Terms of Service

Welcome to MinuteMate. These Terms of Service ("Terms") govern your use of the MinuteMate mobile application and related services (collectively, the "Service") provided by Alia ApS ("we", "us", or "our").

By downloading, installing, or using MinuteMate, you agree to be bound by these Terms. If you do not agree to these Terms, please do not use the Service.

1. Service Description

MinuteMate allows users to record and transcribe meetings using cloud-based speech recognition technology (Microsoft Azure in Sweden). The app displays your current balance of transcription minutes. Transcription processing takes place on external servers within the European Union. The app itself does not sell or process any payments. Accounts and transcription minutes are managed separately through our secure web portal.

MinuteMate allows users to:

• Record audio during meetings
• Automatically transcribe and process the recordings using AI technology
• Generate detailed meeting minutes
• Receive meeting minutes via email

The Service is currently provided free of charge.

2. Eligibility

You must be at least 16 years of age to use MinuteMate. By using the Service, you represent and warrant that you meet this age requirement.

This age requirement is due to GDPR Article 8. As we register your email address to send you the meeting minutes, we are obligated to comply with this age limit.

3. User Responsibilities

3.1 Consent and Legal Compliance

When using MinuteMate, you are responsible for:

• Obtaining Consent: Ensuring all meeting participants have consented to being recorded before starting a recording
• Legal Compliance: Complying with all applicable laws and regulations regarding audio recording in your jurisdiction
• Privacy Rights: Respecting the privacy rights of all individuals whose voices are captured
• Notification: Informing all participants that the meeting is being recorded and processed in the EU (Sweden)

You acknowledge that recording individuals without their consent may be illegal in your jurisdiction and that you are solely responsible for compliance with all applicable laws.

3.2 Acceptable Use

You agree to use MinuteMate within these conditions. You must not:

• Record conversations without proper consent
• Upload or process content that violates intellectual property rights
• Use the Service in any way that could damage, disable, or impair the Service
• Reverse engineer, decompile, or disassemble the application

4. Payment, Minutes & Billing

1. 4.1 Service Plans (Monthly Minutes)

   We offer service plans that include a monthly allowance of transcription minutes ("Monthly Minutes"). Service plans are created and managed exclusively through your account on our website at account.alia.dk. The mobile app does not offer in-app purchases, does not link to payment providers, and does not allow purchasing within the app. The app only displays your current account status and available minutes.

2. 4.2 Allowance & Consumption

   Your Monthly Minutes become available at the start of each billing period and are consumed as audio is processed. If you exhaust your Monthly Minutes before the end of the billing period, transcription will pause until the next monthly renewal or until you upgrade your service plan via account.alia.dk. Unless otherwise stated on our website, unused Monthly Minutes do not roll over to the next period.

3. 4.3 Renewal, Cancellation & Lapse

   Service plans renew automatically each billing period unless canceled via your account at account.alia.dk before the renewal date. When a service plan is canceled or expires, your account automatically reverts to the free version of the Service. After reversion, you may continue to use any free features available at that time, but paid transcription features require an active service plan.

4. 4.4 Free Version Reversion

   If you do not maintain an active service plan, your account will operate on the free version.

5. 4.5 Refunds & Disputes

   For billing questions or refund requests, contact support@alia.dk. Refunds may be granted at our discretion in cases of technical error or failure to deliver the Service. We reserve the right to deny refunds for minutes already consumed or for periods already used.

6. 4.6 Account Management Outside the App

   All account management, including viewing your service plan, billing history, and making changes to your account, is handled exclusively on our website at account.alia.dk. The mobile app does not process payments, does not include links to payment pages, and does not allow any purchasing within the app. The app only displays your current account status and available minutes.

5. Account and Email

To receive meeting minutes, you must provide a valid email address. You are responsible for:

• Maintaining the confidentiality of your email account
• Ensuring your email address is accurate and up to date
• All activities that occur using your email address

6. Data Processing and Privacy

6.1 Data Handling

Your audio recordings and generated content are processed as follows:

• Audio recordings are transmitted securely to our EU servers (Microsoft Azure, Sweden)
• Recordings are processed using AI technology to generate meeting minutes
• Audio files are deleted immediately after processing
• All transcripts and generated text are deleted after the meeting minutes are emailed
• We do not retain copies of your meeting content

6.2 Privacy Policy

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

7. Intellectual Property

7.1 Your Content

You retain all intellectual property rights to your audio recordings and meeting content. By using the Service, you grant us a limited, temporary license to process your recordings solely for the purpose of generating and delivering meeting minutes to you.

7.2 Our Property

MinuteMate, including the app design, logo, features, and underlying technology, is owned by Alia ApS and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works based on the Service without our express written permission.

7.3 Generated Content

The meeting minutes generated by MinuteMate are provided to you for your use. You are responsible for reviewing and verifying the accuracy of all generated content.

8. Service Availability and Modifications

8.1 Availability

We strive to provide reliable service but do not guarantee that MinuteMate will be:

• Available at all times without interruption
• Error-free or free from security vulnerabilities
• Compatible with all devices or operating systems

8.2 Modifications

We reserve the right to:

• Modify, suspend, or discontinue the Service at any time
• Update features and functionality
• Change these Terms with notice to users

9. Disclaimer of Warranties

MinuteMate is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to:

• Warranties of merchantability or fitness for a particular purpose
• Accuracy, completeness, or reliability of generated meeting minutes
• Uninterrupted or error-free operation

You acknowledge that:

• AI-generated meeting minutes may contain errors or inaccuracies
• You are responsible for reviewing and verifying all generated content
• MinuteMate should not be relied upon for critical, legal, or medical purposes without human verification

10. Limitation of Liability

To the maximum extent permitted by law, Alia ApS shall not be liable for:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, data, or business opportunities
• Damages resulting from errors or inaccuracies in generated content
• Unauthorized access to or alteration of your transmissions or data
• Service interruptions or technical failures

Our total liability to you for any claims arising from your use of MinuteMate shall not exceed €100 EUR.

11. Indemnification

You agree to indemnify and hold harmless Alia ApS, its director, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of another party
• Your failure to obtain proper consent for recordings
• Your violation of applicable laws or regulations

12. Termination

12.1 By You

You may stop using MinuteMate at any time by uninstalling the application from your device.

12.2 By Us

We reserve the right to suspend or terminate your access to the Service at any time, with or without cause, including if:

• You violate these Terms
• Your use poses a security risk
• We discontinue the Service

13. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of Denmark, without regard to its conflict of law provisions.

Any disputes arising from these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the courts of Denmark.

14. Changes to Terms

We may update these Terms from time to time. When we make changes, we will:

• Update the "Last updated" date at the top of this page
• Notify you through the app or via email for material changes

Your continued use of MinuteMate after changes constitutes acceptance of the updated Terms.

15. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

16. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Alia ApS regarding the use of MinuteMate and supersede any prior agreements.

17. No Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

18. Contact Information

If you have questions about these Terms of Service, please contact us:

Alia ApS
Storegade 66
4780 Stege
Denmark
CVR: 29630062

Email: info@alia.dk

19. Acknowledgment

By using MinuteMate, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and our Privacy Policy.