AcademicPilot
Effective September 6, 2026 · Version 2026-09-06-v2
Terms of Service
These Terms govern AcademicPilot accounts, AI-assisted graduate application tools, and one-time purchases of AI credits.
AcademicPilot sells one-time credit packs. There is no subscription, automatic renewal, or automatic top-up. Unused credits may be refunded within 7 days of purchase under Section 7.
1. Introduction and acceptance
AcademicPilot is operated by 海口龙华区沃展铭信息咨询工作室（个体工商户）, an individually owned business registered under the laws of the People's Republic of China with its registered business location at 海南省海口市龙华区龙桥镇昌荣村60号215室 (Room 215, No. 60, Changrong Village, Longqiao Town, Longhua District, Haikou, Hainan, China) ("AcademicPilot," "we," "us," or "our").
These Terms of Service ("Terms") govern your access to and use of AcademicPilot at https://academicpilot.com (the "Service"). By creating an account, purchasing credits, or using the Service, you confirm that you are at least 18 years old, have read and accepted these Terms and our Privacy Policy, and have authority to enter into this agreement for yourself or any organization you represent. If you do not agree, do not use the Service.
2. Service description
2.1 What AcademicPilot provides
AcademicPilot is an AI-powered software-as-a-service platform that helps users research prospective academic advisors and admissions requirements, track applications, prepare academic CVs, and draft personalized academic outreach. The Service is a digital, intangible product delivered over the internet.
2.2 Immediate digital delivery
Account access and purchased credits are made available after successful payment confirmation. Refunds are therefore subject to the specific conditions in Section 7.
2.3 Third-party AI services
The Service currently uses OpenAI models. Performance and availability may be affected by third-party systems. We may change providers or models while maintaining substantially similar functionality.
3. Accounts
You must provide accurate information, keep your credentials confidential, maintain access to your billing email, and notify support@academicpilot.com promptly of suspected unauthorized use. You are responsible for activity under your account. Login credentials may not be shared, resold, or used to bypass account or credit controls.
4. Credits and credit packs
AcademicPilot uses credits to meter AI actions. Available credit packs, prices, and the credit cost of each action are displayed on the Pricing page or in the account interface before purchase or use. Credits are a limited, non-cash service entitlement. They are non-transferable, cannot be redeemed for cash, and have no value outside the Service.
Purchased credits remain valid for at least 12 months from purchase unless a longer period is shown at checkout. We will provide reasonable notice before expiring a purchased balance. Free or promotional credits may have separate eligibility, anti-abuse, and expiration rules disclosed when granted.
5. Billing and payment
5.1 One-time authorization
Each credit-pack purchase is a separate, one-time transaction. By confirming checkout, you authorize the amount and currency displayed at checkout. AcademicPilot does not currently offer subscriptions, automatic renewal, or automatic credit top-ups.
5.2 Payment processor and taxes
Checkout and payment-card processing are provided by Waffo Pancake. AcademicPilot does not receive or store full payment-card numbers. Applicable taxes and the final amount are shown at checkout and handled as stated by the payment processor.
6. Credit use and account termination
Credits are deducted when an AI action is accepted for processing. When the Service detects a failed request before useful completion, the associated credits are normally restored automatically. You can review recent credit activity from your account page.
If you ask us to delete your account, access to unused credits ends when deletion is completed. Contact support before deletion if you believe you qualify for a refund. If we terminate the Service for reasons unrelated to your breach, fraud, or legal requirements, we will provide a proportionate refund or equivalent remedy for eligible unused purchased credits.
7. Refund policy
- Unused purchase within 7 days: a credit pack may be refunded in full when requested within 7 days of purchase and none of the credits from that purchase have been consumed.
- Consumed credits: purchases are not refundable after any credits from that pack have been used, except where mandatory law requires otherwise.
- Duplicate or erroneous charge: a verified duplicate or billing error will be refunded in full.
- Mandatory consumer rights: rights that cannot lawfully be excluded remain unaffected. Where use begins during a statutory withdrawal period at your request, applicable law may permit a deduction for the digital service already supplied.
Request a refund from your registered email address at support@academicpilot.com and include the transaction ID and reason. We aim to acknowledge requests within 2 business days and submit approved refunds to the original payment method within 5 business days. Your bank or payment provider may require additional processing time.
8. Billing disputes
If you believe a charge is incorrect, contact support@academicpilot.com before initiating a bank dispute. Include your account email and transaction ID. We aim to respond within 2 business days and resolve confirmed billing errors within 5 business days.
9. User content and AI output
You retain your rights in content you submit and, subject to applicable law and third-party rights, in output generated for you. You grant us a limited, non-exclusive license to process your input only as necessary to provide, secure, and troubleshoot the requested Service. We do not use your submitted CV, research, advisor, or outreach content to train our own AI models.
AI output can be incomplete, inaccurate, or outdated. You must verify advisor identities, research claims, citations, admissions requirements, deadlines, and messages before relying on or sending them. AcademicPilot does not guarantee admission, funding, supervision, response rates, or any academic outcome.
10. Acceptable use
You may use the Service only for lawful academic research, application preparation, and related personal productivity. You must not use it to:
- send spam, deceptive bulk outreach, harassment, defamatory material, or fraudulent applications;
- impersonate another person or misrepresent qualifications, publications, identity, or research;
- generate unlawful, hateful, exploitative, sexually abusive, violent, phishing, malware, or attack content;
- infringe intellectual-property, confidentiality, publicity, or privacy rights;
- bypass security, registration, payment, rate, or credit controls;
- systematically scrape or extract the Service or its outputs to build, benchmark, train, fine-tune, or distill a competing AI or machine-learning product;
- resell access without our prior written permission; or
- violate applicable laws, regulations, university policies, or payment-network rules.
11. Data, privacy, and security
Our handling of personal information is described in the Privacy Policy. Payment-card data is processed by Waffo Pancake and is not stored on AcademicPilot servers. Your locally saved CV versions, advisor lists, admissions records, application tracker records, and outreach drafts remain in the browser in which you created them unless you export or remove them.
12. Disclaimers and limitation of liability
To the maximum extent permitted by law, the Service is provided "as is" and "as available," without warranties of merchantability, fitness for a particular purpose, uninterrupted availability, or accuracy of AI output. The Service is not legal, immigration, financial, or admissions advice.
To the maximum extent permitted by law, we are not liable for indirect, incidental, consequential, special, exemplary, or punitive loss. Our aggregate liability arising from the Service will not exceed the amount you paid to us during the 12 months before the event giving rise to the claim. Nothing in these Terms excludes liability or consumer rights that cannot lawfully be excluded.
13. Suspension, termination, and deletion
We may restrict or terminate an account for material breach, abuse, fraud, security risk, nonpayment, or legal requirements. You may request account deletion at any time through support@academicpilot.com. Records that must be retained for payment, tax, fraud prevention, dispute resolution, or legal compliance may be retained as described in the Privacy Policy.
14. Governing law and disputes
These Terms are governed by the laws of the People's Republic of China. Before starting formal proceedings, contact support@academicpilot.com so we can attempt an informal resolution. Subject to mandatory consumer protections, disputes shall be submitted to a court with jurisdiction in Haikou, Hainan, China.
15. Changes to these Terms
We may update these Terms as the Service, law, or business model changes. For material changes, we will provide at least 14 days' advance notice by registered email or a prominent in-product notice where reasonably practicable. The effective date and version appear at the top. Continued use after the effective date constitutes acceptance where permitted by law.
16. Contact
海口龙华区沃展铭信息咨询工作室（个体工商户）AcademicPilot support, billing, refunds, legal, privacy, and security: support@academicpilot.com
Registered business location: 海南省海口市龙华区龙桥镇昌荣村60号215室 (Room 215, No. 60, Changrong Village, Longqiao Town, Longhua District, Haikou, Hainan, China)
Website: https://academicpilot.com