Vinyl Terms of Service

1. Introduction

Welcome to Vinyl. Vinyl is operated by Vinyl AI Pty Ltd (Australia) (“we,” “us,” “our”). These Terms of Service govern your access to and use of Vinyl’s AI-powered meeting transcription and note-taking services. By using Vinyl, you agree to comply with these terms. If you do not agree, you must immediately stop using our services.

This document constitutes the entire agreement between you and Vinyl regarding the Services and supersedes all prior agreements, understandings, and communications, whether written or oral. These Terms should be read in conjunction with our Privacy Policy and, where it applies, our Data Processing Agreement, each of which is incorporated by reference.

2. Services Provided

Vinyl provides an AI-powered platform for recording, transcribing, summarising, and analysing meetings. Our services integrate with third-party AI providers to enhance transcription accuracy and meeting insights.

Vinyl does not guarantee 100% accuracy of AI-generated content, and users should review transcriptions and summaries before relying on them.

Vinyl’s AI features analyse the textual content of meeting transcriptions to generate summaries, action items, and insights. They do not perform emotion recognition, sentiment analysis, or engagement scoring based on the physiological or behavioural characteristics of participants. Voiceprints are biometric data. Only with the user’s prior, explicit, informed and freely given consent, separate from consent to other AI features, may Vinyl create and use a voiceprint. Where a user chooses to set up a voiceprint, Vinyl uses it only to recognise that user’s voice in in-person meeting recordings, and deletes it on request from the user or their Master Admin. Users may withdraw voiceprint consent at any time by requesting deletion. Further detail is set out in our Data Processing Agreement.

3. User Accounts & Responsibilities

By creating an account, you agree to:

• Provide accurate and complete information.

• Maintain the confidentiality of your account credentials.

• Accept full responsibility for all activity under your account.

• Not misuse Vinyl’s services, including attempting to hack, scrape, or reverse-engineer the platform.

Vinyl reserves the right to suspend or terminate accounts found violating these terms.

User Responsibility for Uploaded Content

Users are solely responsible for ensuring that they have the necessary rights, consents, and authorisations to upload, record, transcribe, and process any meeting data using Vinyl.

Recording Consent Requirements: Users must establish a lawful basis for recording, transcription and AI processing under applicable data protection laws, which may include legitimate interests, consent or contractual necessity as appropriate. Users must give all meeting participants adequate notice before recording begins and obtain consent where required by applicable law, including two-party or all-party recording consent laws. Vinyl is not responsible for disputes arising from unauthorised recordings or failure to obtain proper consent.

Recommended Recording Notification Templates: For your convenience, below are sample notifications that may be used to inform meeting participants:

1. Written Notification (for meeting invitations): “This meeting will be recorded and transcribed using Vinyl. The recording and transcription will be processed by AI tools. If you have any questions or objections, please notify the host before the meeting begins.”

2. Verbal Notification (to be stated at meeting start): “I’d like to inform everyone that this meeting is being recorded and transcribed using Vinyl’s AI transcription service. If anyone does not consent to this recording, please let me know now, and we can discuss alternatives.”

These templates are provided for guidance only. Users remain responsible for ensuring compliance with all applicable laws regarding meeting recordings.

4. Acceptable Use Policy

Users must not use Vinyl to:

• Engage in unauthorised data access or security breaches.

• Transcribe, store, or share content that is illegal, defamatory, infringing, or harmful.

• Bypass security features or attempt to disrupt the platform.

Violation of this policy may result in immediate account suspension and legal action where applicable. Full details are set out in our Acceptable Use Policy.

5. Fair Usage Policy

Vinyl is designed for reasonable, professional use. Excessive usage (e.g., mass automated transcription beyond standard meeting use) may result in service limitations or additional fees. Vinyl reserves the right to review and restrict accounts that exceed fair usage limits.

6. Payment & Subscription

Some features require a paid subscription.

• Payments are processed through third-party providers.

• Subscription fees are charged in advance on a monthly or annual basis.

• Automatic renewals will continue until cancelled by the user.

Refund Policy

• Users may request a refund within 14 days of initial subscription purchase if they have not substantially used the service.

• Refund requests must be submitted in writing to trent@usevinyl.com.

