Terms and Conditions

1. Acceptance and scope

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you and the operator of Bearbits.io (“we,” “us,” or “our”). They apply to all users of the service, regardless of where you are located. By accessing or using the service, you confirm that you have read, understood, and agree to be bound by these Terms.

If you use the service on behalf of an organization, you represent that you have authority to bind that organization to these Terms, and both you and the organization will be bound.

The service is intended primarily for business and professional use. If you use the service as a consumer, any mandatory consumer protection rights that apply to you under applicable law remain unaffected.

2. Service description

Bearbits.io provides browser-based meeting transcription, AI-generated notes, summaries, suggestions, and related workspace features. The service relies on third-party providers for speech-to-text, language models, hosting, and billing. We do not guarantee uninterrupted availability, accuracy of transcriptions or AI outputs, or compatibility with all devices or browsers.

Service availability and changes. We may add, remove, modify, suspend, or discontinue any part of the service, including features, integrations, limits, plans, or availability of the service in any region or for any user segment, at any time. Where reasonably practicable, we may provide advance notice of material changes, but we are not required to do so in cases involving security, abuse prevention, legal compliance, third-party provider changes, operational constraints, or urgent business needs.

Maintenance and provider dependencies. We may perform maintenance, updates, security patches, infrastructure changes, or emergency repairs that temporarily affect availability or features. We may provide notice where reasonably practicable, but we are not required to provide advance notice for urgent security, legal, abuse-prevention, or operational reasons. Features may also change, degrade, or become unavailable because of third-party provider outages, API changes, permission changes, discontinued integrations, or other dependencies outside our reasonable control.

Beta and experimental features. Beta, preview, experimental, or early-access features may be unstable, inaccurate, incomplete, modified, subject to separate limits, or discontinued at any time. They are provided for evaluation purposes and should not be used for production-critical, high-risk, or time-sensitive workflows.

3. Accounts, security, and integrations

You must provide accurate, current, and complete registration and account information, and keep it up to date. You are responsible for all activity that occurs under your account unless prohibited by applicable law.

You are responsible for maintaining the security of your devices, systems, browsers, networks, account credentials, integrations, and user access rights. We are not responsible for unauthorized access, disclosure, or actions caused by compromised credentials, insecure devices, shared accounts, misconfigured permissions, or your failure to follow reasonable security practices.

If you connect third-party services or accounts, including calendar, conferencing, messaging, storage, or identity providers, you represent that you have the authority to connect them and authorize us to access, process, and exchange data with those services as needed to provide the service. We are not responsible for third-party service outages, permission changes, revoked access, inaccurate third-party data, or features affected by those services.

If you create or manage a workspace, team, or organization account, your administrators are responsible for configuring the workspace, managing users, assigning permissions, reviewing access rights, disabling former users, and ensuring that only authorized persons can access Customer Content.

You must notify us promptly if you become aware of suspected account compromise, unauthorized access, misuse of the service, unauthorized recording or transcription, or any security incident involving your account or connected services.

4. Fair use and usage limits

Fair use policy. The service is intended for normal, reasonable business use. We monitor usage to ensure fair access for all users and to control costs associated with transcription and AI processing.

Any plan, feature, or offer described as “unlimited” is subject to this fair use policy and does not mean unlimited use without restriction. We may apply reasonable technical, operational, anti-abuse, concurrency, duration, or volume-based safeguards where necessary to protect service quality, manage infrastructure costs, or prevent misuse.

Usage limits. We impose per-account limits on usage, including but not limited to limits on transcription volume and AI processing. These limits may be enforced automatically and may change over time. Exceeding applicable limits may result in temporary or permanent suspension of access without prior notice.

Abuse and overuse. Excessive, automated, or abusive use that consumes disproportionate resources, circumvents limits, or degrades service quality for others is prohibited. We reserve the right to detect, investigate, and act on such usage at our sole discretion, including immediate suspension or termination of your account.

We are not obligated to disclose specific limits, thresholds, or the reasons for any enforcement action. If your access is restricted due to usage, you may contact support; we are not required to restore access.

Free plans and promotional access. Any free plan, free feature, trial, promotional access, beta access, or usage allowance is offered at our discretion and may be modified, limited, suspended, or withdrawn at any time, for any lawful reason, including cost control, capacity constraints, abuse prevention, product changes, or business reasons. We are not obligated to continue offering any free tier or to preserve any particular free-tier limit, feature set, or eligibility rule.

