Terms of Service

1. Definitions

• “Service” means the Xuula website, account system, server API and Windows application.
• “Input” means the audio you record and any text derived from it, together with your personal-dictionary terms and writing-style instructions.
• “Output” means the text the Service produces from your Input.
• “Plan” means the free tier or a paid subscription.
• “We”, “us” and “our” mean [LEGAL ENTITY NAME]. “You” means the account holder.

2. Your account

• You must be at least 16, or 13 in the United States, to hold an account.
• You must give an email address you control, and keep it current — it is how we reach you about billing and security.
• You are responsible for what happens under your account. Keep your password to yourself and tell us promptly at security@xuula.example if you think someone else has access.
• One account is for one person. You may authorise it on up to the number of devices your plan allows, for your own use. Sharing an account across a team is not permitted.
• The Windows application never stores your password. It is authorised through your browser and holds only short-lived tokens, which you can revoke from your account settings.

3. Your content, and what we may do with it

• You keep ownership of your Input. We claim no rights in what you say or write.
• To the extent the law recognises rights in Output, those rights are yours. We do not claim ownership of the text the Service produces for you.
• You grant us a limited licence to process your Input for one purpose only: providing the Service to you. That includes transmitting it to the speech and AI providers named in the Privacy Policy. The licence lasts only as long as the processing does.
• We do not use your Input or Output to train models. Whether a provider does is governed by our agreement with that provider and is disclosed in the Privacy Policy.
• You confirm that you have the right to record and process whatever you dictate or record, including any obligation to inform or obtain consent from other people in a meeting you record. Recording law differs by jurisdiction and that responsibility is yours.
• Meeting recordings, transcripts, notes, Projects and AI insights are stored on your own computer. We do not hold a copy, cannot recover them for you, and are not responsible for backing them up. Keep your own backups of anything you cannot afford to lose.

4. What AI output is and is not

The Service uses automated speech recognition and automated text editing. Both are probabilistic and both make mistakes.

• Output may misrecognise words, especially names, technical terms, accents and speech in noisy conditions.
• Meeting summaries, key points, to-do items and speaker quotes are generated from a transcript that may itself be wrong. Treat them as drafts to check against the recording, not as minutes of record. A quote attributed to a speaker is not evidence of who said it.
• Speaker separation is acoustic. Labels and any names you assign to them are not identity verification, and the Service does not identify people.
• The editing pass may change meaning while trying to improve phrasing. It may remove a repetition you intended, or reword a sentence you wanted left alone.
• Output is provided without any warranty of accuracy, completeness or fitness for a purpose.
• Read Output before you rely on it. Do not use the Service, unreviewed, for anything where an error would cause harm — medical, legal, financial, safety-critical or contractual text among them.
• We make no compliance claims. The Service is not certified for any regulated use, and we do not offer it as a HIPAA-compliant, medical or legal-grade product.

5. Acceptable use

You agree not to:

• Use the Service to produce or distribute unlawful material, or material that infringes someone else’s rights.
• Record people without whatever consent the law where you are requires.
• Attempt to access another account, another user’s data, or any part of our systems you have not been granted access to.
• Circumvent plan limits, quota enforcement or device limits, including by falsifying usage reports or scripting the API to under-report.
• Resell, sublicense or provide the Service to third parties as your own.
• Reverse-engineer the Service except where that right cannot lawfully be excluded.
• Automate the Service in a way that generates load out of proportion to normal personal use, or that interferes with other users.
• Extract the Service’s credentials or use them outside the application they were issued to.

6. Plans, billing and renewal

Refunds are covered by the Refund Policy, which forms part of these terms.

7. Fair use on Pro

Pro has no weekly word cap. It is a personal-use plan, and “unlimited” is bounded by the following published thresholds so that one account cannot degrade the service for everyone else.

• We contact you if an account exceeds 500,000 words in a calendar month, and give you 7 days to respond before applying any limit.
• A single dictation is capped at 12,000 words.
• Up to 5 devices may be authorised at once.
• If usage indicates automation, resale or shared team use rather than personal use, we may rate-limit or suspend the account after notice.

We would rather talk to you than throttle you. These numbers exist so the boundary is published rather than discretionary.

8. Availability and changes

• The Service is provided as it is and as it is available. We do not commit to an uptime level and we do not offer a service-level agreement.
• Speech recognition requires an internet connection and depends on third-party providers. If a provider is unavailable, dictation will not work.
• We may change, add or remove features. If we remove something you are actively relying on, we will give notice.
• We may release updates to the Windows application. Updates may be required for the application to keep working with the server API. Older API versions are supported for a reasonable transition period.

9. Third-party services

The Service depends on third parties for speech recognition, AI text editing, payments, hosting and email. They are named in the Privacy Policy.

Those providers have their own terms and their own privacy practices. We are responsible for choosing them and for what we send them; we are not responsible for how they operate their own services.

10. Intellectual property

• We own the Service: the software, the website, the branding and everything in them, other than your Input and Output.
• You get a personal, non-exclusive, non-transferable, revocable licence to use the Service under these terms. Nothing more is granted.
• You may not copy, modify, distribute or create derivative works from the Service, except where the law says you may.
• If you send us feedback or a suggestion, we may use it without obligation to you. We will not identify you as its source without asking.

11. Suspension and termination

• You can stop using the Service and delete your account at any time from your account settings.
• We may suspend or terminate an account that breaches these terms, that we are legally required to act on, or that is being used in a way that endangers the Service or other users.
• Except where a breach is serious or where we are legally prevented from doing so, we will give you notice and a chance to fix the problem first.
• If we terminate a paid account other than for breach, we will refund the unused portion of the period you paid for.
• On termination, the licence in section 10 ends. Sections on ownership, disclaimers, liability and governing law survive.

12. Disclaimer

To the fullest extent the law allows, the Service is provided without warranties of any kind, express or implied, including any implied warranty of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the Service will be uninterrupted, error-free, or that Output will be accurate.

Nothing in these terms excludes or limits any right you have as a consumer that cannot lawfully be excluded, or our liability for death, personal injury, fraud, or anything else that cannot be limited by law.

13. Limitation of liability

To the fullest extent the law allows, we are not liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, data or goodwill, arising from your use of the Service.

Our total liability for any claim arising from these terms is limited to the greater of the amount you paid us in the twelve months before the claim arose, or $50.

These limits apply even if a remedy fails of its essential purpose, and they do not apply where the law does not permit them.

14. Indemnity

You agree to cover our reasonable costs if a third party brings a claim against us because of your use of the Service in breach of these terms, or because of content you recorded or produced with it.

This does not apply where the claim arises from our own breach or our own negligence.

15. Governing law and disputes

These terms are governed by the law of [GOVERNING LAW JURISDICTION].

Disputes will be resolved in [COURTS OF COMPETENT JURISDICTION]. Our intended dispute-resolution model is: [INFORMAL RESOLUTION PERIOD + COURT OR ARBITRATION].

Before starting formal proceedings, please write to legal@xuula.example so we can try to resolve the matter directly.

If you are a consumer in the EEA or the UK, nothing here removes your right to bring proceedings in the courts of your own country, or to use an alternative dispute resolution scheme available to you.

16. General

• If any part of these terms is unenforceable, the rest continues to apply.
• Our not enforcing a term on one occasion does not waive it.
• You may not transfer your rights under these terms. We may transfer ours as part of a merger, acquisition or sale of assets, and will tell you if we do.
• These terms, together with the Privacy Policy and the Refund Policy, are the whole agreement between us about the Service.
• We may update these terms. For material changes we will email account holders and give notice before they take effect. Continuing to use the Service after that means you accept the updated terms; if you do not, cancel and stop using it.

17. Contact

Legal notices: legal@xuula.example

Billing: billing@xuula.example

Support: support@xuula.example

[LEGAL ENTITY NAME], [REGISTERED OFFICE ADDRESS]