• Refunds for monthly subscriptions will be prorated based on unused time.

• Annual subscriptions cancelled after the 14-day period may be eligible for a prorated refund at Vinyl’s discretion.

• Refunds will be processed using the original payment method within 30 days of approval.

Failure to pay may result in account suspension or termination. If users have payment disputes, they must contact trent@usevinyl.com.

7. Data Processing & Storage

• Primary Storage: AWS servers located in Australia.

• Processing: Meeting transcriptions and summaries are processed via third-party AI providers hosted in the United States. Speaker separation is processed in the European Union, with results returned to Australia.

• Security Measures: Vinyl implements encryption, MFA, access control, and cybersecurity insurance to protect user data.

Users acknowledge and agree that data may be processed outside their country and that Vinyl takes reasonable safeguards to ensure data security. Where Vinyl acts as a processor on behalf of a business customer, processing is governed by our Data Processing Agreement (DPA).

Data Portability

Users may request a copy of their data in a structured, commonly used, machine-readable format by contacting liss@usevinyl.com. Vinyl will provide this data within 30 days of receiving a verified request. The exported data will include meeting transcriptions, summaries, and account information, subject to technical limitations.

8. AI Processing & Consent

By using Vinyl, you acknowledge and consent to:

• Your meeting data being processed by third-party AI providers (based in the United States and the European Union).

• AI-generated transcriptions and summaries, which may not always be error-free.

• The ability to disable AI-driven features in account settings.

9. Third-Party Services Disclaimer

Vinyl integrates with third-party service providers. We require these providers to maintain appropriate security measures, and many hold SOC 2 and/or ISO 27001 certification and process data in compliance with applicable data protection laws, including the UK GDPR. Except as set out in our Data Processing Agreement, Vinyl is not responsible for their security, privacy policies, or performance. A current list of our sub-processors, including their locations and certifications, is available on request from our Data Protection Officer at liss@usevinyl.com.

Users should review these providers’ policies before using Vinyl’s AI-powered features.

10. Intellectual Property Rights

All Vinyl trademarks, software, logos, and content are owned by Vinyl and its licensors. Users may not copy, modify, distribute, or create derivative works based on Vinyl’s content without explicit written permission.

11. Limitations of Liability

Vinyl provides services “as is” and “as available”, without warranties of any kind. We do not guarantee AI-generated content accuracy or uninterrupted service. Vinyl shall not be liable for damages resulting from errors in transcriptions, service interruptions, or third-party tool failures.

In jurisdictions that do not allow these exclusions, our liability is limited to the amount paid for the service in the past 12 months.

Disclaimer for Legal & Financial Advice

Vinyl’s services are for informational purposes only. Transcriptions and summaries should not be relied upon as legal, financial, or professional advice. Users should consult with qualified professionals before making decisions based on Vinyl’s AI-generated content.

12. Indemnification

Users agree to indemnify and hold harmless Vinyl, its affiliates, and partners against claims, losses, or damages resulting from:

• User misuse of Vinyl or violation of these terms.

• Legal disputes arising from content transcribed, stored, or shared via Vinyl.

Indemnification Limitations

The indemnification obligations above:

• Apply only to third-party claims directly resulting from your use of the Services

• Require that Vinyl promptly notify you of any claim subject to indemnification

• Allow you to participate in the defence of such claims

• Do not apply to claims arising from Vinyl’s gross negligence or wilful misconduct

• Are limited to direct, actual, and reasonable costs and damages

13. Force Majeure

Vinyl shall not be liable for service failures due to events beyond our control, including but not limited to:

• System outages and cyberattacks

• Communication network failures

• Natural disasters and acts of God

• Labour disputes and strikes

• War, terrorism, or civil unrest

• Governmental actions or restrictions

• Public health emergencies or pandemics

• Failure of third-party service providers

During a force majeure event, Vinyl will make reasonable efforts to restore services as quickly as possible and communicate status updates to affected users.

14. Service Discontinuation

In the event that Vinyl ceases operations, users will be given a reasonable timeframe (minimum 30 days) to download their stored transcriptions and meeting data. After this period, stored meeting data will be securely deleted, subject to applicable law and any DPA. Write-once access logs are retained for seven years from creation for security and audit purposes, to the extent permitted by applicable law; individual entries cannot be altered or deleted during that period. Access is restricted and the logs are deleted after that period unless further retention is required by law.

15. Copyright & DMCA Policy

If you believe that your copyrighted content has been transcribed or processed on Vinyl without permission, you may file a copyright infringement notice by emailing trent@usevinyl.com. Vinyl will investigate and take appropriate action, including content removal where required.

16. Beta Features Disclaimer

Vinyl may release beta features (e.g., AI-generated insights, experimental automation tools). These features are provided on an “as is” basis and may contain errors. Vinyl makes no guarantees regarding their accuracy, reliability, or availability. For clarity, AI-generated insights mean analysis of meeting content and action items, not behavioural or emotional inference about participants.

17. Termination

We may suspend or terminate your access if you:

• Violate these Terms of Service.

• Engage in fraudulent or malicious activities.

• Fail to comply with payment obligations.

Users may delete their accounts at any time by contacting trent@usevinyl.com. On termination, personal data will be deleted or returned without undue delay in accordance with applicable law and any DPA, subject to the write-once access-log retention described in Section 14 and any retention required by law.

18. Governing Law & Dispute Resolution

All customers contract with Vinyl AI Pty Ltd (Australia). If you are a customer located in the United Kingdom, these Terms and any related Data Processing Agreement are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute. The binding arbitration and class action waiver provisions in this Section do not apply to you. Any dispute concerning data protection or the processing of personal data is governed by the Data Processing Agreement and, unless the Data Processing Agreement provides otherwise (including in its Australian Schedule for customers located in Australia), the laws of England and Wales.

For all other customers, these Terms are governed by the laws of New South Wales, Australia, and the following provisions apply.

Arbitration Procedure (customers located outside the United Kingdom)

Disputes shall be resolved through binding arbitration, except where prohibited by law, as follows:

• Arbitration will be conducted by the Australian Disputes Centre in Sydney, New South Wales

• The arbitration will be conducted by a single arbitrator

• The arbitration will be conducted in English

• Each party will bear its own costs of arbitration, and the arbitrator’s fees will be shared equally

• The arbitrator’s decision will be final and binding

• Neither party may participate in a class action lawsuit or class-wide arbitration

Before initiating arbitration, users agree to attempt to resolve disputes informally by contacting trent@usevinyl.com.

19. Changes to Terms

We may update these Terms of Service from time to time. Material changes will be posted on our website at least 30 days before they take effect, and users will be notified via email. Continued use of Vinyl after the effective date constitutes acceptance of the updated terms.

20. Assignment

Vinyl may assign or transfer its rights and obligations under these Terms without restriction. Users may not assign or transfer their rights or obligations without Vinyl’s prior written consent.

21. Severability

If any provision of these Terms is found to be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render these Terms unenforceable or invalid as a whole. Any such provision shall be deleted without affecting the remaining provisions.

22. Entire Agreement

These Terms, together with the Privacy Policy and, where it applies, the Data Processing Agreement, and any additional terms to which you agree when using specific elements of the Services, constitute the entire agreement between you and Vinyl regarding the Services and supersede all prior agreements and understandings.

23. Age Restrictions

Vinyl’s services are intended for users who are at least 16 years of age. We do not knowingly permit use by, or collect personal data from, anyone under 16. This is consistent with our Privacy Policy.

24. Export Control Compliance

Users must comply with all applicable export control laws and regulations when using Vinyl’s services. Users may not use Vinyl in violation of any export embargo, prohibition, or restriction.

25. Accessibility Commitment

Vinyl is committed to ensuring digital accessibility for people with disabilities. We are continually improving the user experience for everyone and applying the relevant accessibility standards.

Conformance Status

Vinyl aims to conform to WCAG 2.1 Level AA standards. We conduct regular accessibility audits and address issues as they are identified.

If you encounter accessibility barriers on our platform, please contact trent@usevinyl.com.

26. Contact Us

For questions or concerns, contact trent@usevinyl.com.

By using Vinyl, you acknowledge that you have read, understood, and agreed to these Terms of Service.