5. Account suspension and termination

Right to terminate. We may suspend or terminate your account, or restrict your access to the service, at any time, with or without cause, and with or without notice. This includes, but is not limited to, termination for:

• Violation of these Terms or our fair use policy
• Exceeding usage limits or engaging in abusive or excessive use
• Fraud, misrepresentation, or illegal activity
• Conduct that harms the service, other users, or third parties
• Non-payment or breach of subscription terms
• Any reason we deem necessary to protect the service or our rights

This right includes the right to deny, revoke, or discontinue access to free plans, promotional access, or specific product features, and to shut down or discontinue the service in whole or in part.

Upon termination, your right to use the service ceases immediately, and we may disable access to your account, meetings, transcripts, notes, share links, integrations, and other content without liability to you or any third party.

You are responsible for exporting any content you want to retain before cancellation or termination. After termination or cancellation, we may retain, delete, or de-identify Customer Content in accordance with our Privacy Policy, backup practices, legal obligations, and legitimate business needs. Deleted data may remain in backups for a limited period before being overwritten. We may retain logs, billing records, tax records, security records, dispute records, and abuse-prevention records as reasonably necessary.

You may cancel your subscription at any time through the billing portal provided by our payment processor, Paddle. Cancellation stops future charges from the end of your current billing period as described in Paddle's terms. Whether charges you have already paid are refundable is determined solely under Paddle's Refund Policy, not by a separate policy in these Terms.

6. Subscription and billing

Subscription fees are billed in advance. Payment is processed by our billing provider (Paddle). You are responsible for providing accurate payment information and for any taxes applicable in your jurisdiction.

We may change pricing with reasonable notice. Continued use after a price change constitutes acceptance.

We may also change, replace, or discontinue plans, packaging, entitlements, usage allowances, or free access offerings at any time. If you are on a paid subscription, any change affecting billing or renewal will remain subject to applicable law and to Paddle's merchant-of-record terms where relevant.

Refunds and withdrawal. Paddle acts as the merchant of record for your purchase. Any refund, statutory withdrawal, or cancellation right, and the time limits that apply (including, where Paddle's Refund Policy applies, 14 calendar days from the date of the transaction to request a refund in the circumstances described there), are governed exclusively by Paddle's Refund Policy and Paddle Buyer Terms and Conditions. Nothing in these Terms adds to, overrides, or narrows Paddle's Refund Policy or your rights under applicable law.

7. Acceptable use, meeting compliance, and restricted use

You agree not to use the service to: (a) violate any law or regulation; (b) infringe intellectual property or other rights of others; (c) transmit malware, spam, or harmful content; (d) attempt to gain unauthorized access to our systems or other accounts; (e) interfere with or disrupt the service; (f) record or process content without required consent where applicable; or (g) use the service for any purpose that could harm us, our providers, or other users.

You are solely responsible for ensuring that you have all necessary rights, consents, and legal authority to record, transcribe, and process meeting content. Recording and transcription laws vary by jurisdiction; compliance is your responsibility.

You are responsible for notifying meeting participants and obtaining all legally required consents, permissions, and other legal bases needed to capture audio, generate transcripts, create summaries, classify speakers, recognize recurring participants, or otherwise process meeting content through the service. If you use the service on behalf of an organization, you are responsible for ensuring that your organization's internal policies and instructions are followed.

You must not use the service to process sensitive, biometric, health, children's, legal, employment, regulated financial, or other special-category data in violation of applicable law, your own policies, or our published product restrictions. If the service creates speaker labels, participant memory, or similar features derived from voice or meeting behavior, you are responsible for ensuring you have a valid legal basis for that processing.

The service is not intended to be the sole basis for legal, medical, financial, employment, compliance, safety-critical, emergency, or other high-risk decisions. You must not use the service in environments where errors, delays, or inaccurate outputs could reasonably be expected to cause death, personal injury, regulatory harm, or significant property or financial damage.

You may not use the service in violation of export control or sanctions laws, or if you are located in, ordinarily resident in, or organized under the laws of a jurisdiction subject to applicable trade restrictions that would prohibit such use.

We may remove content, disable access, revoke share links, or limit functionality if we believe content or use violates law, third-party rights, these Terms, our policies, or third-party platform rules.

