Terms and Conditions

Workspace Agreement

Guidelines for using our services.

Last updated: 26 August 2026

1. About These Terms

Welcome to armarium (the “Service”), a research workspace and submission tracker operated by MedPort Technologies Limited, a company registered in England and Wales (company number 17284812), registered office at 88 Whateley Crescent, Birmingham, England, B36 0DP (“MedPort”, “armarium”, “we”, “us”, or “our”). These Terms and Conditions (“Terms”) govern your access to and use of the Service, and should be read alongside our Privacy Policy and Cookie Policy.

By creating an account or otherwise using armarium, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Service.

2. Eligibility

armarium is intended for use by individuals aged 18 or over, acting either for themselves or on behalf of an institution or organisation with authority to bind that institution to these Terms. By using the Service you confirm that you meet this requirement.

3. Your Account

• You must provide accurate and complete information when registering, and keep it up to date.
• You are responsible for keeping your password confidential and for all activity that occurs under your account.
• You must notify us promptly at admin@medporttechnologies.com if you become aware of any unauthorised use of your account.
• We may suspend or terminate accounts that provide false information or that we reasonably believe have been compromised.

4. The Service

armarium provides tools to help you track research papers, authors, tasks, deadlines, submissions, conference materials, and related collaboration activity. armarium is an organisational aid: it is not a certified records system, an academic integrity tool, or a guarantee of successful submission, publication, or compliance with any journal, funder, institutional, or conference requirement. You remain solely responsible for verifying deadlines, submission requirements, and authorship information with the relevant venue or institution.

5. Your Content

5.1 Ownership. You, or your collaborators as applicable, retain ownership of all papers, manuscripts, files, ideas, notes, and other content you submit to the Service (“Your Content”).

5.2 Licence to us. You grant MedPort a limited, non-exclusive, worldwide licence to host, store, reproduce, and display Your Content solely as necessary to operate, maintain, and provide the Service to you and to collaborators you authorise.

5.3 Responsibility for Your Content. You are solely responsible for Your Content and confirm that:

• you own it or have the necessary rights and permissions to submit it and to grant the licence in clause 5.2;
• where Your Content includes personal data about another person — for example, a co-author’s name, email address, affiliation, or ORCID iD, or an invited collaborator’s email address — you have a lawful basis to share that information with us and to have it processed within armarium, consistent with our Privacy Policy;
• Your Content does not include patient data, special category data, or other confidential third-party information that you are not lawfully entitled to share;
• Your Content does not infringe any third party’s intellectual property, confidentiality, or other rights, and complies with all applicable laws, including research ethics and data protection requirements applicable to you or your institution.

5.4 We do not review Your Content for accuracy, legality, or compliance before it is stored, and we are not responsible for its content. We may remove content that we reasonably believe breaches these Terms or applicable law.

6. Acceptable Use

You agree not to:

• use the Service for any unlawful purpose, or in a way that infringes the rights of others;
• upload or transmit malware, or attempt to disrupt, overload, or impair the Service;
• attempt to gain unauthorised access to any account, workspace, or underlying system, or probe, scan, or test the vulnerability of the Service without our written permission;
• scrape, harvest, or systematically extract data from the Service other than through the interfaces we provide;
• impersonate any person or misrepresent your affiliation with any person or organisation;
• use the invitation or collaboration features to contact people without a legitimate professional basis for doing so.

7. Collaboration Features

armarium allows you to invite other users to view or edit a shared paper or workspace, and to add details of co-authors who are not themselves users. You are responsible for managing the access permissions of your workspace and for the consequences of inviting or adding a given individual, including the visibility of shared content (such as discussion posts, tasks, and files) to everyone with access to that workspace.

8. Intellectual Property

Excluding Your Content, all rights, title, and interest in and to the Service, including its software, design, branding, and underlying technology, belong to MedPort or its licensors. Nothing in these Terms grants you any right to use MedPort’s trademarks, logos, or branding without our prior written consent.

9. Fees

The Service is currently provided free of charge. We may introduce paid subscription plans or premium features in the future. If we do, we will give you reasonable advance notice, and continued use of any paid feature after that notice takes effect will be subject to the pricing and terms in force at that time.

10. Availability and Changes to the Service

We aim to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free operation. We may modify, suspend, or discontinue any part of the Service at any time, and will use reasonable efforts to give you advance notice of any change that materially reduces the Service’s functionality.

11. Suspension and Termination

• You may stop using the Service and delete your account at any time via your account settings or by contacting us.
• We may suspend or terminate your access to the Service, in whole or in part, if you breach these Terms, if we reasonably suspect fraudulent, unlawful, or harmful use, or if we discontinue the Service, and will give you notice where reasonably practicable in the circumstances.
• On termination, clauses which by their nature should survive (including Sections 5.3, 8, 12, 13, and 14) will continue to apply.

12. Disclaimers

To the maximum extent permitted by law, the Service is provided “as is” and “as available,” without warranties of any kind, whether express or implied, including any implied warranty of satisfactory quality, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, secure, or free of errors, or that data loss will not occur.

13. Limitation of Liability

13.1 Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited.

13.2 Subject to clause 13.1, MedPort will not be liable to you for any indirect or consequential loss, or for any loss of profits, revenue, business opportunity, or data, arising out of or in connection with your use of the Service.

13.3 Subject to clause 13.1, MedPort’s total aggregate liability to you arising out of or in connection with these Terms or the Service, whether in contract, tort (including negligence), or otherwise, will not exceed £100 or the total amount (if any) you have paid us for the Service in the 12 months before the event giving rise to the claim, whichever is greater.

13.4 You acknowledge that research data can be irreplaceable, and that you are responsible for maintaining your own independent backups of any critical content you store in the Service.

14. Indemnity

You agree to indemnify and hold MedPort harmless from any claims, losses, liabilities, and expenses (including reasonable legal fees) arising out of Your Content, your breach of these Terms, or your violation of any law or the rights of a third party, including any third party whose personal data you added to the Service without a lawful basis to do so.

15. Governing Law and Jurisdiction

These Terms, and any dispute arising out of or in connection with them or the Service, are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction, except that if you are a consumer resident elsewhere in the UK, you may also bring proceedings in your local courts.

16. General

• Entire agreement: These Terms, together with our Privacy Policy and Cookie Policy, form the entire agreement between you and MedPort regarding the Service.
• Severability: If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force.
• No waiver: A failure by us to enforce any provision is not a waiver of our right to do so later.
• Assignment: You may not assign or transfer your rights under these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
• Changes to these Terms: We may update these Terms from time to time. Material changes will be notified on this page and, where appropriate, by email. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

17. Contact

MedPort Technologies Limited
88 Whateley Crescent, Birmingham, England, B36 0DP
admin@medporttechnologies.com