Terms of Service

You may register using email/password or via OAuth providers (Google, Facebook, X/Twitter, Instagram). OAuth sign-ins are subject to the respective provider’s terms. Access tokens are encrypted at rest using AES-256-GCM before storage.

You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us immediately at legal@collabx.com if you suspect unauthorised access. We will never ask for your password via email.

You may hold one Artist account and one Business account. Creating duplicate accounts to circumvent restrictions is prohibited and may result in termination.

CollabX uses algorithmic and AI-powered matching to connect Artists with Business collaboration opportunities. Match scores are indicative, not guarantees of suitability. We do not guarantee that any match will result in a collaboration or payment.

Artists may use the AI Portfolio Builder to curate and publish a portfolio. The feature imports images from connected Instagram accounts, applies AI-powered selection and classification, and generates a shareable public page. Publishing is voluntary and subject to Section 8.

We aim for 99.5% uptime but do not guarantee uninterrupted access. We may temporarily suspend the Platform for maintenance with reasonable notice where practicable.

When you use the AI auto-select feature, CollabX downloads your Instagram images server-side and sends them to Voyage AI (voyageai.com) via their API using thevoyage-multimodal-3 model. Voyage AI converts each image into a 1,024-dimension mathematical vector (an “embedding”).

What Voyage AI receives: Base64-encoded image data transmitted over HTTPS. Voyage AI does not store your images beyond the duration required to compute the embedding, in accordance with their Terms of Service and Privacy Policy.

What CollabX stores: Only the resulting numeric vector, never the raw image bytes. Embeddings are stored in our Supabase (PostgreSQL + pgvector) database, associated with your user account, and are never shared with other users, Businesses, or third parties.

Purpose: Embeddings are used solely for internal similarity search — when you describe a style in natural language (e.g. “editorial red dress”), the system finds your images that best match that description. No cross-user comparison is performed.

Retention: Embeddings are deleted when you delete your portfolio, when you revoke CollabX’s access from Instagram (which reaches us as a deauthorisation or data deletion request), or when you request account deletion under Section 10.4. Disconnecting Instagram inside CollabX stops future syncing and revokes the access token, but retains previously collected insights so reconnecting does not lose your history.

CollabX uses OpenAI’s GPT-4o (multimodal) model to:

• Classify images into content categories (e.g. “editorial”, “lifestyle”);
• Generate short AI descriptions of images for portfolio display;
• Re-rank candidate images against your search query for precision.

The image data itself is passed to OpenAI’s API when classification is triggered. We download each image server-side and send the bytes, because Instagram CDN URLs are IP-restricted and OpenAI could not fetch them. OpenAI processes these under its API Data Usage Policies; by default, OpenAI does not use API-submitted data to train its models. AI-generated descriptions are stored against your portfolio items and visible on your published portfolio page if you choose to publish.

When you type a search description in the AI selector (e.g. “wedding shoot in natural light”), CollabX sends this text to OpenAI’s text embedding API and GPT-4o mini for query expansion. No personal identifiers are appended to these text queries.

AI processing of your images (Sections 6.1“6.3) requires your explicit one-time consent, collected in-app before any AI feature is activated. You may withdraw consent at any time by contacting legal@collabx.com or via your account settings; withdrawal will prevent future AI processing but does not retroactively delete previously computed embeddings unless you also request account deletion.

AI-generated match scores, rankings, and classifications do not produce legally significant or similarly significant effects on you. All final collaboration decisions remain with humans (you and the Business). You may request human review of any AI output by contacting us.

If you grant the Instagram comments permission, we read up to 20 comments on each of your 20 best-performing posts and store the comment text. We do not store the commenter’s username, and no comment is ever attributed to a named person.

Comment text is sent to OpenAI (GPT-4o-mini) and scored for sentiment, topic, purchase intent, and a brand-safety flag marking a comment as hostile or controversial. These are automated inferences and may be wrong; they affect only how your audience reception is summarised. Comments stay private to you unless you switch on “Share audience reception”, and even then quotes appear unattributed.

Transfers to USA-based sub-processors are covered by Standard Contractual Clauses (SCCs) or the UK International Data Transfer Agreement (IDTA) as applicable.

CollabX integrates with the Instagram Login API (Instagram Business Basic permission). When you connect Instagram, we store an encrypted OAuth access token to:

• Fetch your media posts for portfolio creation;
• Retrieve fresh media URLs (Instagram CDN URLs expire after ~1 hour);
• Optionally fetch audience analytics (requires additional scope approval);
• Optionally read comments on your posts to summarise audience reception (see 6.7).

We only request the permissions we need. We do not post on your behalf, send messages, or access your direct messages. Your Instagram data is used only to power your CollabX portfolio and is never sold or shared with Businesses without your explicit publish action.

