Terms of service

What we provide

Dot is an assistant that joins your meetings on Microsoft Teams, Zoom and Google Meet as a participant everyone in the room can see. It writes a transcript and minutes, answers questions in the meeting and afterwards, and keeps what it has learned so it can answer from earlier meetings in the same series or project.

We provide it as a service over the internet. There is nothing to install, and we may change how it works: improving a model, changing a screen, adding or removing a capability. Where a change removes something you rely on, we will tell the organisation’s administrators before it happens.

The service is available in the United Kingdom, the European Union and the United States. Your organisation chooses a region when it signs up, and your content stays in it.

Your account, and who may use it

You need a verified email address to create an account, and an organisation to belong to. Whoever creates the organisation is its owner and decides who else may join it and what each of them may do.

You are responsible for what happens under your account, and for keeping your password to yourself. Tell us at once if you think somebody else has it.

An administrator of your organisation can see what the organisation’s meetings produced, change its settings, and remove people from it. That is what administering an organisation means, and it is worth knowing before you use a work account for something personal.

Meetings, and telling people

When you send Dot to a meeting, you are asking us to transcribe a conversation other people are part of. In many places, including several US states, recording or transcribing a conversation without telling everyone is a criminal offence as well as a civil one.

So Dot always says what it is. It appears in the participant list under its own name, posts a message in the meeting chat when it joins, shows a notice on its video tile for the whole meeting, and emails the people invited the first time it is added to a series. None of that is optional, on any plan, and none of it can be switched off. If you need it worded differently for your own jurisdiction, we will help.

You are responsible for having the right to bring a notetaker into the meetings you bring it into, and for any consent your own rules or your own regulator require beyond the notice we give.

Your content stays yours

Everything Dot records, writes or learns from your meetings belongs to your organisation. We do not sell it, we do not use it to train models for anybody else, and we do not read it except where we need to in order to run the service or to answer something you have asked us.

We hold it as a processor on your organisation’s behalf. What is kept and for how long is set by your organisation in its own settings, within the limits the product enforces. The data processing agreement is the detail of that arrangement, and it is available before you sign anything.

By default we keep a written transcript and no audio or video recording. Deleting a meeting deletes its transcript, its minutes and the passages the knowledge base indexed from it. Deleting the organisation deletes everything of yours we hold.

What you may not do with it

Do not use Dot to record people who have been told it is not there, or in a way that breaks the law where the meeting is happening.

Do not use it to build a competing service, to resell access without agreeing that with us first, or to get around the limits of the plan you are on.

Do not attempt to reach another organisation’s data. The product is built so that you cannot, and trying is a reason for us to close an account rather than a puzzle to solve.

Paying for it

Plans are priced per seat per month, in United States dollars, and are stated on the pricing page. A seat is somebody who can sign in.

A free trial needs no card. When it ends, new meetings are not joined until a plan is chosen, and everything already recorded stays readable and exportable. We do not start charging silently.

Paid plans renew until they are cancelled. Cancelling stops the next renewal; it does not refund the period you are in. If a payment fails we will tell you and try again before anything stops working, and reading what you already have is never taken away over an invoice.

What we do not promise

We do not promise the service will be uninterrupted, or that a bot will always succeed in joining. The meeting platforms change their own software without telling us, and a change can stop an adapter working until we fix it. We watch for that continuously and it is still true.

Nor do we promise the assistant is always right. It answers from what was said in your meetings and from what you have given it, it cites what it used, and it can be wrong about any of it. Do not use it as the only record of something that matters, and check anything you would act on.

We are not liable for a decision made on the strength of something Dot wrote. Where liability cannot be excluded, it is limited to what you paid us in the twelve months before the claim.

Ending it

You can stop using Dot at any time, and an owner can delete the organisation. Deleting it removes the meetings, transcripts, minutes and knowledge that belong to it, across every place we hold them, and we will tell you when that has finished rather than when it started.

We can suspend or close an account that is being used against these terms, or that is not paid for. Where the reason is not urgent we will say what is wrong and give a chance to put it right first.

Export what you want before you go. We do not hold your data hostage, and we do not keep it after you have asked us not to.

Changes to these terms

We will change them, and when we do we will say what changed rather than reissuing the whole document with a new date. Material changes are announced to organisation administrators before they take effect.

These terms are governed by the law of Northern Ireland, and its courts have jurisdiction.