Terms of Service
Last updated: March 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:
| Plan | Price | Details |
|---|---|---|
| Trial | $0 | 14 days, up to 3 meetings, 30-minute cap per meeting |
| Pay As You Go | $29/meeting | No monthly commitment, billed per meeting, 120-minute cap |
| Team | $199/month | 25 meetings included, $19 per additional meeting |
| Growth | $499/month | 75 meetings included, $14 per additional meeting |
| Enterprise | Custom pricing | Unlimited meetings, dedicated SLA, custom integrations |
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.
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 [email protected].
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: [email protected]