” These Terms, the Acceptable Use and Anti-Spam Policy, and the selected subscription details form the service agreement. An applicable Data Processing Addendum governs processing of Customer Data. The Privacy Notice explains our handling of personal information.
The agreement begins when the Customer affirmatively accepts the published Terms. The person accepting for an organization must have authority to bind it. If there is a conflict, a separately signed agreement controls, then the Data Processing Addendum for personal-data issues, then the accepted order details for price and plan limits, then these Terms. A checkout label cannot silently remove a privacy protection.
1.2 Eligibility and younger users
The Service is for legitimate professional, organizational, and entrepreneurial activity. Users must be at least 13 and must satisfy any higher minimum age required where they live. Children under 13 may not create or use an account, even with an adult’s permission. This is an Akoya eligibility policy, not a claim that all laws use the same age threshold.
A user who has not reached the legal age to enter this agreement may participate only after a parent or legal guardian completes Akoya’s designated approval process. The adult must accept responsibility for the minor’s authorized use and, for an individual account, be the contracting account holder. For an organization’s workspace, both its administrator’s authorization and any legally required guardian permission are necessary. Employment, a school email address, a payment card, or an Outlook account does not replace those permissions.
A parent or legal guardian must contact info@akoyamedical.com to arrange documented approval before a minor registers. Self-service signup does not substitute for that review. Until that approval is completed, the minor may not activate a workspace, upload contacts, connect a mailbox, or use AI features. Akoya may request proportionate evidence of eligibility and restrict an account while a concern is reviewed. Users must not misrepresent their age or use another person’s account to bypass these requirements.
1.3 Accounts and workspace authority
Provide accurate registration and billing information, keep credentials private, and use the available security controls. Inform us promptly about unauthorized access. Customers may authorize users only through supported account controls; sharing a login does not create an authorized seat. Each user must follow these Terms and the Acceptable Use and Anti-Spam Policy.
An organization controls its organization-owned workspace and may manage membership and business records. Personal workspaces and private conversations are not automatically visible to unrelated customers. Administrator access, support access, and workspace-sharing behavior are described in the Privacy Notice and product controls.
1.4 What the Service provides
Akoya helps organize professional contacts, prepare campaigns, research public professional information, review proposed changes, and prepare outreach drafts. Access depends on the selected plan and the features actually enabled. Planned integrations and roadmap descriptions are not commitments to deliver a feature by a particular date. The Service is not intended for emergencies or decisions where failure could cause serious physical harm.
1.5 AI assistance and human decisions
AI can produce inaccurate, incomplete, outdated, or unsuitable results. Review names, email addresses, sources, proposed record changes, message content, attachments, and recipients before approving or using them. A generated contact, fit assessment, or draft is not confirmation of identity, consent, legal compliance, or a likely sale. Akoya does not promise deliverability, revenue, conversion rates, or business outcomes.
The current workflow proposes CRM changes for review and prepares email drafts for the user to review and send. It does not give Akoya blanket permission to send messages or approve its own proposals. Any future feature that can take external actions must have a clearly disclosed scope and affirmative authorization before it is enabled. A user’s approval does not excuse Akoya from obligations that the law places on Akoya.
Do not rely on the Service for professional legal, medical, financial, or other regulated advice. Do not use its outputs as the sole basis for consequential decisions about employment, credit, housing, healthcare, or similar rights. AI-generated material may resemble others’ output and may not qualify for exclusive intellectual-property protection.
1.6 Outlook and other connections
Connect only accounts you own or are authorized to administer. Each enabled connection will identify the requested permissions and what Akoya will do with the data. Mailbox eligibility depends on the supported Microsoft account type, licenses, administrator permissions, and configuration. Ownership of an Outlook account does not guarantee that it can be connected.
