Terms of Service

Last updated: January 21, 2026

1. Agreement to Terms

By accessing or using AgendaPilot ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access the Service.

These Terms apply to all visitors, users, and others who access or use the Service. For users in the European Union, these Terms constitute a contract for digital services under the Consumer Rights Directive.

2. Description of Service

AgendaPilot is a meeting productivity application that:

• Tracks agenda items during meetings using speech recognition
• Provides real-time notifications when topics are covered
• Offers AI-powered meeting coaching and analysis (Pro tier)
• Stores meeting history and full transcripts for review and improvement (retained for 90 days)

The Service is available via web application, Chrome browser extension, native iOS app, and integration with third-party devices (Omi AI wearable).

3. User Responsibilities

3.1 Recording Consent

Many jurisdictions require consent from all parties to a conversation before it can be recorded or processed. This includes but is not limited to:

• United States: California, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania, and Washington require all-party consent
• European Union: GDPR requires a lawful basis for processing personal data, including voice data
• Other jurisdictions: Laws vary by country and region

You must:

• Inform all meeting participants that speech recognition is being used
• Obtain their consent before activating the tracking feature
• Comply with all applicable recording and privacy laws in your jurisdiction
• Stop recording immediately if any participant objects

AgendaPilot does not record or store audio - only text is processed. However, speech-to-text processing may still be considered "recording" under certain laws.

3.2 Account Security

You are responsible for:

• Safeguarding access to your email account (used for magic link authentication)
• All activities that occur under your account
• Notifying us immediately of any unauthorized access

3.3 Acceptable Use

You agree NOT to use the Service to:

• Record or process conversations without proper consent
• Engage in unlawful surveillance or eavesdropping
• Violate any applicable laws or regulations
• Process conversations involving minors without parental consent
• Harass, abuse, or harm another person
• Attempt to gain unauthorized access to any part of the Service
• Interfere with or disrupt the Service or its servers
• Reverse engineer or attempt to extract source code
• Use the Service for any illegal or unauthorized purpose

4. Subscription Terms

4.1 Pricing and Plans

AgendaPilot offers the following subscription tiers:

• Basic: $2.99/month - Agenda tracking, notifications, and meeting summaries
• Pro: $5.00/month - Includes AI-powered coaching, smart transitions, and probing questions

4.2 Auto-Renewal

By subscribing, you authorize us to charge your payment method on a recurring basis. You will receive a reminder email before each renewal.

4.3 Cancellation

You may cancel your subscription at any time:

• How to cancel: Click "Manage Subscription" in the app to access the billing portal, or email us at koalat@koalat.ai
• Effect of cancellation: You will retain access until the end of your current billing period
• No partial refunds: We do not provide prorated refunds for unused portions of a billing period

4.4 EU Right of Withdrawal

If you are a consumer in the European Union, you have a 14-day right to withdraw from your subscription without giving any reason, starting from the date of purchase.

Exception: If you begin using the Service immediately upon purchase, you acknowledge that you are requesting immediate performance and that you will lose your right of withdrawal once the Service has been fully provided during the 14-day period. By using the Service immediately, you consent to this.

To exercise withdrawal rights, contact us at koalat@koalat.ai within 14 days of purchase.

4.5 Price Changes

We may change subscription prices with 30 days' notice. Price changes will take effect at the start of your next billing period after the notice. Continued use after a price change constitutes acceptance of the new price.

5. AI Features Disclaimer

5.1 Advisory Only

AgendaPilot's AI features, including but not limited to meeting summaries, coaching suggestions, transition prompts, and probing questions:

• Are generated by third-party AI models and may contain errors or inaccuracies
• Do not constitute legal, medical, financial, or professional advice
• Should be verified by you before taking any action
• May not be suitable for all contexts or situations

5.2 Automated Processing

When you use AI features, your meeting text is processed by automated systems. This processing:

• Is used solely to generate insights for you
• Includes automatic removal of personally identifiable information (PII)
• Does not result in decisions that have legal or similarly significant effects on you
• Can be disabled by not using Pro tier features

6. Intellectual Property

6.1 Our Rights

The Service and its original content, features, and functionality are owned by AgendaPilot and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

6.2 Your Content

You retain all rights to your meeting content, agenda items, and any data you provide. By using the Service, you grant us a limited license to process this content solely to provide the Service to you.

7. Disclaimer of Warranties

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT ANY WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.

We do not warrant that:

• The Service will be uninterrupted, timely, secure, or error-free
• Speech recognition will be accurate in all conditions
• AI-generated content will be accurate or appropriate
• The results of using the Service will meet your requirements
• Any errors in the Service will be corrected

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, AGENDAPILOT SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

• Loss of profits, data, use, goodwill, or other intangible losses
• Damages resulting from unauthorized recording or privacy violations
• Damages arising from reliance on AI-generated content
• Damages resulting from any third-party services

IN NO EVENT SHALL OUR TOTAL LIABILITY EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability, so some of the above may not apply to you.

9. Indemnification

You agree to defend, indemnify, and hold harmless AgendaPilot and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including attorneys' fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights, including recording consent laws
• Your violation of any applicable laws or regulations

10. Termination

We may terminate or suspend your account immediately, without prior notice or liability, for any reason, including if you breach these Terms.

Upon termination:

• Your right to use the Service will immediately cease
• You may request export of your data within 30 days
• We may delete your data after 30 days

You may terminate your account at any time by contacting us or using the account deletion feature in the app.

11. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.

Any dispute arising from these Terms or the Service shall be resolved through:

1. Informal Resolution: Contact us first at koalat@koalat.ai. We will attempt to resolve disputes informally within 30 days.
2. Binding Arbitration: If informal resolution fails, disputes will be resolved by binding arbitration under the rules of the American Arbitration Association.
3. Class Action Waiver: You agree to resolve disputes individually and waive any right to participate in class actions.

EU Users: If you are a consumer in the EU, you retain any mandatory consumer protection rights under your local law, and you may bring proceedings in your local courts. You may also use the EU Online Dispute Resolution platform at ec.europa.eu/consumers/odr.

12. Changes to Terms

We reserve the right to modify these Terms at any time. We will provide at least 30 days' notice of material changes via email or in-app notification.

Your continued use of the Service after changes take effect constitutes acceptance of the new Terms. If you do not agree to the new Terms, you must stop using the Service.

13. Accessibility

We are committed to making AgendaPilot accessible to all users. If you encounter accessibility barriers or need assistance, please contact us at koalat@koalat.ai.

14. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

15. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and AgendaPilot regarding the Service.

16. Contact Us

For questions about these Terms:

• Email: koalat@koalat.ai
• Website: agendapilot.ai