Terms of Use

These Terms of Use (“Terms”) govern access to and use of Kanban Pesquisa (“Kanban Pesquisa”, “Service”, “we”), available at kanbanpesquisa.com.br. The processing of personal data is described in the Privacy Policy, which is part of these Terms.

1. Definitions

• Service: Kanban Pesquisa, including the website, hub, projects, exports, connections and support channels.
• User: a person with an account in the Service, created by signing up with e-mail, by signing in with Google or from an invitation.
• Visitor: a person who browses the public pages and the example project without signing in.
• Hub: the area that gathers the projects the User has access to and the requests for new projects.
• Project: a team’s workspace, with its own tasks, documents, decisions, budget and team.
• Team: the members of a Project, with the administrator, member or viewer role.
• Hub administrator: a User who invites people to the hub and decides on requests for new projects. This role does not give access to the content of Projects.
• Project administrator: a member who manages a Project’s settings, membership and permissions.
• Project content: tasks, comments, documents, links, decisions, references, PDF files, budget, history and other records entered in a Project.
• Example project: a public, read-only project with fictional characters and data.
• Connections: optional integrations authorized by the User, such as ChatGPT, Work, Codex, Claude, Zapier, Google Drive and Zotero.

2. Acceptance and applicable documents

2.1 Electronic acceptance

Acceptance takes place electronically, when you create your account, sign in or use the Service, and is legally valid without the need for a physical signature.

2.2 Applicable documents

Use of the Service is governed by these Terms and by the Privacy Policy. You must also observe your institution’s rules, the ethical standards that apply to research and the arrangements of each Project’s team.

2.3 Third-party services

Google, Zotero, connected applications and Crossref have their own terms and policies, which you must observe when using them through Kanban.

3. The Service

Kanban Pesquisa helps research teams with the administrative organization of their projects. It offers:

• A project hub, with requests for and approval of new projects.
• Task board, list and calendar, with owners, deadlines, priorities, checklists and comments.
• Documents and decisions, with external links, minutes, follow-ups, references looked up by DOI or imported and attached PDFs.
• A budget with planned and actual amounts.
• Management of the team, invitations and permissions.
• In-app notifications, optional e-mails and export to CSV and JSON.
• Optional connections with ChatGPT, Work, Codex, Claude, Zapier, Google Drive and Zotero.

3.1 Evolution of the Service

Features may be improved, replaced or withdrawn over time. We will try to give advance notice of changes that affect the use of Projects.

3.2 Unavailable or upcoming features

Some screens show features that are not yet available, such as paid plans. While they are marked as unavailable or “Coming soon”, these features create no obligation to offer them or make them work.

4. Accounts and access

4.1 Purpose

The Service is intended for the administrative management of research projects. It does not replace ethics approval, professional advice or mandatory institutional systems.

4.2 Sign-up and access to projects

The home page and the Example project are public. Anyone can create an account with an e-mail under their control, confirmed by a link sent to it, or sign in with Google. Provide your real name. The account allows you to browse the Example project and request new projects, which depend on the approval of the hub administrators.

Creating an account does not give access to real Projects. Each one requires an invitation or a link made by an administrator. The invitation is personal, tied to the e-mail indicated, valid for seven days and single-use. An invitation to the hub does not give automatic access to private Projects.

4.3 Roles and permissions

Each Project has administrator, member and viewer roles. Project administrators manage membership and permissions and are responsible for revoking the access of those who leave the team. You must view and change only what your permissions allow.

4.4 Your account

The account is personal: do not share access. Use a password exclusive to Kanban and keep your e-mail and, if you use one, your Google account protected. Whoever controls the account’s e-mail can sign in by link and reset the password, so the security of the mailbox is essential. The security of your Google account, including two-step verification, is managed by you with Google. Inform support immediately of any suspected misuse; in My account, you can sign out of all devices.

4.5 Technical requirements

Use depends on an up-to-date browser and a suitable internet connection, provided by you.

5. Free use and plans

Current use of Kanban Pesquisa is free of charge. The plans shown on the pricing page are marked “Coming soon” and cannot be purchased. If there are charges in the future, the conditions will be presented before purchase and will depend on your express acceptance. No amount will be charged without that acceptance.

