Terms of service

1. Who you are contracting with

Voxtiva is operated by:

セノリティックラブ合同会社 (Senolytic Lab LLC)
A 合同会社 (gōdō kaisha, a Japanese limited liability company)
〒102-0081 東京都千代田区四番町2-4 ブランズ四番町503
Branz Yonbancho 503, 2-4 Yonbancho, Chiyoda-ku, Tokyo 102-0081, Japan
Representative Member (代表社員): タイ・バン・デービッド (Thai Van David)
Telephone: +81 90 6299 5920
Contact: hello@voxtiva.com
Privacy, data requests and complaints: privacy@voxtiva.com

In these terms, "Voxtiva", "we", "us" and "our" mean that company. "You" means the person or organisation that holds the account.

Senolytic Lab LLC is a Japanese company and has no subsidiary, branch, office or affiliate in the European Union, the European Economic Area, the United Kingdom or the United States. We have not appointed a representative in the Union under Article 27 of the GDPR, nor a UK representative. That is a statement of the current position, not a claim that none is required. See Annex B, section B.8.

2. What Voxtiva does, and what it does not

Voxtiva joins or attaches to a meeting you are already running, transcribes what is said, translates it live between two languages you choose, and produces a summary after the meeting ends.

Voxtiva captures audio only. It does not capture video, screen shares, or the contents of your screen. On the Zoom path it explicitly does not request or use Zoom's own transcript media.

One meeting has exactly one translation pair. Whoever starts the meeting picks a primary language and a secondary language. Speech is transcribed in whichever of the supported languages is detected. A line spoken in the primary language is translated into the secondary language. Every other line is translated into the primary language. That single pair is what everyone on the call reads. A guest cannot choose a different translation language for themselves, and there is never more than one translation per meeting. Guests can choose which of the two languages the panel displays, which is a display setting and not a second translation.

How a meeting is captured depends on the platform, and the three platforms are not the same:

Do not describe the Zoom path to your participants as a bot joining. Nothing joins. Zoom's active app notice is the only in-meeting signal on that path, and Voxtiva does not add one.

Your meeting content is handled as described in our Privacy Policy, which forms part of these terms.

3. Who may use Voxtiva

To hold a Voxtiva account you must:

• be at least 18 years old, or the age of majority where you live if that is higher;
• have the legal capacity to enter into this contract, and, if you are accepting on behalf of an organisation, the authority to bind it, in which case "you" means that organisation; and
• not be a person or entity that Japanese, EU, UK or US sanctions law prohibits us from dealing with.

Voxtiva is a business tool and is not directed at children. Do not use it to capture a meeting whose participants include children unless you hold whatever consent the law of their location requires from a parent or guardian.

Your account. Give us accurate information and keep it current. Keep your login credentials to yourself. You are responsible for everything done under your account. Do not share one account between people and do not resell access to it. If you think someone else has your account, tell us at hello@voxtiva.com.

4. Hosts and guests are two different relationships

This is worth stating plainly, because most of the people who use Voxtiva never sign anything.

The host. The host holds the account, chooses the meeting languages, starts and ends the meeting, and pays if the plan is paid. The host has this contract with us. Only the host can end a meeting or delete it. Only the host can invite someone to a saved meeting.

The guest. A guest joins by opening a link and entering a six-digit PIN. A guest has no account, no subscription, and no contract with us for the service. A guest can read the live transcript and translation and can ask questions of the transcript while the meeting runs. Guest access ends when the meeting ends.

What a guest is agreeing to is narrow and specific. By entering the PIN and using the companion panel, a guest agrees to the Privacy Policy and to sections 6.2, 12, 16, 17 and 20 of these terms, and to nothing else. A guest owes us no payment, gives us no licence over anything beyond what is needed to show them the panel, and takes on none of the host's obligations. In particular, section 5 and section 18 do not apply to guests. A guest who wants their data deleted should contact the host, or write to privacy@voxtiva.com and we will act on it and tell the host.

A shared viewer. After a meeting has ended, the host can invite another person to view the saved meeting by email. That invitation expires seven days after it is sent, can only be claimed once, and can only be claimed by someone who has their own Voxtiva account. A shared viewer is a host for the purpose of these terms as regards their own account, and a guest as regards the shared meeting. The host can revoke that access.

Being in a recorded meeting is not agreement to these terms. Nobody becomes a party to this contract by being in a room where Voxtiva is running. That is precisely why section 5 exists.

5. Recording consent is your obligation

This is the most important clause in this document. If you read nothing else, read this.

Voxtiva captures, transcribes and translates the speech of everyone in your meeting. Many of those people have no account with us, have never seen these terms, and have no relationship with us at all. In law, the person who decides to record them is you.

5.1 What you promise

By starting a meeting with Voxtiva you confirm, for that meeting and every meeting you run:

1. You have told every participant that the meeting is being recorded, transcribed and translated by Voxtiva, before capture starts or as soon as they join.
2. You have obtained every consent the law requires from every participant, judged by the law of each place any participant is located, not only the law where you are.
3. You have the right to capture the meeting under your own organisation's policies, under the meeting platform's terms, and under any confidentiality agreement or professional duty that applies to the conversation.
4. You will stop capture on request. If a participant objects, end the meeting or remove the bot. On Google Meet and Microsoft Teams, removing the bot from the call ends capture. On Zoom, ending the meeting or revoking the Voxtiva authorisation in Zoom ends capture.
5. You will handle participant requests. If a participant asks you to delete what was captured, you will delete the meeting, or tell us so that we can.