Third-party services have separate rules and may change, limit, suspend, or discontinue access. You must comply with those rules as well as this agreement. Akoya cannot guarantee a third party’s availability or delivery decisions. We remain responsible for our own conduct and commitments. Disconnecting a provider ends future authorized access once the disconnection takes effect; it does not automatically erase copies already stored in the workspace.
1.7 Your records and our limited permission
You keep your rights in the records, files, messages, and other content supplied to the Service (“Customer Data”). You authorize Akoya and its contracted providers to handle that data only as needed to provide the features you request, maintain security, resolve support or abuse issues, and meet legal obligations, as described in the applicable privacy and processing terms.
You must have the rights and lawful basis required to upload, research, use, and contact people. A publicly listed email address is not universal consent to marketing. Do not upload patient records, protected health information, payment-card details, account passwords, government identification numbers, or other specially regulated information unless Akoya has expressly approved that use in a separate written agreement and the required safeguards are in place. Marketing to healthcare professionals does not authorize uploading patient information.
Akoya retains its rights in the Service, software, interface, and documentation. You receive permission to use them during your authorized access period. You may offer product feedback; this does not give Akoya ownership of your customer records or confidential business plans.
1.8 Confidentiality and service access
Each party will protect the other’s nonpublic business information with reasonable care, use it only for this relationship, and disclose it only to people or providers who need it and are subject to appropriate confidentiality duties. This does not cover information independently developed, already lawfully known, received lawfully without restriction, or made public without a breach. Legally compelled disclosure is permitted, with notice when lawful and practicable. These obligations continue while the information remains confidential.
1.9 Plans, trials, and payment
Before a purchase, the order screen will identify the price, currency, billing frequency, applicable taxes, included usage, any trial conditions, renewal terms, and cancellation method. Only those disclosed and accepted charges are authorized. A free preview without a payment authorization will not automatically become a paid subscription.
Recurring billing applies only when clearly disclosed and expressly accepted at checkout. The subscription renews for the period shown until canceled. Cancel through the account’s billing controls before the next renewal; if those controls fail, contact support through the published channel. Cancellation stops future renewal charges. Unless the order states otherwise, paid access continues until the current paid period ends.
Unused time and unused plan allowances are generally not refundable, except where the law requires a refund, the accepted offer promises one, or another provision of this agreement provides one. We will correct billing errors. If Akoya ends a paid subscription without a Customer breach or cannot remedy a material failure to provide a purchased core feature, we will refund the unused prepaid portion attributable to the affected service.
Usage limits are displayed with the plan. Exceeding an allowance may pause a feature or prompt an upgrade. Akoya will not impose automatic overage charges unless the rate and authorization mechanism were disclosed and separately accepted. Price increases apply no earlier than renewal, with at least 30 days’ advance notice and any longer notice required by law. Notify us promptly of billing disputes; this does not shorten statutory rights.
1.10 Availability, changes, and previews
We will use reasonable care to operate and protect the Service. Maintenance, outages, provider restrictions, and security incidents can interrupt access. No particular uptime percentage or response time is promised unless a separately accepted service-level commitment says otherwise. Early-access, evaluation, and experimental features may change or end; their screen-level limits will explain what is included.
For a material reduction to a purchased core feature during a paid period, we will give reasonable notice where practicable and provide an appropriate remedy if we cannot restore substantially equivalent functionality. Customers should maintain an independent copy of important business records. This does not remove Akoya’s responsibility for its own handling of data.
1.11 Abuse restrictions and termination
Akoya may limit research, imports, AI work, draft preparation, mailbox access, or the account when reasonably necessary to investigate suspected abuse, enforce the Acceptable Use and Anti-Spam Policy, respond to a provider restriction, protect people or systems, or comply with law. Urgent protective restrictions may take effect immediately. Where safe and lawful, we will explain the reason and provide a way to respond.
Severe or repeated abuse may result in permanent termination. For a remediable material breach that does not require immediate protection, the breaching party will ordinarily have 15 days after notice to cure before termination. Either party may terminate for an uncured material breach. A Customer may also cancel under the subscription terms. Restriction of Akoya’s access does not necessarily revoke messages or drafts already copied into Outlook or data exported elsewhere.
