Terms of Service
Effective
These Terms of Service are an agreement between Semiotic Intelligence Inc. (“we,” “us,” or “our”) and the organization accepting them (“Customer” or “you”). They govern Semiotic, including our shared-room recorders, software, transcription and search features, questions about recordings, and MCP access (together, the “Service”).
You accept these terms through an affirmative acceptance step during signup or through an order that incorporates them. The person accepting must be at least 18 and authorized to bind the Customer. An order may be the subscription details accepted at checkout; a separately signed agreement is not required by these terms.
Our Privacy Policy explains our information practices. If an order expressly changes a specific commercial term, that order controls that term. The Privacy Policy does not reduce our contractual protections for Customer Content.
1. Using the Service
During your subscription, you and your authorized users may use the Service for your internal business purposes, including through agents you authorize to use our MCP interface.
You are responsible for your users, device placement, workspace permissions, and the credentials or connections you control. Keep account information accurate, protect credentials, and promptly tell us about suspected unauthorized access. We remain responsible for enforcing the access controls provided by our Service.
The current Service is an early-stage product for use in US offices. Features may change, and we do not promise uninterrupted operation, complete recordings, or error-free AI output. We will not materially reduce the core paid functionality during a prepaid period without offering an appropriate refund for the affected unused service.
2. Recording responsibly
You must provide clear recording notices and obtain all consents required by applicable recording, workplace, and privacy laws before recording. Your responsibility includes employees, visitors, remote participants, and people who enter a room after recording starts.
Place devices only in locations where you are authorized to record. Keep supplied recording indicators and stop or mute controls accessible; do not hide or disable them. Check that a requested pause has reached the device. If the device is offline, unplug it to stop capture immediately. Pause or stop recording when required consent is absent or withdrawn.
Accepting these terms, posting a sign, or displaying a recording light does not by itself establish that every participant has provided legally sufficient consent. Do not use the Service for covert or unlawful surveillance.
3. Your content and our limited permission to process it
“Customer Content” means audio, transcripts, notes, summaries, questions, answers, attachments, and the search representations generated from that material through your use of the Service.
As between you and us, you retain your rights in Customer Content. We claim no ownership of it and assign to you any rights we may have in outputs generated specifically for your workspace, excluding our underlying software and technology. This does not create rights that cannot exist under law or override another person's rights.
You authorize us and our contracted service providers to process Customer Content only as necessary to provide the Service you request: capturing, uploading, hosting, transcribing, organizing, searching, answering questions, carrying out authorized exports and connections, supporting you under Section 5, securing the Service, complying with law, and completing deletion.
This permission is limited to those purposes and the retention periods in our Privacy Policy. It does not give us a general right to commercialize your content, publish it, or use it to develop unrelated products. You must have the rights and permissions needed to provide content and instruct us to process it.
4. No training, sale, or advertising use
We will not use Customer Content or personal information received through your use of the Service to train, fine-tune, or improve AI or machine learning models, or to create model-training, evaluation, or benchmarking datasets. This prohibition includes de-identified, anonymized, and aggregated versions of that information. We will also prohibit our service providers from using Customer Content, including those derived versions, for any of these purposes.
Using an existing model to transcribe, organize, search, or answer questions about Customer Content is permitted solely to provide the Service. It does not authorize training.
We will not sell Customer Content or personal information or disclose personal information for cross-context behavioral advertising. We will not use Customer Content for advertising.
We may use operational information such as upload failures, response times, and feature usage totals to run and improve the Service. That information must exclude Customer Content and material revealing the substance of your conversations. This permission is not an exception to our no-training commitment.
5. Confidentiality and staff access
We treat all Customer Content as confidential. Each party will also protect the other's nonpublic business information that is identified as confidential or should reasonably be understood to be confidential.
Each party will use the other's confidential information only to perform this agreement, protect it with reasonable care, and disclose it only as permitted by this agreement to people bound by appropriate confidentiality obligations.
Our founders, employees, and contractors will not routinely listen to recordings or read Customer Content. Access is permitted only to the minimum extent necessary:
- With permission from an authorized Customer representative to investigate a specific support issue;
- To investigate or respond to a specific suspected security incident; or
- When required by law.
We will authorize and record staff access, limit support access to its approved purpose, and end it when it is no longer needed. A support request does not authorize unrelated research or model training.
For confidential information other than Customer Content, the usual confidentiality exclusions apply where the receiving party can demonstrate that the information was already lawfully known, became public without breach, was lawfully received without a confidentiality duty, or was independently developed without using the confidential information. Those exclusions do not authorize us to train on, sell, or repurpose Customer Content.