5.2 The law is not the same everywhere, and the strictest rule applies

We are not giving you legal advice. We are telling you that the answer varies, so that you check rather than assume.

• Japan. There is no general statute making it a crime to record a conversation you are a party to, and secretly made recordings have been admitted in Japanese civil proceedings. That is not the end of it. The Act on the Protection of Personal Information (個人情報保護法) applies to the recording as personal data, and requires you to specify and announce the purpose of use. Recording a colleague or counterparty without telling them can also be a labour, contractual or tort problem even where it is not a crime. Telling people is the correct baseline in Japan, not the cautious extra.
• European Economic Area and the United Kingdom. Recording a meeting is processing personal data under the GDPR and the UK GDPR. You need a lawful basis for it, you owe participants transparency information under Articles 13 and 14, and you must be able to honour their rights. Several member states additionally treat the secret recording of a private conversation as a criminal offence. Works council or employee consultation duties may apply if you are recording staff.
• United States. Federal law (18 U.S.C. § 2511) permits recording with the consent of one party to the call. Roughly a dozen states require the consent of every party, including California, Delaware, Florida, Illinois, Maryland, Massachusetts, Montana, Nevada, New Hampshire, Oregon, Pennsylvania and Washington. Several of those statutes carry criminal penalties and a private right of action with statutory damages, and they can apply because a participant was sitting in that state, not because you were. Illinois also regulates voiceprints as biometric identifiers. See Annex C, section C.5.
• Everywhere else. Assume there is a rule and check it.

Where participants are in more than one country, comply with the strictest rule that applies to any of them. Getting clear, recorded, up-front agreement from everyone is the only approach that works across all of them.

5.3 What we do, and why it is not enough

We are not silent about capture. We make it visible in the ways the platform allows:

• On Google Meet and Microsoft Teams, the bot joins under the name "Voxtiva Bot" and is visible in the participant list for the whole meeting.
• On Google Meet and Microsoft Teams, the bot posts a notice into the meeting chat when it joins, telling participants that the meeting is being recorded and transcribed by Voxtiva and pointing to our Privacy Policy.
• On Zoom, Zoom itself displays its active-app notice while it is streaming meeting media to us.

Three honest qualifications, because you should plan around the real behaviour and not the intended behaviour:

1. The chat notice can fail silently. It depends on the meeting platform's chat interface being present and unchanged. If the chat panel cannot be opened or the input cannot be found, the bot logs the failure and stays in the meeting without posting. Capture continues. The bot's presence in the participant list is then the only signal on that meeting.
2. The chat notice can be switched off. A configuration flag (BOT_CONSENT_NOTICE=false) disables the notice on all bot platforms. It is on by default and we do not intend to disable it in production. If it is ever disabled, the named participant is the only remaining in-meeting signal on Google Meet and Microsoft Teams. We are telling you it exists rather than letting you discover it.
3. Visibility is not consent. A bot in a participant list is a notice, at best. It is not the informed, prior, provable agreement that an all-party consent state or a GDPR transparency duty requires. Do not treat anything we do as discharging your obligation under section 5.1.

5.4 Roles

As between you and us, and for meeting content only, you are the controller and we are your processor. You decide which meetings are captured, who is in them, which languages are used, how long the content is kept, and when it is deleted. We process meeting content to deliver Voxtiva to you and for no other purpose.

If you are a business subject to the GDPR or the UK GDPR, Article 28 requires a written data processing agreement between us. We do not yet publish a standard one. That is a gap on our side, not a position we are taking, and it does not change who decides what happens to meeting content. If you need a data processing agreement, write to privacy@voxtiva.com and we will deal with it directly rather than pointing you at a document that is not there.

For account, billing, security, diagnostics and product analytics data, we are the controller. The Privacy Policy sets out that split in full.

6. Acceptable use

6.1 Rules for hosts

Do not use Voxtiva to:

• Record anyone you do not have the right to record, or record covertly. This includes disabling or suppressing the in-meeting notice in order to capture people who would otherwise object, removing or renaming the bot to disguise what it is, or telling participants that the Zoom path involves a bot that they can see leave.
• Capture a meeting where recording is prohibited by law, by the platform's own terms, or by a professional, confidentiality or privilege obligation that binds you.
• Put protected health information, payment card data, government identity numbers, or anything else requiring a certified processing environment through the service. We hold no SOC 2 report, no ISO 27001 certificate, no HIPAA business associate arrangement and no PCI attestation, and we do not offer one.
• Break the law, infringe anybody's rights, or harass, defame or discriminate against anyone.
• Reverse engineer, decompile or disassemble the service, or attempt to extract our models, prompts, weights or source code.
• Scrape the service, probe or load-test our infrastructure, attack it, or work around usage limits, rate limits, concurrency limits or access controls.
• Resell, sublicense or white-label the service without our written agreement.
• Impersonate anyone, or present the Voxtiva bot as something other than a Voxtiva transcription bot.
• Generate meetings automatically or synthetically, or run capture against audio that is not a real meeting, in order to consume service capacity.

6.2 Rules for guests

While you are using the companion panel, do not attack it, do not try to reach meetings you were not given a PIN for, do not automate access to it, and do not use it to harass anyone. That is the whole list.

6.3 What happens if you break these rules

We may suspend or close your account under section 15. Where the law requires us to report the activity, we will.

7. Plans, limits and prices

Every plan includes every feature: live bilingual translation, Ask Voxtiva questions answered against the transcript with citations, rolling highlights, the post-meeting summary and its email, saved meeting history, audio replay synced to the transcript, speaker attribution and talk-time, and PIN access for guests. There are no seats and no add-ons. Plans differ only in how much live meeting time you get.

7.1 Limits

Four things about these limits are easy to misread, so they are stated flatly:

• Every plan, including Pro, caps a single meeting at 4 hours (60 minutes on Free). This is not a soft limit. When the cap is reached the meeting ends automatically and the transcript up to that point is saved. You can start another meeting immediately if you have monthly time left.
• Every plan, including Pro, allows one meeting at a time. This is a capacity constraint in the providers we depend on, not an upsell. Starting a second meeting while one is running is refused.
• "Unlimited" on Pro means unlimited monthly time, not an unlimited meeting. The 4-hour per-meeting cap still applies.
• Monthly time runs on the UTC calendar month and does not roll over. Unused minutes are gone at 00:00 UTC on the first of the month.

7.2 Fair use on Pro

"Unlimited" means unlimited normal use by a person running real business meetings. It is not a licence to keep third-party meters running continuously.

We may apply protective limits, ask you to move to a different plan, pause automation on your account, or restrict usage where we see unusual third-party API cost, abusive concurrency, resale of the service, credential sharing between people, automated or synthetic meeting generation, or usage that materially degrades the service for other customers. We will contact you before restricting an account, unless the usage is actively breaking the service for other people.

7.3 Prices

Prices are set per currency, not converted at checkout. The monthly figure shown on an annual plan is the monthly equivalent; the annual plan is charged once for the year.

Free costs nothing and needs no card.

Prices are shown in the currency you choose, and the amount charged is the amount shown at checkout. Nothing is calculated or added on top of it there. The Legal Notice sets out every plan's price in each currency.

7.4 Changing the limits or the prices

We may change plan limits and prices. If a change reduces what you have already paid for, or raises the price of a plan you are on, we will tell you by email at least 30 days before it takes effect, and you may cancel before the change applies and receive a refund of the unused part of the period you have paid for. A price change never applies retroactively to a period you have already been charged for.

8. Billing, renewal and cancellation

8.1 How payment works

Subscriptions are handled by Stripe. You give your card details to Stripe on Stripe's checkout page. We never see or store your card number. We can see your subscription's status, plan, currency and billing period.

Currencies: US dollars, euros or Japanese yen. Billing periods: monthly or annual. You choose both at checkout, and they are fixed for the subscription until you change them through the billing portal.

8.2 Renewal

Your subscription renews automatically at the end of every billing period, at the then-current price, until you cancel. A monthly plan renews every month. An annual plan renews every year and is charged in full at the start of the year. We do not need to ask you again each time; that is what you agreed to at checkout.

8.3 Cancelling

Cancel at any time from Manage billing in your dashboard, which opens Stripe's customer portal. Cancelling stops the next charge. Your plan keeps working until the end of the period you have already paid for, and then drops to Free.

Dropping to Free does not delete anything. Your meetings, transcripts, translations, summaries and audio stay in your account. Only the monthly live-time allowance changes.

8.4 Upgrades, downgrades and proration

Plan changes are made through the same Stripe customer portal, and the proration Stripe calculates for a mid-period change is what you are charged or credited. We do not apply a separate proration rule of our own.

You cannot start a second subscription while one is active. Use the billing portal to change or upgrade the one you have.

8.5 Failed payment

If a payment fails, we may suspend paid features after telling you and giving you a reasonable chance to fix it. We will not delete your meetings because a payment failed.

9. Free trial

Standard is available with a 7-day free trial, once per account. The trial is for Standard only; Pro has no trial. An account that has already used its Standard trial cannot start another one.

A payment method is collected at checkout when you start the trial. If you do not cancel before the 7 days are up, the trial converts into a paid Standard subscription and the first payment is taken. Cancel from Manage billing at any point during the trial and you are not charged.

While the trial is running you have Standard limits: 5 hours of live time and a 4-hour cap on a single meeting.

We do not send you a reminder before the trial converts, so do not plan on getting one. The date of the first charge and the amount are shown to you at checkout, before you enter your card details. Cancel from Manage billing before that date and nothing is taken.

10. Refunds

Outside the statutory rights in Annexes A, B and C:

• Monthly plans. The current month is not refundable. Cancel to stop the next charge.
• Annual plans. If you ask within 14 days of the first charge of an annual term, we refund it in full, less a proportionate amount for live meeting time you used in those 14 days. After 14 days, the remainder of the annual term is not refundable.
• The free trial. No charge is taken during the trial, so there is nothing to refund. If you were charged after cancelling, that is a billing error, and the list below covers it.

We refund you in full, regardless of the above, where:

• we charged you in error or charged you twice;
• we materially failed to deliver the service for a sustained period;
• we reduced what your plan includes during a period you had already paid for; or
• we closed your account without cause under section 15.3.

To ask for a refund, email hello@voxtiva.com from the address on the account. Refunds go back to the card that was charged.

11. Availability and changes to the service

We aim to keep Voxtiva running. We do not offer a service level agreement and we do not guarantee uptime. There is no uptime credit and no availability commitment in this contract.

The service may be unavailable for maintenance, for an outage at one of the providers we depend on, or for reasons outside our control. Meeting platforms may change how they work, restrict automated participants, or block us, and parts of Voxtiva may stop working with little or no notice as a result. See section 14.

We may change, add or remove features. If we remove something material that you are paying for, we will tell you before it happens and you may cancel and receive a refund of the unused part of the period you have paid for.

12. Accuracy: this is machine output

Voxtiva uses automatic speech recognition and large language models. Both are wrong sometimes, and they are wrong in ways that read as confident and fluent.