Your use of Instagram features within CollabX is also subject to Meta’s Terms of Service and the Meta Platform Policy. CollabX is an independently developed application; we are not affiliated with or endorsed by Meta.

You may disconnect Instagram at any time from your account settings. Disconnecting revokes and removes your access token and stops all future syncing, but retains the insights already collected so that reconnecting does not lose your history. You can remove that data at any time by deleting your account.

If you instead remove CollabX from within Instagram, Meta notifies us and we delete all Instagram-derived data immediately. The same applies to a data deletion request sent through Instagram, for which we return a confirmation code and a page where you can check the status.

When you sign in with Google, Facebook, or X (Twitter), we receive and store the information provided by those platforms (name, email where available, profile image) to create or link your account. OAuth tokens are encrypted at rest. We do not access your contacts, posts, or other data beyond account authentication.

You retain all intellectual property rights in content you upload or connect to CollabX. By publishing a portfolio, you grant CollabX a limited, non-exclusive, royalty-free, worldwide licence to display, reproduce, and distribute that content solely for the purpose of operating and promoting the Platform (e.g. showing your portfolio to Businesses who visit your public link).

This licence terminates when you delete the relevant portfolio or your account.

You represent that: (a) you own or have rights to all content you upload; (b) your content does not infringe third-party intellectual property, privacy, or other rights; (c) content complies with all applicable laws including those governing nudity, defamation, and data protection.

All CollabX trademarks, software, design, and proprietary technology remain our sole property. You may not copy, modify, reverse-engineer, or create derivative works of our Platform without prior written consent.

CollabX Ltd, Belfast, BT9 5AL, United Kingdom, is the Data Controller for personal data processed through the Platform. Our Data Protection Officer can be contacted at legal@collabx.com.

Under UK GDPR and GDPR you have the right to:

• Access — request a copy of personal data we hold about you;
• Rectification — correct inaccurate data;
• Erasure (“right to be forgotten”) — request deletion of your data;
• Restriction — request we limit processing in certain circumstances;
• Portability — receive your data in a machine-readable format;
• Object — object to processing based on legitimate interests;
• Withdraw consent — withdraw AI processing consent at any time without affecting prior lawful processing.

To exercise any right, email legal@collabx.com. We will respond within 30 days (extendable to 90 days for complex requests, with notification). You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

• Active account data: retained while your account is open and removed when you delete it;
• Image embeddings and stored files: deleted when you delete your account;
• Instagram data: deleted immediately when you revoke access from Instagram, or when you delete your account;
• Training-contribution data: deleted within 30 days of withdrawing that consent;
• Instagram comment text: automatically deleted after 90 days;
• Portfolio views, searches and image feedback: automatically deleted after 12 months;
• Financial records: retained 7 years for legal compliance (UK tax law);
• Security logs: retained 12 months.

You may delete your account at any time from account settings. Deletion removes your profile, portfolios, and associated data subject to retention obligations in Section 10.4.

We may suspend or terminate your account immediately if you breach these Terms, engage in fraudulent activity, or pose a risk to other users or the Platform. We will provide notice where legally possible and not prejudicial to an investigation.

While an account is suspended you can still sign in and read your dashboard, but you cannot publish, apply, sign, pay, message or appear in discovery; live campaigns are paused and an agency owned by a suspended user is frozen with it. Businesses and agencies are also verified by us before they can publish, invite or contract anyone. Users may report a profile, campaign or conversation to us; reporting a conversation, or a contract entering dispute, permits our staff to read that conversation, and every such read is logged. Suspension decisions can be appealed by email to the address in Section 1.

On termination, your licence to use the Platform ceases. Provisions that by their nature survive termination (including Sections 8, 10, 13, 14, 15) remain in effect.

The Platform is provided “as is” and “as available” without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement. AI outputs are probabilistic and may be inaccurate.

To the maximum extent permitted by applicable law (including the Consumer Rights Act 2015 where applicable), CollabX’s total liability to you for any claim arising under or in connection with these Terms shall not exceed the greater of: (a) the fees you paid in the 12 months preceding the claim, or (b) £100. We are not liable for indirect, incidental, special, consequential, or punitive damages, loss of profits, data loss, or loss of goodwill.

Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law. Your statutory rights as a consumer are not affected.

These Terms are governed by and construed in accordance with the laws of England and Wales.

We encourage you to contact us first at legal@collabx.com to resolve any dispute informally. If we cannot resolve a dispute within 30 days, either party may submit to the exclusive jurisdiction of the courts of England and Wales, without prejudice to your right as a consumer to bring proceedings in the courts of your country of residence where required by law.

EU consumers may also use the EU Online Dispute Resolution platform at ec.europa.eu/consumers/odr.