8. Data processing and confidentiality

For personal data that we process on behalf of a business customer, the customer remains responsible for determining whether the service is appropriate for its use case and for providing required notices, instructions, and legal bases. Where we offer or execute a Data Processing Agreement for that customer, it is incorporated into these Terms by reference.

Each party may receive non-public business, technical, pricing, security, product, meeting, or account information from the other party that should reasonably be understood to be confidential (“Confidential Information”). Each party will use reasonable care to protect the other party's Confidential Information and will use it only as necessary to exercise rights or perform obligations under these Terms.

Confidential Information does not include information that is or becomes public through no breach of these Terms, was already lawfully known without confidentiality obligations, is lawfully received from a third party without confidentiality obligations, or is independently developed without use of the other party's Confidential Information. A party may disclose Confidential Information where required by law, subpoena, court order, or regulatory request, provided it uses reasonable efforts to limit the disclosure where legally permitted.

Confidentiality obligations under this section survive termination of these Terms for three (3) years, except that trade secrets and personal data must be protected for as long as applicable law requires.

9. Intellectual property

We retain all rights in the service, including software, design, and branding. You receive a limited, non-exclusive, non-transferable license to use the service for its intended purpose during your subscription. You retain rights in content you create; you grant us a license to process, store, and use that content as needed to provide and improve the service.

10. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE. TRANSCRIPTIONS AND AI OUTPUTS MAY CONTAIN ERRORS AND ARE NOT A SUBSTITUTE FOR PROFESSIONAL ADVICE.

You are responsible for reviewing, verifying, correcting, and approving transcripts, summaries, action items, suggestions, search answers, sentiment indicators, and any other AI-generated or machine-generated outputs before relying on them, sharing them, or using them to make decisions. The service may omit context, misunderstand speakers, produce incomplete outputs, or generate inaccurate statements.

11. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE AND OUR AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, DATA, REVENUE, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR THE SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL THEORY.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR ONE HUNDRED U.S. DOLLARS (USD 100), WHICHEVER IS GREATER.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In those jurisdictions, our liability will be limited to the maximum extent permitted by law.

12. Indemnification

You agree to indemnify, defend, and hold harmless us and our affiliates, officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) your use of the service; (b) your violation of these Terms; (c) your violation of any law or the rights of a third party; (d) content you record, upload, or process through the service; or (e) your failure to obtain required consents for recording or processing.

13. Governing law and jurisdiction

Governing law. These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.

Jurisdiction. Any dispute arising out of or relating to these Terms or the service shall be subject to the exclusive jurisdiction of the state and federal courts located in Delaware, and you consent to the personal jurisdiction of such courts.

Worldwide applicability. These Terms apply to users worldwide. If you are located in a jurisdiction that mandates different terms (for example, certain consumer protection laws in the European Union, United Kingdom, or other regions), those mandatory provisions shall apply to the extent required by law, and the remaining provisions of these Terms shall continue to apply to the fullest extent permitted.

Nothing in these Terms is intended to limit any non-waivable rights you may have under applicable consumer protection, digital services, or unfair contract terms laws.

14. General provisions

Entire agreement. These Terms, together with our Privacy Policy and any subscription or billing terms, constitute the entire agreement between you and us regarding the service.

Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Waiver. Our failure to enforce any right or provision shall not constitute a waiver of such right or provision.

Assignment. You may not assign these Terms without our prior written consent. We may assign these Terms without restriction.

Notices. We may provide notices under these Terms by email, in-product message, account dashboard notice, or posting on our website. You are responsible for keeping your contact information current. Notices are deemed given when sent or posted through those channels.

Force majeure. We are not liable for any delay, failure, or degradation of performance caused by events beyond our reasonable control, including internet or cloud outages, failures of model, transcription, hosting, payment, or other third-party providers, labor disputes, war, terrorism, civil unrest, governmental action, embargoes, sanctions, natural disasters, epidemics, cyberattacks, denial of service events, or power and telecommunications failures.

15. Changes to these terms

We may modify these Terms at any time. We will post the updated Terms on this page and update the “Last updated” date. Material changes may be communicated via email or in-app notice where practicable. Your continued use of the service after changes become effective constitutes acceptance of the revised Terms. If you do not agree, you must stop using the service and may cancel your subscription.

16. Contact

For questions about these Terms, contact us through the support channel associated with your account or at [email protected].