• Transcripts can be wrong. Speech recognition mishears words, drops words, and hears words that were not said, particularly with crosstalk, accents, poor microphones, background noise, proper nouns and technical vocabulary.
• Translations can be wrong. They are machine translations. They can invert a meaning, drop a negation, lose nuance, mistranslate names, numbers, dates and amounts, or produce fluent text that is simply not what the speaker said.
• Summaries, highlights, action items and answers can be wrong. They are generated from an already imperfect transcript by a model that will sometimes state as fact something that was never said.
• Speaker labels are best effort. They come from the meeting platform's active-speaker signals combined with automatic speaker separation. They are frequently approximate and sometimes wrong.
• Any emotion or tone label is an inference, not a measurement. It is not evidence of how anyone actually felt.

Voxtiva output is not a certified translation, a certified transcript, an official record, or a medical, legal or financial document. It is not produced by a sworn, certified or professionally accredited translator or interpreter, and it must not be submitted anywhere a certified translation or a verbatim record is required.

Do not rely on Voxtiva output, without an independent human check, for any medical, legal, financial, employment, immigration, contractual, or safety-critical decision, or for anything where being wrong would be costly or dangerous. You are responsible for reviewing output before you act on it, pass it on, or put it in front of anyone else.

13. Intellectual property

13.1 Your content is yours

Meeting audio, transcripts, translations, summaries, action items, highlights, chat questions, answers and annotations belong to you and to the people in your meetings. We claim no ownership of any of it. Nothing in this contract transfers any of it to us.

13.2 The licence we need to run the service

You give us a limited, non-exclusive, worldwide, royalty-free licence to host, store, copy, transmit, process, reformat, compress and display your content, and to send it to the providers named in our Privacy Policy, for one purpose only: delivering Voxtiva to you. The licence lasts only as long as we hold the content, and it ends when you delete the meeting or your account is deleted.

To make that concrete, so you know what the licence actually covers:

• Meeting audio is sent to our speech-to-text provider to be transcribed.
• Transcript text is sent to our language-model provider to be translated, summarised, and to answer questions you ask about it.
• Meeting audio is compressed to a low-bitrate MP3 and stored so you can replay it against the transcript. That compressed file is for review, not a production-quality master.
• Voxtiva's dashboard assistant can search across your own past meetings and send excerpts from up to eight of them to our language-model provider in a single request, in order to answer a question you asked across your meeting history.

13.3 Training

We do not use your meeting content to train our own models. We have no model of our own to train; Voxtiva runs on third-party models.

What our providers do with it is a different question, and we cannot answer it yet. Whether Modulate, our speech-to-text provider, and DeepInfra, our inference provider, retain or train on what is submitted through their APIs is settled by our contract with each of them. We have asked both for a written commitment and we do not have one. So we are not going to tell you that no provider trains on your content. If you need that answer before you put a sensitive meeting through Voxtiva, write to privacy@voxtiva.com first and we will tell you where we have got to.

13.4 Our software is ours

The Voxtiva software, website, user interface, design, prompts, brand, name, logo and documentation belong to us and are protected by copyright and trade mark law. Using the service does not transfer any of it to you. We grant you a limited, non-exclusive, non-transferable, revocable right to use the service according to these terms, and nothing more.

13.5 Feedback

If you send us ideas about how to improve Voxtiva, we may use them freely and owe you nothing for them. This does not give us any right over your meeting content.

14. Platforms and providers we depend on

Voxtiva runs on top of Google Meet, Microsoft Teams and Zoom. None of them is ours. We do not control them. Their terms apply to you separately from ours, and you are responsible for complying with them.

If a platform changes how it works, restricts automated participants, or blocks our access, parts of Voxtiva may stop working with little or no notice. We will do what we reasonably can to restore service. We cannot promise continued compatibility with a platform we do not control, and we are not liable for a platform's decision to block us.

Zoom specifically. The Zoom path needs you to connect your own Zoom account and grant Voxtiva the permissions Zoom requires for Real-Time Media Streams. You can revoke that at any time in Voxtiva or in the Zoom App Marketplace, which stops capture immediately. Disconnecting deletes the Zoom credentials we hold for you. It does not delete meetings you have already recorded; delete those from your Voxtiva dashboard. One Zoom account cannot be attached to more than one Voxtiva account at the same time.

Voxtiva also depends on third-party providers for speech recognition, model inference, hosting, authentication, payment and email. They are named, with their locations, in the Privacy Policy. An outage or a change at any of them can affect the service.

15. Suspension and termination

15.1 You can leave at any time

Cancel your subscription from Manage billing (section 8.3), or close your account entirely.

Closing your account starts a 7-day grace period, and then deletes the account and everything in it, including every meeting, transcript, translation, summary, chat message, participant record and audio recording. The 7 days exist so an accidental closure can be reversed. After that, deletion is permanent and we cannot get the data back.

15.2 We can suspend or close your account

We may suspend or close your account if you break these terms, if your use puts the service or other customers at risk, if we are legally required to, or if a payment fails and stays unfixed. Except where the breach is serious or urgent, we will warn you first and give you a reasonable chance to put it right.

15.3 If we close your account without cause

We refund the unused part of any period you have paid for, and give you a reasonable chance to retrieve your data first.

15.4 If we shut Voxtiva down

We will give at least 60 days' notice, stop taking payments, refund the unused part of any prepaid period, and give you a window to retrieve your data before it is deleted.

15.5 What happens to your data

Be clear about this, because it is the opposite of what most services do.

Nothing in Voxtiva is deleted automatically. There is no retention timer, no expiry window and no scheduled clean-up, and we are not building one. Your meetings, transcripts, translations, summaries, chat, participant records and compressed audio stay in your account until one of two things happens:

1. you delete the meeting, which removes the transcript, translation drafts, chat messages, summaries, participant records, PIN records, access sessions, share invites, emotion records, annotations and the stored audio file, permanently; or
2. your account is deleted, seven days after you close it, which deletes every meeting you hold in the same way.

Two short-lived items do expire on their own, and neither is meeting content: a guest's browser session token for a meeting expires after 30 days, and an emailed invitation to view a saved meeting expires after 7 days.

Retention is therefore your decision, and it is a decision you are making on behalf of everyone who was in the meeting. If your organisation has a retention policy, or a participant asks you to delete something, you have to act on it yourself. We will act on a request that reaches us and tell you we have.

15.6 What survives termination

Sections 5.1 (as regards meetings already captured), 12, 13.1, 13.3, 13.4, 13.5, 16, 17, 18, 20 and 21 survive the end of this contract, together with any payment you already owe.

16. Warranties and disclaimers

Voxtiva is provided as it is and as available. To the fullest extent the law allows, we exclude all implied warranties, conditions and terms, including fitness for a particular purpose, satisfactory quality, merchantability, and non-infringement.

We specifically do not warrant that:

• transcripts, translations, summaries, highlights or answers are accurate, complete, or fit for any particular purpose;
• speaker attribution is correct;
• the service will be uninterrupted, timely, secure or error-free;
• defects will be corrected; or
• the service will remain compatible with Google Meet, Microsoft Teams, Zoom or any other platform.

Nothing in this contract excludes or limits liability that cannot lawfully be excluded or limited. That includes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, and, in each case, anything else the law of your country puts beyond exclusion. See the annexes.

17. Limitation of liability

This section is subject to section 16's final paragraph and to Annexes A, B and C. If you are a consumer, read your annex: parts of this section do not apply to you.

To the fullest extent the law allows:

17.1 Excluded losses. Neither of us is liable to the other for indirect loss, consequential loss, loss of profit, loss of revenue, loss of business, loss of contracts, loss of goodwill, loss of anticipated savings, or loss or corruption of data, however caused.

17.2 Specific exclusions. We are not liable for loss arising from:

• your reliance on a transcript, translation, summary, highlight or answer that turned out to be wrong;
• your failure to give the notice or obtain the consent required to record a meeting, or any claim, penalty or proceeding brought against you because of it;
• a meeting platform blocking, degrading or changing our access;
• an outage or failure at a third-party provider; or
• content that you or a participant put into a meeting.

17.3 The cap. Our total liability to you for all claims arising in any 12-month period is limited to the greater of:

• the total amount you paid us in that 12-month period; and
• JPY 10,000.

17.4 One cap, not many. The cap in 17.3 applies to all claims in aggregate, whether in contract, tort, negligence, statute or otherwise. It is not a per-claim figure.

17.5 Why the cap is set where it is. Voxtiva is priced from nothing to a few tens of dollars a month. The cap reflects that price, and the price reflects the cap. If you need liability cover proportionate to the value of the decisions you are taking on the back of a translation, you should have a human interpreter, and you should not be relying on this service. Section 12 says the same thing in the language of accuracy.

18. Indemnity

This section does not apply to consumers, and it does not apply to guests.

If you use Voxtiva as a business, you will indemnify us against claims, losses, damages, penalties and reasonable legal costs brought or imposed by a third party, including a regulator, arising from:

• your recording, transcription or translation of a meeting without the notice or consent the law required;
• content captured or uploaded through your account that infringed someone's rights or broke the law;
• your breach of these terms; or
• your use of the service in a way these terms prohibit.

We will tell you promptly about any claim we want covered, let you control the defence of it (except that you may not settle in a way that admits our fault or binds us to anything without our consent), and cooperate with you reasonably at your cost.

19. Changes to these terms

We may change these terms. How we do it depends on the change:

Material changes are changes that affect your rights, your obligations, what you pay, or how we handle your content. For those, we will:

1. email the account holder;
2. update the "Last updated" date at the top of this page and post the new version; and
3. state the effective date, which will be at least 30 days after we send the notice.

Everything else, including corrections, clarifications and changes required by law, takes effect when we post it.

If you do not accept a material change, cancel before it takes effect and we will refund the unused part of any period you have paid for. Continuing to use Voxtiva after the effective date means you accept the change.

We will not apply a material change retroactively to a meeting you have already run or a period you have already paid for.

Annex A, section A.4 sets out how this works under the Japanese Civil Code rules on standard form contracts, which is the mechanism that makes an amendment binding for customers in Japan.

20. Governing law, venue and language

20.1 Governing law. This contract, and any dispute or claim arising out of it or its subject matter, including non-contractual claims, is governed by the laws of Japan, without regard to conflict-of-law rules.

20.2 Venue. The Tokyo District Court (東京地方裁判所) has exclusive jurisdiction as the court of first instance over any dispute arising out of this contract.

20.3 Two exceptions to 20.2.

• Consumers keep their home courts. If you are a consumer, section 20.2 does not take away a right you have under the mandatory law of the country you live in to bring proceedings there, or to be sued only there. See Annexes A, B and C.
• Urgent relief. Either of us may apply to any competent court for an injunction to stop misuse of intellectual property or a security breach in progress.

20.4 Language. These terms are written in English, and the English version controls. Japanese and French versions are published for convenience. If a translation differs from the English, the English governs, with one qualification: where you are a consumer and you entered into this contract in Japanese or French, a difference that would leave you worse off than the version you actually read is resolved in your favour. That qualification exists because consumer law in Japan and in the EU requires terms to be clear in the language they were offered in, and we are not going to use a translation error against a consumer.

21. General

• Whole agreement. These terms and the Privacy Policy are the whole agreement between us about Voxtiva, and replace anything said before. This does not exclude liability for fraudulent misrepresentation.
• Severability. If a court finds part of this contract unenforceable, the rest stays in force and that part is narrowed only as far as needed to make it enforceable.
• No waiver. Not enforcing something once does not give up the right to enforce it later.
• Assignment. You may not transfer this contract without our written consent. We may transfer it to a company that acquires our business or substantially all of our assets, on notice to you. If you are a consumer and the transfer would leave you worse off, you may cancel and receive a refund of the unused part of any period you have paid for.
• No third-party rights. Nobody who is not a party to this contract can enforce it, except that a guest may rely on section 4 and section 12.
• Force majeure. Neither of us is liable for a failure to perform caused by something outside our reasonable control, except for an obligation to pay money.
• Notices. We give you notice by email to the address on your account, or by posting on the service. You give us notice at hello@voxtiva.com.
• Independent contractors. This contract does not create a partnership, agency, joint venture or employment relationship.

A.1 Consumer Contract Act (消費者契約法)

This section applies only if you are a consumer, meaning an individual entering into this contract other than for business purposes (消費者契約法 第2条第1項).

The Consumer Contract Act makes certain exclusion clauses void, and no wording in section 16, 17 or 18 can get around that. Specifically, and overriding anything in the main body:

• A total exclusion of our liability to a consumer is void, and we do not claim one. Under Article 8, a clause that wholly exempts a business from liability for damages caused to a consumer by non-performance or by tort in the course of performance has no effect.
• The cap in section 17.3 does not apply where we have acted intentionally or with gross negligence (故意又は重大な過失). Article 8 makes a partial exclusion void in that case. Our liability to a consumer in that situation is what the general law of Japan provides, with no cap.
• The cap does not apply to liability for death or personal injury, or to any other liability that Japanese law puts beyond limitation.
• The cap in section 17.3 is not open-ended in our favour. Article 8, paragraph 3 makes void a clause that leaves it to the business to decide the scope of its own exemption. Section 17.3 is a fixed figure, applied by a court, not a discretion we hold.
• Article 10 still applies. Any clause in this contract that unilaterally harms a consumer's interests contrary to the principle of good faith is void, whatever it says.

Section 18 (indemnity) does not apply to consumers.

A.2 Confirmation of intent for online orders (電子消費者契約法 and 民法)

Before a paid subscription is created, the Stripe checkout page shows you the plan, the price, the currency and the billing period, and you confirm the order there. That screen is our measure to confirm your intent, for the purposes of the Act on Special Provisions to the Civil Code Concerning Electronic Consumer Contracts (電子消費者契約に関する民法の特例に関する法律 第3条).

The effect matters, so it is worth stating: if we had not provided a confirmation step, the ordinary bar in Civil Code Article 95, paragraph 3 (民法第95条第3項) on rescinding for a mistake made through your own gross negligence would not apply to you, and a mis-click could be undone. We provide the step, so that bar applies in the normal way. If you believe you ordered something other than what you intended, contact hello@voxtiva.com and we will look at it on the facts rather than on the technicality.

A.3 Specified Commercial Transactions Act (特定商取引法)

Paid Voxtiva subscriptions sold to consumers in Japan are 通信販売 (mail order sales) under the Specified Commercial Transactions Act. The disclosures Article 11 requires, including the seller's name, address, telephone number, the representative, prices, additional charges, payment method and timing, delivery timing, and the return and refund policy, are published on our Legal Notice page, which is linked from the footer of every page on the site.

Cooling off does not apply. There is no cooling-off right for 通信販売 under the Act. What applies instead is Article 15-3, which gives a statutory return right unless the seller has stated its own return policy. Our refund policy is stated in section 10, and, to the extent Article 15-3 applies at all to a digital service, that stated policy governs in place of the default.

A.4 Standard form contracts (定型約款, 民法第548条の2から第548条の4)

These terms are a 定型約款 (standard terms of contract) within the meaning of Civil Code Article 548-2, and Voxtiva is a 定型取引 (standard transaction).

How they bind you. By agreeing to use Voxtiva under these terms, or by using it after we have indicated that these terms apply, the individual clauses are deemed agreed under Article 548-2, paragraph 1, even if you have not read every one.

What is carved out. Under Article 548-2, paragraph 2, a clause is not deemed agreed if it restricts your rights or expands your obligations in a way that unilaterally harms your interests contrary to the principle of good faith, taking account of the nature and circumstances of the transaction. That test applies to this document as it stands, and we do not contract out of it.

Your right to see the terms. Under Article 548-3 you may ask us to show you the contents of these terms at any time, before or within a reasonable period after the transaction, and we will provide them. They are also published at voxtiva.com/terms.

How we may change them. Under Article 548-4, we may change these terms without your individual agreement only where either:

1. the change is in your interest; or
2. the change is not contrary to the purpose of this contract and is reasonable, judged by the need for the change, the appropriateness of the changed content, the fact that this contract states that changes may be made, and the surrounding circumstances.

In either case we will give notice by email and on voxtiva.com, stating that the terms are being changed, what the changed content is, and the effective date, before that effective date, as section 19 requires. For a change relying on ground 2, Article 548-4, paragraph 3 makes the change ineffective if that notice is not given before the effective date, and we accept that consequence.

A.5 Personal information

Meeting content is personal information under the Act on the Protection of Personal Information (個人情報保護法). As between you and us, you are the business handling that information and we handle it on your behalf. Your obligations to specify and announce a purpose of use, and to obtain consent where the Act requires it, are yours, and section 5 says the same thing in contractual terms. Our own handling, the cross-border transfers involved, and how to exercise your rights, are set out in the Privacy Policy. Complaints go to privacy@voxtiva.com, which is our contact point for the purposes of Article 32, paragraph 1, item (iv).

A.6 Venue for consumers in Japan

Section 20.2 (exclusive jurisdiction of the Tokyo District Court) applies. Where the Code of Civil Procedure gives a consumer in Japan a right to sue or be sued in a particular court that an exclusive jurisdiction agreement cannot displace, that right applies and section 20.2 gives way to it.

B.1 Which clauses do not apply to you as a consumer

Plainly, so you do not have to work it out:

B.2 Your 14-day right to withdraw

You have 14 days from the day the contract is concluded to withdraw from a paid subscription, for any reason, without giving one. This comes from Articles 9 to 16 of Directive 2011/83/EU and, in the UK, regulations 29 to 38 of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

How starting the service affects it. Voxtiva is supplied immediately, which is what you want. When you start a subscription you ask us to begin supplying at once, and you acknowledge that:

• if the service is fully performed within the 14 days with your prior express consent, you lose the withdrawal right for that supply; and
• if you withdraw while the service is part performed, you still may, and you pay a proportionate amount for what you used before you withdrew, calculated against the total contract price (Article 14(3) of Directive 2011/83/EU; regulation 36 of the 2013 Regulations).

A monthly or annual subscription is not fully performed inside 14 days, so in practice you keep the withdrawal right and pay only for the part of the period you used.

How to withdraw. Email hello@voxtiva.com within 14 days, from the address on the account. Say that you are withdrawing. You do not have to use a particular form of words. We will refund what is due within 14 days of receiving your notice, using the same payment method.

B.3 Statutory conformity rights

Under Directive (EU) 2019/770 on digital content and digital services, and in the UK under the Consumer Rights Act 2015, we owe you a service that:

• matches its description and is fit for the purpose it is normally used for;
• is supplied with reasonable care and skill;
• is of the quality and has the features you can reasonably expect, given public statements we have made about it; and
• is kept in conformity by any updates needed for that, for as long as you are subscribed.

If it is not, you can require us to bring it into conformity, and if we do not do that within a reasonable time or without significant inconvenience to you, you can have the price reduced or end the contract and get a refund proportionate to the period the service was not in conformity. These remedies are free to you. Section 16 does not exclude them and section 17.3 does not cap them.

One honest note on what "conformity" means here, so expectations match reality: section 12 is part of the description of this service. Machine transcription and machine translation make mistakes, and individual errors are a characteristic of the product, not a defect. Sustained failure to deliver usable transcription and translation is a different matter, and B.3 covers it.

B.4 Complaints, ADR and ODR

Complain first to hello@voxtiva.com. We will reply.

The EU Online Dispute Resolution platform no longer exists. Regulation (EU) 2024/3228 repealed the ODR Regulation and the Commission's ODR platform ceased operation on 20 July 2025. Any link to ec.europa.eu/consumers/odr on a website today is dead, and we are not going to publish one.

What is available instead:

• Alternative dispute resolution. Under Directive 2013/11/EU, each member state maintains a list of approved ADR entities. Your national consumer authority can tell you which one covers digital services. Senolytic Lab LLC is not committed to using any ADR entity, and is not obliged to be. We are stating that rather than leaving the question open, because Article 13 of that Directive expects a trader who has made no commitment to say so.
• European Consumer Centres Network (ECC-Net). If you are an EU consumer with a cross-border complaint, your national ECC can help. Ours is a cross-border case by definition, because we are in Japan.
• United Kingdom. ADR is voluntary for us, and we are not committed to any UK ADR scheme either.

B.5 Where you can sue us

If you are a consumer domiciled in an EU member state, Articles 17 to 19 of the Brussels Ia Regulation (EU) No 1215/2012 apply. You may bring proceedings in the courts of the country where you live, and we may bring proceedings against you only there. Section 20.2 does not change that. UK consumers have the equivalent right under the retained jurisdiction rules.

B.6 Price and tax

Prices are set in US dollars, euros and Japanese yen. There is no price in pounds sterling, so a consumer in the United Kingdom pays in one of those three and their bank may apply its own conversion and charges, which are outside our control and are not part of the price we show.

Whichever currency applies, the figure you see is the total payable. Nothing is added to it at checkout, and the total is shown to you before you confirm the order.

B.7 Business customers in the EEA and UK

If you are not a consumer, Annex B sections B.1 to B.6 do not apply to you and the main body applies in full, including section 17.3 and section 20.2.

B.8 No EU or UK establishment, and no Article 27 representative

Senolytic Lab LLC has no establishment in the Union or the United Kingdom, and has not designated a representative under Article 27 of the GDPR or Article 27 of the UK GDPR. We are saying so rather than leaving a gap, because a Japanese controller that offers services to people in the Union is generally required to designate one.

Data protection information, including the legal bases we rely on, the providers your data reaches, and how to exercise your rights or complain to a supervisory authority, is in the Privacy Policy.

C.1 Automatic renewal disclosure

Read this box before you subscribe.

• Your Voxtiva subscription renews automatically at the end of each billing period, monthly or annual as you chose, at the then-current price, and continues until you cancel.
• The amount charged, the currency, and the billing period are shown on the checkout page before you confirm.
• A 7-day Standard free trial converts into a paid subscription at the end of the trial unless you cancel before it ends.
• Cancel online at any time from Manage billing in your dashboard, which opens the Stripe customer portal. Cancelling takes effect at the end of the period you have paid for. You do not have to call anyone, email anyone, or explain why.
• To cancel by email instead, write to hello@voxtiva.com from the address on the account.

This disclosure is given for the Restore Online Shoppers' Confidence Act (15 U.S.C. §§ 8401 to 8405), the FTC's Negative Option Rule, and state automatic-renewal statutes including California Business and Professions Code §§ 17600 to 17606 and New York General Business Law § 527-a.

C.2 How disputes are resolved

There is no arbitration clause in these terms and no class action waiver. Disputes are governed by section 20 and by this annex: Japanese law applies, and the Tokyo District Court has exclusive jurisdiction as the court of first instance, subject to the two exceptions in section 20.3.

If you are a consumer in the United States, nothing in this contract takes away a right your state law gives you that a contract cannot waive. That includes any non-waivable right to bring a claim in a particular forum, any right to bring a qualifying claim in small claims court, and any right to public injunctive relief. Either of us may also ask any competent court for an injunction to stop misuse of intellectual property or a security breach in progress.

C.3 Copyright complaints

Senolytic Lab LLC has not designated a copyright agent with the United States Copyright Office. We are telling you that rather than describing a registration we do not hold. It means the safe harbour in 17 U.S.C. § 512(c) is not available to us. It does not stop you complaining, and it does not stop us acting.

If you believe material stored on Voxtiva at a user's direction infringes your copyright, send a notice to hello@voxtiva.com with the information 17 U.S.C. § 512(c)(3) asks for:

1. your physical or electronic signature, as the owner of the right or as someone authorised to act for the owner;
2. identification of the copyrighted work you say has been infringed;
3. identification of the material you say is infringing, in enough detail for us to find it, which for Voxtiva usually means the meeting and the passage;
4. your address, telephone number and email address;
5. a statement that you believe in good faith that the use is not authorised by the copyright owner, its agent, or the law; and
6. a statement, made under penalty of perjury, that the information in your notice is accurate and that you are authorised to act for the owner of the right.

We act on notices that contain those elements. We will remove or disable access to the material and tell the account holder what was removed and why. The account holder may send us a counter-notice containing the elements § 512(g)(3) describes, and we will pass it on to you. We close the accounts of repeat infringers.

C.4 Export control and sanctions

You may not use Voxtiva, or allow it to be used, in violation of US export control or sanctions law, including the Export Administration Regulations (15 C.F.R. Parts 730 to 774) and the sanctions programs administered by the Office of Foreign Assets Control (31 C.F.R. Chapter V). You confirm that you are not located in, ordinarily resident in, or organised under the laws of a country or region subject to comprehensive US sanctions, and that you are not on the Specially Designated Nationals and Blocked Persons List, the Entity List, or any equivalent restricted-party list.

Japanese export control law, principally the Foreign Exchange and Foreign Trade Act (外国為替及び外国貿易法), applies to us independently and we comply with it.

Note that several of the providers Voxtiva depends on are US companies, so US law reaches meeting content whether or not you are in the United States. The Privacy Policy names them.

C.5 State recording-consent statutes and biometric statutes

Section 5 applies to you in full, and in the United States it carries specific and enforceable consequences that you should understand before you record anyone.

All-party consent. Federal law permits recording with one party's consent. Roughly a dozen states require the consent of every party to the communication, including California (Cal. Penal Code § 632), Delaware, Florida (Fla. Stat. § 934.03), Illinois (720 ILCS 5/14-2), Maryland (Md. Code, Cts. & Jud. Proc. § 10-402), Massachusetts (Mass. Gen. Laws ch. 272, § 99), Montana, Nevada, New Hampshire, Oregon, Pennsylvania (18 Pa. C.S. § 5703) and Washington (RCW 9.73.030). The rules differ in detail between in-person conversations, telephone calls and electronic communications, and some of these statutes have been applied to video meetings.

These statutes reach you through the participant, not through you. A California participant on a call you host from Tokyo can bring California law into it. Several of the statutes carry criminal penalties and a private right of action with statutory damages per violation, which in a group meeting means per person recorded.

Biometric identifiers. Illinois' Biometric Information Privacy Act (740 ILCS 14) treats a voiceprint as a biometric identifier and requires written notice and a written release before one is collected, with statutory damages and a private right of action. Texas (Tex. Bus. & Com. Code § 503.001) and Washington (RCW 19.375) have related statutes. Voxtiva uses automatic speaker separation to attribute lines to speakers. Whether that constitutes collecting a voiceprint has not been decided for a product like this. If you record meetings with participants in Illinois, treat this as a live risk and take advice.

The practical answer is the same in every state: get clear, express, recorded agreement from everyone on the call before capture starts. Announcing it and pausing for objections at the top of the meeting, and noting the agreement in the meeting record, is cheap. The alternative is not.

C.6 California-specific notices

• Your privacy rights, including any rights under the California Consumer Privacy Act as amended by the CPRA, are described in the Privacy Policy.
• Complaints. Under California Civil Code § 1789.3, users of California may report a complaint about a fee-based electronic commercial service to the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs, 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, telephone (800) 952-5210. Our contact for complaints is hello@voxtiva.com and we would rather you started there.

C.7 US federal government users

Voxtiva is commercial computer software. Any use by or on behalf of a US government entity is subject to FAR 12.212 and DFARS 227.7202, and government users receive only the rights given to all other users under these terms. We do not hold a FedRAMP authorisation.