Terms of Service

Effective 29 October 2026 · Draft

1. Who we are and what these terms cover

These Terms of Service (the "Terms") are an agreement between you and SayVelio Technologies, Republic of Cyprus ("we", "us"). They cover the Velio Notes apps, the website velionotes.com, the account cabinet at app.velionotes.com and everything we provide through them (together, the "Service").

You accept these Terms when you create a Velio Notes account or install or use the app. If you use Velio Notes for a company or other organization, you accept them on its behalf and confirm you are allowed to; "you" then also means that organization. Our Privacy Policy explains how we handle personal data. Organizations that use Velio Notes for their staff also get our Data Processing Addendum, which forms part of these Terms.

2. Who can use Velio Notes

You must be at least 16 years old, and old enough to enter a binding contract where you live. You may not use the Service if we have blocked your account before, or if the law that applies to you forbids it.

3. Your account

You sign in with your SayVelio account, which is provided by us under the SayVelio Terms. Your Velio Notes account, plan and meetings are separate from your SayVelio account. Keep your sign-in secure; you are responsible for what happens under your account. Each account is for one person. Tell us at hello@velionotes.com straight away if you think someone else has accessed it. You can disconnect devices and delete your account at any time.

4. How the Service works

When you start a recording, the app captures your microphone and the sound of your meeting app on your device and sends it directly to our speech recognition provider (currently OpenAI) using a short-lived access token we issue. The audio is not stored on our servers. The resulting transcript is stored in your account, encrypted, and our server uses an AI language model to write notes from it. You can choose to keep recordings on your own device, where they are deleted automatically after the period you set.

Planned features, such as importing Zoom cloud recordings, work as described in the Privacy Policy and apply only if you connect them. We will update these Terms where a new feature changes how your data is handled.

5. Recording, notice and consent

Recording or transcribing a conversation is regulated differently around the world. In some places, including several US states and some EU countries, everyone in the conversation must consent before it is recorded; elsewhere a clear notice is enough, and some meetings may not be recorded at all. You agree that:

• you will record and transcribe a meeting only where you have the notice, consent or other legal basis that the law applicable to you and to the other participants requires;
• you will keep at least one notice method turned on (notice email, spoken notice or chat message), and will not disable, hide or misrepresent the notices the Service gives;
• if a participant objects, you will not record them unless the law allows it; the app warns you about objections it receives, but it is your decision and responsibility;
• where your organization sets a team policy under which its staff accept recording of internal meetings once, it is the organization's responsibility that this acceptance is valid under the law that applies to its staff.

The notice tools help you meet these obligations but do not guarantee that you do. Nothing in the Service is legal advice.

6. Teams

A team owner can create a team, invite members, set shared settings and a team notice policy, and decide which meetings are shared within the team. The owner can make members admins. If you are a team owner or admin, you are responsible for the members you invite, and where you act for an organization, it is the controller of the meeting content and members' personal data, and our Data Processing Addendum applies.

7. Acceptable use

You agree not to:

• record or transcribe people secretly, or in breach of section 5;
• use the Service to create or send unlawful, infringing, harassing or deceptive content, or to surveil or profile people;
• break the usage policies of the AI providers the Service uses;
• try to gain unauthorized access to the Service, other accounts or our systems, or disrupt or overload them, or extract or reuse the access tokens the app receives;
• reverse engineer, resell or offer the Service to others as your own, except where the law allows this despite these Terms;
• scrape the Service with automated tools.

8. Your content

Your meetings, transcripts, notes, vocabulary and settings are your content. You keep all rights to it. You give us only the permission we need to store, process and display it to run the Service for you and the people you share it with. We do not use your content to train AI models and we do not sell it. You are responsible for your content and for having the right to record and use it.

9. AI output

Speech recognition and AI notes can mishear, leave out, misattribute or change words, and speaker names may be wrong. Check transcripts and notes before you rely on them or share them, especially in legal, medical, financial, employment or other important contexts. Velio Notes is not a substitute for professional advice.

10. Our software and brand

We own the Service, the Velio Notes name and logo and the software, except for third-party open-source components, which are licensed under their own terms. While you follow these Terms, we give you a personal, non-exclusive, non-transferable, revocable license to install and use the apps on devices you own or control. Ideas and feedback you send us can be used freely, with no obligation to you.

11. Price and changes to the Service

Velio Notes is free during the beta, within the usage limits shown in your cabinet. We may introduce paid plans later. We will tell you before anything you already use starts to cost money, and nothing will be charged without your explicit agreement to a paid plan and its terms. [Plans, prices and payment terms to be added before paid plans launch.]

The Service is in beta. We may add, change or remove features, and the app updates itself so you receive fixes and security updates. Beta versions may have more bugs. When an older version must no longer be used, for example after a security fix, it stops working until you update it.

12. Suspension and ending your use

You can stop using Velio Notes at any time and delete your account, which deletes your meetings as described in the Privacy Policy. We may suspend or close an account that breaks these Terms, in particular section 5, puts other people or the Service at risk, or where the law requires it. Where reasonable, we will tell you why in advance and give you a chance to fix the problem and export your notes. If we stop offering the Service, we will give you at least 30 days' notice where possible. Sections 8 to 10 and 13 to 16 continue after your use ends.

13. Disclaimer

The Service is provided "as is" and "as available". To the extent the law allows, we make no promises that it will be uninterrupted, error-free, accurate or fit for a particular purpose, or that a recording will be captured in full. If you are a consumer, you keep any rights that mandatory consumer law gives you, and nothing in these Terms limits them.

14. Liability

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, for intent or gross negligence, or any other liability that cannot be limited by law. Otherwise, to the extent the law allows: we are not liable for indirect or consequential losses, loss of profits, revenue or data; and our total liability arising from the Service in any 12-month period is limited to the greater of the amount you paid us in that period and EUR 100.

15. Indemnity

If you use the Service for a business, you will cover our reasonable costs and losses from third-party claims caused by your content, by recordings made without the notice or consent the law requires, or by your breach of these Terms or the law.

16. Governing law and disputes

These Terms are governed by the laws of the Republic of Cyprus, and the courts of Cyprus have jurisdiction. If you are a consumer living in the EU or elsewhere, you also keep the protection of the mandatory laws of your country and may bring proceedings in your local courts. These Terms are written in English; if we publish a translation, the English version applies if they differ, unless mandatory law says otherwise. Please contact us first at hello@velionotes.com; most problems are solved faster that way.

17. Changes to these Terms

For changes that matter, we will tell you by email or in the app at least 14 days before they take effect, unless a change is needed sooner for legal or security reasons. If you keep using the Service after that, the new Terms apply; if you disagree, you can stop using it and delete your account.

18. Other terms

If a court finds part of these Terms invalid, the rest still applies. If we don't enforce a right straight away, we do not give it up. You may not transfer these Terms without our consent; we may transfer them to a company that takes over the Service, and we will tell you if that happens. These Terms, the Privacy Policy and, for organizations, the Data Processing Addendum are the entire agreement between us about the Service, unless we sign a separate agreement with your organization.

19. Contact

SayVelio Technologies, Republic of Cyprus [registered address]. Email: hello@velionotes.com.