If disclosure is legally required, the receiving party will limit it to what is required and give prior notice when legally permitted. Confidentiality duties continue after the subscription ends for as long as the information remains confidential.
6. Processing personal information and using providers
For personal information in Customer Content, you determine the purposes of processing and we act on your behalf as a service provider or processor, as applicable. Your instructions are these terms, your authorized use of the Service, and other lawful instructions we accept in writing, including by email.
The processing involves the activities in Section 3 for the duration of the subscription and the deletion period. It covers the people whose information you submit or record, including your users, employees, contractors, customers, visitors, and meeting participants. It may include identifiers, contact information, voices and audio, meeting and business information, and sensitive information incidentally included in Customer Content.
We will:
- Process this information only for the specified purposes, within our direct relationship with you, or as required by law.
- Comply with the privacy obligations applicable to our role and provide the level of protection required by applicable law.
- Not sell or share it for cross-context behavioral advertising, or combine it with information from another customer's content or our independent interactions with individuals. Combining sources within your own workspace at your instruction is permitted.
- Bind personnel and providers to appropriate confidentiality and processing obligations.
- Reasonably assist you with legally required privacy requests, security-incident responses, and assessments relating to our processing.
- Provide reasonable information to demonstrate compliance and permit reasonable, proportionate assessments or audits where required by applicable law, subject to safeguards for security and other customers' information.
- Promptly notify you if we determine that we cannot meet these obligations, and allow reasonable steps to stop and remedy unauthorized processing.
We confirm that we understand and will comply with these restrictions. A legally required preservation or disclosure is not permission for unrelated reuse.
You authorize the content-processing providers listed in our Privacy Policy. We engage them under written terms requiring the protections applicable to their work, including the no-training restrictions in Section 4. We remain responsible for their performance of the processing obligations we delegate to them.
We will give at least 15 days' notice before a new provider begins processing Customer Content. You may object during that period on reasonable data-protection grounds. If we cannot reasonably resolve the objection, you may end the affected Service before that provider receives your content, receive a refund of unused prepaid fees for that Service, and request export or deletion.
For an urgent replacement needed to protect security or maintain the Service, we will notify you as soon as practicable, use a provider with equivalent protections, and offer the same objection and termination rights.
7. Security and incidents
We will maintain reasonable safeguards appropriate to Customer Content, including encrypted connections, private cloud storage, access controls, separation of customer workspaces, and restricted and recorded staff content access. You must keep recorders physically secure because locally stored audio may be accessible to someone who obtains the device.
If we become aware of unauthorized access to or disclosure, loss, alteration, or destruction of Customer Content in our systems or those of our providers, we will notify you without undue delay. We will investigate, take reasonable steps to contain and remedy the incident, and provide available information and updates to help you meet your legal obligations.
These obligations do not promise perfect security or end-to-end encryption. They are not waived by the Service's early-stage status or the general warranty disclaimer below.
8. Connected agents and exports
You control whether to authorize an external agent or export content to another service. We will enforce the permissions associated with the connection.
An independent agent or destination selected by you may retain or use information under its own terms. You are responsible for evaluating that recipient and what access you grant. Revoking access prevents future access through that connection but does not erase copies already received.
This section does not reduce our responsibility for providers we select to operate the Service or for our own access-control failures.
9. Devices
Unless your order expressly says that you are purchasing a device, devices supplied with a subscription remain our property. You may use them during the paid subscription and must take reasonable care of them.
After the subscription ends, return supplied devices within 30 days using our return instructions. We will provide prepaid standard return shipping within the United States. We may charge only the lost, unreturned, or customer-damaged device amount disclosed and accepted in your order. Ordinary wear and defects arising during normal use are not chargeable damage.
Tell us promptly if a device fails. For a supplied subscription device that fails during normal use, we will repair or replace it at our expense or refund unused prepaid fees for the affected device and Service if we cannot reasonably restore operation.
Do not use a visibly damaged, overheating, or otherwise unsafe device. We will clear returned devices of the previous customer's content and credentials before reuse.
10. Fees, renewal, and cancellation
Your order or checkout states the price, number of devices, billing interval, included features, any usage limits, and applicable taxes before you accept.
Unless the order says otherwise, subscriptions renew monthly until canceled. You authorize the disclosed recurring charges. We will not impose additional usage fees without your prior agreement.
Cancel by emailing founders@semiotic.com from an authorized account, or through an account cancellation control if one is available. Cancellation stops the next renewal when received before that renewal is processed. You retain access through the paid period unless you request earlier account closure.
Fees for a started billing period are not prorated except where these terms, your order, or applicable law provide a refund. We will give at least 30 days' notice of a price increase, which applies only to a later renewal.
If an undisputed payment is overdue, we may suspend service after giving notice and at least 10 days to resolve it. We will not charge device nonreturn fees that were not disclosed and accepted in the order.
11. Export, deletion, and ending the Service
An authorized administrator can request export or deletion by emailing founders@semiotic.com. We may verify authority before carrying out the request. For ordinary requests, we will provide an available export in commonly used file formats without a separate export fee. Request an export before the subscription ends or before deleting content you want to keep.
We will delete requested Customer Content from active systems within 30 days after verifying a deletion request, or within 30 days after the subscription ends. This includes audio, transcripts, notes, answers, and related search data under our control. Restricted backup copies will expire within 90 days after active-system deletion. We reapply deletions if a backup is restored.
Upload does not by itself delete local audio. Copies remain until supported storage cleanup or a device wipe removes them. Offline devices must reconnect, be returned, or be cleared following our local deletion instructions to complete deletion. We clear returned devices before reuse. Independent copies held by your organization, its users, or customer-selected agents must be deleted by their holders.
We may preserve specific information where legally required and retain limited billing and administrative records according to the Privacy Policy. We will not keep a separate de-identified archive of Customer Content to bypass deletion.
Either party may end this agreement for a material breach that remains unresolved 15 days after written notice. We may suspend affected access immediately where reasonably necessary to address unlawful recording, a serious security risk, or legal requirements, and will provide notice and an opportunity to resolve the issue where practicable.
If you end the agreement for our unresolved material breach, or we discontinue the paid Service for reasons other than your breach, we will refund the unused prepaid portion. Where practicable, we will give 30 days' notice of discontinuation and an opportunity to request an export.
Ownership, confidentiality, no-training restrictions, remaining deletion duties, unpaid payment obligations, liability limits, and dispute provisions survive termination as needed to give them effect.
12. Acceptable use and AI limitations
Do not use the Service to break the law, record without required consent, access content without permission, bypass safeguards, distribute malicious software, or materially disrupt the Service.
AI-generated transcripts, summaries, speaker labels, and answers can be incomplete or wrong. Review them before relying on them, particularly for consequential decisions about people. The Service is not an emergency system or a substitute for professional judgment.
The MVP is not offered for clinical recording or other workflows that require a HIPAA business associate agreement, child-directed recording, or safety-critical operation.
We retain our rights in the Service's software and technology. We may use product suggestions you voluntarily provide, but feedback permission does not include recordings, transcripts, or other Customer Content attached to or discussed in a support request. We will not use your name or logo in marketing without your permission.
13. Warranties and liability
Except for the express commitments in these terms and rights that cannot lawfully be excluded, the Service is provided “as is” and “as available,” without additional implied warranties of merchantability, fitness for a particular purpose, or noninfringement.
To the extent permitted by law, neither party is liable under this agreement for indirect or consequential damages or lost profits. Each party's total liability arising from this agreement is limited to the greater of $1,000 or the fees paid or payable under it in the 12 months before the event giving rise to the claim.
These exclusions and limits do not apply to fraud, willful misconduct, gross negligence, death or personal injury caused by negligence, liabilities that cannot legally be limited, or your obligation to pay agreed fees. They do not erase our express confidentiality, no-training, security, deletion, or device-remedy commitments.
14. Changes, disputes, and contact
We will give at least 30 days' notice of material changes to these terms, unless a shorter period is required by law or an urgent security need. You may cancel before a change takes effect. Changes do not retroactively authorize new uses of previously collected Customer Content, and posting revised terms is not permission to train on it.
The laws of Delaware, excluding its conflict-of-laws rules, govern this agreement. Disputes will be brought in the state or federal courts located in New Castle County, Delaware, and both parties consent to those courts, except where mandatory law requires otherwise.
Neither party may transfer this agreement without the other's consent, except as part of a merger, reorganization, or sale of the relevant business to a successor bound by these terms. We will not transfer Customer Content to a successor without the same confidentiality, no-training, and deletion obligations.
These terms and your accepted order form the agreement about the Service. If a provision is unenforceable, the remainder continues to apply. Failure to enforce a provision is not a waiver of it. Neither party may make commitments on behalf of the other.
Send legal notices to founders@semiotic.com. We will send service and legal notices to your designated administrator or billing contact.
Company: Semiotic Intelligence Inc. Support and cancellation: founders@semiotic.com Privacy and deletion: founders@semiotic.com