Vinyl Terms of Service
Effective Date:
March 5, 2025
1. Introduction
Welcome to Vinyl ("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, which is incorporated by reference.
2. Services Provided
Vinyl provides an AI-powered platform for recording, transcribing, summarizing, and analyzing 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.
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 authorizations to upload, record, transcribe, and process any meeting data using Vinyl.
Recording Consent Requirements: Users must obtain explicit consent from all meeting participants before recording or transcribing any conversation. This consent must comply with all applicable laws, including two-party or all-party consent laws where applicable. Users must inform participants that the meeting will be recorded, transcribed, and processed by AI tools. Vinyl is not responsible for disputes arising from unauthorized 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:
Written Notification (for meeting invitations): "This meeting will be recorded and transcribed using Vinyl. By joining this meeting, you consent to the recording, transcription, and AI-processing of the conversation. If you do not consent, please notify the host before the meeting begins."
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.
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 hello@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 hello@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.
Security Measures: Vinyl implements encryption, MFA, access control, penetration testing, 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.
Data Portability
Users may request a copy of their data in a structured, commonly used, machine-readable format by contacting hello@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 (US-based).
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 AI services. While these services are SOC 2, ISO 27001:2022, and GDPR compliant, Vinyl is not responsible for their security, privacy policies, or performance.
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 defense of such claims
Do not apply to claims arising from Vinyl's gross negligence or willful 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
Labor 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, all data will be permanently deleted unless 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 hello@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.
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 hello@usevinyl.com.
18. Governing Law & Dispute Resolution
These terms are governed by the laws of New South Wales, Australia.
Arbitration Procedure
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 hello@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 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. Users under 18 must have parental or guardian consent to use our services.
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 hello@usevinyl.com.
26. Contact Us
For questions or concerns, contact hello@usevinyl.com.
By using Vinyl, you acknowledge that you have read, understood, and agreed to these Terms of Service.
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"I've been wary of AI notetakers in the past...but Vinyl just gets it. So easy to set up, and the summaries hone in on all the important items. Everything just happens automatically, reducing all the small tasks that quickly add up."