Terms of service

1. What these terms cover

These terms govern your use of TalkHQ, including TalkHQ for meetings at rtfact.talkhq.com (the meeting agents, the meeting bot, the session pages, reports, the Mac app, and the assistant (MCP) connection) and the TalkHQ voice receptionist. By using any of them, you agree to these terms. If you do not agree, do not use TalkHQ.

If you use TalkHQ for an organisation, you confirm you may bind it to these terms, and "you" includes that organisation.

2. Alpha service: use at your own risk

TalkHQ for meetings is an alpha: experimental software, offered so that early users can try it. Features can change, break, or be removed without notice. Transcripts, notes, reports and other output can be wrong, incomplete or missing. Meetings and data can be lost. There is no service level, no support commitment and no guarantee that the service will stay available.

Keep your own copy of anything that matters to you. You use TalkHQ entirely at your own risk.

3. TalkHQ acts on your behalf, and you are responsible for it

When you invite the TalkHQ bot to a meeting, start a recording, run the Mac app, run a report, connect a tool to an agent or connect an assistant, TalkHQ acts on your instructions and on your behalf. You are responsible for everything it does at your request, as if you had done it yourself. In particular, you alone are responsible for:

• Consent and notice. Telling everyone in a meeting that it is being transcribed, that pictures of shared screens are kept, that it is recorded if you keep audio or video, and that AI services process it, and getting any consent the law requires before you do. Some places require every participant to agree to a recording or transcription. The bot announces itself in the meeting's chat; that announcement does not replace your own notice or consent.
• Your right to bring TalkHQ in. Making sure you may invite a bot or run a recorder in each meeting, under the law, your employer's and the other participants' policies, any confidentiality duties, and the terms of the meeting platform (such as Google Meet, Microsoft Teams or Zoom).
• What you share. Session pages are reachable by anyone who has their address. Anyone you give the address to, or an access key, can read what it opens.
• What you do with the output. TalkHQ's output is produced by AI and can be wrong. It is not legal, financial, medical, employment or other professional advice. Check it before you rely on it or act on it.
• Tools you connect. If you give an agent access to another service (a calendar, a CRM, documents), you are responsible for what that agent does there at your or a participant's request.
• Your account and keys. Keeping your sign-in, your device links and your access keys safe. Anything done with them is treated as done by you.

4. What you may not do

You agree not to use TalkHQ to:

• record, transcribe or capture anyone in breach of the law or without the notice and consent the law requires;
• join meetings you are not entitled to join, or bring the bot into a meeting against its organiser's wishes;
• harass, surveil, or collect information about people for purposes they would not expect;
• process information about children under 16, or health or other sensitive information, without the explicit consent and lawful basis it requires;
• break the terms of a meeting platform, or try to get around its controls on your own account;
• misrepresent a business, run scams, phishing or impersonation, or make spam calls;
• reverse-engineer, overload, or try to get around TalkHQ's own security or limits.

5. Your content

You own what you bring to TalkHQ and what it produces for you: transcripts, notes, reports, pictures and your templates. You give TalkHQ permission to store, process and transmit it, including to the providers listed in the privacy policy, only as needed to run the service for you. We do not use it to train general-purpose AI models.

You confirm that you have the rights and consents needed for us to process the content of your meetings in this way.

6. No warranty

TalkHQ is provided "as is" and "as available", with all faults and without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, accuracy, non-infringement, and uninterrupted or error-free operation. No advice or information you get from TalkHQ creates a warranty.

7. Limitation of liability

To the maximum extent the law allows, TalkHQ and the people behind it are not liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or for any loss of data, content, revenue, profit, business, goodwill or opportunity, arising from or related to TalkHQ or these terms, however caused and even if we were told it might happen.

To the maximum extent the law allows, our total liability for all claims arising from or related to TalkHQ or these terms is limited to the amount you paid TalkHQ in the 12 months before the claim. While TalkHQ for meetings is free, that amount is zero. Your only remedy if you are unhappy with TalkHQ is to stop using it.

Some places do not allow some of these limits; there, they apply as far as the law permits.

8. You will cover claims arising from your use

You agree to defend, indemnify and hold harmless TalkHQ and the people behind it from and against any claims, demands, losses, damages, fines, costs and expenses (including reasonable legal fees) arising from or related to: your use of TalkHQ; the meetings you bring it into and their content; any recording, transcription or capture made at your request; your failure to give notice or obtain consent; your breach of these terms, of the law, or of a meeting platform's terms; and anything an agent or tool did at your or a participant's request.

9. Other services

TalkHQ works with services we do not control: meeting platforms, speech-to-text and AI providers, email and hosting. They have their own terms, may change or stop, and may block the TalkHQ bot. We are not responsible for them.

10. Fees

TalkHQ for meetings is free during the alpha. If we start charging, the price will be shown to you before you are charged, and nothing you used before is billed retroactively. Receptionist plans: the price is shown before you subscribe, there is no contract, you can cancel anytime from your dashboard (effective at the end of the billing period), and we give 30 days' notice by email of price changes for future periods.

11. The voice receptionist

If you use the TalkHQ receptionist: your knowledge base is built from public data and what you add, and you are responsible for keeping it accurate (hours, prices, services). If the receptionist tells a caller something wrong because the knowledge base is wrong, the fix is in the knowledge base. One business per account is the default, and you may only activate a receptionist for a business that is yours.

12. Suspension and ending

We may suspend or end your access, or end the alpha, at any time and for any reason, with or without notice. You can stop at any time; deleting your account deletes your meetings with it. Sections 3 and 5 to 8, and 13, continue after your use ends.

13. Governing law

These terms are governed by the laws of the State of California, USA, without regard to its conflict-of-laws rules. Disputes are handled in the state and federal courts located in San Francisco, California, and you agree to their jurisdiction.

14. Changes and the whole agreement

We may change these terms at any time by updating this page and the date at the top; material changes are also emailed to account holders. Continuing to use TalkHQ after a change means you accept it. These terms and the privacy policy are the whole agreement between you and TalkHQ about the service. If a part of them cannot be enforced, the rest still applies.

15. Contact

Questions about these terms: legal@talkhq.com. Everything else: support@talkhq.com.