Terms of Service
Maya — Terms of Service
DRAFT — not reviewed by counsel. Do not publish. See [README.md](README.md).
Version 1.0-draft · Last updated [DATE] · Operated by [LEGAL ENTITY NAME], [JURISDICTION OF INCORPORATION] ("we", "us"). Contact: [LEGAL CONTACT EMAIL]
By creating an account you agree to these terms. If you are agreeing on behalf of an organisation, you confirm you have authority to bind it.
1. What Maya is
Maya is a software service that joins a Microsoft Teams meeting you invite her to, listens, answers when addressed, and produces written summaries of the discussion.
Maya is software. She is not a person, not an employee, and not a professional adviser.
2. Your responsibility for consent — the most important term here
You decide whether Maya joins a meeting, and you are responsible for the legality of that decision.
You confirm, each time you send Maya into a meeting, that:
- you are a participant in that meeting, or otherwise authorised to admit an attendee to it;
- you have obtained whatever consent the law requires from every participant, before Maya begins
listening; and
- you will not use Maya where you cannot obtain that consent.
We ask you to confirm this before each meeting, and we record your confirmation.
Why this sits with you. Recording and transcription law varies by jurisdiction. In some US states a single participant's consent is enough; in at least thirteen, every participant must consent, and recording without it can carry criminal as well as civil consequences. Non-US jurisdictions differ again. You know who is in your meeting, where they are, and what you have told them. We do not, and we cannot determine on your behalf whether your meeting may lawfully be recorded.
What we do to help. Maya joins under a display name identifying her as an AI assistant, introduces herself out loud when she joins, and states plainly that she is an AI if anyone asks. You must not attempt to defeat, rename, mute, or otherwise conceal that disclosure.
If a participant objects, remove Maya from the meeting. You can do that from your dashboard, or by removing her in Teams.
3. Your account
Keep your password confidential; you are responsible for activity under your account. Tell us promptly at [SECURITY CONTACT EMAIL] if you believe it has been compromised. You must be at least 18 and must not be barred from receiving services under applicable law or sanctions.
4. Minutes, payment and refunds
Maya is sold as prepaid minutes.
- Metering. You are charged for the time Maya is admitted to and present in a meeting, measured in
whole seconds. Time she spends waiting to be admitted is not charged. If we cannot confirm she is present, the clock stops.
- Running out. When your balance reaches zero, Maya leaves the meeting. We do not extend credit and
there is no overdraft.
- Records. Every charge is itemised and available to you at any time. If you believe a charge is
wrong, contact us at [BILLING CONTACT EMAIL] within [30] days and we will show you the record.
- Payment processing. Payments are handled by Stripe. We do not receive or store your card details.
- Refunds. Unused minutes are refundable within [14] days of purchase, less any already consumed.
Minutes already consumed are not refundable. Nothing here limits any statutory right you have.
- Prices may change; changes apply to future purchases only, never to minutes you already hold.
- Taxes are your responsibility unless we are required to collect them.
5. Your content, and what we do with it
You own your content — the audio of your meetings, the transcripts derived from it, and the documents Maya produces. We claim no ownership.
You grant us only the licence needed to run the service: to process the meeting audio, produce transcripts and documents, and store them so you can retrieve them. We do not use your content to train models. See the [Privacy Policy](privacy-policy.md) for detail, retention and deletion.
Audio leaves our infrastructure. To understand speech and reply, Maya sends meeting audio to a third-party AI model provider. This is fundamental to how the service works and cannot be disabled. If that is unacceptable for your meetings, do not use Maya for them. Sub-processors are listed in the Privacy Policy.
6. Acceptable use
The [Acceptable Use Policy](acceptable-use.md) forms part of these terms. In short: do not use Maya to record people who have not consented, to conduct covert surveillance, or to capture conversations that are legally privileged or specially protected.
7. What Maya's output is not
Maya makes mistakes. She mishears, misattributes, and can state things that were never said. Summaries, figures, owners, and approval statuses she produces are drafts requiring human review.
Her output is not professional advice of any kind — not legal, financial, medical, tax or employment advice — and must not be relied on as a record of what was agreed. Do not rely on a Maya document as the authoritative record of a commitment, a price, an approval, or a decision without a human checking it against the meeting.
You are responsible for reviewing anything she produces before you act on it or send it to anyone.
8. Availability
The service is provided as-is and as-available. We do not promise any uptime level unless we have agreed one with you separately in writing. Maya depends on Microsoft Teams and on third-party AI providers, and may be unavailable or degraded for reasons outside our control. We may change, suspend or discontinue features, and will give reasonable notice of material adverse changes where we can.
Capacity is finite. Maya may be unavailable at times of high demand; you are not charged when that happens.
9. Disclaimers
To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty as to accuracy, completeness or reliability of Maya's output.
We do not warrant that the service is lawful for your particular use. Determining that is your responsibility under clause 2.
10. Limitation of liability
To the fullest extent permitted by law:
- Neither party is liable for indirect, incidental, special, consequential or punitive damages, or for
lost profits, revenue, data or goodwill.
- Our total aggregate liability arising out of or relating to the service is limited to the greater of
the amounts you paid us in the [3] months before the event giving rise to the claim, or [USD 100].
Nothing here excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.
11. Indemnity
You will indemnify and hold us harmless against claims, losses and reasonable legal costs arising from:
- your failure to obtain a consent required under clause 2;
- your use of Maya in breach of the Acceptable Use Policy or applicable law; or
- content you cause Maya to process or produce.
We will notify you promptly of any such claim, and you may control the defence provided you do not settle in a way that imposes obligations on us without our consent.
12. Suspension and termination
You may stop using the service and close your account at any time.
We may suspend or terminate your access immediately where we reasonably believe you are recording people without required consent, breaching the Acceptable Use Policy, exposing us to legal risk, or failing to pay. Where circumstances allow, we will tell you first and give you an opportunity to fix it.
On termination we will make your content available for export for [30] days, then delete it in line with the Privacy Policy. Unused minutes are refunded pro rata where termination was not for your breach.
13. Changes to these terms
We may update these terms. For material changes we will give [30] days' notice by email and show the new version in the product. Continuing to use Maya after a change takes effect means you accept it. If you do not accept, stop using the service and ask us for a pro-rata refund of unused minutes.
14. Governing law and disputes
These terms are governed by the laws of [JURISDICTION], without regard to conflict-of-laws rules. Courts of [VENUE] have exclusive jurisdiction, except that either party may seek injunctive relief elsewhere to protect its intellectual property.
> Counsel: decide whether to add arbitration and a class-action waiver. They are common for US > consumer services and both are heavily regulated, state-dependent, and can be > counterproductive if drafted badly. I have deliberately not drafted them.
15. General
These terms plus the Acceptable Use Policy and Privacy Policy are the entire agreement between us. If any provision is unenforceable, the rest stands. Our not enforcing a term is not a waiver of it. You may not assign this agreement without our consent; we may assign it in connection with a merger or sale of assets. Neither party is liable for delay caused by events beyond its reasonable control.
Questions: [LEGAL CONTACT EMAIL]