Terms of Service

1. The Services

Roomradar provides a software-as-a-service platform for AI-powered transcription, analysis, and knowledge capture from facilitated meetings and workshops. We may update or modify features from time to time and will not materially degrade the core Services during a paid subscription term without notice.

2. Account registration

To use the Services you must create an account and provide accurate, complete, and current information. You are responsible for safeguarding your credentials and for all activity under your account. You must be at least 18 years old, or the age of legal majority in your jurisdiction.

The Services are intended for use by organisations. If you accept these Terms on behalf of an organisation, you represent that you have authority to bind that organisation.

3. Subscriptions, fees and payment

Access to paid features requires an active subscription. Subscription fees are billed in advance on a recurring basis (monthly or annually). All fees are exclusive of VAT and other applicable taxes. Subscriptions renew automatically unless cancelled before the renewal date.

Payments are processed by Stripe. Fees are non-refundable except as required by law. Price changes will not affect your current billing period and we will give at least 30 days’ notice of any increase.

4. Acceptable use

You agree not to use the Services to:

• Violate any law or regulation, including data protection and privacy laws;
• Infringe the intellectual property or other rights of any third party;
• Record meetings without obtaining all required consents from participants under applicable law;
• Upload or process unlawful, harmful, harassing, or defamatory content;
• Attempt unauthorised access to the Services, other accounts, or our infrastructure;
• Reverse engineer or attempt to derive source code, except as permitted by mandatory law;
• Build a competing product using the Services;
• Interfere with the operation of the Services or other users’ use of them.

You are responsible for informing meeting participants that the session is being recorded and transcribed and for obtaining any consents required under applicable law.

5. Customer data and privacy

“Customer Data” means all data you or your users provide to or generate through the Services, including meeting audio, transcripts, AI-generated outputs, and account information. You own all Customer Data. You grant us a limited licence to host, process, and transmit Customer Data solely as necessary to provide the Services.

Our processing of personal data within Customer Data is governed by the Data Processing Agreement (DPA), which forms part of these Terms by reference. Our handling of data we process as controller (account, billing, usage) is described in the Privacy Policy.

We do not use Customer Data to train AI models.

6. Intellectual property

The Services and all materials provided by us (excluding Customer Data) are owned by Roomradar or its licensors. We grant you a limited, non-exclusive, non-transferable licence to use the Services for the duration of your subscription. You retain ownership of Customer Data, including AI-generated outputs based on it.

7. Copyright and content complaints

We respect the intellectual property rights of others and expect users to do the same. If you believe content uploaded or generated through the Services infringes your copyright or other intellectual property right, send a notice of complaint to lindholm.maximilian@gmail.com with: (a) identification of the protected work, (b) identification of the allegedly infringing material with enough detail to locate it, (c) your contact information, (d) a good-faith statement that the use is not authorised, (e) a statement under penalty of perjury that the information is accurate and you are the rights-holder or authorised to act on their behalf, and (f) your signature.

Upon receipt of a valid notice, we will act expeditiously to remove or disable access to the material and notify the user who uploaded it. If you believe content was wrongly removed, you may submit a counter-notice to the same address. We may terminate accounts of users who are repeat infringers.

EU Digital Services Act (DSA) point of contact. For notices submitted under Article 11 of the DSA (Regulation (EU) 2022/2065), the same email address serves as Roomradar’s designated single point of contact for both authorities and recipients of the service.

8. Service availability

We will use commercially reasonable efforts to make the Services available, but we do not guarantee uninterrupted access. The Services may be unavailable from time to time due to maintenance, updates, or third-party outages.

9. Disclaimers

The Services are provided “as is” and “as available”, without warranties of any kind except as required by mandatory law. AI-generated outputs may contain errors or inaccuracies; you should review and verify them before relying on them for important decisions.

10. Limitation of liability

To the maximum extent permitted by law, neither party shall be liable to the other for any indirect, incidental, consequential, special, or punitive damages. Our total aggregate liability shall not exceed the greater of (a) the fees paid by you in the 12 months preceding the event giving rise to liability, or (b) EUR 1,000.

These limitations do not apply to breaches of confidentiality, infringement of intellectual property, or liability that cannot be excluded under mandatory law.

11. Term and termination

You may terminate at any time by cancelling your subscription. We may suspend or terminate your access immediately if you materially breach these Terms and fail to cure within 14 days, fail to pay fees when due, or if your use creates a security or legal risk.

Upon termination, your right to use the Services ends, accrued payment obligations survive, and we will return or delete Customer Data in accordance with the DPA.

12. Changes to these Terms

We may update these Terms from time to time. Material changes will be communicated by email or in-product notice at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

13. Governing law and disputes

These Terms are governed by the laws of Sweden. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the Swedish courts, with the District Court of Stockholm (Stockholms tingsrätt) as the court of first instance.

14. Contact

If you have questions about these Terms, contact us at lindholm.maximilian@gmail.com.

Max Lindholm AB, org. nr. 559407-9633, Sweden.