📄 Terms and Conditions

1. Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User", "you", or "your") and ArcticBit ("we", "us", "our", or "Company") regarding your use of the AI Scribe service ("Service").

By accessing, registering for, or using our Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you must not use our Service.

1.1 Legal Capacity

You must be at least 18 years old and have the legal capacity to enter into this agreement. By using our Service, you represent and warrant that you meet these requirements.

2. Service Description

AI Scribe is an artificial intelligence-powered transcription service that converts audio files into text format. Our Service includes:

• Audio file upload and processing
• Automated speech-to-text transcription
• Speaker identification and separation
• Translation services
• Text editing and correction tools
• Export and download functionality

2.1 Service Limitations

3. User Accounts and Registration

3.1 Account Creation

To use our Service, you must create an account by providing accurate and complete information, including:

• Valid email address
• Secure password
• Name and contact information

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized use
• Ensuring your account information remains accurate and up-to-date

3.3 Account Restrictions

You may not:

• Create multiple accounts for the same individual
• Share your account with others
• Transfer your account to another party without our consent
• Use automated tools to create accounts

4. Payment Terms and Credits

4.1 Credit System

Our Service operates on a credit-based system where:

• Credits are purchased in advance and stored in your account
• Credits are consumed when you use transcription services
• Credit prices are displayed clearly before purchase
• Credits do not expire unless your account is terminated
• Credits are not transferable. They cannot be gifted or sell them to another user
• Credits are forfeited upon account closure. We advise to test the services and your requirements before any credit purchases
• All purchases include a non-refundable 7% administrative fee that is charged in addition to the service cost

4.2 Payment Processing

Payments are processed securely through third-party payment processors. We accept:

• Major credit and debit cards (Visa, Mastercard, American Express)
• PayPal payments
• Bank transfers (where available)

4.3 Pricing and Fees

All prices are displayed in the currency of your location and include applicable taxes where required. Prices may change at any time, but changes will not affect credits already purchased.

4.4 Refund Policy

Refunds are governed by our separate Refund and Dispute Policy, which forms part of these Terms.

5. Acceptable Use Policy

5.1 Permitted Use

You may use our Service for legitimate business and personal purposes, including:

• Transcribing meetings, interviews, and conferences
• Converting educational content to text
• Creating accessible content for hearing-impaired individuals
• Personal note-taking and documentation

5.2 Prohibited Use

5.3 Content Responsibility

You are solely responsible for all content you upload and process through our Service. You warrant that you have all necessary rights and permissions for any audio content you submit.

6. Data Privacy and Security

6.1 Data Collection and Processing

We collect and process your data in accordance with GDPR and our Privacy Policy. This includes:

• Account information and payment details
• Audio files and transcription results
• Usage statistics and service logs
• Technical data for service improvement

6.2 Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption in transit and at rest
• Regular security audits and monitoring
• Secure cloud infrastructure (AWS)
• Access controls and authentication

6.3 Data Retention

We retain your data only for as long as necessary to provide our services and comply with legal obligations. You may request deletion of your data at any time, subject to our legitimate business interests.

7. Intellectual Property Rights

7.1 Your Content

You retain ownership of all audio content and resulting transcriptions. By using our Service, you grant us a limited license to process your content solely for the purpose of providing transcription services.

7.2 Our Technology

All rights in our Service, including software, algorithms, and AI models, remain our exclusive property. You may not:

• Reverse engineer our technology
• Create derivative works based on our Service
• Use our Service to develop competing products

7.3 Trademarks

AI Scribe, ArcticBit, and related marks are our trademarks. You may not use our trademarks without written permission.

8. Service Availability and Performance

8.1 Service Uptime

While we strive for high availability, we do not guarantee uninterrupted service. Planned maintenance and unexpected outages may occur.

8.2 Performance Standards

We aim to provide reliable transcription services but cannot guarantee:

• Specific accuracy levels for all audio types
• Processing times for transcriptions
• Availability during peak usage periods
• Compatibility with all audio formats

8.3 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of our Service at any time with reasonable notice.

9. Limitation of Liability

9.1 Disclaimer of Warranties

9.2 Limitation of Damages

To the maximum extent permitted by law, our total liability for any claims related to our Service shall not exceed the amount you paid us in the 12 months preceding the claim.

We shall not be liable for:

• Indirect, incidental, or consequential damages
• Loss of profits, data, or business opportunities
• Damages resulting from third-party actions
• Issues caused by your misuse of the Service

9.3 Consumer Rights

Nothing in these Terms limits your statutory rights as a consumer under the law.

10. Account Termination

10.1 Termination by You

You may terminate your account at any time by contacting our support team. Upon termination:

• Your access to the Service will cease
• Unused credits are forfeited upon account closure
• Your data will be deleted according to our retention policy

10.2 Termination by Us

We may terminate your account immediately if you:

• Violate these Terms
• Engage in fraudulent activity
• Cause harm to our Service or other users
• Fail to pay outstanding fees

11. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or your use of our Service shall be subject to the exclusive jurisdiction of the English courts.

11.1 Alternative Dispute Resolution

Before initiating legal proceedings, we encourage you to contact us to resolve any disputes amicably. For consumer disputes, you may also use the EU Online Dispute Resolution platform or contact relevant consumer protection agencies.

12. Changes to Terms

We may update these Terms from time to time to reflect changes in our Service or legal requirements. We will notify you of material changes by:

• Email notification to your registered address
• Prominent notice on our website
• In-app notifications where applicable

Continued use of our Service after changes constitutes acceptance of the updated Terms.

12.1 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue to be valid and enforceable.

12.2 Entire Agreement

These Terms, together with our Privacy Policy and Refund Policy, constitute the entire agreement between you and ArcticBit regarding your use of our Service.