The free plan has the limits described on the pricing page: Projects created, people with edit permission in each Project (Administrator or Member; people with Viewer access do not count) and space for PDFs. Reaching a limit does not delete data or remove the access of those already taking part.

6. Connections and integrations

6.1 ChatGPT, Work, Codex, Claude and Zapier

When authorizing a connection, you choose whether it covers all your Projects, including future ones, or only some, and whether the application may only view or also edit. Actions taken through the connection are performed on your behalf, within your permissions, and are recorded in the history as performed via the MCP integration. Kanban does not control the assistant’s answers: review changes before confirming them and check the result in the Project. The connection can be revoked at any time in Integrations. Use of the assistant also follows the terms of the application’s provider: OpenAI, in ChatGPT, Work and Codex, and Anthropic, in Claude and Claude Code. In Zapier, actions are performed by the automations you configure, without confirmation each time: review each automation before turning it on. Use of Zapier follows the terms of Zapier Inc.

6.2 Google Drive

The Drive connection is separate from sign-in. Kanban stores the link and the file’s identification data, not its content. Access to the files remains subject to the sharing set in Google Drive, which is the responsibility of whoever manages them.

6.3 References by DOI

Metadata obtained from Crossref may be incomplete or outdated. Review the fields before saving. The search for open access PDFs depends on public databases and may not find an existing version.

6.4 Zotero

The Zotero connection is individual and optional. It only allows reading your personal library, including notes, and the libraries of the groups you belong to, to import references when you ask. Nothing is written to Zotero and there is no automatic sync: imported references become part of the Project content, and later changes in Zotero do not reach Kanban. The connection can be undone at any time in the reference import, which also asks Zotero to revoke the access.

7. Personal data protection

7.1 Roles

Kanban Pesquisa processes as controller the data needed for the Service to work. As for Project content, the team decides what to record and with whom to share it, and Kanban generally processes that data as processor. The details are in the Privacy Policy.

7.2 Our commitments

We do not sell personal data, we do not use Project content for advertising or to train artificial intelligence models, we check permissions on the server and we will report relevant incidents as required by law. Only with your consent in the cookie notice, the public pages use Meta tools to measure our ads, as described in the Privacy Policy; declining does not limit your use of the Service.

7.3 The team’s responsibilities

• Record only administrative, necessary and accurate data.
• Do not record participant registrations, interviews, individual answers, recordings or clinical information, including in attached PDFs.
• Be authorized to store the content entered and to share it with the team.
• Keep permissions up to date and revoke the access of anyone who leaves the Project.
• Cooperate in handling data subjects’ requests about Project content.

8. Project content and copies

8.1 Ownership

You and your team keep the rights to Project content. To provide the Service, you grant us a limited, non-exclusive and free authorization to store, process, display and transmit that content, only to the extent needed for Kanban to work, to comply with legal obligations and to defend rights.

8.2 Copies and recovery

Kanban does not offer recovery of deleted records or PDFs; archived tasks can be restored. Use the CSV and JSON export to keep, according to your institution’s rules, copies of the information essential to the Project. Exports do not include the PDFs: keep the important files separately.

8.3 Shared responsibility

We are responsible for the application and the processes under our control. You and your team are responsible for the devices, the accounts, the management of permissions and the accuracy and lawfulness of the content entered.

8.4 Leaving the team

Deactivating a member blocks their access to the Project but preserves tasks, comments and administrative history.

8.5 PDF files

When you attach a PDF, you declare that you have the right to store it and to share it with the Project team, respecting copyright, licenses and access agreements, such as those of publishers and libraries. PDFs obtained by the open access search are open access versions and follow the license shown in the reference; check it before reusing or redistributing the file.

On the free plan, each account has 100 MB for PDFs, counted across the Projects it created or requested, including files uploaded by other members, and each file can be up to 50 MB. The open access PDF search, automatic or asked on each reference, is not part of the free plan. When the limit is reached, nothing is deleted: new uploads and searches are paused until there is space. The limits may change with the plans.

Anyone who holds rights to a file stored without authorization can ask for its removal at suporte@kanbanpesquisa.com.br, identifying the file and the grounds for the request. We will review the request, may remove the file and will notify the Project administrators.

9. Obligations and prohibited uses

When using the Service, you undertake to respect the law, the ethical standards of research and these Terms, and to inform support of any misuse or incident you become aware of. It is prohibited to:

• Use Kanban for unlawful or discriminatory purposes or purposes that violate third parties’ rights.
• Try to access Projects or data without authorization, or get around permissions and security mechanisms.
• Extract data automatically outside the export features and authorized Connections.
• Carry out security tests, scans or load tests without prior written authorization.
• Send malicious code, spam or content that overloads the Service.
• Use the PDF storage to keep files unrelated to the Project or to distribute protected material without authorization.
• Impersonate another person or use invitations meant for others.
• Copy, resell or commercially exploit the Service without authorization.

10. Intellectual property and suggestions

The code, brand, visual identity and materials of Kanban Pesquisa belong to the Service or its licensors, subject to the licenses of third-party components. These Terms grant only a limited, non-exclusive, non-transferable and revocable license to use, valid while you have access. Suggestions you send may be used to improve the Service, without giving rise to payment or rights over the product.

11. Availability and support

11.1 Availability

We make reasonable efforts to keep the Service available, but there is no guarantee of uninterrupted operation. Maintenance, updates, provider failures and events beyond our control may cause interruptions. Urgent maintenance may take place without prior notice.

11.2 Support

Support is provided at suporte@kanbanpesquisa.com.br and is limited to the use of the Service. It does not include ethical, legal, methodological or financial advice about the research.

12. Warranties and limitation of liability

The Service is provided as is, without any guarantee that it will meet every need of each Project or that it will be free of errors. To the extent permitted by law, Kanban Pesquisa is not liable for:

• Content entered by Users and decisions made by teams based on it.
• Third-party services, such as Google, Zotero, connected applications, Crossref and open access databases.
• Use contrary to these Terms or to the Project’s permissions.
• Failures of devices, networks or accounts under the User’s control, including the mailbox.
• Records deleted by members with permission to do so.

Nothing in these Terms excludes liabilities that the law does not allow to be excluded, nor the rights granted to the User by applicable law.

13. Suspension and termination

13.1 By the User

You may stop using the Service at any time and request the deletion of your data, as described in the Privacy Policy.

13.2 By the teams and by Kanban

Administrators may remove or restrict access in their Projects. Kanban Pesquisa may suspend or end access in case of breach of these Terms, unlawful use, risk to the security of the Service or of third parties, or an order from an authority, with prior notice where appropriate. You may ask support for clarification and a review of the measure.

13.3 Discontinuation of the Service

If the Service is discontinued, we will give reasonable advance notice so that teams can export their data.

13.4 Effects

When access ends, the account can no longer enter the hub and the Projects. Shared records remain with the team, and personal data follow the periods in the Privacy Policy.

14. Communications

Communications about the Service will be made through notices on the website or the e-mail of your account. Questions about these Terms, support requests and requests about data should be sent to suporte@kanbanpesquisa.com.br. Feedback and proposals can be sent to contato@kanbanpesquisa.com.br.

15. Changes to these Terms

We may update these Terms to reflect changes in the Service or in the law. Relevant changes will be communicated with reasonable advance notice; changes required by law may take effect immediately. The date at the top of the page shows the version in force. If you do not agree with the new version, you may stop using the Service and request the deletion of your data.

16. General provisions

• Tolerance: not requiring compliance with a rule does not mean waiving it.
• Partial invalidity: if any provision is held invalid, the others remain valid.
• Language: these Terms are written in Portuguese. This English version is a translation for convenience; the Portuguese version prevails.
• Governing law and venue: these Terms are governed by the laws of Brazil. Any disputes will be settled in the competent court, preserving the User’s right to the court of their domicile where guaranteed by law.

Kanban Pesquisa · kanbanpesquisa.com.br · suporte@kanbanpesquisa.com.br