Terms of Service

1. Introduction

These Terms of Service ("Terms") govern your access to and use of the Proat platform ("Service"), operated by Proat ("we", "us", or "our"). By creating an account or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Service Description

Proat is a multi-tenant SaaS platform that provides AI-powered meeting intelligence. The Service includes:

• Live and uploaded audio/video transcription using speech recognition providers
• Speaker diarization and identification
• AI-generated artifacts including meeting minutes, task lists, and Q&A summaries
• Context-aware chat over conversation content
• Document generation and export (DOCX, PPTX, PDF)
• Organization and folder-based collaboration with role-based access control

3. Account Terms

You must provide accurate and complete information when creating an account. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorized access.

Each account is associated with one or more organizations. Organization administrators are responsible for managing membership, roles, permissions, and data retention policies within their organization.

4. Acceptable Use

You agree not to:

• Use the Service to process content you do not have the right to record or transcribe
• Record conversations without the consent of all participants, where required by applicable law
• Violate applicable laws, including privacy and data protection regulations
• Attempt to access data belonging to other organizations (tenants)
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Interfere with or disrupt the integrity or performance of the Service
• Circumvent usage limits, credit restrictions, or rate limiting
• Use the Service to generate content that is unlawful, harmful, or violates third-party rights

5. Intellectual Property

Your content: You retain all rights to the audio, video, transcripts, and documents you upload or create through the Service. We do not claim ownership of your content and process it solely to provide the Service.

AI-generated output: Artifacts generated by AI models (meeting minutes, summaries, task lists) based on your content are derivative works of your content. You own these outputs. We do not use your content or AI-generated outputs to train models.

Our platform: The Service, including its design, code, algorithms, and branding, is owned by Proat and protected by intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or brand elements.

6. Data Processing and Privacy

To provide the Service, we process your audio, video, and text content through third-party providers including speech recognition services (Deepgram, Azure Speech) and large language models (Anthropic Claude, Azure OpenAI). Content is processed for the sole purpose of delivering the requested features and is not used to train AI models.

For organizations subject to GDPR, a Data Processing Agreement (DPA) is available within the platform. Organization administrators can review and accept the DPA through the GDPR compliance settings, which also allow configuring EU data residency preferences, provider selection, and model improvement opt-out settings.

Refer to our Privacy Policy for detailed information on data collection, processing, retention, international transfers, and your rights.

7. Credits and Payment

Usage of certain features is metered through a credit system. Credits are consumed by transcription, AI generation, and document export operations. Credit costs are calculated based on the duration, complexity, and provider used for each operation.

Organization administrators configure credit limits and enforcement behavior. When credit limits are reached, access to credit-consuming features may be automatically restricted until additional credits are available. Three enforcement modes are available: hard block, warning, or overage allowance.

We reserve the right to adjust credit pricing with reasonable notice. Credit balances and transaction history are available to organization administrators through the platform.

8. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. The Service depends on third-party infrastructure and AI providers. We are not liable for outages caused by external providers, network issues, or scheduled maintenance performed with reasonable notice.

9. Account Deletion and Data Retention

Account deletion: You may request deletion of your account through your profile settings. Account deletion is subject to a 30-day grace period during which you can cancel the request. After the grace period, your account and associated personal data will be permanently removed.

Organization data:Conversation data, transcripts, and AI artifacts are retained according to your organization's configured retention policies. Upon deletion, data enters a 30-day soft-delete recovery window before permanent purge by our lifecycle management system.

Data export: You may export your personal data (profile, memberships, login history) from the platform at any time. Conversations and documents can be exported in standard formats (JSON, CSV, TXT, DOCX). We recommend exporting your data before requesting account deletion.

10. Limitation of Liability

To the maximum extent permitted by law, Proat shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or business opportunities arising from your use of the Service.

AI-generated content is provided as-is and should be reviewed for accuracy. We do not guarantee the correctness, completeness, or reliability of AI-generated transcripts, summaries, or other artifacts. You are responsible for reviewing AI-generated content before relying on it for decisions.

11. Indemnification

You agree to indemnify and hold Proat harmless from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any rights of a third party, including claims arising from recordings made without required consent.

12. Changes to Terms

We may update these Terms from time to time. We will notify users of material changes through the Service or by email at least 30 days before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree with the changes, you may terminate your account before they take effect.

13. Governing Law and Jurisdiction

These Terms are governed by the laws of the Netherlands. Any disputes arising from these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the competent courts in the Netherlands.

14. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that the remaining Terms remain in full force and effect.

15. Contact

For questions about these Terms, contact us at info@proat.app.