Terms of Service

Last updated: June 16, 2026

These Terms of Service ("Terms") govern your access to and use of the VoxeNova platform and services ("Service") provided by VoxeNova ("we", "us", or "our"). By creating an account or using the Service, you agree to be bound by these Terms.

1. Service Description

VoxeNova is an AI-powered meeting facilitation Software-as-a-Service (SaaS) platform. The Service provides an AI agent that joins your meetings via video conferencing platforms (such as Zoom, Google Meet, and Microsoft Teams) through the Recall.ai bot platform. During meetings, the AI facilitator:

• Guides and structures the conversation based on configured meeting types
• Captures and transcribes meeting audio in real-time
• Extracts requirements, decisions, action items, and risks
• Generates live diagrams and visual artifacts
• Delivers structured meeting summaries and artefacts upon conclusion

2. Account Registration

To use the Service, you must create an account by providing:

• Company name and contact details
• A valid work email address (verified via confirmation)
• A preferred data region for your data storage

A $0 card verification is performed during registration through our payment processor, Stripe, to validate your payment method. No charges are applied during this verification step. You are responsible for maintaining the accuracy of your account information and the security of your account credentials.

3. Subscription Plans & Billing

We offer the following plans:

All billing is processed through Stripe. Subscription plans renew automatically at the end of each billing cycle unless cancelled. Overage charges for meetings exceeding your plan's included allocation are billed at the end of each billing cycle. You may upgrade, downgrade, or cancel your plan at any time. Changes take effect at the start of your next billing cycle.

3.6 Automatic Credit Top-Up

If you opt in to automatic credit top-up, when your account balance reaches zero, VoxeNova will charge your saved payment method an automatic top-up amount (currently $100 USD per top-up) to add credit to your account, allowing meetings to continue without interruption.

Automatic credit top-up is off by default. You can enable it at registration by checking the optional consent box, or at any time in your account settings under Preferences. You can disable automatic credit top-up at any time using the same toggle. We will stop further top-up charges within one billing cycle of revocation.

Each automatic top-up triggers a separate confirmation email and appears as a line item on your Stripe invoice. If a top-up charge fails (for example, your saved card is declined), we will email you immediately and pause automatic top-up until the issue is resolved. Per-account consent state — grants and revocations — is recorded in an append-only audit log on your instance.

3.7 Audio data handling

Call audio is processed in memory only. The inbound voice stream from your meeting platform and the AI facilitator's spoken responses both pass through memory only — we transcribe the audio in real time, then drop the bytes. We do not persist the raw audio to disk or object storage.

Transcripts (text) are persisted on your dedicated instance under your configured data-retention policy (set via your account's Preferences tab). Diagnostic audio capture for technical calibration of the audio bridge is off by default on every customer instance and can only be enabled at the instance level by a VoxeNova operator at your explicit written request. When enabled, captured audio is the AI facilitator's spoken output (not your voice) and is written to volatile local storage only; it is never replicated, shipped off-instance, or shared.

4. Acceptable Use

You agree not to:

• Use the Service for any illegal, harmful, or fraudulent purpose
• Abuse, harass, or attempt to manipulate the AI agent
• Reverse engineer, decompile, or attempt to extract the source code or underlying algorithms of the Service
• Use the Service to process content that violates applicable laws or third-party rights
• Attempt to gain unauthorized access to the Service, other accounts, or related systems
• Resell, sublicense, or redistribute the Service without our written consent

Meeting participant consent: You are responsible for ensuring that all meeting participants are informed of and consent to the AI agent's presence and the recording and processing of meeting content. You must comply with all applicable laws regarding recording consent in your jurisdiction.

5. Intellectual Property

Our IP: VoxeNova and its licensors retain all rights, title, and interest in the Service, including all software, algorithms, models, user interface designs, documentation, and trademarks. Nothing in these Terms transfers ownership of any VoxeNova intellectual property to you.

Your data: You retain all ownership rights to your meeting content, including audio recordings, transcripts, extracted requirements, decisions, action items, and any other outputs generated from your meeting data. We do not use your meeting content to train our AI models.

6. Data Handling

Your meeting content is processed by AI models (Claude on AWS Bedrock) to provide the Service's facilitation and extraction features. Transcripts, extracted artefacts, and diagrams are stored in your chosen data region in accordance with our data retention policy.

For detailed information about how we collect, process, and protect your data, please refer to our Privacy Policy and Data Processing Addendum.

7. Service Availability

We strive to maintain high availability of the Service but provide it on a "best effort" basis. We may perform scheduled maintenance with reasonable advance notice. We do not guarantee uninterrupted or error-free operation of the Service.

Enterprise plan customers may negotiate a separate Service Level Agreement (SLA) with specific uptime guarantees and support response times. No SLA guarantees are provided under Trial, PAYG, Team, or Growth plans.

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VOXENOVA 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, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE.

Our total aggregate liability for any claims arising under these Terms shall not exceed the amount you have paid to VoxeNova in the twelve (12) months immediately preceding the event giving rise to the claim.

The Service provides AI-generated outputs that may contain inaccuracies. You are responsible for reviewing and validating all meeting artefacts, decisions, and action items extracted by the Service before acting upon them.

9. Termination

Either party may terminate these Terms at any time. You may cancel your subscription through your account settings or by contacting us at legal@voxenova.com.

We may suspend or terminate your access if you violate these Terms, fail to pay applicable fees, or if required by law.

Upon termination, you may request export of your data within 30 days. After 30 days, we will delete your data in accordance with our retention policy and applicable data protection regulations. Data deletion is performed securely using industry-standard methods.

10. Changes to Terms

We may update these Terms from time to time. For material changes, we will provide at least 30 days' written notice via email to the address associated with your account. Your continued use of the Service after the effective date of any changes constitutes acceptance of the updated Terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Ireland, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of Ireland.

12. Contact

If you have any questions about these Terms, please contact us at:

VoxeNova
Email: legal@voxenova.com