Version: 2.2 – Last updated: September 25, 2026.
These legal notices are written in French. Any translation, including into English, is provided for informational purposes only. In the event of any discrepancy, ambiguity, or difficulty in interpretation between the French version and a translated version, the French version shall prevail.

General Terms of Service (TOS)

1. Company and Service Overview

Ask Technologies (hereinafter "Polaria Tech") is a company specializing in artificial intelligence software development. It designs, publishes, and deploys RAG (Retrieval-Augmented Generation) AI chatbots for internal and external support, as well as an AI-assisted collaborative messaging platform for live chat support with prospects and customers. All these solutions are hereinafter referred to as the "Services."

These General Terms of Service (hereinafter the "TOS") define the terms and conditions under which the client (hereinafter the "Client") may access and use the Services, as well as the rights and obligations of each party. Any subscription to or simple use of the Services implies the Client's unreserved acceptance of these TOS.

These General Terms of Service apply, as of May 1, 2025, to all products and solutions published and marketed by Polaria Tech, including but not limited to: LaPetiteMarianne, LePetitMartin, LesPetitsBots, Polaria Tech, and Xenoapp.

2. Registration and Service Access Procedures

2.1 Registration and Subscription

The Client may subscribe to Polaria Tech's Services by signing a contract or quote issued by Polaria Tech, or via any other registration process established by Polaria Tech. The Client agrees to provide accurate, current, and truthful information during registration (company name, contact details, etc.). In the case of online registration, the Client must create an account and electronically accept the Terms of Service. If applicable, a username and password will be assigned to the Client, who shall be solely responsible for their confidentiality and use.

2.2 Access to Services

Once the subscription is finalized and payment is processed (see Article 3), Polaria Tech grants access to the Services for the duration of the subscribed term. The Services are accessible online, generally 24/7, subject to periods of technical maintenance, updates, or potential interruptions beyond Polaria Tech's control (e.g., force majeure). Polaria Tech will endeavor to notify the Client in the event of planned Service unavailability (scheduled maintenance) and to minimize disruptions.

2.3 System Requirements

The Client is informed that the use of the Services requires an Internet connection and potentially a recent web browser or an adequate technical environment. It is the Client's responsibility to provide the necessary equipment, software, and connections. Polaria Tech cannot be held liable for access difficulties due to parameters external to the Service (internet outages, hardware incompatibilities on the Client's side, etc.).

2.4 Use of Services – Client Obligations

The Client agrees to use the Services in accordance with their intended purpose, these GTC, and applicable laws and regulations. In particular, the Client is prohibited from:

   to use the Services for illegal, illicit, or purposes contrary to public order and morality (e.g., to distribute violent, defamatory, hateful, or unlawful content);
   to divert the Services from their intended purpose, in particular to use the messaging platform or chatbot for purposes other than communication with its users, prospects, or clients within the agreed professional framework;
   to attempt to access or intrude into the information systems of Polaria Tech or a third party in an unauthorized manner, or to compromise the integrity or security of the Services;
   to transmit via the Services any viruses, Trojan horses, or any other malicious code capable of damaging the Service or the data of other users;
   more generally, to infringe upon the rights of third parties (including intellectual property rights or privacy rights) through the use of the Services.

The Client is responsible for the use of the Services by its employees, agents, or any person to whom it grants access to the Services. The Client shall ensure that these authorized users also comply with these GTC. In the event of a serious or repeated breach of the usage rules above, Polaria Tech reserves the right to suspend or limit access to the Services, after notifying the Client, and, if applicable, to terminate the contract in accordance with the terms of Article 6.

Service quality commitments (availability, performance, support, recovery time) are defined in the Service Level Agreement (SLA) annexed to this contract. In the event of a contradiction between the GTC and the SLA, the SLA shall prevail regarding all service level matters.

Obligation to inform regarding AI usage (AI Act, Article 50): In accordance with the European Artificial Intelligence Act (AI Act), the Client, in its capacity as the deployer of the Polaria Tech AI chatbot, is required to inform end users that they are interacting with an artificial intelligence system and not a human being. This information must be provided in a clear, visible manner prior to any interaction, except in cases where the context makes it obvious. The Client agrees to implement the necessary notices, messages, or visual indicators for this disclosure within its deployment environment. Failure to comply with this obligation is the sole responsibility of the Client in its capacity as the deployer under the AI Act, as Polaria Tech has fulfilled its own obligations as a provider.

3. Payment and Renewal Terms

3.1 Subscriptions and Pricing

Polaria Tech Services are offered as a fixed-term subscription. Two commitment plans are available:

   Annual subscription (12 months): the Service is subscribed for an initial term of one (1) year.
   Three-year subscription (36 months): the Service is subscribed for an initial term of three (3) years.

Subscription rates are indicated in euros excluding tax (excl. VAT) and correspond to the rates in effect on the day of the order or contract signature. Unless otherwise stated, these rates include access to the Services, excluding optional supplementary services (see Article 3.5). Polaria Tech reserves the right to modify its rates upon subscription renewal (see Article 3.3) by informing the Client of the new rates prior to renewal.

3.2 Billing and Payment Terms

Subscription billing occurs upon contract signature or order validation. The subscription price corresponding to the chosen initial term is invoiced in full upon subscription. Payment is due upon signature, unless a specific payment schedule is agreed upon in writing by the parties. Payment may be made via methods accepted by Polaria Tech (e.g., bank transfer or direct debit). In the event of late payment, late payment penalties may be applied as a matter of right, calculated in accordance with applicable legislation, and Polaria Tech reserves the right to suspend access to the Services until all amounts due have been paid in full.

By way of derogation, for Clients in the public sector subject to public accounting rules, billing and payment terms may be adapted by written agreement between the Parties, particularly to provide for billing upon service completion or by milestones in accordance with the requirements of the Public Procurement Code.

In the event that the Client provides General Terms of Purchase (GTP) or any unilateral contractual document imposing conditions that differ from these GTC, such documents shall not be binding upon Polaria Tech unless they have been expressly accepted in writing by Polaria Tech prior to the conclusion of the contract. In the absence of such express written acceptance, these GTC shall prevail over any document issued by the Client, including purchase orders, specifications, or general terms of purchase, even if such documents are dated after these GTC.

3.3 Subscription Renewal

Upon completion of the initial subscription period, the subscription will automatically renew for a duration identical to the initial term (e.g., one additional year for an annual subscription), unless terminated by either party in accordance with the conditions set forth in Article 6. Polaria Tech will notify the Client of the upcoming subscription expiration and any price adjustments at least three (3) months prior to the renewal date. The price for the renewed subscription will be invoiced at the start of the new period and payable under the same terms as described above.

3.4 Subscription Effective Date – Anniversary Date

Notwithstanding the billing provisions set forth in Article 3.2, the Parties agree that the subscription effective date, which serves as the reference for calculating the contract term, anniversary date, and renewal deadlines, shall be the date the artificial intelligence chatbot provided by Polaria Tech is effectively deployed for the Client.

Production deployment refers to the date on which the chatbot is made operational in the Client's environment and accessible to its end users in accordance with the agreed-upon specifications.

In the absence of production deployment within three (3) months from the signing of the quote or purchase order, and unless the delay is attributable to Polaria Tech, the effective date of the subscription shall be deemed to be the expiration of said three-month period.

In any event, the provisions of this article do not affect the billing terms provided for in Article 3.2, with the subscription invoice remaining due upon signing of the contract or quote, unless otherwise expressly agreed upon by the Parties.

3.5 Complementary services

In addition to the main subscription, Polaria Tech may offer optional complementary services, such as training, personalized assistance, custom configuration, additional development, or any other related service aimed at optimizing the use of the Services. These complementary services will be subject to a separate quote and invoice, accepted in advance by the Client. Unless otherwise specified in special conditions, these General Terms and Conditions also apply to these complementary services, to the extent that they are applicable.

3.6 Dedicated Customer Success Manager (CSM)

As part of the subscribed plan, the Client is assigned a dedicated Customer Success Manager (hereinafter "CSM"), whose role is to ensure operational monitoring and support in the use of the services.

The CSM can be reached Monday through Friday, from 9:00 AM to 12:30 PM and from 1:30 PM to 5:00 PM (Paris time, excluding French public holidays), via any communication channel provided by the Provider. Exchanges are conducted in French by default, unless otherwise agreed upon by the parties.

The support time included in the subscription is set at four (4) hours per calendar month. This allowance does not roll over to the next month and is non-refundable in the event of underutilization.

Any usage exceeding this allowance is subject to the Client's prior written agreement and will be billed on a time-and-materials basis at the current rates communicated by the Provider prior to the performance of the additional services.

4. Intellectual property

All Services, as well as all elements comprising them (including software, applications, algorithms, AI models, interfaces, databases, documentation, text, images, logos, designs), are the exclusive property of Polaria Tech and/or its potential licensors. These elements are protected by copyright, database rights, trademark law, and any other applicable intellectual property rights. The provision of the Services under these General Terms and Conditions does not entail any transfer of intellectual property to the Client, with the exception of a limited, non-exclusive right of use as defined below.

Polaria Tech grants the Client, for the duration of the contract and worldwide, a personal, non-exclusive, non-transferable, and non-sublicensable right to access and use the subscribed Services, strictly for the Client's internal professional needs, in accordance with their intended purpose and the terms of the contract. Any right not expressly granted to the Client under these terms remains the exclusive prerogative of Polaria Tech.

The Client agrees not to infringe upon the intellectual property rights of Polaria Tech. In particular, the Client is prohibited from:

   copy, reproduce, distribute, or modify all or part of the elements of the Services, except as permitted by law or by Polaria Tech;
   reverse engineer, decompile, or disassemble the provided software, except for mandatory legal exceptions (e.g., to ensure interoperability as defined in Article L.122-6-1 of the Intellectual Property Code, and subject to prior notification to Polaria Tech);
   remove or alter any copyright notices, trademarks, or any proprietary markings appearing on the interfaces or in the code of the Services.

Client Content:
The Client may need to integrate or provide their own content and data to use the Services (e.g., a knowledge base to power the chatbot, information or messages exchanged via collaborative messaging, etc.). The Client retains full intellectual and legal ownership of the content they provide. The Client warrants to Polaria Tech that they hold all necessary rights and authorizations for such content and data, and that they do not infringe upon the rights of third parties. The Client authorizes Polaria Tech to use this content strictly for the purpose of performing the Services (including processing by AI algorithms, display in chatbot or messaging interfaces, conversation backups, etc.). Polaria Tech commits to not using Client data for any purpose other than providing the Services, nor to disclosing it to third parties (excluding any subcontractors subject to the same confidentiality obligations), unless required by law or requested by a competent authority.

5. Liability and warranties

5.1 Service performance guarantee

Polaria Tech commits to providing the Services with all necessary care and diligence, in accordance with industry standards and the specifications agreed upon with the Client. It provides corrective and evolutionary maintenance for the Services to ensure their proper functioning and reasonable continuity. However, the Client acknowledges that, given the innovative nature of artificial intelligence and software technologies, Polaria Tech does not guarantee that the Services will operate without interruption or error, nor that they will meet all of the Client's specific needs that were not expressly provided for in the contract. Polaria Tech commits to addressing technical malfunctions reported by the Client within a reasonable timeframe.

5.2 Quality of information provided by AI

Polaria Tech's chatbot and messaging services incorporate responses generated by artificial intelligence. Polaria Tech employs state-of-the-art techniques (notably RAG) to provide relevant responses based on available data. However, Polaria Tech cannot guarantee the accuracy, completeness, or infallibility of these automated responses. The Client is responsible for verifying important information provided by the chatbot or AI before making decisions or taking action based on such information. Polaria Tech shall not be held liable for the consequences of any action or decision taken by the Client or an end user based on a response provided by the AI, should that response prove to be erroneous, incomplete, or unsuitable.

5.3 Limitation of liability

To the extent permitted by law, Polaria Tech's liability to the Client, for all causes of action and damages combined, is strictly limited to the amount actually paid by the Client to Polaria Tech for the subscription during the twelve (12) months preceding the event giving rise to the liability. Polaria Tech shall in no event be liable for any indirect or consequential damages suffered by the Client or third parties resulting from the use or inability to use the Services, even if Polaria Tech has been advised of the possibility of such damages. Indirect damages include (but are not limited to) loss of revenue or profits, loss of customers, damage to brand image, loss of data, or costs associated with obtaining substitute products or services.

5.4 Client responsibility

The Client is solely responsible for its use of the Services, as well as for any results obtained, decisions made, or actions taken based on information provided via the Services. The Client agrees to use the Services in compliance with the law, including regarding personal data protection and privacy in its interactions with its own end users. The Client shall indemnify Polaria Tech against all consequences (including costs, judgments, and attorney fees) resulting from any third-party claim or action related to the Client's use of the Services in violation of these General Terms and Conditions or applicable legal provisions.

5.5 Force majeure

Neither party shall be held liable for a failure to perform its contractual obligations caused by an event of force majeure, as defined by Article 1218 of the French Civil Code and French case law. Initially, the performance of obligations arising from this contract will be suspended for the duration of the force majeure event. If the force majeure event persists beyond a reasonable period (e.g., more than sixty (60) consecutive days), each party shall have the right to terminate the contract by written notice to the other party, without compensation, provided the other party is informed.

5.6 Structuring quality of knowledge provided by the Client

The relevance and reliability of the responses generated by Polaria Tech's artificial intelligence chatbot depend in part on the quality of the knowledge base created and maintained by the Client. Since the technology used (notably RAG — Retrieval-Augmented Generation) indexes and utilizes the content provided by the Client, the consistency, accuracy, and organization of this content directly determine the quality of the responses produced.

Consequently, Polaria Tech cannot be held liable for insufficient, erroneous, incomplete, or unsuitable results provided by the chatbot when such malfunctions result, in whole or in part, from knowledge provided by the Client that is not correctly structured and organized. A knowledge base that does not use distinct heading levels (first-level headings, second-level headings, etc.) to allow the AI system to identify, segment, and retrieve information relevantly is considered insufficiently structured.

It is the Client's responsibility to ensure that the documents, files, and content integrated into the knowledge base comply with best practices for document structuring.

In this regard, Polaria Tech may, at the Client's request, provide advice and recommendations regarding these best practices, without this constituting an obligation for systematic support.

If these best practices are not followed, Polaria Tech cannot be held liable for the quality of the responses generated by the chatbot, nor for any consequences that may arise for the Client or its end users.

5.7 Obligation of means: deadlines and performance of artificial intelligence solutions

Polaria Tech is bound only by an obligation of means in the performance of its services. Unless otherwise expressly agreed between the Parties, Polaria Tech does not commit to firm delivery deadlines.

Due to the evolving, probabilistic, and non-deterministic nature of generative artificial intelligence technologies, as well as the impossibility of precisely determining the client's requirements regarding results (particularly concerning responses provided by a chatbot) during the pre-contractual phase, Polaria Tech cannot guarantee the achievement of specific results or adherence to mandatory deadlines.

Polaria Tech nevertheless strives, as far as possible, to meet the indicative deadlines agreed upon with the client and to use all reasonable efforts to achieve the defined objectives.

The client specifically acknowledges and agrees that:

- the performance of generative artificial intelligence systems cannot guarantee a 100% satisfaction or accuracy rate;

- results may vary based on numerous factors, including the quality of data provided by the client, specific use cases, and necessary adjustments made during the project;

- deployment timelines may be affected by the maturity level of the client's information system, as well as by technical constraints or unforeseen adaptation needs.

Consequently, no delay or deviation from estimated timelines shall render Polaria Tech liable, provided that it has implemented all reasonable means to fulfill its obligations, unless otherwise expressly agreed between the Parties.

6. Termination Conditions and Dispute Resolution

6.1 Termination at Maturity (End of Subscription)

The Client may decide not to renew their subscription at the end of the initial period or any renewal period. To do so, they must notify Polaria Tech of their decision to terminate at least three (3) months before the expiry date of the current subscription. This notification must be made in writing, preferably by registered letter with acknowledgment of receipt or by any written means that provides proof of the date of receipt. If this notice period is respected, the contract will end on the expiry date of the current subscription, without fees or penalties for the Client (subject to payment of any sums due up to that date). In the absence of notification within the allotted time, the subscription will be automatically renewed according to the terms of Article 3.3, and the Client will be liable for payment for the new subscription period.

6.2 Early Termination for Breach

In the event of a serious breach by either party of its contractual obligations that remains unremedied for a period of thirty (30) calendar days following receipt of a formal notice sent by the other party, the injured party may notify the other of the automatic termination of the contract, without prejudice to any damages it may claim. A serious breach by the Client includes, but is not limited to, non-payment of invoices overdue by more than thirty (30) days or violation of the intellectual property clauses (Article 4) or the lawful use of Services clauses (Article 2.4). Similarly, a serious breach by Polaria Tech could be, for example, the complete unavailability of the Services for an abnormally long period without a valid reason. Termination for breach does not affect Polaria Tech's right to claim payment for services already provided up to the effective date of termination.

6.3 Consequences of Contract Termination

Upon termination of the contract (for any reason), the Client's access to the Services will be deactivated on the effective end date of the subscription. It is the Client's responsibility to export any data stored within the Services before this date, should they wish to do so. Polaria Tech may delete or render inaccessible the Client's data stored on its servers after a certain period following the end of the contract (e.g., 30 days), unless otherwise required by law. Upon the Client's express request made before the end of the contract, Polaria Tech may provide the Client with a copy of their data in a standard format, provided that such request is reasonable and technically feasible. Polaria Tech shall not be required to retain the Client's data indefinitely after the end of the contract in the absence of a specific agreement.

6.4 Governing Law and Jurisdiction

These General Terms and Conditions and the contract concluded between Polaria Tech and the Client are governed by French law. In the event of a dispute regarding the performance or interpretation of these terms, the parties shall endeavor to find an amicable solution within a reasonable timeframe. In the absence of an amicable agreement, exclusive jurisdiction is granted to the competent courts within the jurisdiction of Polaria Tech's registered office, unless otherwise provided by mandatory law. This jurisdiction clause applies provided that the Client is acting in a professional capacity; if the Client is a consumer within the meaning of the Consumer Code (a scenario normally excluded in the context of Polaria Tech's professional Services), they may choose to bring the matter before one of the courts with territorial jurisdiction under the Code of Civil Procedure.

7. Personal Data Protection

Polaria Tech attaches great importance to the protection of personal data and commits to complying with applicable regulations, in particular Regulation (EU) 2016/679 of April 27, 2016 (GDPR) and the amended French Act No. 78-17 of January 6, 1978 (known as the Data Protection Act).

7.1 Data Processed and Purposes

In the course of providing the Services, Polaria Tech may process personal data concerning the Client and/or users of the Services. This data may include, in particular:

   For the management of the contractual relationship with the Client (Polaria Tech acting as data controller): names, first names, professional contact details (email, telephone, job title) of the Client's points of contact, account login information, and billing and payment data. This data is used for customer account management, service provision, billing, technical support, and communication regarding the contract or the Services.
   For the actual use of the Services (Polaria Tech acting as a data processor on behalf of the Client): data that the Client or its end users enter, communicate, or generate via the chatbot or collaborative messaging system. This may include the content of exchanged messages, information provided by an end user to the chatbot (e.g., a support request containing contact details or technical data), etc. This data is processed by Polaria Tech solely on behalf of the Client in order to execute the requested Service (answering questions, routing messages, etc.).

7.2 Roles of the Parties (Data Controller and Data Processor)

For personal data collected directly by Polaria Tech from the Client as a supplier (e.g., the Client's administrative data, platform user management), Polaria Tech acts as the data controller. In this capacity, Polaria Tech determines the purposes and means of such processing, which are exclusively related to the proper performance of this contract and compliance with its legal obligations (bookkeeping, customer account management, etc.).

Regarding personal data processed by Polaria Tech in the context of the Client's use of the Services (notably data of the Client's end users passing through the chatbot or messaging system), the Client acts as the primary data controller, and Polaria Tech acts as a data processor within the meaning of the GDPR. Polaria Tech only processes such data based on the Client's instructions and solely for the purpose of technically providing the Service. Polaria Tech commits to not using this data for any other purpose, to maintaining its confidentiality, and to implementing appropriate security measures to prevent unauthorized access or alteration.

7.3 Personal Data Retention

Personal data collected and processed by Polaria Tech in the context of contract management ("Client" data) is kept for the duration of the contractual relationship, plus the applicable legal limitation period (in principle 5 years) to allow Polaria Tech to defend its rights in the event of a dispute. Data processed on behalf of the Client via the Services (content of exchanges, etc.) is kept by Polaria Tech for the time necessary to provide the Service and potentially for a limited period after the end of the contract, in accordance with Article 6.3 hereof, unless otherwise instructed by the Client or required by a specific legal obligation.

7.4 Data subject rights

In accordance with personal data regulations, individuals whose data is processed by Polaria Tech have the following rights regarding their data:

   Right of access: the right to obtain confirmation that personal data concerning them is being processed and to receive a copy thereof, as well as certain information about the processing carried out;
Right to rectification: the right to request the correction of inaccurate or incomplete personal data;
Right to erasure (right to be forgotten): the right to request the deletion of their personal data, within the limits provided by law (e.g., this right may be refused if the data must be kept to comply with a legal or contractual obligation);
Right to object: the right to object, for reasons relating to their particular situation, to the processing of personal data concerning them when the processing is based on the legitimate interest of Polaria Tech. They may also object to direct marketing at any time, if applicable;
Right to restriction: the right to request the freezing of data processing in certain situations (e.g., while a dispute over the accuracy of the data is being resolved);
Right to portability: the right, in certain cases, to receive the personal data provided to Polaria Tech in a structured, commonly used, and machine-readable format, or to request that Polaria Tech transmit this data to another controller where technically feasible.

To exercise these rights, the data subject may send their request to the following address: dpo@polaria.ai. Polaria Tech may request proof of identity if necessary and undertakes to respond within the legal timeframes (one month, extendable if necessary). Furthermore, every person has the right to lodge a complaint with the competent supervisory authority (in France, the CNIL) if they believe their rights are not being respected.

7.5 Security and confidentiality

Polaria Tech implements appropriate technical and organizational security measures to ensure the confidentiality and integrity of personal data processed in the context of the Services. This includes, but is not limited to, data access control, encryption of certain sensitive data, communication security protocols, and backup procedures. In the event of a personal data breach (within the meaning of the GDPR) affecting the processed data, Polaria Tech will notify the Client as soon as possible and provide them with the necessary information and reasonable assistance to enable the Client to notify this incident to the competent data protection authority and, if necessary, to the data subjects.

7.6 Sub-processing and data transfers

The Client is informed that Polaria Tech may use sub-processors (technical service providers, hosting providers, etc.) for data hosting or the provision of certain Service features. Polaria Tech undertakes to use only sub-processors that provide sufficient guarantees regarding the protection of personal data and to subject them by contract to the same obligations as those provided for in this clause. In the event that personal data is transferred outside the European Union, Polaria Tech will ensure that such transfer is governed by the appropriate legal mechanisms provided for by regulations (e.g., European Commission standard contractual clauses, binding corporate rules, transfer to a country with an adequacy decision, etc.) to ensure a sufficient level of protection.

8. Final provisions

8.1 Entire agreement

These Terms and Conditions, supplemented where applicable by the specific conditions and the purchase order or quote signed by the Client, constitute the entire agreement between the parties regarding the subject matter of the contract. They prevail over any prior document or agreement, written or oral, relating to the same subject matter.

8.2 Evolution of the Terms and Conditions

Polaria Tech reserves the right to modify or update these Terms and Conditions. In the event of a material change, the Client will be informed by any appropriate means (e.g., notification on the Polaria Tech website, email, or mention on the invoice) at least thirty (30) days before the new terms come into effect. If the Client does not accept these changes, they may terminate their subscription under the conditions of Article 6.1 before the new Terms and Conditions apply. In the absence of termination, the new Terms and Conditions will be applicable from the indicated date.

8.3 Partial invalidity

If any provision of these Terms and Conditions is declared null, illegal, or unenforceable by a final court decision, that provision shall be deemed deleted without affecting the validity of the other provisions, which shall remain in full force and effect. The parties shall then endeavor to negotiate in good faith a valid replacement provision that reflects the original intent.

8.4 Non-waiver

The failure of either party to require strict performance of any provision of the contract at any time shall not be considered a permanent waiver of that provision. Each party may at any time thereafter demand strict compliance with all agreed obligations and conditions.

8.5 Relationship between the parties

Nothing in these Terms and Conditions shall be construed as creating a de facto partnership, association, joint venture, agency agreement, or any relationship of subordination between the parties, other than the supplier-client relationship provided for in the contract. The Client acts in its own name and on its own behalf, without the power to bind Polaria Tech to third parties, except with the express prior authorization of the latter.