Terms of Service
Last updated: May 26, 2026
1. Acceptance of Terms
By creating an account or using Kolasys AI ("Service", "we", "us", or "our"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.
If you do not agree to these Terms, do not use the Service.
2. Account Registration
To access the Service you must create an account. You agree to provide accurate, current, and complete information during registration and to keep your account information up to date.
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us immediately at hi@kolasys.ai if you suspect unauthorized access.
You must be at least 13 years old to use the Service. Accounts are for individual humans; automated account creation is prohibited.
3. Acceptable Use
You agree not to use the Service to:
- Record or transcribe individuals without their knowledge or consent
- Process audio that contains content that is illegal, harmful, or violates the rights of others
- Attempt to reverse-engineer, decompile, or extract the underlying models or systems
- Circumvent usage limits, rate limits, or access controls
- Resell, sublicense, or offer the Service as a standalone product to third parties
- Transmit malware, spam, or other malicious content
- Use the Service in any way that violates applicable laws or regulations
We reserve the right to suspend or terminate accounts that violate these restrictions without prior notice.
4. Payment and Billing
Free plan
The Free plan includes up to 3 recordings per month at no charge. No credit card is required.
Pro plan
Pro is $9.99 per month (or $99 per year) per workspace. Pro includes unlimited recordings and all features.
Team plan
Team is $8.99 per seat per month, with a minimum of 3 seats. Team includes everything in Pro plus a shared workspace.
Free trial
Paid plans include a 14-day free trial. No charge is applied until the trial ends. You may cancel at any time during the trial period without being billed.
Billing cycle
Subscriptions are billed in advance on a monthly or annual basis. All fees are non-refundable except as required by law or as explicitly stated in these Terms.
Cancellation
You may cancel your subscription at any time through the billing portal in the application. Cancellation takes effect at the end of the current billing period; you retain access until then.
Price changes
We may change pricing with 30 days' notice. Continued use after the notice period constitutes acceptance of the new pricing.
5. Data and Recordings
You own your data. Audio recordings, transcripts, summaries, and any other content you upload or create through the Service remain your property. We do not claim ownership of your content.
You grant us a limited, non-exclusive license to process, store, and transmit your content solely to provide the Service to you. This license terminates when you delete the content or close your account.
You represent that you have all necessary rights to upload the audio you submit — including the consent of any participants being recorded where required by law.
6. AI Processing
The Service uses third-party AI systems to transcribe and summarize your recordings. Audio and transcript content is transmitted to these processors as described in our Privacy Policy.
AI-generated transcripts and summaries may contain errors, omissions, or inaccuracies. You are responsible for reviewing AI output before relying on it for any business, legal, or other consequential purpose. Kolasys AI is not liable for decisions made based on AI-generated content.
We do not use the content of your recordings to train AI models.
7. Service Availability
We strive to maintain high availability but do not guarantee uninterrupted access to the Service. Scheduled maintenance, infrastructure failures, and third-party outages may cause temporary unavailability.
No uptime SLA is provided on the Free plan. Pro and Team plan customers may contact us regarding service availability concerns.
We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice where practicable.
8. Termination
Either party may terminate these Terms at any time. You may close your account through the application settings or by emailing hi@kolasys.ai.
We may suspend or terminate your account immediately if you materially breach these Terms, fail to pay fees when due, or if we are required to do so by law.
Upon termination, your right to access the Service ceases. We will delete your data within 30 days of account closure, subject to any legal retention obligations.
9. Limitation of Liability
To the maximum extent permitted by applicable law, Kolasys AI and its officers, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of profits, data, or goodwill — arising out of or in connection with your use of the Service, even if advised of the possibility of such damages.
Our total aggregate liability to you for any claims arising under these Terms shall not exceed the greater of (a) the amount you paid us in the 12 months preceding the claim, or (b) $50 USD.
Some jurisdictions do not allow the exclusion of certain warranties or limitations on liability; in those jurisdictions our liability is limited to the fullest extent permitted by law.
10. Disclaimer of Warranties
The Service is provided "as is" and "as available" without warranty of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement.
We do not warrant that the Service will be error-free, that defects will be corrected, or that AI-generated output will be accurate or complete.
11. Governing Law
These Terms are governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict-of-law provisions.
Any disputes arising under these Terms shall be resolved exclusively in the state or federal courts located in Delaware, and you consent to personal jurisdiction in those courts.
12. Changes to These Terms
We may update these Terms from time to time. We will notify you of material changes by email or by posting a prominent notice in the application at least 14 days before the changes take effect. Continued use of the Service after that date constitutes your acceptance of the revised Terms.