PanOph Image Collaborator Program - Terms & Conditions

1. Ownership and Authorization

Contributors represent and warrant that all submitted content is owned by them, created by them, captured by them, or submitted with appropriate authorization from the rightful owner. Contributors must have full authority to upload the content and grant PanOph the rights described in these Terms & Conditions.

2. Contributor Eligibility

Contributors must be at least 18 years old to participate. Contributors are responsible for ensuring that submission does not violate any applicable professional, institutional, clinic, hospital, workplace, contractual, or legal obligation.

3. Patient Privacy, Deidentification, and Consent

Contributors are solely responsible for ensuring that all submitted content complies with applicable privacy, confidentiality, ethical, institutional, and legal requirements. Patient-identifiable information must be removed, masked, or anonymized before upload, including names, initials, patient IDs, registration numbers, dates of birth, contact details, report headers or footers, QR codes, barcodes, device labels, institution labels, DICOM or EXIF metadata, and any face, periocular, tattoo, scar, or other feature that could reasonably identify a patient.

Where a patient may remain reasonably identifiable, or where an institution, clinic, hospital, or applicable law requires consent, contributors must obtain the necessary consent or authorization before submission and use of the content.

4. Contributor Account and Program Data

PanOph may collect and process contributor account and program data, including name, email address, professional title, designation, degree, place of work, uploaded content, upload metadata, review status, rejection reasons, approved image counts, and access grant records. This information may be used to verify contributor identity, manage submissions, conduct review, communicate decisions, maintain program records, apply access grants, prevent misuse, and comply with legal or operational requirements. PanOph may use trusted infrastructure, hosting, storage, authentication, analytics, and communication providers to operate the program.

The PanOph Privacy Policy linked on the site provides additional information about data handling. Contributors may request correction, deletion or erasure, withdrawal where applicable, or grievance redressal by contacting support@panoph.com. Data-rights requests do not automatically revoke licenses already granted for approved content, except where required by applicable law or agreed by PanOph. PanOph may retain records where required for security, audit, legal compliance, dispute handling, fraud prevention, or platform operations.

5. Content Quality Standards

Submitted content should be educationally relevant, technically adequate, authentic, and suitable for ophthalmic teaching purposes. PanOph reserves the right to reject content that is duplicated, low-quality, incomplete, misleading, irrelevant, improperly anonymized, or otherwise unsuitable.

6. Review, Approval, and Rejection of Submissions

All submissions undergo review by the PanOph team. Approval of any submission is solely at the discretion of PanOph and may be based on factors including originality, educational value, relevance, quality, authenticity, deidentification, and suitability for the platform.

PanOph may approve, reject, remove, or discontinue use of any submitted content. When a submission is rejected, PanOph will provide a brief reason for rejection. Submission of content does not create any obligation on the part of PanOph to approve, publish, use, or credit such content.

The decision of PanOph regarding review, approval, rejection, removal, or use of submitted content shall be final.

7. Approved Images and Access Grants

Only images approved by PanOph count toward Image Collaborator Program access grants. Rejected images, duplicate submissions, deleted submissions, and noncompliant submissions do not count. Images later removed for breach may be excluded from future approved-image counts. Where PanOph determines that an access grant depended on a specific image obtained through breach, fraud, misrepresentation, privacy violation, copyright violation, or other noncompliance, PanOph may adjust or revoke only the image-derived access affected by that image. PanOph may take broader account or program action for repeated, intentional, fraudulent, unlawful, or serious misuse of the Image Collaborator Program.

Approved image counts unlock access automatically and upward-only under the current program: 5 approved images unlock PanOph Core lifetime access, 15 approved images unlock PanOph Clinical lifetime access, and 25 approved images unlock PanOph Complete lifetime access. If a contributor later reaches a higher approved image count, the access grant may automatically move upward to the higher tier. Lifetime access means access for the lifetime of the relevant PanOph base-tier service and the contributor's account, subject to continued availability of the service, account standing, compliance with these Terms & Conditions, and PanOph's general platform terms.

These access grants apply only to the stated PanOph base tiers. Add-ons, separate modules, third-party products, institution plans, or features outside those tiers are not included unless PanOph expressly states otherwise.

8. Review License for Submitted Content

By uploading content, contributors grant PanOph a limited, worldwide, non-exclusive license to receive, upload, store, back up, process, preview, review, moderate, secure, and maintain records of the submitted content for Image Collaborator Program purposes. This limited review license applies to pending and rejected submissions.

Rejected submissions will not be used as approved teaching content, but PanOph may retain, archive, or delete them as needed for audit, security, legal, privacy, abuse-prevention, or operational purposes.

9. Usage Rights for Approved Content

For content approved by PanOph, contributors grant PanOph a perpetual, irrevocable, worldwide, non-exclusive license to use, reproduce, store, archive, edit, annotate, modify, adapt, publish, distribute, display, and incorporate the approved content into PanOph educational materials, courses, websites, mobile applications, presentations, publications, contributor recognition, and educational platform content.

PanOph will not treat approved images as a standalone stock-image library, sell them as standalone stock images, or license them to third parties as standalone image assets. Use of approved content may include PanOph educational content, academic content, platform content, contributor recognition, and PanOph educational or platform-related promotional material, including social media.

10. Right to Modify and Repurpose Content

For approved content, PanOph may crop, resize, annotate, watermark, label, organize, translate, combine, or otherwise modify the content for educational, academic, platform, or operational purposes.

11. Contributor Recognition

PanOph may provide contributor recognition for approved submissions. The provision, format, placement, frequency, and visibility of such recognition shall remain solely at PanOph's discretion.

12. No Guarantee of Publication or Usage

Approval of submitted content does not guarantee that the content will be published, displayed, credited, featured, or used in any PanOph product, service, publication, or platform.

13. AI-Generated Content Restriction

PanOph does not accept AI-generated clinical images or substantially AI-generated educational images as part of the Image Collaborator Program. Self-made diagrams, illustrations, flowcharts, and teaching material are permitted when they are original work created by the contributor. Minor formatting, cropping, cleanup, labeling, or non-generative editing does not by itself make original content AI-generated.

PanOph may request clarification or disclosure where practical and reserves the right to reject any submission suspected to be generated wholly or substantially using artificial intelligence tools.

14. Verification of Authenticity

PanOph may request reasonable supporting information to verify ownership, authorization, authenticity, deidentification, or consent where needed. Contributors should not send patient-identifiable material unless PanOph provides a secure method and appropriate authorization exists.

15. Non-Transferability of Access Privileges

Any access privileges, collaborator status, or other program privileges granted under this program are personal to the selected contributor and may not be transferred, assigned, shared, or sublicensed to any third party.

16. Removal, Disqualification, and Revocation

PanOph may reject submissions, remove affected content, remove contributor recognition for affected content, discontinue use of affected approved content, adjust or revoke image-derived access affected by noncompliant images, or terminate participation where a contributor breaches these Terms & Conditions, submits fraudulent or misleading content, violates copyright, privacy, confidentiality, consent requirements, institutional policies, or applicable laws, or otherwise misuses the Image Collaborator Program.

17. Indemnification

Contributors agree to indemnify and hold harmless PanOph, its founders, employees, affiliates, representatives, successors, and assigns against claims, disputes, liabilities, damages, costs, losses, or legal expenses arising from the contributor's breach of these Terms & Conditions, misrepresentation, unauthorized submission, copyright infringement, privacy or confidentiality violation, consent failure, institutional policy violation, or unlawful conduct connected with submitted content.

18. Program Modification or Discontinuation

PanOph may prospectively modify, suspend, replace, restrict, or discontinue the Image Collaborator Program, its eligibility criteria, access thresholds, review process, or associated policies. Access grants already earned through approved image counts will not be downgraded solely because PanOph later changes program thresholds, subject to account standing, service availability, and compliance with these Terms & Conditions.

19. No Employment or Partnership Relationship

Participation in this program does not create any employment, consultancy, agency, partnership, joint venture, ownership, fiduciary, or other legal relationship between the contributor and PanOph.

20. Representation of Originality and Accuracy

Contributors represent and warrant that submitted content is original, authentic, accurate to the best of their knowledge, and not knowingly fabricated, manipulated, falsified, or misrepresented in a manner that could mislead users of the platform.

21. No Obligation to Return or Retain Content

PanOph shall have no obligation to return, preserve, store, maintain, or retain submitted content files and may archive, remove, or delete submissions at its discretion. Contributors may request removal of submitted content by contacting PanOph, but removal requests do not automatically revoke licenses already granted for approved content, except where required by applicable law or agreed by PanOph. PanOph may retain submission metadata, review decisions, access-grant records, compliance records, and audit records even if submitted content files are deleted.

22. Program Operator and Contact

The Image Collaborator Program is operated by PanOph, the operator of panoph.com and images.panoph.com. Questions, formal notices, data-rights requests, grievances, or concerns about these Terms & Conditions, contributor data, or submitted content may be sent to support@panoph.com unless PanOph publishes a different notice address in the Privacy Policy or site footer.

23. Governing Law and Jurisdiction

These Terms & Conditions shall be governed by and construed in accordance with the laws of India. Any dispute arising from or relating to this program shall be subject to the exclusive jurisdiction of the courts of Delhi, India.

24. Electronic Acceptance of Terms

By registering for the program, accepting the terms in the contributor app, uploading content, or otherwise participating in the PanOph Image Collaborator Program, contributors acknowledge that they have read, understood, and electronically accepted these Terms & Conditions.