Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") govern your use of Zapys, a meeting-recording service provided by SoftImply OÜ (registry code: 16776329), a company registered in Estonia with its registered office at Sepapaja tn 6, 15551 Tallinn, Estonia ("SoftImply", "we", "our", or "us"). By accessing or using Zapys you agree to be bound by these Terms. If you do not agree, you must not use the service.

Company

SoftImply OÜ

Registry code

16776329

Address

Sepapaja tn 6, 15551 Tallinn, Estonia

Jurisdiction

Estonia, EU (GDPR applies)

Email

privacy@softimply.tech

2. The Service

Zapys lets authorized users have a bot join Microsoft Teams, Google Meet, and Zoom meetings (or upload media) to capture audio and video recordings, generate transcripts, identify speakers, and store, search and share recordings with chosen recipients, including external guests and public share-link viewers. Access is restricted to accounts your organization provisions or approves.

3. Acceptable Use of Recording Others

Recording meetings involves other people's voices, images, and words, and may involve biometric voiceprints. You are solely responsible for using Zapys lawfully. In particular, you agree that:

• You will obtain consent to record. Before a recording begins, you will inform all participants that the meeting is being recorded and obtain any consent required by applicable law in every jurisdiction where participants are located. Many jurisdictions require the consent of all parties to record a conversation.
• You will obtain explicit consent for biometric processing. Where speaker recognition / voiceprints are enabled, you will obtain the explicit consent required under Article 9 of the GDPR from the individuals concerned, or disable speaker recognition.
• You will share recordings responsibly. You will only create public share links or grant guest access to people entitled to view the recording, and you will revoke access when it is no longer appropriate.
• You will not record unlawfully. You will not use Zapys to record meetings without authority, to capture privileged or unlawful content, or in breach of any other person's rights or any platform's terms.

You act as the controller (or as instructed by your organization as controller) for the meetings you record; SoftImply OÜ acts as controller for operating the service as described in the Privacy Policy.

4. Accounts and Access

• You are responsible for safeguarding your sign-in credentials and for all activity under your account.
• Guest and tester accounts are limited to the recordings explicitly shared with them and must not attempt to access other recordings.
• We may suspend or revoke access that we reasonably believe is being used in breach of these Terms or applicable law.

5. Your Content

Recordings, transcripts, and related data you create remain the property of your organization. You grant SoftImply OÜ the limited rights necessary to host, process (including transcription and speaker recognition), store, and deliver that content to operate the service. We do not sell your content and do not use it for advertising.

6. Data Protection

We process personal data in accordance with our Privacy Policy and GDPR Data Processing Policy. Where we process personal data on your organization's behalf, we do so as a processor under appropriate data-processing terms and only on documented instructions.

7. Warranty Disclaimer

The service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we make no warranties, express or implied, including as to merchantability, fitness for a particular purpose, accuracy of transcripts or speaker attribution, or uninterrupted availability. Service availability may be affected by third-party dependencies, including meeting platforms, the recording bot, transcription providers, and cloud infrastructure.

8. Limitation of Liability

To the maximum extent permitted by law, SoftImply OÜ shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, data, or business, arising out of or related to the service. Nothing in these Terms limits liability that cannot be excluded under applicable law. You are responsible for any liability arising from recording or sharing meetings without the consent or rights required under section 3.

9. Indemnification

You agree to indemnify and hold SoftImply OÜ harmless from claims, damages, losses, or expenses arising from your breach of these Terms, your violation of applicable law (including recording or biometric consent requirements), or your use of recordings in a manner inconsistent with the consents you obtained.

10. Termination

We may suspend or terminate access for breach of these Terms. On termination, recordings are handled according to the retention rules described in the Privacy Policy. Sections concerning your content, data protection, warranty disclaimer, limitation of liability, indemnification, and governing law survive termination.

11. Governing Law and Disputes

These Terms are governed by the laws of the Republic of Estonia. Disputes that cannot be resolved through good-faith negotiation are subject to the exclusive jurisdiction of the courts of Harju County (Harju Maakohus), Tallinn, Estonia.

12. Contact

For questions about these Terms, contact us:

Company

SoftImply OÜ

Registry code

16776329

Address

Sepapaja tn 6, 15551 Tallinn, Estonia

Jurisdiction

Estonia, EU (GDPR applies)

Email

privacy@softimply.tech