Terms of Service

The service

Voxhelm is a Windows voice assistant that operates your computer on your instructions. You're responsible for the actions you ask it to take. Voxhelm asks for confirmation before destructive actions, but you remain in control of your machine and accounts. The assistant is designed to decline requests that violate the acceptable-use policy below.

Subscriptions & billing

Hosted AI requires a paid subscription billed through Stripe. Plans renew automatically until cancelled. You can cancel anytime; access continues to the end of the paid period. Fair-use limits apply per plan.

Right of withdrawal (EU/EEA customers)

If you are a consumer in the EU/EEA, you have the right to withdraw from your subscription within 14 days of purchase without giving a reason. By completing checkout and requesting that your subscription start immediately, you expressly ask us to begin providing the service before the withdrawal period ends, and you acknowledge that if you withdraw after service has started, you owe a proportionate amount for the service already provided up to that point, rather than a full refund. To withdraw, email support@voxhelm.de with an unambiguous statement (a simple "I withdraw from my subscription" is enough).

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;
• harass, threaten, stalk, impersonate, or covertly monitor another person;
• access, create, or distribute sexually explicit content or any content that is illegal in your jurisdiction;
• infringe others' intellectual-property or privacy rights;
• circumvent the usage limits, safety measures, or security of the service.

The assistant is designed to decline such requests. We may suspend or terminate accounts used in violation of this policy, without refund for the remaining subscription period where the violation is serious or repeated.

Meeting notes & 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 records everyone in the call, not only you: the other participants' voices reach it through your computer's audio. Voxhelm never starts on its own, and it shows that it is listening while it runs.

Obtaining consent is your responsibility, not ours. You are solely responsible for complying with every law that applies to you and to the other participants, and for getting 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. A number of US states, including California, Florida, Illinois, 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 warrant that you will use this feature lawfully and that you will not use it covertly. You must not use Voxhelm to record anyone who has not been told, and you must not attempt to conceal from the other participants that a meeting is being transcribed. If your use of the feature leads to claims against us, the indemnity below applies.

You are also responsible for the content of your meetings. Do not use the feature for conversations you are not permitted to process, including conversations subject to professional privilege or containing special-category personal data, unless you have the legal basis to do so.

Data processing terms (meeting content)

These terms apply when you use meeting notes, and form our agreement under Article 28 GDPR for the personal data of your meeting participants.

Roles. For the content of your meetings you (or the organisation you act for) are the controller: you decide to record, you decide what is discussed, and you keep the resulting files. We are a processor, and we process that content only to carry out the instruction you gave us, which is to transcribe the meeting and write your notes. We do not process it for any other purpose, we do not sell it, and we do not use it to train AI models.

Sub-processors. To transcribe and summarise a meeting we use Google (the Gemini API, acting as a processor under Google's own data-processing terms) and Cloudflare, through which the request passes. We will tell you before adding or replacing a sub-processor for meeting content, and you may end your subscription if you object.

What we keep. Nothing. Meeting audio passes through our infrastructure to be transcribed and is not stored on our servers. Your transcript, your notes and any screenshots stay on your computer, in your own folder, and the audio is deleted as soon as it has been turned into text. No recording of your meeting is kept, by us or on your machine. What our servers do keep is usage metering, which is counts and timestamps rather than content: see the Privacy Policy.

Duration, security and assistance. We process meeting content only for the moments it takes to transcribe and summarise it, in transit and in memory, protected by appropriate technical and organisational measures. Because we retain no meeting content, there is nothing for us to return or delete at the end of our agreement, and a request from a participant to access or erase a recording must go to you as the controller, since the files are on your computer and not ours. We will help you respond to such requests and to any security incident as far as our role allows.

Transfers. Our AI provider may process the audio outside the EEA. See the Privacy Policy's international-transfers section.

Your responsibility & indemnity

Voxhelm executes your instructions on your computer, under your control and signed in to your accounts. You are solely responsible for the instructions you give and for the actions taken on your behalf. If your use of Voxhelm in violation of these terms or of applicable law leads to third-party claims, damages, or costs (including reasonable legal fees) against us, you agree to indemnify and hold us harmless from them.

Disclaimer

Voxhelm is provided "as is". Automated actions can make mistakes; review important actions. To the extent permitted by law, we're not liable for indirect or consequential damages arising from use of the software.

Contact

Questions: email support@voxhelm.de or reach us in the Voxhelm Discord.