Terms of Service

1. Agreement Overview

These Terms of Service ("Terms") constitute a comprehensive legal agreement between you ("Customer," "you," or "your") and MeetingMint, Inc. ("MeetingMint," "Company," "we," "us," or "our") governing your use of our enterprise-grade AI-powered meeting intelligence platform and related services specifically designed for financial services organizations.

1.1 Agreement Hierarchy

These Terms may be supplemented by:

• Master Service Agreements: For Enterprise customers
• Data Processing Agreements: For GDPR compliance
• Service Level Agreements: For uptime and performance commitments
• Order Forms: For specific service configurations

In case of conflict, the order of precedence is: (1) Order Forms, (2) Master Service Agreement, (3) Data Processing Agreement, (4) these Terms.

1.2 Updates to Terms

We may modify these Terms at any time. Material changes will be communicated through:

• Email notification to registered users
• Prominent notice in our application
• Website announcement

Continued use of our services after changes become effective constitutes acceptance of the revised Terms.

2. Definitions

The following definitions apply throughout these Terms:

3. Service Description

3.1 Core Services

MeetingMint provides the following core services:

3.2 Service Availability

We strive to maintain high service availability:

• Target Uptime: Exceptional monthly uptime (excluding scheduled maintenance)
• Maintenance Windows: Scheduled during off-peak hours with advance notice
• Service Level Agreements: Available for Enterprise customers

3.3 Service Modifications

We reserve the right to:

• Modify, update, or discontinue features with reasonable notice
• Add new features and capabilities to enhance the Services
• Perform maintenance and updates to ensure security and performance
• Temporarily suspend services for urgent security or technical issues

4. Account Registration

4.1 Eligibility

To use our Services, you must:

• Be at least 18 years old or the age of majority in your jurisdiction
• Have the legal authority to enter into this agreement
• Provide accurate and complete registration information
• Maintain a valid business email address

4.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Promptly notifying us of any unauthorized access
• Using strong passwords and enabling multi-factor authentication

4.3 Account Information

You agree to:

• Provide truthful, accurate, and complete information
• Update your information promptly when changes occur
• Not create multiple accounts or share accounts with others
• Not impersonate another person or entity

4.4 Authorized Users

You may add Authorized Users to your account subject to:

• Subscription limits and billing terms
• Each user accepting these Terms
• Your responsibility for all user actions
• Promptly removing access for departing team members

5. Acceptable Use Policy

5.1 Permitted Use

You may use our Services only for:

• Legitimate business purposes in connection with your organization
• Recording and analyzing meetings with proper consent
• Integrating with authorized third-party systems
• Training and collaboration within your organization

5.2 Prohibited Activities

You agree not to:

5.3 Consent Requirements

You are solely responsible for:

• Obtaining all necessary consents for meeting recordings
• Complying with applicable recording and privacy laws
• Providing appropriate notice to meeting participants
• Handling any objections to recording or processing

5.4 Enforcement

We reserve the right to:

• Investigate suspected violations of this policy
• Remove or disable access to violating content
• Suspend or terminate accounts for policy violations
• Cooperate with law enforcement as required

6. Data & Privacy Responsibilities

6.1 Data Ownership

You retain ownership of all Customer Data. We claim no ownership rights to your data and will process it only as necessary to provide the Services and as specified in our Privacy Policy.

6.2 Data Processing

By using our Services, you authorize us to:

• Process Customer Data to provide requested services
• Generate AI-powered insights and summaries
• Store and backup data for service continuity
• Use aggregated, anonymized data for service improvement

6.3 Data Security

We implement appropriate technical and organizational measures to protect Customer Data, including:

• Encryption in transit and at rest
• Access controls and authentication
• Regular security audits and assessments
• SOC 2 Type II certified processes

6.4 Customer Responsibilities

You are responsible for:

• Ensuring you have rights to upload and process Customer Data
• Obtaining necessary consents from data subjects
• Complying with applicable data protection laws
• Configuring appropriate access controls and permissions
• Regularly backing up critical data

6.5 Data Portability and Deletion

Upon request, we will:

• Provide Customer Data in a standard, machine-readable format
• Delete Customer Data within 30 days of account termination
• Assist with data migration to alternative services
• Provide certificates of data destruction when required

7. Payment Terms

7.1 Subscription Fees

Payment terms for subscription services:

• Billing: Monthly or annual billing cycles as selected
• Payment Methods: Credit card, ACH, or wire transfer
• Currency: All fees are in US Dollars unless otherwise specified
• Automatic Renewal: Subscriptions auto-renew unless cancelled

7.2 Fee Changes

We may modify subscription fees with:

• 30 days advance notice for existing customers
• Opportunity to cancel before changes take effect
• Grandfather rates for annual subscriptions until renewal

7.3 Late Payment

For overdue payments:

• Interest charges may apply per month
• Services may be suspended after 30 days
• Account termination may occur after 60 days
• Collection costs may be charged to Customer

7.4 Refunds

Refund policy:

• Trial Periods: No charges during free trials
• Annual Subscriptions: Pro-rated refunds within 30 days
• Monthly Subscriptions: No refunds for partial months
• Enterprise: Custom refund terms in Master Service Agreement

7.5 Taxes

Customer is responsible for:

• All applicable taxes, duties, and government charges
• Providing valid tax exemption certificates
• Any taxes based on Customer's location or use

8. Intellectual Property

8.1 Our Intellectual Property

MeetingMint retains all rights, title, and interest in:

• The Services, software, and technology platform
• AI models, algorithms, and processing methodologies
• Trademarks, service marks, and brand elements
• Documentation, training materials, and content
• Ideas, techniques, and know-how developed through service provision

8.2 Customer Intellectual Property

You retain all rights to:

• Customer Data and content uploaded to the Services
• Your trademarks, trade names, and brand elements
• Pre-existing intellectual property rights

8.3 AI-Generated Content

For content generated by our AI systems:

• You receive a license to use AI-generated insights and summaries
• We retain rights to improve our AI models and algorithms
• No warranty is provided regarding accuracy or completeness
• You remain responsible for validating and using AI output appropriately

8.4 License Grants

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable license to use the Services. You grant us a limited license to process Customer Data as necessary to provide the Services.

8.5 Feedback

Any feedback, suggestions, or improvements you provide may be used by us without restriction or compensation to enhance our Services.

9. Warranties & Disclaimers

9.1 Mutual Warranties

Each party represents and warrants that:

• It has the legal power and authority to enter into this agreement
• This agreement has been duly executed and is legally binding
• Performance will not violate any other agreement or law

9.2 Service Warranties

We warrant that:

• Services will perform substantially in accordance with Documentation
• We will use commercially reasonable efforts to maintain service availability
• We have implemented appropriate security measures

9.3 Customer Warranties

You warrant that:

• You have rights necessary to provide Customer Data to us
• Customer Data does not violate third-party rights
• You will comply with all applicable laws and regulations
• You have obtained necessary consents for data processing

9.5 AI Limitations

You acknowledge that:

• AI-generated content may contain errors or inaccuracies
• Human review and validation of AI output is recommended
• AI performance may vary based on data quality and content
• We do not guarantee specific accuracy levels for AI features

10. Limitation of Liability

10.2 Cap on Liability

Our total liability for all claims arising under this agreement shall not exceed:

• For paid subscriptions: the amounts paid by Customer in the 12 months preceding the claim
• For free services: $100 USD
• For Enterprise customers: as specified in the Master Service Agreement

10.3 Exceptions

The limitations in this section do not apply to:

• Customer's breach of confidentiality obligations
• Customer's violation of our intellectual property rights
• Either party's gross negligence or willful misconduct
• Death or personal injury caused by negligence
• Liabilities that cannot be limited under applicable law

10.4 Time Limitation

Any claim must be brought within one (1) year after the cause of action arose, or it will be permanently barred.

10.5 Essential Purpose

The parties acknowledge that these limitations are reasonable and essential elements of this agreement, and that without such limitations, the economic terms would be substantially different.

11. Indemnification

11.1 Our Indemnification

We will defend, indemnify, and hold you harmless against third-party claims that our Services infringe a valid US patent, copyright, or trademark, provided you:

• Promptly notify us in writing of the claim
• Give us sole control of the defense and settlement
• Provide reasonable cooperation at our expense

11.2 Our Remedies

If the Services are found to infringe, we may at our option:

• Obtain rights for you to continue using the Services
• Modify the Services to be non-infringing
• Replace the Services with non-infringing alternatives
• Terminate the Services and refund prepaid fees

11.3 Our Indemnification Exclusions

We have no obligation for claims arising from:

• Modifications to the Services not made by us
• Use of the Services in combination with third-party products
• Customer Data or content provided by you
• Continued use after we notify you to discontinue due to infringement

11.4 Customer Indemnification

You will defend, indemnify, and hold us harmless against claims arising from:

• Your use of the Services in violation of these Terms
• Customer Data or content that infringes third-party rights
• Your violation of applicable laws or regulations
• Unauthorized access to the Services through your account
• Your failure to obtain necessary consents for data processing

11.5 Indemnification Process

For all indemnification claims:

• The indemnified party must promptly notify the indemnifying party
• The indemnifying party has sole control of defense and settlement
• The indemnified party will provide reasonable cooperation
• No settlement admitting fault may be made without consent

12. Term & Termination

12.1 Agreement Term

This agreement begins when you first access the Services and continues until terminated in accordance with these Terms.

12.2 Subscription Term

Subscription terms vary by plan:

• Monthly: Month-to-month with 30-day notice for cancellation
• Annual: One-year terms with automatic renewal
• Enterprise: As specified in Master Service Agreement

12.3 Termination by Customer

You may terminate:

• Your subscription at any time through account settings
• This agreement with 30 days written notice
• Immediately if we materially breach and fail to cure within 30 days

12.4 Termination by MeetingMint

We may terminate:

• Immediately for material breach of these Terms
• With 30 days notice for convenience
• Immediately for non-payment after applicable cure period
• Immediately for violation of Acceptable Use Policy

12.5 Effect of Termination

Upon termination:

• Your right to use the Services immediately ceases
• We will provide Customer Data export for 30 days
• Customer Data will be deleted after the retention period
• Outstanding payment obligations remain due
• Confidentiality and limitation of liability provisions survive

12.6 Data Retrieval

Following termination:

• You have 30 days to export Customer Data
• We will assist with data migration upon reasonable request
• Additional fees may apply for extended data retention
• Data will be securely deleted after the retention period

13. Dispute Resolution

13.1 Informal Resolution

Before initiating formal proceedings, the parties agree to:

• Attempt to resolve disputes through good faith negotiations
• Provide written notice of the dispute with details
• Allow 60 days for informal resolution efforts
• Engage appropriate executives in resolution discussions

13.2 Binding Arbitration

If informal resolution fails, disputes will be resolved through binding arbitration:

• Administrator: American Arbitration Association (AAA)
• Rules: AAA Commercial Arbitration Rules
• Location: San Francisco, California
• Language: English
• Arbitrator: Single arbitrator with technology industry experience

13.3 Arbitration Procedures

• Each party bears its own costs and attorneys' fees
• AAA administrative fees split equally between parties
• Discovery limited to documents and information reasonably necessary
• Award must be in writing with explanation of reasoning
• Judgment may be entered in any court of competent jurisdiction

13.4 Exceptions to Arbitration

The following disputes are not subject to arbitration:

• Claims for injunctive or equitable relief
• Intellectual property infringement claims
• Claims in small claims court within jurisdictional limits
• Disputes regarding the scope or enforceability of this arbitration provision

13.5 Class Action Waiver

EACH PARTY WAIVES THE RIGHT TO PARTICIPATE IN CLASS ACTIONS, CLASS ARBITRATIONS, OR REPRESENTATIVE PROCEEDINGS. CLAIMS MUST BE BROUGHT INDIVIDUALLY.

13.6 Governing Law

This agreement is governed by the laws of the State of California, without regard to conflict of law principles.

14. General Provisions

14.1 Assignment

• You may not assign this agreement without our prior written consent
• We may assign this agreement to affiliates or in connection with business transfers
• Any attempted unauthorized assignment is void

14.2 Severability

If any provision of these Terms is found invalid or unenforceable, the remainder of the agreement will remain in full force and effect.

14.3 Waiver

Failure to enforce any provision does not constitute a waiver of future enforcement. Waivers must be in writing to be effective.

14.4 Force Majeure

Neither party is liable for delays or failures due to events beyond their reasonable control, including natural disasters, government actions, or infrastructure failures.

14.5 Export Control

The Services are subject to US export control laws. You agree to comply with all applicable import, export, and re-export restrictions.

14.6 Entire Agreement

These Terms, together with the Privacy Policy and any applicable Order Forms or Master Service Agreements, constitute the entire agreement between the parties.

14.7 Contact Information

For questions about these Terms, contact us at: