Terms of service

1. Who and what

These terms apply to every offer, quote and contract between Pillar Delta PC, Athens, Greece, registration number 180002501000 (“Pillar Delta AI”, “we”) and a customer (“you”) for the CODEBLACK service and to the use of codeblack.pillardelta.ai. They apply together with the data processing agreement (section 8) and the written quote for each job. Your own purchasing terms do not apply unless we accept them in writing.

2. The service

CODEBLACK turns a collection of documents into a clean, verified, searchable knowledge base, and can keep it current. A job runs in fixed steps:

1. Inventory. Every file is counted, typed and sized before anything else runs; scanned documents, images and fields that look like personal data are identified. The inventory is free and is what the quote is based on.
2. Quote. After the inventory we quote a fixed price for the data set (Convert + Curate), a project price for connecting the result to your assistant, search or platform (Connect), or a monthly fee for keeping it current (Keep current). Unusual collections are quoted after the inventory, never before.
3. Conversion. Extraction, cleaning, structure recovery, chunking and deduplication, with a processing report and flag lists. Nothing is summarised, reworded or filled in.
4. Review and your decisions. Our curator works through the flags and prepares a decision list; you answer it, typically in a thirty-minute session: which version counts, what is personal, what stays internal. The answers are recorded with a name and a date and applied from that record.
5. Verification and delivery. Before delivery we run test questions whose answers exist only in your documents and log the answers and their sources. You receive the knowledge base, the report and the signed decision record, through the customer app or as files.

CODEBLACK ON SITE runs the same steps as a sealed container on a server you operate, with the network switched off. Only the handover pack (report, flags, inventory, attestation, no document text) is sent to us; the decisions are applied on your server. It is an add-on quoted after the inventory.

3. What you provide and warrant

• The documents, or read access to them, and the answers to the intake questionnaire: languages, audience, what the result must answer, who signs off on personal data and conflicts.
• That you have the right to have the documents processed for this purpose, and that giving them to us breaks no law, contract or confidentiality obligation.
• That you decide what happens to personal data in the documents and give us those instructions in writing, through the decision list.
• A named person who answers the decision list within the time agreed in the quote. Delays on your side move the delivery date accordingly.
• For on-site jobs: a server with Docker or Python, the folders, and the person who runs the commands as described in the runbook.

4. What we deliver and warrant

• A knowledge base that contains what the source documents say, structured and deduplicated, with every chunk carrying its document, date and section, and nothing invented.
• A processing report, flag lists, a decision record signed by your named person, and the verification log.
• Processing in the European Union, or on your own server for on-site jobs.
• Confidentiality: we treat your documents and everything derived from them as confidential, use them only for the job, and do not use them to train models.
• The corrections needed if a delivery does not match the decision record or fails its verification, at no extra charge, within 30 days of delivery.

We do not warrant that the documents are complete, correct or current, that an assistant connected to the knowledge base answers every question, or that the knowledge base suits a purpose you did not tell us about in the intake.

5. Prices and payment

Prices are those in the written quote; all prices exclude VAT. Convert + Curate is invoiced on delivery. Connect is invoiced per the quote's milestones. Keep current is invoiced monthly in advance and can be cancelled by either side with one month's notice to the end of a month. Invoices are due within 14 days. If an invoice is overdue we may pause work and delivery after written notice.

Work that goes beyond the quote because the collection differs materially from the inventory, or because you change the scope, is quoted separately before it starts.

6. Ownership

Your documents remain yours. The knowledge base, the report, the decision record and the verification log delivered to you are yours to use without restriction once the invoice is paid. The CODEBLACK software, pipeline, methods, checklists, templates and the on-site image remain ours; you receive no rights in them beyond what is needed to use the deliverables, and for on-site jobs a licence to run the image for the job.

7. Term, ending, deletion

A one-time job ends with delivery and payment. A Keep current subscription runs monthly until cancelled. After a job or subscription ends we delete your source documents and intermediate files within 30 days, and job records 12 months later, unless the law requires longer retention of invoices and contract records. You can ask for earlier deletion at any time.

Either side may end a contract with immediate effect if the other side materially breaches it and does not cure the breach within 14 days of written notice, or becomes insolvent.

8. Data protection

For the documents you give us, you are the controller and we are the processor. A data processing agreement is part of every contract and takes precedence over these terms for the processing of personal data. Our privacy policy describes what we process as a controller, where data is stored and which providers assist us.

9. Liability

Our total liability under a contract is limited to the amount paid for the job, or for subscriptions the fees of the last 12 months. We are not liable for indirect damage, lost profit, lost data that was not part of the job, or the consequences of decisions taken on the basis of a knowledge base. These limits do not apply to damage caused intentionally or by gross negligence, or where the law does not allow them.

10. The website and the app

The website is offered as is. The customer app is available to customers with a valid access key; keys are personal to the customer and must not be shared outside it. We may take the site or the app offline for maintenance; a customer's deliverables are not affected by that.

11. Law and disputes

The law of Greece applies. Disputes go to the courts of Athens, after both sides have tried to settle the matter in a conversation first.

12. Changes

We may change these terms for future contracts; the date at the top shows the current version. A running contract keeps the terms it was concluded under.