Studio cloud terms

Who these terms are for

RJL Solutions, LLC (“RJL”, “we”) offers Ontology Studio cloud accounts to people we invite after reviewing an access request or meeting through an RJL workshop. You accept these terms before your first cloud save. Guest mode, where projects stay in your browser, does not need an account and is not covered by the storage sections below.

You use the account for business purposes, and you confirm that you are allowed to put your organization’s business terminology into the Studio.

What you may store, and what you must not

You may store business meaning: terms, definitions, relationships, examples, review notes and references to documents.

You must not store in projects or research collections personal data about customers, employees or other people; customer or transaction records; passwords, keys or other credentials; or regulated data such as health, payment card or government identification information. If something like this is stored by mistake, delete it and tell us. The only credential-storage exception is an expressly saved supported provider key in the separate optional vault described below.

Where and how your projects are stored

• Only the projects you choose to save are uploaded. Signing in uploads nothing.
• Saved projects are stored in the United States with our hosting provider, Netlify, encrypted at rest and in transit.
• Only your account can open and edit your cloud projects through the Studio. RJL operates the service and can technically access stored projects. We access them only to provide and support the Studio, to investigate a security issue or misuse, or when the law requires it.
• We do not sell your content, use it to train AI models, or share it with anyone other than the providers that run the service.
• We treat saved projects as confidential business information.

Access and retention

Your account does not expire automatically after 90 days. Your chosen cloud projects remain until you or an administrator delete them, or the service ends with notice. We may end access for misuse or a security issue. Read-only share links still expire on the date you choose. Keep independent backups of work that matters. Removing the old expiry does not recover projects or logins previously deleted.

You can delete a cloud project, or all of your cloud data, at any time from the Cloud account page.

Account and activity reporting

To administer the service, RJL records account details, login dates, last authenticated cloud activity, project counts, last cloud-save date and share-link counts. Authorized Studio administrators can review these details on the access-controlled Accounts and activity page and choose to download a CSV report. Account reports are not emailed automatically. Reports do not include project content, source passages, passwords or API keys. Work that stays in a guest or local-only project is not measured. Our privacy notice explains this processing.

Optional saved AI connections

Ontology Studio lets signed-in users choose to save an API key for a supported AI provider in an encrypted account vault. Saving is optional. You may continue entering a key for an individual request. Signing in or entering a request-only key does not save that key to the vault.

You must own the key or have permission to use and store it in Studio. You remain responsible for your AI-provider account, permissions, API charges and compliance with your organization’s rules. Review the provider’s pricing, data-handling terms and available spending controls before use.

When you save a key, you authorize RJL to store it in encrypted form and use it to authenticate the provider operations you deliberately request through Studio. The service decrypts the key as needed to send those requests to the selected provider. This is not a service in which only you can decrypt the stored key. Saving a key does not authorize unrelated use, automated background generation or use for another person’s account.

Before generation, review the selected evidence and provider. Requests can incur provider charges even if an output is incomplete, rejected by Studio’s validation, cancelled or times out. Your provider’s records determine the charges. A saved connection does not provide free or unlimited AI usage.

RJL applies access controls and encryption to protect saved connections. Studio does not return saved keys to the browser or include them in project exports, share links, account reports or ordinary application logs. Authorized administrators may review limited connection and usage metadata to operate and secure the service. Privileged service operators may technically be able to access credentials through the infrastructure; such access is restricted to authorized operational, security or legal purposes. RJL does not use your key for its own work or another user’s requests.

Protect your Studio account and the email account used to recover it. If you suspect a key has been exposed, revoke it with the AI provider promptly, review provider usage and notify RJL. Do not send the key to us in email, feedback or support messages.

You can remove a saved connection in AI connections. Removal prevents new Studio requests from using that connection; it does not revoke the key at the provider, erase provider records or cancel a request the provider has already received. Signing out leaves your saved connection stored for a later sign-in. Account deletion removes its vault records; ending access prevents further use through Studio. See the privacy notice for applicable retention and deletion details.

The vault is only for supported AI-provider API keys. Credentials remain prohibited in ontology projects, document collections, examples, feedback and shared content. The vault does not change Studio’s restrictions on personal, customer, transaction or regulated data. Review AI-generated output before accepting, publishing or relying on it.

User and administrator responsibilities

You manage your provider account, authorized key permissions, API funding, usage monitoring and revocation. Use a dedicated key with the narrowest permissions your provider supports. A provider budget alert may not be a hard spending cap. RJL manages secure storage, account isolation, service access and response to service security issues.

Studio administrators can view the provider, connection status, saved/replaced date, latest request dates and safe outcome, and last reported generation token counts. These counts are not an invoice or a complete provider usage history. The admin page cannot reveal, copy or use your key. Support staff must not ask you to send it. Authorized operators can disable the vault through service configuration, and administrators can end account access under the cloud terms.

Storage, removal and service limits

Saved keys are encrypted using AWS Key Management Service in a configured United States region and stored as encrypted records in Netlify’s United States storage. AWS processes the credential for encryption and decryption. Production decryption authority is kept separate from stored records; it is not provided to deploy previews.

Active saved connections remain until removed or replaced, the account is deleted, or RJL removes them for an operational or security reason. The vault keeps only current connection metadata and bounded recent request identifiers for duplicate/rate protection, not a detailed history of prompts. Removed connections have no active key available for new Studio requests. Residual encrypted copies in provider backups or replicas follow the infrastructure providers’ retention and deletion processes; immediate erasure from every copy is not promised.

Saved connections allow one request at a time per provider, at most six starts per minute and fifty per hour. These are service safeguards, not a dollar spending cap. Studio does not automatically retry provider generation. A timed-out request may have reached the provider.

If the vault or encryption service is unavailable, saved-key requests fail safely. The request-only option remains available. Studio is not a backup service for API keys: create a replacement at your provider if needed. No security measure guarantees that a credential can never be compromised. RJL investigates service incidents, takes appropriate containment measures and communicates verified impacts and required actions, including applicable notification duties.

Read-only share links

A share link lets anyone who has it read the selection you chose. Private imported definitions, organizational usage, documents, personas and assessment answers are excluded. You decide what to share and with whom. Links expire after the period you choose, and you can revoke them. Copies that recipients have already downloaded or printed cannot be withdrawn.

Your content

You and your organization keep all rights in what you store. You allow RJL to host, copy and process it only as needed to provide the Studio to you.

An early product

The Studio is an early product, provided as it is and without warranties. Keep your own backups of work that matters. To the extent the law allows, RJL is not liable for indirect or consequential losses arising from use of the Studio. We may change or end the cloud service; if we end it, we will give account holders reasonable notice to download their projects.

Changes and questions

If these terms change, we will post a new version here and ask you to accept it before your next cloud save. Questions, or a request to delete your data: rwhite@rjlsol.com. Our privacy notice explains how we handle personal information.