Q-Meet Terms of Service

1. Business Use Only

Q-Meet is intended exclusively for businesses, organisations and professional use. By creating an account, purchasing or using the Service, you confirm that you are acting in the course of a business, trade or profession, have authority to bind the Customer and are not using Q-Meet as a private consumer service.

2. The Service

Q-Meet is an AI-assisted meeting service that may, depending on available functionality and Customer configuration:

• record or receive audio from physical or digital meetings;
• join supported digital meetings through a Q-Meet meeting bot;
• process uploaded meeting recordings;
• transcribe conversations;
• generate summaries, topics, decisions, action points and follow-up information;
• organise, store, search and retrieve meeting information;
• support optional calendar integration;
• send meeting summaries by email; and
• provide other meeting-related AI functionality.

Q-Meet does not provide CRM or telephony integration as part of its standard functionality. Available functionality may depend on the selected plan, device, integration and technical environment. QBIM may develop, modify and improve the Service over time. Features identified as beta, preview, early access or similar may be modified or withdrawn.

3. Accounts and Authorised Users

The Customer is responsible for providing accurate account information, keeping credentials secure, ensuring only authorised persons use the account, managing user access, disabling access when no longer authorised and activity carried out through Customer accounts except to the extent caused by QBIM's breach.

Credentials may not be shared outside the scope permitted by the applicable plan. The Customer shall notify QBIM without undue delay if it becomes aware of unauthorised account access.

4. Recording and Processing Meetings

The Customer determines which meetings are processed through Q-Meet and is responsible for ensuring that such processing is lawful.

Before recording, uploading or otherwise processing a meeting, the Customer shall ensure that an appropriate legal basis exists, participants receive information required by law, participants are informed about recording, transcription and AI-assisted processing where required, any necessary consent or other approval has been obtained, and confidential or otherwise protected information is processed lawfully.

For digital meetings where the Q-Meet meeting bot is used, Q-Meet is displayed as a participant. This provides a technical transparency signal but does not itself establish consent or another lawful basis. For physical meetings or recordings without a visible Q-Meet bot, the Customer/user is responsible for informing participants before recording begins.

The Customer must not use Q-Meet for covert or unlawful surveillance. QBIM does not determine whether the Customer is legally entitled to record or process a particular meeting.

5. Customer Content

"Customer Content" means recordings, audio, transcripts, uploaded files, meeting and calendar metadata, notes and other information submitted to the Service by or on behalf of the Customer, together with information generated from such content.

As between QBIM and the Customer, the Customer retains its rights to Customer Content. The Customer grants QBIM a limited, non-exclusive right to process Customer Content only as necessary to provide the Service, carry out Customer instructions, maintain and secure the Service, provide requested support, prevent misuse and comply with applicable law. QBIM does not acquire ownership of Customer Content.

Where Customer Content contains personal data processed by QBIM on behalf of the Customer, the Q-Meet Data Processing Agreement applies.

6. Use of Customer Data

QBIM shall not use personal data contained in Customer Content for its own purposes such as independent product development, independent analytics/statistics, advertising, profiling or training AI models. Product development and quality work based on Customer Content may only use information that has been anonymised or aggregated so that it no longer constitutes personal data.

7. AI-Generated Output

Q-Meet uses artificial intelligence and automated processing. Transcripts, summaries, topics, decisions, action points, speaker attribution and other generated results ("AI Output") may contain inaccuracies, omissions, incorrect interpretations, incorrect speaker attribution or information requiring human verification.

The Customer is responsible for reviewing AI Output before relying on it for important decisions. Q-Meet must not be used as the sole basis for decisions producing legal or similarly significant effects concerning an individual. AI Output does not constitute legal, medical, financial or other professional advice.

QBIM does not guarantee that AI Output is unique or capable of intellectual-property protection. Subject to these Terms and applicable law, the Customer may use AI Output generated from its Customer Content for its own business purposes.

8. Fees, Meeting Credits and Payment

The Customer shall pay the fees applicable to the Service selected at the time of purchase. The applicable price, included meetings or credits, billing period, functionality, taxes and other commercial terms are those displayed in the relevant checkout, app store, order confirmation or separately agreed order form.

8.1 Individual Meetings and Meeting Packages

Q-Meet may be sold as individual meetings, meeting credits/packages or another usage-based model. A meeting becomes chargeable or consumes a meeting credit when the Customer instructs Q-Meet to process the meeting and the Service produces or makes available the applicable meeting result. The number, validity and any expiry of purchased credits/packages are those displayed at purchase.

