Terms of use and sale

Article 1 — Definitions

• The Publisher : AMBASSADIA SARL, a limited liability company with share capital of €50,000 and registered office in Monaco, publisher of the TranscribIA platform.
• The Platform / the Service : the audio transcription (speech-to-text), speaker diarisation and AI-assisted generation software (summaries, minutes), operated as a multi-tenant SaaS service by organisation, accessible in particular at client.transcribia.eu.
• The Customer : the organisation, a legal entity, that is the Publisher's customer and the controller under the GDPR for the data it processes through the Service.
• The User : any natural person authorised by the Customer to access the Service within its workspace.
• The Workspace (tenant) : the logically isolated environment dedicated to the Customer, in which its Customer Data is processed.
• Customer Data : audio files and any data (transcripts, exports, generated content, settings) processed in the Customer's Workspace.
• AI Features : drafting assistance functions (summaries, minutes, etc.) produced through automated processing.
• The DPA : the Data Processing Agreement governing personal data processing.
• The Specific Terms : the order form, licence agreement or any commercial document signed between the Publisher and the Customer, specifying in particular deployment mode (SaaS or on-premise), term, quotas and financial terms.

Article 2 — Purpose

These Terms define the conditions and procedures for the Customer and its Users to access the Service and use the Platform, together with the parties' respective rights and obligations. They apply to all deployment modes, whether SaaS (hosted in France) or on-premise (deployed within the Customer's infrastructure), subject to adaptations provided for in the Specific Terms and, where applicable, the DPA.

Article 3 — Access to the service

Access to the Service is granted to the Customer following subscription and creation of its Workspace. The Customer creates and manages its Users' accounts; it is solely responsible for the confidentiality of credentials (email addresses, passwords, API keys) and their assignment to authorised persons.

The Customer undertakes to apply reasonable security practices, including strong passwords and enablingtwo-factor authentication (2FA), provided by the Publisher and required for privileged accounts. Any access obtained using valid credentials is deemed to have been made by the Customer or under its responsibility. The Customer must inform the Publisher without delay of any confirmed or suspected account compromise.

Access is subject to quotas defined per organisation in the Specific Terms (transcription volume, number of Users, storage). The Customer must observe these limits; any excess may incur additional charges or service restrictions under the Specific Terms.

Article 4 — Financial terms

The Service is provided through a subscription (SaaS mode) or a licence (on-premise mode), under the arrangements set out in the Specific Terms. The financial provisions — pricing, commitment period, payment schedule, usage quotas, renewal and price revision terms — are specified there and take precedence over these Terms for the matters concerned.

Unless otherwise specified, invoices are payable according to the agreed schedule. Late payment may result, following an unsuccessful formal demand, in suspension of the Service under Article 10. Service usage is measured by organisation; quota overruns are billed according to the rates in the Specific Terms. Prices exclude taxes; applicable taxation is stated on the invoice.

Article 5 — Customer obligations

The Customer undertakes to:

• use the Service for professional purposes that are lawful and compliant with applicable regulations;
• respect third-party rights, including copyright, related rights and the image and voice rights of people whose recordings are processed, and obtain the authorisations required to transcribe audio files;
• ensure, as controller, that it has a lawful basis under the GDPR for the personal data it processes through the Service, and provide information to data subjects;
• refrain from attempting to compromise the Platform's integrity, security or performance, or unlawfully extract data belonging to other organisations;
• ensure the quality and lawfulness of Customer Data uploaded to the Workspace.

The Publisher does not monitor the content processed by the Customer and is not responsible for determining its lawfulness. The Customer is solely responsible for the content it processes and the consequences of its use.

Article 6 — Liability

In the hosting and processing relationship, the Customer acts as controller of Customer Data and the Publisher acts as processor under the GDPR, within the Customer's instructions and the scope defined by the DPA.

The Service is provided “ as is ” and in accordance with the state of the art. The Publisher takes reasonable measures to ensure the Platform's availability, security and confidentiality in accordance with the DPA commitments. It does not guarantee that the Service will be error-free, uninterrupted or suitable for every specific use. Automatic transcription and AI Features may contain inaccuracies.

The Publisher cannot be held liable for indirect loss or data loss resulting from the Customer's fault or force majeure. Except in cases of gross negligence or wilful misconduct, the Publisher's liability under these Terms applies within the limits provided by law and is capped at the sums actually paid by the Customer for the Service over the preceding twelve months.

Article 7 — Artificial intelligence features

AI Features (summaries, minutes, etc.) provide drafting assistance based on automated processing. They produce indicative content that may contain errors, inaccuracies or biases.

The Customer and its Users prepare and validate the final content before any use or distribution. The Publisher disclaims liability for decisions based solely on generated content. AI Features do not constitute legal advice, medical advice or professional expertise services.

Article 8 — Intellectual property

The Platform, its code, trademarks, interfaces and models are and remain the exclusive intellectual property of the Publisher or its licensors. These Terms do not transfer any intellectual property rights to the Customer, which holds only a limited, personal, non-exclusive, non-transferable right to use the Platform for the duration of the contract.

The Customer retains full ownership of its Customer Data. Transcripts and content generated from its Customer Data belong to it. The Platform may include third-party components distributed under their respective licences.

Article 9 — Confidentiality and GDPR

Personal data processing is governed by the privacy policy and, for data processed on the Platform, by the DPA template as well as the public compliance pack (processing register, subprocessors, retention periods, security measures, procedures for exercising rights).

In SaaS mode, Customer Data is hosted in France on sovereign infrastructure, with no transfers outside the European Union by default. An on-premise option allows sensitive organisations to host the Platform within their own infrastructure. The controller and processor roles are set out in Article 6 and the DPA, which takes precedence over these Terms for personal data processing matters.

Article 10 — Term and termination

The contract is concluded for the term specified in the Specific Terms and renews under the arrangements defined there. Either party may terminate the contract on the specified expiry dates, subject to the notice period stated in the Specific Terms.

If either party breaches its obligations and fails to remedy the breach within a reasonable period following formal notice, the other party may terminate the contract as of right. The Publisher also reserves the right to suspend access to the Service in the event of a serious breach by the Customer (in particular non-payment or unlawful use) or security necessity, following a procedure allowing both parties to be heard. Sums due for a current period remain payable.

Article 11 — Data at the end of the contract (exit portability)

At the end of the contract, for any reason, the Customer may arrange the exit portability of its Customer Data through the Platform's export functions (Réglages → Portabilité), enabling complete, portable export of its data in a structured format. This option is available throughout the contract and for a grace period specified at the end of the term, after which the Workspace is deactivated.

After this period expires, the Publisher proceeds with deletion of Customer Data, in accordance with DPA retention periods and applicable legal obligations, except where retention is required by law or an archiving obligation. Detailed exit portability and deletion procedures are set out in the DPA.

Article 12 — Changes to the Terms

The Publisher may amend these Terms, in particular to reflect changes to the Service, regulations or its obligations. Amendments are communicated to the Customer by any means (Workspace notification, email, online publication) with reasonable notice.

Unless an objection is notified before they take effect, continued use of the Service constitutes acceptance of the amended Terms. Changes materially detrimental to the Customer give rise to a right of termination under Article 10. The applicable version is the one online on the date of use, identified by its version number and update date.

Article 13 — Governing law and disputes

These Terms are governed by Monegasque law, at the Publisher's registered office. Where the parties sign a separate DPA, it may designate French law for personal data processing matters; the DPA's provisions then take precedence over these Terms within that scope.

The parties shall endeavour to resolve any dispute relating to these Terms amicably before taking legal action. Failing agreement within a reasonable time, and subject to mandatory data protection and consumer law provisions, the dispute falls within the competent jurisdiction at the Publisher's registered office.

Article 14 — Contact

For any question about these Terms, the Customer may contact the Publisher at contact@transcribia.eu or through the contact form. Technical support is available to customers through the Support tab in their workspace.