Terms of Service
Last updated: 8 August 2026
1. Acceptance of Terms
By accessing or using Artwork Codex, you agree to be bound by these Terms of Service. If you do not agree, do not use the service.
2. Description of Service
Artwork Codex provides artwork cataloging, collection management, and related tools for artists and collectors. Optional Selling tools let eligible artists present their own work and receive enquiries or purchase requests. Direct online payments and connected order management are not currently available. We offer both free and paid subscription tiers.
3. User Accounts
You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.
4. Subscription Tiers & Limits
Artwork Codex offers the following tiers:
- Free plan — Up to 5 artworks.
- Starter plan — Up to 100 artworks, 300 images, 10 images per artwork, 5 viewing rooms, and 20 saved catalogues.
- Studio plan — Unlimited artworks and viewing rooms, up to 20 media items per artwork, up to 5,000 media items total, 50GB media storage, and 200 saved catalogues.
The Free and Starter plans are limited to 10 images per artwork. The Studio plan is limited to 20 media items per artwork, with original-resolution image and video file-size limits shown at upload. We reserve the right to modify tier limits with reasonable notice.
5. Trial Period
First-time subscribers receive a 14-day free trial on paid plans unless an eligible referral offer shown before checkout extends the trial to 30 days. No payment is charged during the trial. If you do not cancel before the trial ends, your subscription will automatically convert to the paid plan you selected and you will be billed on the billing interval you selected.
6. Subscriptions & Billing
Web paid subscriptions are billed through Stripe on the billing interval you select. You may cancel at any time; your access continues until the end of the billing period. Refunds are not provided for partial billing periods.
6a. iOS App In-App Purchases
For users of the Artwork Codex iOS app, paid subscriptions are offered on the Starter and Studio plans, each available monthly or annually through Apple In-App Purchase. First-time paid subscriptions include a 14-day free trial where available. Prices are shown in the app before purchase, are localized by Apple, and may vary by region. The following Apple-specific terms apply in addition to the rest of this agreement:
- Auto-renewal — subscriptions automatically renew at the end of each billing period unless cancelled at least 24 hours before the renewal date.
- Account charging — your Apple ID or App Store account is charged at confirmation of purchase and for renewals according to Apple's billing terms.
- Cancellation — manage or cancel your subscription via Settings → Apple ID → Subscriptions on your iOS device, or via the in-app “Manage Subscription” button. Cancelling stops auto-renewal; access continues until the end of the current billing period.
- Refunds — refunds for App Store purchases are handled by Apple under Apple Media Services Terms and Conditions (apple.com/legal/internet-services/itunes). We cannot issue refunds for App Store purchases directly.
- Cross-platform access — Access to the Starter and Studio plans should apply whether purchased through the iOS App Store or via Stripe on the web. To prevent duplicate charges, we track which platform manages each user's billing; you should only subscribe on one platform at a time.
- Apple's Standard EULA — your use of the iOS app is also governed by Apple's Licensed Application End User License Agreement (apple.com/legal/internet-services/itunes/dev/stdeula). Where these terms conflict with Apple's EULA, Apple's EULA controls.
7. Account Freezing
If your paid subscription lapses (cancelled or expired), your account enters a frozen read-only state. While frozen:
- You can view all your data, export CSV files, and download image archives.
- You cannot create or edit artworks, upload images, generate PDFs, or use viewing rooms and portfolios.
- Freezing does not itself delete your data — it remains intact and fully accessible if you resubscribe.
Resubscribing restores full access immediately.
8. Referral Program
Eligible paid subscribers may refer new users via a unique referral link. An eligible referred first-time subscriber receives a 30-day paid-plan trial instead of the standard 14-day trial. After the referred user makes their first payment, the referrer receives one month's value as account credit.
- The referrer's credit is applied only after the referred user's first paid invoice. The referred user's reward is the 30-day trial, not an additional account credit.
- Self-referrals are not permitted.
- Referral credits are capped at 25 per calendar year per referrer.
- We reserve the right to void credits obtained through fraud or abuse.
9. Content Ownership
You retain all rights to the content you upload. By using the service, you grant us a limited license to store, display, and process your content solely to provide the service.
10. Public Content
Portfolios, custom selling pages, and viewing rooms are accessible to anyone with the link when published. You are responsible for the content you choose to make publicly available. Do not share content you do not have the right to display.
10a. Artist Selling, Enquiries, and Connected Payments
If you present an artwork as available, you are the contractual seller. You are responsible for the accuracy of the listing, your authority and good title to sell the work, its authenticity and condition, the price and currency, taxes, delivery and insurance, buyer communication, completion of the order, cancellations, returns, refunds, disputes, and the terms that apply to the buyer. If Buy now becomes available, it will initially be limited to an artist, or an artist-owned business, making the first sale of that artist's own work. Gallery, estate, secondary-market, resale, and unclear-title transactions must use Enquire unless Artwork Codex has expressly enabled a separately reviewed route.
