1. Acceptance of Terms:
There must be a statement that use of the service constitutes acceptance of the terms and conditions.
2. User Responsibilities:
Expectations for user conduct, including prohibitions against abusive or unlawful behaviour.
Requirement to comply with applicable laws and regulations.
Responsibilities for the accuracy and legality of meeting content uploaded for transcription.
3. User Registration and Accounts:
Must have requirements and processes for user registration.
Responsibilities of users in maintaining account security
4. User Education and Awareness:
Provision of clear and accessible privacy policies and terms of service to inform users about their rights and responsibilities.
Education and training for employees handling user data to ensure awareness of GDPR requirements and best practices for data protection.
5. Data Privacy and protection:
Explicit consent from users for processing their personal data, including audio recordings and transcripts.
Transparent disclosure of how user data will be collected, processed, and stored.
Clear explanation of the purposes for which user data will be used, such as transcription, service improvement, or marketing communications.
Procedures for users to access, rectify, or delete their personal data.
Compliance with GDPR requirements for data transfer outside the EU, including appropriate safeguards such as Standard Contractual Clauses or Binding Corporate Rules.
Clear policies on data retention periods, specifying how long user data, including transcripts, will be retained.
Procedures for securely deleting user data once it is no longer necessary for the purposes for which it was collected.
6. Confidentiality:
There should be obligations to maintain the confidentiality of meeting transcripts and user information.
Must have prohibition against sharing or disclosing confidential information without consent.
7. Intellectual property rights:
Ownership of meeting transcripts and related intellectual property
Must secure user rights to their own data and transcripts.
Provision for users to control their privacy settings, such as opting out of data processing for certain purposes or unsubscribing from marketing communications.
Mechanisms for users to request information about the data collected about them and the purposes for which it is used.
8. Limitation of liability:
There must be a disclaimer of warranties.
Limitation on liability for damages
Indemnification provisions- involves one party agreeing to compensate or hold harmless the other party for losses, damages, liabilities, or expenses incurred due to certain specified circumstances or breaches of the agreement.
9. Use of AI technology:
Explain AI processing methods used.
Assurance of data security and accuracy is needed.
Must ensure transparency regarding AI decision-making processes.
10. Payment Terms:
Pricing, billing, and payment procedures.
Subscription terms, if applicable
Taxes and fees.
11. Termination of Services:
Conditions under which services may be terminated.
Process for termination and consequences.
12. Governing law and jurisdiction:
Choice of governing law
Jurisdiction for resolving disputes.
13. Amendments to Terms:
A right to modify terms and conditions with notice to users.
14. Sever ability:
Provision stating that if any part of the terms is deemed unenforceable, the remainder remains valid.
15. Contact Information:
The Company’s contact details for inquiries or support.
16. Effective Date:
Date when the terms and conditions come into effect.
17. Security Measures:
Description of security measures implemented to protect user data and meeting transcripts.
Assurance of encryption protocols and other security measures in place.
18. Data Retention Policy:
Explanation of how long meeting transcripts and user data will be retained.
Procedures for data deletion upon request or at the end of the retention period.
Explicit consent from users for processing their personal data, including audio recordings and transcripts.
Transparent disclosure of how user data will be collected, processed, and stored.
Clear explanation of the purposes for which user data will be used, such as transcription, service improvement, or marketing communications.
Procedures for users to access, rectify, or delete their personal data.
Compliance with GDPR requirements for data transfer outside the EU, including appropriate safeguards such as Standard Contractual Clauses or Binding Corporate Rules.
19. Third-Party Services:
Disclosure of any third-party service providers or sub processors involved in processing user data, along with assurances of their compliance with GDPR and other relevant regulations.
Prohibition against third-party data use for purposes other than providing the contracted services.
20. Updates and Maintenance:
Statement regarding regular updates and maintenance of the service.
Notification procedures for scheduled maintenance or updates.
21. Feedback and Suggestions:
Mechanisms for users to provide feedback or suggestions for improving the service.
Company's rights to use, modify, or implement user suggestions.
22. Compliance with Industry Standards:
Commitment to adhering to industry standards and best practices for AI transcription services.
Certification or accreditation, if applicable.
23. Notices:
Procedures for providing legal notices or communications to users.
Contact information for legal notices.
24. Entire Agreement:
Statement that the terms and conditions constitute the entire agreement between the user and the company, superseding any prior agreements or understandings.
25. Miscellaneous:
Statement that failure to enforce any provision of the terms does not constitute a waiver of that provision.
Provisions that survive termination of the agreement, such as confidentiality obligations and limitations of liability.
