Terms of Service

1. Acceptance of Terms

Welcome to AideNote, operated by Her Healing Hub Corp ("we," "us," or "our"). By accessing or using our meeting transcription and summarization platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use our Service.

Company Information: AideNote is a product of Her Healing Hub Corp, a company based in Toronto, Ontario, Canada.

These Terms constitute a legally binding agreement between you and Her Healing Hub Corp. We reserve the right to update these Terms at any time, and your continued use constitutes acceptance of any changes.

2. Account Registration and Eligibility

• You must be at least 16 years old to use AideNote
• You must provide accurate and complete registration information
• Passwords must meet our security requirements (minimum 12 characters including uppercase, lowercase, numbers, and special characters)
• You are responsible for maintaining the confidentiality of your account credentials
• You are responsible for all activities that occur under your account
• One person or entity may not maintain multiple free trial accounts

3. Subscription Plans and Billing

3.1 Trial Period

• New users receive a 7-day free trial with full feature access
• Trial accounts have unlimited meetings during the trial period
• Trial accounts support audio files (up to 20MB) and documents (up to 50MB)
• No payment information is required during the trial
• After trial expiration, you must upgrade to continue uploading meetings

3.2 Paid Subscriptions

• Starter Plan ($9.99/month): 50 meetings/month, all input types (audio up to 20MB, documents up to 30MB)
• Pro Plan ($19.99/month): Unlimited meetings, all input types (audio up to 20MB, documents up to 100MB), meeting templates, Slack & Teams integrations, AI-powered insights
• All prices are in USD and subject to applicable taxes
• Subscriptions automatically renew monthly unless cancelled
• You may cancel at any time; access continues until the end of the billing period

3.3 Payment Terms

• Payment is due at the beginning of each billing cycle
• Failed payments may result in service suspension
• You are responsible for any applicable taxes
• We do not offer refunds for partial billing periods

4. Acceptable Use Policy

You agree NOT to use AideNote to:

• Upload content that violates any law or regulation
• Infringe on intellectual property rights of others
• Upload malicious code, viruses, or harmful software
• Harass, abuse, or harm other users
• Attempt to gain unauthorized access to our systems
• Reverse engineer, decompile, or disassemble the Service
• Use automated systems to access the Service without permission
• Resell or redistribute the Service without authorization
• Upload content containing private information of others without consent

5. Content Ownership and License

5.1 Your Content

You retain all ownership rights to your meeting recordings, transcripts, and summaries ("Your Content"). By uploading Content to AideNote, you grant us a limited license to:

• Process, transcribe, and summarize your audio files
• Store your Content on our servers
• Display your Content back to you through our Service

5.2 Our Service

All software, designs, logos, and branding elements of AideNote remain our exclusive property. You may not copy, modify, or create derivative works from our Service.

6. Protected Health Information (PHI) Policy

6.1 What is PHI?

Protected Health Information (PHI) includes any individually identifiable health information, such as:

• Patient names, dates of birth, or medical record numbers
• Medical diagnoses, treatment plans, or health conditions
• Prescription information or lab results
• Insurance information or billing codes linked to health services
• Any other information that identifies an individual and relates to their health

6.2 User Responsibilities

• You are solely responsible for ensuring that no PHI is uploaded, entered, or stored in AideNote
• You must review all content (meeting recordings, transcripts, notes, and documents) before uploading to ensure it does not contain PHI
• If PHI is inadvertently entered, you must immediately delete the content and notify us at privacy@aidenote.ca
• You agree to indemnify Her Healing Hub Corp against any liability arising from your submission of PHI to the platform

6.3 PHI Detection

AideNote provides optional AI-powered PHI detection as a courtesy feature to help identify potentially sensitive health information in your content. You acknowledge that:

• PHI detection is provided on a best-effort basis and may not catch all instances of PHI
• Detection results should not be relied upon as a complete or accurate identification of all PHI
• You remain solely responsible for ensuring your content is free of PHI regardless of detection results
• Redaction actions are logged for compliance and audit purposes

7. Consent for Meeting Content

7.1 Participant Consent

By uploading meeting recordings, transcripts, or notes to AideNote, you represent and warrant that:

• You have obtained consent from all participants in the meeting to record, transcribe, and analyze the content using AI
• You have informed participants that meeting content will be processed by artificial intelligence for transcription and summarization
• You have complied with all applicable recording consent laws in your jurisdiction (including but not limited to one-party or two-party consent laws)
• You will not upload content from meetings where participants have not been informed and consented to recording

7.2 Liability for Consent

Her Healing Hub Corp is not responsible for verifying that you have obtained proper consent from meeting participants. You assume full responsibility for ensuring compliance with all applicable privacy and recording laws. Uploading meeting content without proper consent may violate laws in your jurisdiction and is a violation of these Terms.

8. AI-Generated Content

AideNote uses artificial intelligence (Google Gemini) to generate transcripts and summaries. You acknowledge that:

• AI-generated content may contain errors or inaccuracies
• You should review all transcripts and summaries for accuracy
• We do not guarantee the accuracy of AI-generated content
• You are responsible for verifying critical information before relying on it

9. Third-Party Integrations

7.1 Google Account Integration

AideNote offers optional integration with Google services. By connecting your Google account, you:

• Authorize AideNote to access your Google Calendar (read-only) to import meeting information
• Authorize AideNote to access Google Drive (read-only) to retrieve Google Meet transcripts
• Agree to Google's Terms of Service in addition to these Terms
• May revoke access at any time through your AideNote Settings or Google Account settings

7.2 Google API Compliance

AideNote's use and transfer of information received from Google APIs adheres to Google API Services User Data Policy, including the Limited Use requirements.

7.3 Chrome Extension

AideNote offers a Chrome browser extension for live meeting transcription. By using the extension:

• The extension captures audio from supported meeting platforms (Google Meet, Zoom Web, Microsoft Teams)
• Audio is processed locally and transcripts are sent to AideNote for AI summarization
• You must have participant consent before recording meetings where required by law
• You may uninstall the extension at any time through your browser settings

7.4 Slack and Microsoft Teams Webhooks (Pro Plan)

Pro users may connect Slack or Microsoft Teams channels to receive meeting summaries. By enabling these integrations:

• You authorize AideNote to send meeting summaries to your configured webhook URLs
• Webhook URLs are stored securely and only used to deliver summaries you request
• You may disconnect these integrations at any time through your AideNote Settings

7.5 Third-Party Service Limitations

10. Service Availability and Support

We strive to provide reliable service, but we do not guarantee uninterrupted access. We reserve the right to:

• Perform scheduled maintenance with advance notice when possible
• Temporarily suspend service for security or technical reasons
• Modify or discontinue features with reasonable notice

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, HER HEALING HUB CORP (OPERATING AS AIDENOTE) SHALL NOT BE LIABLE FOR:

• Indirect, incidental, special, or consequential damages
• Loss of profits, data, or business opportunities
• Damages resulting from unauthorized access to your account
• Errors or inaccuracies in AI-generated content
• Service interruptions or data loss

Her Healing Hub Corp's total liability to you for any claims arising from the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

12. Warranty Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. HER HEALING HUB CORP (OPERATING AS AIDENOTE) DISCLAIMS ALL WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

13. Indemnification

You agree to indemnify and hold Her Healing Hub Corp (operating as AideNote) harmless from any claims, damages, or expenses arising from: (a) your use of the Service, (b) violation of these Terms, (c) your Content, or (d) violation of any third-party rights.

14. Account Termination

12.1 By You

You may delete your account at any time from your account settings. Upon deletion, your Content will be permanently removed within 90 days.

12.2 By Us

We may suspend or terminate your account if you:

• Violate these Terms or our Acceptable Use Policy
• Engage in fraudulent or illegal activity
• Fail to pay subscription fees
• Create security or legal risks for AideNote or other users

15. Privacy

Your privacy is important to us. Please review our Privacy Policy to understand how we collect, use, and protect your information.

16. Governing Law

These Terms are governed by the laws of Canada and the Province of Ontario, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Toronto, Ontario.

17. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

18. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or a notice on our Service. Continued use after changes constitutes acceptance.

19. Contact Information

For questions about these Terms, please contact us: