Terms of Service

These Terms of Service ("Terms") govern your access to and use of MeetHQ's meeting intelligence platform, website, and related services (collectively, the "Service") operated by MeetHQ. ("MeetHQ," "we," "our," or "us").

By creating an account or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

1. Eligibility

You must be at least 16 years old to use the Service. By using the Service, you represent and warrant that you meet this age requirement and have the legal capacity to enter into these Terms.

2. Account Registration

• You must provide accurate, complete, and current information when creating an account.
• You are responsible for maintaining the confidentiality of your account credentials.
• You are responsible for all activities that occur under your account.
• You must notify us immediately at support@meethq.io if you suspect unauthorized access to your account.
• We reserve the right to suspend or terminate accounts that violate these Terms.

3. Description of the Service

MeetHQ provides an AI-powered meeting intelligence platform that enables users to:

• Record meetings via automated bot integration with platforms such as Zoom, Google Meet, and Microsoft Teams.
• Generate transcripts from meeting recordings.
• Produce AI-powered summaries, action items, decision tracking, and strategic analyses.
• Manage tasks and goals derived from meeting insights.
• Access weekly thematic analysis and strategic triage tools.

Features and availability may vary based on your subscription plan.

4. Subscription Plans and Billing

4.1 Plans and Pricing

• The Service is offered through various subscription plans, including free and paid tiers.
• Current pricing and plan details are available at /pricing.
• We reserve the right to change pricing with 30 days' notice to active subscribers.

4.2 Billing

• Paid subscriptions are billed in advance on a recurring basis (monthly or annually, as selected).
• Payment is processed through Stripe. By subscribing, you also agree to Stripe's Terms of Service.
• All fees are exclusive of taxes, which will be added where applicable.

4.3 Cancellation and Refunds

• You may cancel your subscription at any time through your account settings.
• Cancellation takes effect at the end of the current billing period. You will retain access until then.
• We do not provide prorated refunds for partial billing periods unless required by applicable law.
• If you downgrade, the new rate applies at the start of the next billing cycle.

4.4 Usage Limits

• Each plan includes specific usage limits (e.g., number of meetings, AI analysis tokens).
• If you exceed your plan limits, you may be placed in view-only mode until you upgrade or limits reset.
• We may offer overage billing for certain plans; details will be communicated in advance.

5. Your Content

5.1 Ownership

You retain all rights, title, and interest in the content you submit to the Service, including meeting recordings, transcripts, and any materials you upload ("Your Content"). MeetHQ does not claim ownership of Your Content.

5.2 License Grant

By submitting content to the Service, you grant MeetHQ a limited, non-exclusive, worldwide license to process, store, and analyze Your Content solely for the purpose of providing the Service to you. This license terminates when you delete Your Content or your account.

5.3 AI-Generated Outputs

Summaries, action items, analyses, and other outputs generated by the Service from Your Content ("AI Outputs") are provided for your use. You own the AI Outputs generated from Your Content and may use them for any lawful purpose.

5.4 Responsibility for Content

You are solely responsible for Your Content and must ensure that:

• You have the legal right to record and upload any meeting content.
• All participants in recorded meetings have been informed of and consented to the recording, as required by applicable law.
• Your Content does not violate any third-party rights or applicable laws.

6. Meeting Recording Compliance

You are solely responsible for compliance with all applicable recording consent laws in your jurisdiction. Many jurisdictions require the consent of all parties to a conversation before recording. MeetHQ provides the technical capability to record meetings but does not ensure legal compliance on your behalf.

• You must inform all meeting participants that the meeting is being recorded.
• You must obtain any necessary consents before initiating a recording.
• MeetHQ's recording bot will identify itself when joining a meeting, but this notification alone may not satisfy all legal requirements in your jurisdiction.
• MeetHQ shall not be liable for any claims arising from your failure to obtain proper recording consent.

7. Acceptable Use

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party rights.
• Record meetings without proper consent from all participants.
• Upload content that is illegal, harmful, threatening, abusive, defamatory, or otherwise objectionable.
• Attempt to gain unauthorized access to the Service, other accounts, or related systems.
• Interfere with or disrupt the integrity or performance of the Service.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Use the Service to build a competing product or service.
• Resell, sublicense, or redistribute access to the Service without written permission.
• Use automated means (bots, scrapers) to access the Service beyond the intended API.
• Circumvent any usage limits, access controls, or security measures.

8. Intellectual Property

8.1 MeetHQ's Rights

The Service, including its software, design, features, documentation, and branding, is owned by MeetHQ and protected by intellectual property laws. These Terms do not grant you any rights to MeetHQ's intellectual property except the limited right to use the Service as described herein.

8.2 Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant MeetHQ a perpetual, irrevocable, royalty-free license to use and incorporate such feedback without obligation to you.

9. Third-Party Services

The Service integrates with third-party platforms and services, including:

• Meeting Platforms: Zoom, Google Meet, Microsoft Teams.
• Calendar Services: Google Calendar, Microsoft Outlook.
• AI Providers: Anthropic (Claude) for content analysis.
• Payment Processing: Stripe for billing.

Your use of these third-party services is governed by their respective terms and privacy policies. MeetHQ is not responsible for the availability, accuracy, or practices of third-party services.

10. Service Availability and Modifications

• We strive to maintain high availability but do not guarantee uninterrupted service.
• We may modify, suspend, or discontinue any part of the Service at any time with reasonable notice.
• Scheduled maintenance will be communicated in advance when possible.
• We are not liable for any downtime, data loss, or service interruptions.

11. Data Processing and Privacy

Our collection and use of personal information is described in our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to our data practices as described in the Privacy Policy.

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. To the fullest extent permitted by law, MeetHQ disclaims all warranties, including but not limited to:

• Implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• Accuracy, reliability, or completeness of AI-generated outputs, including summaries, action items, and analyses.
• Uninterrupted or error-free operation of the Service.
• Suitability of the Service for any specific regulatory or compliance requirement.

AI-generated content is provided as a productivity aid and should not be relied upon as the sole basis for critical business, legal, or financial decisions. You are responsible for reviewing and verifying all AI outputs.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MEETHQ AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AFFILIATES SHALL NOT BE LIABLE FOR:

• Any indirect, incidental, special, consequential, or punitive damages.
• Loss of profits, data, business opportunities, or goodwill.
• Damages arising from your use of or inability to use the Service.
• Damages arising from unauthorized access to your data or transmissions.
• Damages arising from the conduct of any third party on the Service.

Our total aggregate liability for any claims arising from or related to these Terms or the Service shall not exceed the greater of (a) the amounts you paid to MeetHQ in the twelve (12) months preceding the claim, or (b) one hundred U.S. dollars ($100).

14. Indemnification

You agree to indemnify and hold harmless MeetHQ and its officers, directors, employees, and affiliates from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from:

• Your use of the Service.
• Your violation of these Terms.
• Your violation of any third-party rights, including recording consent laws.
• Your Content or your use of AI Outputs.

15. Dispute Resolution

15.1 Informal Resolution

Before initiating formal proceedings, you agree to contact us at legal@meethq.io and attempt to resolve the dispute informally for at least 30 days.

15.2 Arbitration

If informal resolution fails, any dispute arising from these Terms shall be resolved through binding arbitration administered under the rules of the American Arbitration Association (AAA). The arbitration shall be conducted in English.

15.3 Class Action Waiver

You agree to resolve disputes on an individual basis and waive any right to participate in class actions, class arbitrations, or representative proceedings.

15.4 Exceptions

Either party may seek injunctive or equitable relief in any court of competent jurisdiction for claims related to intellectual property infringement or unauthorized access to the Service.

16. Termination

• By You: You may terminate your account at any time by contacting support or through your account settings.
• By Us: We may suspend or terminate your account for violation of these Terms, non-payment, or at our discretion with reasonable notice.
• Effect of Termination: Upon termination, your right to use the Service ceases immediately. We will retain your data for 30 days to allow retrieval, after which it will be deleted unless required by law.
• Survival: Sections 5.1, 8, 12, 13, 14, 15, and 17 survive termination.

17. General Provisions

17.1 Governing Law

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law principles.

17.2 Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and MeetHQ regarding the Service and supersede all prior agreements.

17.3 Severability

If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect.

17.4 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

17.5 Assignment

You may not assign your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

17.6 Notices

We may send notices to the email address associated with your account. You are responsible for keeping your email address current.

17.7 Force Majeure

MeetHQ shall not be liable for any delay or failure to perform obligations under these Terms due to causes beyond our reasonable control, including natural disasters, acts of government, pandemics, or infrastructure failures.

18. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms with a revised "Last updated" date and, for significant changes, by email notification at least 30 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

19. Contact Us

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

• Email: legal@meethq.io