Where no usable result is produced solely because of a technical failure attributable to QBIM, QBIM may refrain from charging the meeting or provide an equivalent credit or refund.

8.2 Subscriptions

Where Q-Meet is offered as a recurring subscription, the subscription is billed according to the period and conditions displayed when purchased. Unless expressly stated otherwise, recurring subscriptions renew for successive periods until cancelled. Cancellation takes effect at the end of the then-current paid period.

8.3 Payment Providers and App Stores

Purchases may be processed through Stripe for web checkout, Apple App Store or Google Play, depending on the purchase channel. The Customer authorises the applicable provider to charge the selected payment method. QBIM does not need to store complete payment-card credentials where they are handled by the provider.

Where a purchase is made through Apple App Store or Google Play, billing, renewals, refunds, taxes and other payment mechanics may be administered by that platform under its applicable terms and policies. Where platform rules necessarily govern the payment process, those rules apply to that process.

Fees already paid are non-refundable except where QBIM has charged incorrectly, a refund/credit is expressly provided under these Terms, QBIM terminates a prepaid Service for convenience with an unused prepaid period remaining, the applicable app-store/payment rules require a refund, or mandatory law requires otherwise.

9. Free Meetings, Trials and Promotional Access

QBIM may provide free meetings, trials, credits or promotional access. The scope, duration and any conversion to paid use will be communicated when the offer is made. QBIM may restrict repeated, fraudulent or abusive use of promotional access.

10. Price Changes

QBIM may change prices from time to time. Changes do not affect fees already paid for a current purchase or subscription period. Material increases to recurring subscriptions take effect from a future renewal following reasonable notice. For usage-based purchases, the price shown when the paid use is initiated applies. Separately negotiated terms are governed by the applicable order form or agreement.

11. Acceptable Use

• use the Service unlawfully or in violation of another person's rights;
• record or process meetings the Customer is not authorised to process;
• use the Service for covert surveillance;
• introduce malicious software;
• compromise or test Service security without authorisation;
• circumvent technical or usage restrictions;
• access another customer's data;
• reverse engineer the Service except where such restriction is prohibited by mandatory law;
• resell or sublicense the Service without QBIM's written permission; or
• use the Service in a manner creating an unreasonable security, legal or operational risk.

12. Third-Party Services and Integrations

Q-Meet may interact with third-party meeting platforms, calendar systems, identity/authentication providers, cloud infrastructure, AI services, communications systems, payment providers and app-store platforms. Transcription itself is operated by QBIM in its primary cloud environment rather than through a separate external speech-to-text provider.

QBIM does not control third-party services and cannot guarantee their availability. Changes, outages, technical restrictions or discontinued functionality in third-party services may affect Q-Meet. QBIM is not liable for failures caused solely by third-party services or circumstances outside QBIM's reasonable control.

13. Availability and Changes

QBIM aims to provide a reliable Service but does not guarantee uninterrupted or error-free availability unless otherwise agreed in a separate service level agreement. QBIM may perform maintenance, updates, bug fixes, infrastructure changes and security measures and may change the Service over time, provided that the core functionality of an already paid plan is not materially reduced during the applicable paid period without reasonable justification.

14. Intellectual Property

QBIM and its licensors retain all rights in and to Q-Meet and its underlying technology, including software, source/object code, interfaces, designs, trademarks, documentation, workflows and underlying systems. No intellectual-property rights in Q-Meet are transferred to the Customer except for the contractual right to use the Service.

The Customer may provide feedback or suggestions. QBIM may use such feedback without payment or restriction, provided that Customer Confidential Information is not disclosed.

15. Confidentiality

Each Party shall protect non-public information received from the other Party that a reasonable person would understand to be confidential ("Confidential Information"). Customer Content is Customer Confidential Information. Confidential Information may be used only for the contractual relationship and disclosed only to persons requiring access and subject to appropriate confidentiality obligations, with permission, or where required by law.

Confidential Information does not include information that is publicly available without breach, was lawfully known before disclosure, is lawfully obtained from a third party without confidentiality obligations, or is independently developed without use of the Confidential Information.

16. Data Protection

The Q-Meet Privacy Policy applies where QBIM acts as data controller. Where QBIM processes personal data on behalf of the Customer, the Q-Meet Data Processing Agreement automatically forms part of these Terms. The Customer authorises the sub-processors identified in the Q-Meet Sub-processor List in accordance with the DPA.

17. Suspension

QBIM may temporarily suspend or restrict the Service where reasonably necessary due to non-payment, material breach, suspected unlawful use, a security threat, risk of serious harm, instructions from a competent authority or an urgent need to protect personal data or system security. Where reasonably possible, QBIM will inform the Customer and provide an opportunity to remedy the issue before suspension.

18. Termination

The Customer may stop using usage-based functionality at any time. Recurring subscriptions may be cancelled according to Section 8. QBIM may terminate these Terms where the Customer materially breaches them and, where remediable, fails to remedy the breach within a reasonable period following notice.

QBIM may terminate access immediately where continued provision would be unlawful, create a material security risk, cause serious harm or involve fraudulent or intentionally abusive use. QBIM may discontinue the Service for legitimate business reasons following reasonable advance notice. If QBIM terminates a prepaid Service for convenience before the end of a prepaid period, QBIM shall refund the unused prepaid portion where applicable.

19. Data Following Termination

Following termination, Customer Content is handled in accordance with the DPA. Unless continued storage is required by law, Customer Personal Data in primary systems is deleted no later than 30 days after termination and backup copies are progressively deleted no later than 90 days after termination. The Customer may request return in an existing and technically available standard format in accordance with the DPA before final deletion.

20. Disclaimer

Except as expressly provided in these Terms, the Service is provided on an "as available" basis. To the maximum extent permitted by law, QBIM does not warrant that the Service will always be available, every meeting will be recorded or processed successfully, every transcription will be complete or correct, AI Output will be error-free, speaker attribution will always be correct, all Customer Content can always be recovered or the Service will meet every individual business requirement. Nothing in this Section excludes obligations that cannot lawfully be excluded.

21. Limitation of Liability

To the maximum extent permitted by law, neither Party is liable for indirect or consequential loss, including loss of profit, revenue, anticipated savings, business opportunity, goodwill or indirect business interruption.

QBIM is not liable for loss resulting from the Customer relying on AI Output without appropriate human review.

QBIM's total aggregate contractual liability relating to the Service during any twelve-month period shall not exceed the higher of (a) fees paid or payable by the Customer for Q-Meet during the twelve months immediately preceding the event giving rise to liability, or (b) SEK 10,000.

The limitation does not apply where liability cannot lawfully be limited or where loss has been caused intentionally or through gross negligence. Liability relating to personal data is additionally governed by the DPA and applicable data-protection law.

22. Customer Indemnification

To the extent permitted by law, the Customer shall indemnify QBIM against third-party claims, damages and reasonable costs directly arising from unlawful recording or processing by the Customer, failure to provide legally required information to meeting participants, Customer Content infringing another person's rights, unlawful processing instructions or a material violation of Section 11. This does not apply to the extent the claim results from QBIM's breach of these Terms or applicable law.

23. Force Majeure

Neither Party is liable for delay or failure caused by circumstances outside its reasonable control, including major internet/telecommunications failures, power failures, cloud infrastructure outages, cyberattacks not reasonably preventable through appropriate safeguards, governmental actions, war, natural disasters or labour disputes. The affected Party shall take reasonable measures to mitigate the consequences.

24. Changes to These Terms

QBIM may amend these Terms where reasonably necessary because of changes to Q-Meet, applicable law, security requirements or reasonable changes to the commercial model. Material changes adversely affecting an existing paid subscription will be communicated with reasonable advance notice where practicable. Changes necessary to comply with law or address urgent security risks may take effect immediately.

25. Assignment

The Customer may not transfer the Agreement without QBIM's prior written consent. QBIM may transfer the Agreement in connection with a merger, corporate restructuring, acquisition or transfer of the Q-Meet business, provided that the successor assumes the applicable obligations.

26. Entire Agreement and Order of Precedence

These Terms, the DPA, applicable order forms and other expressly incorporated documents constitute the agreement concerning Q-Meet. In the event of conflict:

• a specifically negotiated order form or agreement takes precedence for commercial matters;
• the DPA takes precedence for processing of personal data on behalf of the Customer; and
• these Terms otherwise apply.

27. Governing Law and Disputes

These Terms are governed by Swedish law. Any dispute arising from these Terms or Q-Meet shall be subject to the exclusive jurisdiction of the Swedish courts, with Karlstad District Court (Karlstads tingsrätt) as court of first instance, unless the Parties have expressly agreed otherwise.

28. Contact