Terms of Service | Ingenious AI Studio

1. Acceptance of Terms

By accessing or using Ingenious AI Studio ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. Your continued use of the Service after any changes indicates your acceptance of the new Terms.

2. Description of Service

Ingenious AI Studio provides:

Automated meeting recording via bot technology on Google Meet, Microsoft Teams, and Zoom
AI-powered transcription of audio and video meetings with speaker identification
Calendar integration for automatic meeting recording
Audio file upload and transcription
AI-generated meeting summaries and transcript chat
Transcript organization, tagging, search, and export

3. Account Registration

To use the Service, you must:

Create an account with accurate and complete information
Be at least 16 years of age
Maintain the security of your account credentials
Promptly notify us of any unauthorized access

You are responsible for all activities that occur under your account. We reserve the right to suspend accounts that provide false information or violate these Terms.

4. Recording Consent and User Responsibilities

Important: You are solely responsible for obtaining proper consent from all meeting participants before recording. Many jurisdictions require consent from all parties to record conversations.

When using our Service, you agree that:

You will obtain all necessary recording authorizations and consents before initiating a recording
You will inform all meeting participants that the meeting is being recorded and transcribed
You will comply with all applicable data protection laws, including GDPR where applicable
You possess all necessary rights and authorizations for any content you record or upload
The bot will announce its presence upon joining meetings, but this does not replace your obligation to obtain consent

We are not liable for any legal issues arising from recordings made without proper consent. You acknowledge that you act as the Data Controller for all meeting content processed through the Service, and bear responsibility for its lawful processing.

5. Acceptable Use

You agree to use the Service only for lawful purposes. You must NOT:

Record meetings without proper consent from all participants
Violate any applicable laws, regulations, or third-party rights
Infringe upon the intellectual property or privacy rights of others
Upload malicious content or attempt to compromise the Service
Use the Service to harass, abuse, or harm others
Resell or redistribute the Service without authorization
Attempt to reverse engineer, decompile, or extract source code from the Service
Circumvent any security measures, access controls, or usage limits
Use the Service to process data classified as Special Category Data under GDPR Article 9 (e.g., health data, biometric data) without appropriate safeguards

6. Data Processing and Sub-Processors

6.1 How We Process Your Data

When you use the Service, your meeting data flows through several systems to deliver the transcription service. We act as a Data Processor for meeting content and process it solely for the purpose of providing the Service.

6.2 Sub-Processors

We engage the following sub-processors to deliver the Service. By agreeing to these Terms, you authorize us to use these sub-processors:

MeetingBaas (SPOKE SAS, France): Meeting bot deployment, recording, and transcription. Recordings are stored on their AWS (EU) servers for a maximum of 90 days.
Google Cloud Platform / Firebase: Authentication, database storage, and file storage
OpenAI: AI-powered summaries and transcript chat (transcript text only; not used for model training)
Vercel: Application hosting and serverless functions

We will notify you of any changes to our sub-processor list. Full details of each sub-processor's data handling are available in our Privacy Policy.

6.3 Data Processing Agreement

Enterprise and business customers may request a Data Processing Agreement (DPA) in accordance with GDPR Article 28. Contact privacy@ingenious.dk to obtain a DPA.

7. Data Retention and Deletion

We retain data only for as long as necessary to provide the Service:

Transcripts and summaries are retained until you delete them or your account is terminated
Meeting recordings on MeetingBaas are automatically deleted after a maximum of 90 days
Uploaded audio files remain in storage until you delete the associated transcript
Account data is retained for the duration of your account plus 3 years for legal compliance
Accounts inactive for 12 consecutive months may be closed after prior notice

Upon account deletion, we will delete or anonymize your personal data within 30 days, except where retention is required by law. You may request data export before deletion.

8. Intellectual Property

8.1 Our Intellectual Property

The Service, including its design, features, and underlying technology, is owned by Ingenious AI Studio and protected by intellectual property laws. You may not copy, modify, or distribute any part of the Service without our written permission.

8.2 Your Content

You retain full ownership of all recordings, transcripts, and content created through the Service. By using the Service, you grant us a limited, non-exclusive license to process, store, and display your content solely for the purpose of providing the Service. This license terminates when you delete your content or your account.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted service. The Service may be temporarily unavailable due to:

Scheduled maintenance (with advance notice where possible)
Unexpected technical issues
Third-party service outages (meeting platforms, cloud providers)
Force majeure events

10. Third-Party Platform Integration

The Service integrates with third-party platforms including:

Google Meet, Zoom, and Microsoft Teams (for meeting access and recording)
Google Calendar and Microsoft Outlook (for calendar integration)

Your use of these platforms is subject to their respective terms of service and privacy policies. We are not responsible for the availability, functionality, or data practices of third-party services. Changes to third-party platform policies or APIs may affect the Service.

11. Payment and Billing

If you subscribe to a paid plan:

Fees are billed in advance on a recurring basis
Payment is processed securely by Stripe; we do not store credit card details
All fees are non-refundable unless otherwise stated
We may change pricing with 30 days notice
You may cancel your subscription at any time

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

The Service is provided "AS IS" without warranties of any kind, either express or implied
We do not warrant that the Service will be error-free, uninterrupted, or that transcriptions will be 100% accurate
We are not liable for any indirect, incidental, special, or consequential damages
Our total liability shall not exceed the amount you paid us in the past 12 months, or the equivalent of 12 months of your subscription fees, whichever is lower
We are not liable for any loss arising from unauthorized recording or non-compliance with applicable consent and data protection laws

13. Indemnification

You agree to indemnify and hold harmless Ingenious AI Studio, its officers, directors, employees, and agents from any claims, damages, or expenses arising from:

Your use of the Service
Your violation of these Terms
Your violation of any third-party rights, including privacy rights
Recordings made without proper consent
Your failure to comply with applicable data protection laws when acting as Data Controller

14. Termination

We may suspend or terminate your access to the Service:

If you violate these Terms
If we are required to do so by law
If you engage in fraudulent or illegal activities
For non-payment (for paid accounts)
If your account has been inactive for 12 consecutive months

You may terminate your account at any time by contacting us or using the account deletion feature. Upon termination, your data will be deleted in accordance with our Privacy Policy. You may request a data export before termination.

15. GDPR Compliance

We are committed to compliance with the General Data Protection Regulation (EU) 2016/679. As a user, you have rights under GDPR including the right to access, rectify, erase, restrict, and port your data. Full details of your rights are outlined in our Privacy Policy.

For data protection inquiries, contact our Data Protection Contact at privacy@ingenious.dk.

16. Governing Law and Dispute Resolution

These Terms are governed by the laws of Denmark. Any disputes arising from these Terms shall be resolved in the courts of Copenhagen, Denmark. For EU consumers, mandatory consumer protection laws of your country of residence may also apply.

17. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue to be valid and enforceable.

18. Contact Information

For questions about these Terms, please contact us:

Legal Inquiries: legal@ingenious.dk
Data Protection: privacy@ingenious.dk
General Support: support@ingenious.dk
Address: Ingenious AI Studio, Copenhagen, Denmark