1.12 Export and deletion after closure
You may request an export while your account is active or within 30 days after closure by contacting info@akoyamedical.com. We will provide a reasonable export of Customer Data after verifying authority, unless disclosure is legally prohibited or would expose another person’s data. You may request deletion through the same contact. We will confirm the scope and timing, respond within applicable legal deadlines, and delete or de-identify information no longer needed for the purposes in the Privacy Notice. Backup copies may remain until their normal removal cycle and are restricted from ordinary use. Narrowly necessary legal, security, billing, and suppression records may be retained as explained in the Privacy Notice.
1.13 Warranties and limitations
We undertake to provide the purchased Service with reasonable care and substantially as described in the accepted plan. Tell us about a material failure so we can investigate and seek to correct it. The remedies in these Terms do not limit rights that cannot legally be waived. Except for our express commitments and mandatory legal rights, we do not give additional implied warranties concerning suitability for a particular purpose, uninterrupted access, perfect accuracy, or non-infringement of every item generated or supplied by users.
To the extent permitted by law, neither party is responsible under this agreement for remote or consequential losses, including lost anticipated sales, lost opportunity, or lost profit, that are not direct damages. Each party’s total monetary liability arising from the Service is limited to the greater of $1,000 or the fees the Customer paid for the affected Service during the 12 months before the event giving rise to the claim.
These limits do not cover fraud, willful misconduct, gross negligence, liability that cannot lawfully be limited, or the Customer’s obligation to pay properly authorized fees. Mandatory consumer rights remain intact. The limits apply to the defense and reimbursement obligations below except where one of these exceptions applies.
1.14 Third-party claims
If a third party brings a claim caused by the Customer’s unlawful outreach, infringement in Customer-supplied content, or deliberate breach of the Acceptable Use and Anti-Spam Policy, the Customer will defend Akoya and reimburse reasonable defense costs and amounts finally awarded or agreed in an approved settlement, to the extent attributable to that conduct. This obligation excludes claims caused by Akoya’s own breach or unlawful conduct and is subject to the limits above.
For a paid subscription, Akoya will provide a corresponding defense and reimbursement for a third-party claim that Akoya’s own unmodified software infringes a U.S. copyright or patent. This commitment excludes claims caused by Customer Data, unauthorized modifications, or combinations that create an infringement absent from the Service itself. Akoya may instead secure continued use, make a substantially equivalent change, or end the affected feature and refund its unused prepaid portion.
The party receiving a claim must give prompt notice and reasonable cooperation. The defending party controls the defense, but may not settle in a way that admits fault, creates nonmonetary duties, or leaves liability with the other party without that party’s approval. A notice delay reduces protection only to the extent it materially prejudices the defense.
1.15 Governing law and disputes
Subject to mandatory consumer protections and other non-waivable law, Iowa law governs this agreement, and disputes may be brought in state or federal courts in Iowa that have jurisdiction. A party may first contact the other to seek an informal resolution. These Terms do not impose mandatory arbitration, waive jury rights, or prohibit class proceedings.
1.16 Notices, updates, and general provisions
Send account, legal, privacy, or abuse inquiries to info@akoyamedical.com, identifying Akoya CRM and the relevant workspace. We may send service notices to the verified account email and in the product. Service notices are separate from optional marketing subscriptions.
We will provide at least 30 days’ notice before material changes to these Terms take effect, except urgent changes needed to comply with law or address a security threat. We will request renewed acceptance when required and will not use a silent policy edit to authorize materially new uses of previously collected personal information. Customers may cancel before an unwanted renewal. If a provision cannot be enforced, the remaining provisions continue to the extent permitted by law. Failure to enforce a provision immediately is not a waiver. Neither party may transfer this agreement in a way that reduces the other’s mandatory rights.