Terms of Service

1. Introduction and Acceptance of Terms

These Terms of Service ("Terms") govern your access to and use of the website at meetia.io, our desktop and mobile applications, our browser-based transcription tools, and all related services provided by Empha Studio Ltd. ("Meetia," "we," or "us") (collectively, the "Service"). Empha Studio Ltd. is a company incorporated in Cyprus (registration number: CY10438500L). These Terms constitute a legally binding agreement between you and Empha Studio Ltd.

As used in these Terms, "you" or "your" refers to any individual accessing or using the Service, or any organization, company, or other entity on whose behalf an individual is accessing or using the Service. If you are accepting these Terms on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

PLEASE READ THESE TERMS CAREFULLY BEFORE USING THE SERVICE. BY CLICKING "I ACCEPT," CREATING AN ACCOUNT, OR OTHERWISE ACCESSING OR USING THE SERVICE, YOU CONFIRM THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE BOUND BY THESE TERMS, INCLUDING OUR PRIVACY POLICY (INCORPORATED HEREIN BY REFERENCE). IF YOU DO NOT AGREE TO THESE TERMS, YOU ARE NOT PERMITTED TO USE THE SERVICE.

1.1 Arbitration Notice (United States Users)

If you are located in the United States, you agree that any dispute arising out of or relating to these Terms or the Service will be resolved by binding individual arbitration, rather than in court — except for claims eligible for small claims court. BY AGREEING TO ARBITRATION, YOU AND MEETIA ARE EACH WAIVING THE RIGHT TO A TRIAL BY JURY AND THE RIGHT TO PARTICIPATE IN ANY CLASS ACTION OR REPRESENTATIVE PROCEEDING. You may opt out of this arbitration agreement within 30 days of first accepting these Terms by sending written notice to legal@meetia.io. This arbitration provision does not apply to users located in the European Union, the European Economic Area, or the United Kingdom.

2. Service Description

Meetia is an AI-powered meeting intelligence platform that provides real-time transcription, AI-generated insights, and productivity tools to help users capture and act on meeting content. The Service includes, but is not limited to:

• Real-time and post-meeting transcription via browser-based capture and desktop application capture;
• AI-generated meeting summaries, action items, and insights;
• Threads: individual meeting records or AI conversation sessions;
• Workspaces: organized project environments with shared context and cross-meeting search;
• Preset prompts and smart interaction tools for querying meeting content;
• Integrations with third-party calendar, communication, and productivity tools.

You may access the Service through a free tier ("Free Service") or a paid subscription ("Paid Service"). The features available to you depend on the plan you have selected. Meetia reserves the right to modify, expand, or discontinue any feature of the Service at any time.

3. Eligibility and Account Registration

3.1 Age Requirement

You must be at least 16 years old to use the Service, in accordance with the minimum age requirements under the EU General Data Protection Regulation (GDPR), Article 8. By using the Service, you represent and warrant that you meet this requirement. If we become aware that a user is under 16, we will terminate that account immediately.

3.2 Account Registration

To access most features of the Service, you must create an account. When registering, you agree to:

• Provide accurate, complete, and up-to-date information;
• Maintain the security and confidentiality of your account credentials;
• Not share your account or password with any third party;
• Promptly notify us at contact@meetia.io if you suspect unauthorized access to your account;
• Accept responsibility for all activity that occurs under your account.

Meetia reserves the right to refuse registration or suspend accounts at its sole discretion, including where it has reason to believe that provided information is inaccurate or that the account is being used in breach of these Terms.

3.3 Organizational Accounts

If you create or access the Service under an organizational account, you acknowledge that the organization's administrators may have rights to access, restrict, or remove your account data, including data predating your membership in the organization. Meetia shall have no liability to you in connection with any such action taken by your organization.

4. User Content

4.1 Definition

"User Content" means any content you submit to, upload, or generate through the Service, including meeting transcripts, session and speaker metadata, chat messages and edits, message attachments, files uploaded to Knowledge (which may include documents, images, audio, or video), calendar data, prompt inputs, and any outputs generated through the AI features based on your inputs. For clarity: meeting audio and video is processed solely for real-time transcription and is not stored by Meetia; only the resulting text transcript is retained.

4.2 Ownership

As between you and Meetia, you retain all ownership rights to your User Content. Meetia does not claim ownership over any content you create or submit through the Service.

4.3 License Grant to Meetia

By using the Service, you grant Meetia a limited, non-exclusive, worldwide, royalty-free license to host, store, process, reproduce, and transmit your User Content solely to the extent necessary to provide and improve the Service to you. This license does not extend to any use of your User Content for advertising, sale to third parties, or training of generalized AI models. Meetia will not use your User Content to train, retrain, fine-tune, or otherwise improve any generative AI models without your explicit consent.

4.4 Your Representations

By submitting User Content, you represent and warrant that:

• You own or have the necessary rights and permissions to submit the content;
• The content does not infringe any third-party intellectual property, privacy, or other rights;
• You have obtained all required consents from individuals whose personal data, voice, or likeness appears in the content;
• The content does not violate any applicable law or regulation.

4.5 Deletion

You may delete your User Content at any time through your account settings. Upon deletion, Meetia will remove your content from active systems within a reasonable timeframe, subject to retention obligations under applicable law or legitimate business purposes such as fraud prevention and security.

4.6 Feedback

If you submit feedback, suggestions, or ideas regarding the Service ("Feedback"), you grant Meetia an unrestricted, perpetual, irrevocable, royalty-free license to use that Feedback for any purpose, including product development, without any obligation of compensation or attribution.

5. AI Features and Outputs

5.1 Nature of AI Services

The Service includes AI-powered features that generate transcriptions, summaries, action items, insights, and other outputs ("AI Outputs") based on your meeting content and inputs. AI Outputs are generated automatically and may be inaccurate, incomplete, or reflect biases inherent in underlying models. AI Outputs do not represent the views of Meetia.

5.2 Your Responsibility

You are solely responsible for reviewing, verifying, and acting on any AI Outputs. The Service is not a substitute for professional advice of any kind, including legal, medical, financial, or strategic advice. You use AI Outputs at your own risk.

5.3 No Model Training on Your Data

Meetia will not use your User Content — including meeting transcripts, uploaded files, or any content processed by AI features — to train, retrain, or fine-tune any AI or machine learning model without your explicit, informed consent. Meetia may derive anonymized, aggregated usage statistics from interactions with the Service for internal product improvement purposes.

5.4 Prohibited Uses of AI Features

You may not use the AI features of the Service to:

• Generate content that is unlawful, defamatory, discriminatory, or harmful;
• Impersonate any person or entity or misrepresent AI-generated content as human-authored;
• Develop competing AI models or services using Meetia's AI Outputs;
• Bypass any safety mechanisms or content filters built into the Service;
• Process or generate content that constitutes special category data under GDPR (e.g., health data, biometric data) without appropriate legal basis and safeguards.

6. Transcription Consent and Legal Compliance

6.1 Your Obligation to Obtain Consent

Meetia provides tools that enable the transcription of conversations and meetings. Transcription and surveillance laws vary significantly by jurisdiction. You are solely responsible for ensuring that you have obtained all legally required consents from all meeting participants before initiating any transcription using the Service.

This includes, without limitation, compliance with:

• EU General Data Protection Regulation (GDPR) — Article 6 lawful basis and Article 13/14 information obligations;
• National wiretapping, eavesdropping, and electronic surveillance laws applicable to participants' locations;
• Any applicable workplace, sectoral, or professional confidentiality rules.

6.2 Meetia's Limitation of Liability

Meetia is a tool provider and is not responsible for how you use transcription features. Any liability arising from unauthorized transcription, failure to obtain consent, or breach of applicable surveillance or data protection law rests solely with you.

7. Prohibited Conduct

You agree not to, and will not permit or encourage others to:

• Use the Service for any unlawful purpose or in violation of any applicable local, national, or international law or regulation;
• Infringe or misappropriate the intellectual property rights, privacy rights, or other rights of any third party;
• Share, sell, sublicense, or otherwise transfer access to your account or the Service to any third party;
• Use automated systems, bots, scripts, or other tools to access or interact with the Service in a manner that simulates human use, except as explicitly permitted;
• Interfere with, disrupt, or attempt to gain unauthorized access to the Service, its infrastructure, or any related systems;
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of any part of the Service;
• Scrape, crawl, or systematically extract data from the Service without Meetia's prior written consent;
• Use the Service to develop a competing product or service, or to benchmark or evaluate the Service for publication without prior written consent;
• Introduce malware, viruses, or any other malicious code into the Service;
• Impersonate any person or entity, or falsely represent your affiliation with any person or entity;
• Use the Service to transcribe conversations in which you are not a participant or for which you do not have authorization;
• Attempt to create multiple accounts to circumvent usage limits, promotional restrictions, or account suspensions;
• Engage in any conduct that could damage the reputation or operations of Meetia.

