Terms and Conditions

1. Introduction and Acceptance

Welcome to Voicemize. These Terms and Conditions (“Terms”) govern your access to and use of the Voicemize platform (the “Service”), an AI-powered application that transforms spoken conversations into clear, structured, and actionable information.

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service. If you are using Voicemize on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

2. Definitions

• “Voicemize,” “we,” “us,” or “our” refers to the Voicemize platform and its operator, Voicemize AI.
• “User,” “you,” or “your” refers to any individual or entity that accesses or uses the Service.
• “Organization” refers to a company, team, or group account (also referred to as a “Tenant”) created on the platform.
• “Content” refers to any audio recordings, transcriptions, knowledge outputs, documents, images, or other materials you upload, generate, or store through the Service.
• “Knowledge Outputs” refers to AI-generated results derived from your conversations, including but not limited to summaries, meeting minutes, key decisions, action items, client requirements, and software features.

3. Eligibility

3.1 You must be at least 16 years of age to use the Service.

3.2 By using the Service, you represent that you have the legal capacity to enter into a binding agreement and that you are not prohibited from using the Service under applicable laws.

4. Account Registration and Security

4.1 To use the Service, you must create an account by providing accurate and complete information, including your name, email address, and a secure password, or by signing in through a supported social login provider (e.g., Google or Apple).

4.2 You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

4.3 You must immediately notify us if you suspect any unauthorized access to or use of your account.

4.4 We reserve the right to suspend or terminate accounts that contain inaccurate information or that violate these Terms.

4.5 Each user must maintain only one account. Creating multiple accounts for the same individual is not permitted.

5. Organizations and Team Membership

5.1 Users may create or be invited to join an Organization. The user who creates an Organization is designated as its owner and administrator.

5.2 Organization administrators may invite other users via email, assign roles, and manage team member permissions.

5.3 Access to conversations, projects, and knowledge outputs within an Organization is governed by the roles and permissions assigned by the Organization's administrator.

5.4 Organization administrators are responsible for managing their team members and ensuring that all users within their Organization comply with these Terms.

5.5 We reserve the right to suspend or deactivate an Organization that violates these Terms.

6. Use of the Service

6.1 Voicemize allows you to:

• Upload or record audio from meetings, calls, and discussions
• Transcribe spoken conversations into text in multiple languages, including Arabic and English
• Generate AI-powered knowledge outputs such as meeting minutes, summaries, key decisions, action items, client requirements, and software features
• Organize conversations into projects
• Track how ideas and decisions evolve across multiple meetings
• Share outcomes with team members within your Organization

6.2 You agree to use the Service only for lawful purposes and in accordance with these Terms.

6.3 You must not:

• Upload, record, or process any content that is illegal, harmful, threatening, abusive, defamatory, obscene, or otherwise objectionable
• Record or transcribe conversations without the knowledge and consent of all parties involved, where required by applicable law
• Use the Service to infringe upon the intellectual property, privacy, or other rights of any third party
• Attempt to reverse engineer, decompile, or disassemble any part of the Service
• Use automated tools, bots, or scripts to access the Service in a manner not expressly authorized by us
• Circumvent or manipulate usage limits, subscription restrictions, or security features
• Share your account credentials with others or allow unauthorized users to access the Service through your account
• Use the Service to process sensitive personal data (e.g., medical, financial, or legal recordings) unless you have all necessary consents and authorizations
• Interfere with or disrupt the integrity or performance of the Service

7. Content and Intellectual Property

7.1 Your Content: You retain all ownership rights to the audio recordings, transcriptions, and other content you upload to or create through the Service. By using the Service, you grant us a limited, non-exclusive license to process your content solely for the purpose of providing the Service to you.

7.2 Knowledge Outputs: AI-generated knowledge outputs (summaries, action items, decisions, etc.) derived from your content are owned by you. We do not claim any ownership of the outputs generated from your conversations.

7.3 Our Intellectual Property: The Service, including its design, features, functionality, algorithms, branding, and underlying technology, is and remains the exclusive property of Voicemize. Nothing in these Terms grants you any rights to our intellectual property other than the limited right to use the Service as described herein.

7.4 Feedback: If you provide us with suggestions, ideas, or feedback regarding the Service, you grant us the right to use such feedback without restriction or obligation to you.

8. File Upload Restrictions

8.1 The following file types and size limits apply when uploading content to the Service:

• Documents: PDF files, up to 5 MB per file
• Images: JPG, JPEG, and PNG files, up to 5 MB per file
• Videos: MP4, MOV, AVI, WMV, and MKV files, up to 50 MB per file

8.2 We reserve the right to reject or remove files that do not comply with these restrictions or that contain prohibited content.

9. Subscription Plans and Billing

9.1 Voicemize offers the following subscription plan tiers:

• Trial: A free trial plan with limited features and usage, intended for evaluation purposes
• Starter: An entry-level paid plan designed for individuals
• Pro: A professional plan designed for small teams
• Business: A plan designed for growing organizations with expanded capabilities

9.2 Each plan includes specific limits on:

• Monthly transcription minutes
• Number of team members within an Organization
• Ability to regenerate knowledge outputs from transcriptions
• Other features as described on our pricing page

9.3 Subscriptions may be billed on a monthly or yearly basis. Yearly billing typically includes a discount compared to monthly billing.

9.4 Payment is processed through our payment provider. By subscribing to a paid plan, you authorize us to charge your selected payment method at the beginning of each billing cycle.

9.5 You may save payment methods for convenience. We store only tokenized card information (last four digits, card brand, and card type). We never store full card numbers.

9.6 You may enable or disable auto-renewal for your subscription. If auto-renewal is enabled, your subscription will automatically renew at the end of each billing period unless cancelled before the renewal date.

10. Trial Period

10.1 New Organizations may be eligible for a free trial period. The trial provides limited access to the Service's features.

10.2 At the end of the trial period, your subscription will expire unless you subscribe to a paid plan.

10.3 We reserve the right to modify or discontinue the trial offering at any time without prior notice.

11. Cancellation and Refunds

11.1 You may cancel your subscription at any time. Upon cancellation, you will continue to have access to the Service until the end of your current billing period.

11.2 Cancellations take effect at the end of the current billing period.

11.3 All payments are final and non-refundable. Once a payment has been processed, no refunds will be issued under any circumstances, including but not limited to:

• Unused time remaining in your billing cycle
• Partial use of your subscription plan's features or usage limits
• Dissatisfaction with the Service
• Accidental purchases or renewals
• Failure to cancel before an auto-renewal date

11.4 It is your responsibility to cancel your subscription before the next billing cycle if you do not wish to be charged. We recommend disabling auto-renewal in advance if you intend to discontinue the Service.

11.5 If your payment fails and is not resolved within a reasonable period, your subscription may be suspended or downgraded.

11.6 We reserve the right to cancel or suspend your subscription if you violate these Terms.

12. Usage Limits

12.1 Each subscription plan includes a monthly allowance of transcription minutes and other usage limits. Usage is tracked and reset at the beginning of each billing cycle.

12.2 If you exceed your plan's usage limits, you may be unable to use certain features until your limits reset or until you upgrade to a higher plan.

12.3 We reserve the right to modify usage limits for any plan with reasonable prior notice.

13. Availability and Service Levels

13.1 We strive to maintain the Service's availability at all times but do not guarantee uninterrupted or error-free operation.

13.2 The Service may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond our control.

13.3 Transcription and AI-powered knowledge extraction are provided on a best-effort basis. Accuracy may vary depending on audio quality, language, accents, background noise, and other factors.

13.4 We are not liable for any inaccuracies in transcriptions or knowledge outputs. You are responsible for reviewing and verifying all outputs before relying on them for decisions or actions.

14. Privacy and Data Protection

14.1 Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your information.

14.2 You are responsible for ensuring that you have the necessary consents and legal basis to record, upload, and process any conversations through the Service, particularly where the conversations involve other individuals.

14.3 We implement appropriate technical and organizational measures to protect your data, including encryption, role-based access control, and secure payment processing.

15. Consent for Recording

15.1 Many jurisdictions require consent from all parties before a conversation can be recorded. You are solely responsible for obtaining all necessary consents before recording or uploading any conversation to the Service.

15.2 Voicemize is not liable for any legal consequences arising from your failure to obtain proper consent before recording.

16. Limitation of Liability

16.1 To the fullest extent permitted by applicable law, Voicemize and its officers, directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill.

16.2 Our total aggregate liability for any claims arising out of or related to the Service shall not exceed the total amount you have paid to us in the twelve (12) months preceding the claim.

16.3 We are not responsible for:

• Errors, inaccuracies, or omissions in transcriptions or AI-generated knowledge outputs
• Decisions made based on the Service's outputs
• Loss or corruption of your content due to circumstances beyond our reasonable control
• Unauthorized access to your account resulting from your failure to protect your credentials

17. Disclaimer of Warranties

17.1 The Service is provided on an “AS IS” and “AS AVAILABLE” basis without warranties of any kind, whether express or implied.

17.2 We disclaim all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

17.3 We do not warrant that transcriptions or AI-generated outputs will be complete, accurate, or suitable for any specific purpose.

18. Indemnification

You agree to indemnify, defend, and hold harmless Voicemize and its officers, directors, employees, and affiliates from and against any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising from:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any applicable law or third-party rights
• Content you upload, record, or process through the Service
• Your failure to obtain proper consent for recording conversations

19. Termination

19.1 We may suspend or terminate your access to the Service at any time, with or without cause, and with or without notice, if we believe you have violated these Terms.

19.2 You may delete your account at any time. Upon deletion, your personal data will be handled in accordance with our Privacy Policy.

19.3 Upon termination:

• Your right to use the Service ceases immediately
• Your content may be deleted after a reasonable retention period
• Any outstanding payment obligations remain due
• Sections of these Terms that by their nature should survive termination (including Limitation of Liability, Disclaimer of Warranties, and Indemnification) will continue to apply

20. Modifications to the Service and Terms

20.1 We reserve the right to modify, update, or discontinue any feature of the Service at any time without prior notice.

20.2 We may update these Terms from time to time. We will notify you of material changes by updating the “Last Updated” date at the top and, where appropriate, through a notification in the Service.

20.3 Your continued use of the Service after any changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service.

21. Governing Law and Dispute Resolution

21.1 These Terms shall be governed by and construed in accordance with applicable international laws and regulations.

21.2 Any disputes arising out of or in connection with these Terms or the Service shall be resolved through good-faith negotiation. If the dispute cannot be resolved through negotiation, it shall be submitted to binding arbitration or the competent courts as determined by applicable law.

22. General Provisions

22.1 Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and Voicemize regarding your use of the Service.

22.2 Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

22.3 Waiver: Our failure to enforce any right or provision of these Terms shall not be deemed a waiver of that right or provision.

22.4 Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

22.5 Force Majeure: We shall not be liable for any failure or delay in performing our obligations where such failure or delay arises from circumstances beyond our reasonable control, including natural disasters, war, government actions, power failures, or internet disruptions.

23. Contact Us

If you have any questions or concerns about these Terms, please contact us at: voicemize@gmail.com