Terms of Service

1. Who we are and this agreement

These terms are an agreement between you and Mohammed Jaseel Kunnathodika, trading as Voxhelm, Stuttgart, Germany ("Voxhelm", "we"; details in the Impressum). They apply to the Voxhelm app, our hosted AI service and our website. Our Privacy Policy explains how we handle personal data.

2. Who may use Voxhelm

• You must be at least 18 years old.
• You may not use Voxhelm if you are located in, or ordinarily resident in, a country or region subject to comprehensive EU, UN or US sanctions, or if you are on a sanctions list, and you may not use it on behalf of such a person.
• Your account is personal. Keep your computer and your sign-in secure; you are responsible for what happens under your account.

3. The service and AI

Voxhelm is an AI assistant that operates your computer on your instructions. When you use it you are interacting with AI, not a person. AI can misunderstand you or be wrong: check anything important before you rely on it, and do not use Voxhelm for decisions where a mistake could cause serious harm (medical, legal, financial or safety-critical decisions) without checking the result yourself. Voxhelm asks for your confirmation before destructive actions such as deleting files or sending email, but you remain in control of, and responsible for, your computer, accounts and instructions.

We develop Voxhelm continuously, so features can change. We will not remove a core feature of a paid plan during a paid period without telling you in advance; if a change is to your disadvantage, you may cancel.

4. Plans, prices and automatic renewal

• Plans. Voxhelm has a Free plan and paid plans (Pro and Elite). The price, billing period and what each plan includes are shown in the app and at checkout before you pay. Prices are in US dollars; taxes are shown at checkout where they apply. Each plan has fair-use limits shown in the app.
• Automatic renewal. A paid plan renews automatically every month and your payment method is charged the plan's price at the start of each month until you cancel. Payments are processed by Stripe.
• How to cancel. Cancel at any time in the Voxhelm app under Plans & Billing, or by email to support@voxhelm.de. Cancellation takes effect at the end of the current paid month; you keep access until then and are not charged again. EU/EEA consumers may also withdraw (section 5).
• Trial. A free trial of Pro is a gift: it needs no payment method and ends by itself. It never turns into a paid subscription unless you buy one.
• Price changes. We will tell you at least 30 days before a price change applies to your subscription. The new price applies from your next renewal after that notice; if you do not want it, cancel before then.
• Failed payments. If a renewal payment fails, your plan returns to Free until the payment succeeds.

5. Right of withdrawal (consumers in the EU/EEA)

If you are a consumer in the EU or EEA, you have the following statutory right.

6. Acceptable use

Voxhelm may be used only for lawful purposes. You must not use it to:

• commit or facilitate any crime or fraud;
• access accounts, devices, or networks you don't own or aren't authorised to use;
• create or distribute malware, or attack others' systems;
• send spam or bulk unsolicited messages;
• harass, threaten, stalk, impersonate, or covertly monitor or record another person;
• access, create, or distribute sexually explicit content involving minors, or any content that is illegal where you are;
• infringe others' intellectual-property or privacy rights;
• circumvent the usage limits, safety measures, or security of the service, or access the service other than through the Voxhelm app.

The assistant is designed to decline such requests. You must also follow the usage policies of our AI provider that apply to what you ask the AI to do.

7. Meeting notes and recording consent

Voxhelm's meeting-notes feature listens to a meeting on your computer so it can write you a transcript and a summary. It captures everyone in the call, not only you. Voxhelm never starts it on its own, and it shows that it is listening while it runs.

Obtaining consent is your responsibility, not ours. You must comply with every law that applies to you and to the other participants, and get whatever permission those laws require before you start. Recording laws differ sharply by country and by US state. In Germany, recording a non-public conversation without the agreement of everyone taking part is a criminal offence under §201 StGB. Several US states, including California, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania and Washington, require every participant to consent. We cannot ask them on your behalf and we do not know where your participants are.

You will use this feature lawfully and never covertly: do not record anyone who has not been told, and do not try to hide from the other participants that a meeting is being transcribed. Do not use it for conversations you are not permitted to process, such as privileged conversations or ones containing special-category personal data, unless you have the legal basis to do so.

8. Data processing terms (meeting content)

When you use meeting notes, this section is our agreement under Article 28 GDPR for the personal data of your meeting participants.

• Roles and subject matter. You (or the organisation you act for) are the controller of meeting content; we are your processor. We process meeting audio, the resulting transcript, the titles of windows open during the meeting and, if enabled, screenshots, relating to you and the other participants, only to transcribe the meeting and write your notes, for the duration of your use of the feature.
• Instructions. We process meeting content only on your documented instructions, which are your use of the feature and these terms, unless EU or member-state law requires otherwise, in which case we will tell you first where the law allows. We will tell you if we believe an instruction infringes data-protection law.
• Confidentiality and security. Everyone authorised to process meeting content is bound to confidentiality. We protect it with appropriate technical and organisational measures: encryption in transit, processing only in memory for the time needed, no storage on our servers, and access limited to the people who operate Voxhelm.
• Sub-processors. You authorise us to use Google (the Gemini API) to transcribe and summarise, and Cloudflare, through whose infrastructure requests pass, each under data-processing terms at least as protective as these. We will tell you before adding or replacing a sub-processor for meeting content; you may object, and if we cannot address your objection you may end your subscription.
• Assistance. Taking into account that we store no meeting content, we will help you respond to data-subject requests and meet your obligations on security, breach notification, impact assessments and consultation (Art. 32–36 GDPR).
• Breaches. We will notify you without undue delay after becoming aware of a personal-data breach affecting meeting content.
• Deletion. We retain no meeting content: audio is deleted once transcribed, and your notes stay on your computer. There is nothing to return or delete at the end of the agreement.
• Information and audits. We will make available the information needed to demonstrate compliance with Article 28 and allow for and contribute to audits, including inspections, by you or an auditor you mandate, on reasonable notice.
• Transfers. Our sub-processors may process meeting content outside the EEA under the safeguards described in the Privacy Policy.

9. Third-party services

Voxhelm can act in websites and apps you use and, if you connect it, your Google account. Those services are provided by their operators under their own terms, and we are not responsible for them.

10. Suspension and ending the agreement

You can stop using Voxhelm and delete your account in the app at any time. We may suspend or end your access if you seriously or repeatedly breach these terms (in particular section 6), if the law requires it, or to protect the service or other users from harm. Where reasonable we will warn you first. If we end a paid subscription without cause on your side, we will refund the unused part.

11. Liability

If you are a consumer in the EU, the EEA or the UK:

We are liable without limitation for damage caused intentionally or by gross negligence, for injury to life, body or health, under the German Product Liability Act, and where we have given a guarantee. For slight negligence we are liable only if we breach an obligation whose fulfilment is essential to the proper performance of this contract and on which you may regularly rely, and then only for the foreseeable damage typical for this type of contract. Otherwise our liability for slight negligence is excluded. Your statutory rights regarding defects in digital products are not affected.

Everyone else, including users in the United States:

To the maximum extent permitted by law, Voxhelm is provided "as is" and "as available", without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We are not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or data, and our total liability for any claim is limited to the amount you paid us in the twelve months before the claim arose. Some jurisdictions do not allow these exclusions, so they may not apply to you.

12. Your responsibility

Voxhelm executes your instructions on your computer, signed in to your accounts. To the extent permitted by law, if your use of Voxhelm in breach of these terms or of the law leads to third-party claims against us, you will compensate us for the resulting damage and reasonable legal costs, unless you are not responsible for the breach.

13. Law and courts

These terms are governed by German law, excluding the UN Convention on Contracts for the International Sale of Goods. If you are a consumer, this does not take away the protection of the mandatory laws of the country where you live. If you are a merchant, the courts of Stuttgart, Germany have exclusive jurisdiction. We do not take part in dispute-resolution proceedings before a consumer arbitration board.

14. Changes to these terms

We may change these terms for good reason, such as new features, legal changes or security. We will tell you at least 30 days before a change affecting your rights takes effect. If you do not agree, you can cancel before then; for changes to the main things we owe each other (price, scope of your plan) we will ask for your agreement.

15. Contact

Questions: support@voxhelm.de or the Voxhelm Discord.