An enquiry is a message to the seller. It is not a reservation, sale, or payment. If online payments become available, Stripe or PayPal will provide payment services directly to you under your agreement with that provider. Payments will be made to your seller account. Artwork Codex will not receive or hold the buyer's funds, take a transaction commission, or become the seller. Your provider may charge fees, require identity or business checks, hold funds, or apply its own refund, reserve, and dispute rules.
If online payments become available, you may ask Artwork Codex to disconnect a payment provider after open orders are resolved. This will stop new payments through Artwork Codex, but the provider may take additional time or action to end its connection. Any remaining access will be limited to resolving existing orders and payment events. Disconnecting will not close your separate Stripe or PayPal account.
If online payments become available, Artwork Codex may prepare a price and delivery quote, hold one inventory unit for a limited payment period, create the seller's provider checkout, confirm payment updates, create the order, buyer contact, Sales record and invoice reference, and show refund or dispute status. These administrative actions will not make Artwork Codex the seller, guarantee either party's performance, or transfer your obligations to Artwork Codex. Nothing in these terms excludes or limits any responsibility Artwork Codex has under applicable law.
You must provide the public legal seller identity, business email, principal business address, service address where different, total price, delivery terms, cancellation and returns information, a cancellation form where required, and other pre-contract information required for your circumstances. The standard rights baseline on Artwork Codex policy pages cannot be removed or contradicted by your additions. The seller profile and policy templates help present information but do not determine your legal, tax, licensing, consumer, customs, or product-safety obligations.
A collection profile must give the buyer a broad public collection area and may include public collection instructions. Do not put a private exact handover address, access code, or other handover secret in those public fields. Give exact access details to the buyer privately after purchase. The area, instructions, and readiness timing shown before payment remain part of that order record even if you later edit the reusable profile. These collection fields are separate from any principal business address or service address you are otherwise required to publish.
If online payments become available to you, you must keep prices, delivery rules, edition information, and online quantities accurate. One order will cover one artwork and one inventory unit. A refund, cancellation, reversal, or dispute will not automatically put that unit back on sale; you must confirm that the transaction and any physical return are resolved before relisting it. You must administer refunds and disputes through your payment provider when required.
Online payments are not currently available. The following connected-checkout terms apply when Artwork Codex makes that option available to you.
Online payment will be available only for supported providers, accounts, currencies, countries, delivery destinations, and order limits. The initial maximum complete order will be the equivalent of GBP 8,000, including the tax-inclusive artwork price and delivery, and a lower limit may apply. If Artwork Codex cannot confirm that an order is within the applicable limit, the buyer can still Enquire. You must not split or coordinate related payments to evade a limit or financial-crime check. Availability does not confirm that a sale complies with the law. Artwork Codex may keep online payment unavailable, require Enquire, or suspend Selling while reviewing legal or payment-provider requirements, suspected fraud or money laundering, counterfeit work, authority to sell, sanctions, or a breach of these terms. Selling is off by default and remains unavailable until you turn it on.
11. Prohibited Content & Conduct
You may not use Artwork Codex to:
- Upload or display content that infringes on the intellectual property rights of others.
- Host illegal, defamatory, or obscene material.
- Offer fraudulent, counterfeit, or misleading artwork, or offer work you do not own or are not permitted to sell.
- Use Selling for money laundering, sanctions evasion, fraud, illegal trade, or any unlawful purpose; split or coordinate related transactions to evade a limit; or misstate the seller, sale type, ownership, price, delivery, destination, or payment status.
- Abuse, manipulate, or exploit the referral program or other promotional features.
- Attempt to circumvent rate limits, order limits, territory or provider restrictions, primary-sale eligibility, linked-transaction controls, tier restrictions, or security measures.
- Misrepresent Artwork Codex as the seller, payment processor, purchase guarantor, or provider of buyer protection.
- Use the service for purposes unrelated to artwork inventory, presentation, permitted artist-owned sales, and buyer contact tools.
We may suspend or terminate accounts that violate these terms.
12. Rate Limits & Fair Use
API requests and certain operations (PDF generation, image uploads, exports) are subject to rate limits to ensure fair use and service stability. These limits are applied automatically and are not user-configurable.
13. Limitation of Liability
Artwork Codex is provided "as is" without warranties. We are not liable for any indirect, incidental, or consequential damages arising from your use of the service.
14. DMCA & Copyright
We respect intellectual property rights. See our DMCA Policy for takedown procedures.
15. Changes to Terms
We may update these terms from time to time. Continued use of the service after changes constitutes acceptance of the new terms.
16. Contact
Questions about these terms? Contact us at hello@artworkcodex.com.