8. Subscriptions, Billing and Payments

8.1 Free and Paid Tiers

Meetia offers a free tier with limited functionality and one or more paid subscription plans ("Paid Plans") with expanded features. The features included in each plan are described on our pricing page at meetia.io/pricing, which may be updated from time to time.

8.2 Subscription and Billing

Paid Plans are billed on a recurring basis (monthly or annually) depending on the plan selected. By subscribing to a Paid Plan, you authorize Meetia or its payment processors to charge your designated payment method the applicable subscription fee at the start of each billing period. All fees are stated exclusive of taxes unless otherwise indicated. Applicable taxes (including VAT where required) will be added at checkout.

8.3 Automatic Renewal

Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. You must cancel your subscription at least 24 hours before the end of the current billing period to avoid being charged for the next period. Cancellation can be completed through your account settings or by contacting contact@meetia.io.

8.4 Price Changes

Meetia reserves the right to change subscription prices. We will provide you with reasonable advance notice of any price change, including by email or in-app notification, before the change takes effect. Continued use of the Paid Plan after the effective date of a price change constitutes acceptance of the new price.

8.5 Refunds

All fees are non-refundable except as required by applicable law. If you are an EU consumer, you may have a statutory right of withdrawal within 14 days of your initial purchase, provided you have not already made use of the Paid Service. By using the Paid Service prior to the expiry of the withdrawal period, you acknowledge that your right of withdrawal may be extinguished. Requests for refunds under applicable consumer law should be submitted to contact@meetia.io.

8.6 Delinquent Accounts

If any amount due is not paid by the applicable due date, Meetia may suspend or terminate access to the Paid Service without further notice. Continued non-payment may result in permanent account termination and deletion of associated data, subject to applicable data retention obligations.

9. Intellectual Property

9.1 Meetia's Ownership

The Service, including its software, interfaces, algorithms, models, designs, graphics, text, and all other elements (excluding User Content), is owned by Empha Studio Ltd. and its licensors and is protected by copyright, trademark, and other intellectual property laws. All rights not expressly granted to you in these Terms are reserved by Meetia.

9.2 Limited License to You

Subject to your compliance with these Terms, Meetia grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service for your personal and internal business purposes. This license does not permit you to reproduce, distribute, modify, create derivative works from, or commercially exploit any part of the Service without Meetia's prior written consent.

9.3 Trademarks

MEETIA and associated logos and product names are trademarks of Empha Studio Ltd. You are not granted any right to use Meetia's trademarks, trade names, or logos without prior written consent. All other third-party trademarks referenced in the Service remain the property of their respective owners.

9.4 Copyright Complaints

If you believe that content available through the Service infringes your copyright, please submit a written notice to contact@meetia.io including: (a) identification of the copyrighted work; (b) identification of the allegedly infringing material; (c) your contact information; (d) a statement of good faith belief; and (e) a statement of accuracy under penalty of perjury. Meetia will promptly investigate and take appropriate action, including removal of infringing content and, where appropriate, termination of repeat infringer accounts.

10. Third-Party Services and Integrations

The Service may integrate with or provide links to third-party platforms, applications, and services, including but not limited to video conferencing tools (such as Zoom, Google Meet, and Microsoft Teams), calendar services, CRM systems, and productivity platforms (collectively, "Third-Party Services").

Your use of any Third-Party Service is governed by that service's own terms of service and privacy policy. Meetia has no control over Third-Party Services and accepts no responsibility for their availability, accuracy, content, or practices. By enabling any integration, you authorize Meetia to access and process data from the relevant Third-Party Service to the extent necessary to provide the integration functionality.

Meetia is not liable for any loss, damage, or service interruption arising from your use of or reliance on any Third-Party Service or integration.

11. Termination and Suspension

11.1 Termination by You

You may terminate your account at any time by using the account deletion function in your account settings or by contacting contact@meetia.io. Termination of a Paid Plan does not entitle you to a refund of any prepaid fees, except as required by applicable law.

11.2 Termination or Suspension by Meetia

Meetia may suspend or terminate your access to the Service, in whole or in part, with or without notice, if:

• You breach any provision of these Terms;
• You fail to pay any amounts due and do not remedy the failure within a reasonable period after notice;
• Meetia is required to do so by applicable law, regulation, or court order;
• Continued provision of the Service would expose Meetia to legal liability;
• Meetia determines, in its reasonable discretion, that your use is harmful to the Service, other users, or third parties.

Where required by law, Meetia will provide reasonable advance notice of termination or suspension. Where termination is due to breach, Meetia may act immediately.

11.3 Effect of Termination

Upon termination, your right to access and use the Service ceases immediately. Meetia will retain and delete your data in accordance with its Privacy Policy and applicable law. Provisions of these Terms that by their nature should survive termination — including intellectual property, liability limitations, indemnification, and governing law — will continue to apply.

12. Disclaimers and Limitation of Liability

12.1 Service Provided "As Is"

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, MEETIA EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT. MEETIA DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

12.2 Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, MEETIA, ITS DIRECTORS, EMPLOYEES, AGENTS, AND LICENSORS SHALL NOT BE LIABLE TO YOU FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, LOSS OF DATA, BUSINESS INTERRUPTION, OR REPUTATIONAL HARM, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, EVEN IF MEETIA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

12.3 Liability Cap

To the fullest extent permitted by applicable law, Meetia's total aggregate liability to you for any claims arising out of or in connection with these Terms or the Service shall not exceed the greater of: (a) the total fees paid by you to Meetia in the twelve (12) months immediately preceding the event giving rise to the claim; or (b) one hundred euros (EUR 100).

12.4 EU Consumer Rights

Nothing in these Terms limits or excludes Meetia's liability for death or personal injury caused by Meetia's negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under applicable law, including mandatory consumer protection rights under EU law.

13. Indemnification

To the fullest extent permitted by applicable law, you agree to indemnify, defend, and hold harmless Empha Studio Ltd. and its directors, officers, employees, agents, and licensors from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or relating to:

• Your breach of these Terms;
• Your User Content, including any claim that your User Content infringes or misappropriates any third-party right;
• Your failure to obtain required transcription consents from meeting participants;
• Your use of the Service in violation of any applicable law or regulation;
• Your misuse of AI Outputs.

This indemnification obligation does not apply to claims arising from Meetia's own wilful misconduct or gross negligence.

14. Modifications to the Service and These Terms

14.1 Changes to the Service

Meetia is continuously developing the Service. We reserve the right to modify, suspend, or discontinue any part of the Service at any time, including the introduction of new features, changes to existing features, or imposition of usage limits. Where a change materially and adversely affects your use, Meetia will endeavour to provide reasonable advance notice.

14.2 Changes to These Terms

Meetia reserves the right to update these Terms at any time. We will notify you of material changes by email, in-app notification, or by updating the "Last Updated" date at the top of this document. If you do not agree to the updated Terms, you must stop using the Service before the effective date of the changes. Continued use after the effective date constitutes your acceptance of the revised Terms.

15. Data Protection and Privacy

15.1 Data Controller

Empha Studio Ltd. acts as the data controller for personal data you provide when registering and using the Service. The processing of your personal data is governed by Meetia's Privacy Policy, available at meetia.io/privacy, which is incorporated into these Terms by reference.

15.2 GDPR Compliance

Meetia processes personal data in compliance with the EU General Data Protection Regulation (GDPR) and applicable national data protection laws. Where Meetia processes personal data on your behalf as a data processor (for example, where you use Meetia within an organizational context and are the data controller for meeting participants' data), the terms of Meetia's Data Processing Addendum ("DPA"), available at meetia.io/dpa, apply and are incorporated herein by reference.

15.3 User Responsibility as Data Controller

Where you use the Service to process personal data of meeting participants, employees, clients, or other third parties, you act as the data controller for such data. You are responsible for ensuring that you have a lawful basis under GDPR for processing that data, that data subjects have been properly informed, and that all applicable data protection obligations are met.

15.4 Data Retention and Deletion

Meetia retains your data for as long as your account is active or as necessary to provide the Service. You may delete your account at any time via your account settings, which will trigger anonymization and deletion of your personal data and memberships. Meetia will process account deletion requests in accordance with its Privacy Policy, subject to any legal retention obligations. You may exercise your rights under GDPR — including the right to access, rectification, erasure, and restriction of processing — by contacting contact@meetia.io.

16. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of the Republic of Cyprus, without regard to its conflict of law principles. Subject to Section 17 (Dispute Resolution and Arbitration), any dispute arising out of or in connection with these Terms that is not resolved through arbitration or amicable resolution shall be subject to the exclusive jurisdiction of the courts of the Republic of Cyprus, sitting in Nicosia.

If you are a consumer resident in the European Union, you retain the benefit of any mandatory protective provisions of the law of your country of residence that cannot be derogated from by contract. Nothing in these Terms shall be construed to deprive you of such protections. EU consumers also have the right to use the EU Online Dispute Resolution platform, available at https://ec.europa.eu/consumers/odr.

17. Dispute Resolution and Arbitration

17.1 Amicable Resolution

Before initiating any formal dispute proceeding, you agree to contact Meetia at contact@meetia.io to attempt to resolve the dispute informally. Meetia will endeavour to resolve the issue within 30 days of receiving your notice. Either party may pursue formal proceedings if the dispute is not resolved within that period.

17.2 Arbitration — United States Users Only

If you are located in the United States, and a dispute cannot be resolved informally, you agree that the dispute shall be resolved exclusively by binding individual arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. The arbitration shall be conducted in English. The arbitrator's decision shall be final and binding, and judgment may be entered upon it in any court of competent jurisdiction.

This arbitration agreement does not prevent either party from seeking emergency injunctive relief from a court of competent jurisdiction where necessary to prevent irreparable harm, pending the outcome of arbitration. Claims eligible for small claims court are excluded from this arbitration agreement.

CLASS ACTION WAIVER: You and Meetia each waive the right to bring or participate in any class action, collective action, or representative proceeding. All claims must be brought on an individual basis.

OPT-OUT: You may opt out of this arbitration agreement by sending written notice to contact@meetia.io within 30 days of first accepting these Terms. Your notice must include your name, account email address, and a clear statement that you are opting out of arbitration. Opting out does not affect any other provision of these Terms.

17.3 EU and EEA Users

If you are located in the European Union or European Economic Area, Section 17.2 does not apply to you. Disputes shall be governed by Section 16 and you retain all rights available to you under applicable EU consumer protection and dispute resolution law, including access to the EU Online Dispute Resolution platform.

18. Force Majeure

Meetia shall not be deemed in breach of these Terms, nor liable for any failure or delay in performance of its obligations, to the extent that such failure or delay is caused by events beyond Meetia's reasonable control, including acts of God, war, civil unrest, terrorist acts, natural disasters, governmental actions, pandemic, failure of telecommunications infrastructure, or actions or failures of third-party service providers. Meetia will endeavour to provide notice of any such event and to resume performance as soon as reasonably practicable.

19. General Provisions

19.1 Entire Agreement

These Terms, together with Meetia's Privacy Policy, Data Processing Addendum (where applicable), and any other policies incorporated by reference, constitute the entire agreement between you and Empha Studio Ltd. with respect to the Service and supersede all prior agreements, representations, and understandings relating to the same subject matter.

19.2 Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable under applicable law, that provision shall be amended to the minimum extent necessary to make it enforceable, or severed if amendment is not possible, and the remaining provisions shall continue in full force and effect.

19.3 No Waiver

Meetia's failure to enforce any provision of these Terms on any occasion does not constitute a waiver of its right to enforce that provision or any other provision in the future.

19.4 Assignment

You may not assign or transfer any of your rights or obligations under these Terms without Meetia's prior written consent. Meetia may assign its rights and obligations under these Terms freely, including in connection with a merger, acquisition, or sale of assets, provided that Meetia provides you with reasonable notice of any such assignment.

19.5 Notices

Notices to you will be sent to the email address associated with your account or posted within the Service. Notices to Meetia should be sent to contact@meetia.io or by post to the registered address of Empha Studio Ltd., Cyprus.

19.6 Language

These Terms are drafted in the English language. In the event of any conflict between an English version and a translated version of these Terms, the English version shall prevail.

19.7 Contact

If you have any questions about these Terms, please contact us at: