Terms & Conditions

1) Introduction & Acceptance

These Terms and Conditions (the "Terms") govern your access to and use of Pivot Meets (the "Service"). By creating an account or using the Service, you agree to these Terms. If you do not agree, do not use the Service. We may update these Terms periodically; updates will be posted on pivotmeets.com with a new "Last Updated" date. Your continued use constitutes acceptance of any changes.

2) Definitions

• "We/Us/Our": Pivot Automation, provider of Pivot Meets.
• "You/Your": The individual user or the organisation on whose behalf the user acts.
• "Recording(s)": Audio/video uploaded to the Service.
• "Outputs": Transcripts, summaries, minutes, and action items generated from Recordings.
• "Laws": All applicable statutes and regulations where you use the Service (including POPIA and RICA in South Africa).

3) Eligibility & Accounts

You must be 18 years or older (or the age of majority in your jurisdiction). If you register on behalf of an entity, you represent you have authority to bind that entity. Keep your account information accurate and your credentials secure. You are responsible for all activities under your account and must notify us of any unauthorised use.

4) Service Description & Scope

Pivot Meets is an AI‑powered meeting assistant used to record (where enabled by the host), transcribe and summarise meetings for the sole purpose of creating meeting notes. We operate a credit‑based processing model. While we strive for high quality, AI outputs may contain errors or omissions; you must review before relying on them.

Retention & Purpose Limits: Recordings and Outputs are stored securely for 48 hours only, then permanently deleted. We do not retain participant personal details beyond this window, except payment/account data required by law. We may perform maintenance or updates that can affect availability; we do not guarantee uninterrupted Service.

5) Legal Compliance & Recording Consent (Your Responsibility)

Local Law Compliance

You must ensure your use of the Service complies with all Laws where you use it (e.g., consent/wiretapping/recording laws, data protection, employment rules). We make no representation that the Service complies outside South Africa.

South Africa

When used in South Africa, you must comply with POPIA and RICA. If you choose to record a meeting, you confirm you have lawful authority and any required consent/notification. Our UI includes a confirmation checkbox; enabling recording means you confirm participants were informed of: (a) the purpose (meeting notes only), (b) 48‑hour retention with deletion thereafter, (c) limited access during that period, and (d) reference to our Privacy Policy at pivotmeets.com.

Outside South Africa

You must obtain all required consents/notifications under local law (e.g., all‑party consent). If your jurisdiction requires participant‑level consent inside the app, you must use features we provide (if available) or refrain from recording.

Misuse: Any recording or processing in violation of Laws is strictly prohibited and is your sole responsibility.

6) User Content & Licence

You retain ownership of your Recordings and Outputs. To provide the Service, you grant us a limited, revocable, non‑exclusive, royalty‑free licence to host, process, and transmit your Recordings/Outputs solely to deliver the Service, enforce these Terms, and comply with law. You represent you have all necessary rights to upload content and to allow processing by our third‑party providers. We may remove or disable content that appears unlawful, harmful, or in breach of these Terms.

7) Privacy, POPIA & Roles

Our processing of personal information is described in the Privacy Policy (South Africa – POPIA Focus) available at pivotmeets.com. For South African users, you acknowledge that:

• You act as the responsible party (controller) for meeting data; we act as an operator (processor) when handling Recordings/Outputs on your behalf.
• We implement reasonable technical/organisational safeguards (e.g., TLS, access controls, secure hosting) and follow the 48‑hour deletion policy.
• Some processing may involve vetted third‑party processors (e.g., speech‑to‑text, LLM summarisation, cloud hosting). Cross‑border processing may occur.

8) Third‑Party Services & Integrations

The Service integrates with third‑party providers (e.g., PayFast, transcription/LLM APIs, email delivery, cloud hosting). Their availability and terms may change. We are not responsible for third‑party outages or their separate terms/privacy policies.

9) Payments, Credits & Taxes

The Service uses a pre‑paid credit model. Prices, credit rates and taxes are posted in‑product or on the website and may change. Payments are processed by PayFast; we do not store card numbers. All sales are final (no refunds) except where required by law or at our discretion in case of a verified service failure. Chargebacks for consumed credits may result in suspension. Promotional/bonus credits have no cash value.

10) Acceptable Use

You must not:

• (a) violate any Law;
• (b) record or upload content without required rights/consent;
• (c) upload illegal, harmful, infringing, or malware content;
• (d) attempt to access others' data or the Service without authorisation;
• (e) bypass rate/credit limits;
• (f) reverse‑engineer or scrape the Service;
• (g) resell or sub‑license the Service without our written consent;
• (h) misrepresent AI‑generated Outputs as human‑authored where disclosure is required by Law or platform policy.

11) Confidentiality

Each party must protect the other's non‑public information disclosed for the purpose of using or supporting the Service with at least reasonable care and use it only as permitted under these Terms. This does not apply to information that is public, independently developed, or lawfully obtained from third parties without confidentiality duties.

12) Intellectual Property & Feedback

We own the Service, software, designs, and branding. Except for the limited licence above, no IP rights are granted. You own your Recordings/Outputs. If you submit Feedback, you grant us a free, perpetual licence to use it without obligation.

13) Availability, Changes & Beta Features

We may change, suspend, or discontinue features (including Beta or experimental features) at any time. Beta features are provided as‑is and may be withdrawn. We will use reasonable efforts to provide notice of material changes where practicable.

14) Export, Sanctions & Anti‑Abuse

You must comply with applicable export control, sanctions, and anti‑corruption laws. You must not use the Service for unlawful surveillance or to violate human rights.

15) Disclaimers

The Service and all Outputs are provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory (including merchantability, fitness for a particular purpose, non‑infringement, accuracy, or availability). You are responsible for validating Outputs before relying on them.

16) Limitation of Liability

To the maximum extent permitted by law: (a) we are not liable for any indirect, incidental, special, consequential, punitive, or exemplary damages; and (b) our total liability for all claims is limited to the ZAR value of unused credits in your account at the time the claim arises. Nothing in these Terms limits liability that cannot legally be limited.

17) Indemnity

You will indemnify, defend, and hold harmless Pivot Automation (and its officers, employees, and contractors) from any claims, losses, or costs (including reasonable legal fees) arising out of or related to: (a) your breach of these Terms or of any Law; (b) your content; or (c) your misuse of the Service.

18) Term, Suspension & Termination

These Terms apply from account creation and continue until terminated. We may suspend or terminate the Service or your account for breach, risk, non‑payment/chargeback, or as required by Law. You may terminate by deleting your account. Upon termination, your licence ends and we will delete data according to our Privacy Policy. Unused credits may be forfeited in cases of breach.

19) Governing Law & Venue

These Terms are governed by the laws of the Republic of South Africa. The courts of South Africa have exclusive jurisdiction over disputes, subject to any mandatory consumer protection rights under South African law.

20) Notices

We may provide notices via email to your account address, in‑product messages, or postings on pivotmeets.com. Legal notices to us: support@pivotautomation.co.za (and our registered address upon request).

21) Assignment & Sub‑processing

You may not assign these Terms without our prior written consent. We may assign in connection with a merger, acquisition, or sale of assets. We may use subcontractors/processors; we remain responsible for their performance under these Terms.

22) Entire Agreement; Severability; No Waiver; Force Majeure; Survival

These Terms (plus the Privacy Policy and any feature‑specific terms) are the entire agreement and supersede prior understandings. If any provision is unenforceable, the remainder remains in effect. Failure to enforce is not a waiver. Neither party is liable for delays due to events beyond reasonable control. Sections that by nature should survive (e.g., privacy, IP, payments, disclaimers, limitations, indemnity, governing law) survive termination.