Terms and Conditions

1. Introduction

Welcome to Hivework ("we," "our," or "us"). These Terms and Conditions ("Terms") govern your use of the Hivework platform, including our website, applications, and services (collectively, the "Service"). Hivework is an AI-powered meeting intelligence and organizational knowledge platform designed for B2B project teams.

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

2. Definitions

• "Account" means a unique account created for you to access our Service.
• "Organization" means the company, team, or entity that subscribes to our Service.
• "User" means an individual who accesses or uses the Service.
• "Content" means any data, text, files, information, usernames, images, graphics, photos, profiles, audio and video clips, sounds, works of authorship, applications, links, and other content or materials.
• "Meeting Data" means recordings, transcriptions, summaries, and extracted information from meetings processed by our Service.
• "Workspace" means a collaborative environment within our Service where Organization members can share and access Content.
• "Customer Data" means Content submitted to or stored in the Service by you or on your behalf (including Meeting Data and calendar data) and all derivatives generated from it for your use.
• "Output" means any AI-generated content produced by the Service from Customer Data (for example, summaries, action items, and insights).
• "Subprocessor" means a third party engaged by us to process Customer Data in order to provide the Service (for example, hosting, transcription, or AI inference providers).
• "Beta Features" means features identified as alpha, beta, preview, or otherwise not generally available.

3. Use of Service

3.1 Eligibility

You must be at least 18 years old and have the legal capacity to enter into these Terms. If you are using the Service on behalf of an Organization, you represent that you have the authority to bind that Organization to these Terms.

3.2 Account Registration

To use certain features of the Service, you must register for an Account. You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.

3.3 Account Security

You are responsible for safeguarding your Account credentials and for any activities or actions under your Account. You must notify us immediately of any unauthorized use of your Account.

3.4 Acceptable Use

You agree not to use the Service to:

• Violate any applicable laws or regulations
• Infringe upon or violate intellectual property rights or privacy rights of others
• Upload or transmit viruses, malware, or other harmful code
• Attempt to gain unauthorized access to any portion of the Service
• Interfere with or disrupt the integrity or performance of the Service
• Create false or misleading information
• Use the Service for any illegal or unauthorized purpose
• Record or transcribe meetings without obtaining all legally required notices and consents from participants (including compliance with one- or two-party consent laws)
• Upload or process unlawful special categories of data (e.g., protected health information subject to HIPAA, biometric identifiers, or other sensitive personal data) unless we have expressly agreed in writing to support such use
• Circumvent or attempt to circumvent usage limits, API restrictions, rate limits, or security controls
• Use the Service to train competing models or to benchmark or reverse engineer the Service except to the extent permitted by applicable law

4. Meeting Intelligence Services

4.1 Meeting Recording and Transcription

Our Service may record, transcribe, and analyze meetings with appropriate consent. You are responsible for obtaining all necessary consents from meeting participants before using our recording features. You must comply with all applicable laws regarding recording and privacy.

4.2 AI-Powered Features

Our Service uses artificial intelligence to generate summaries, extract action items, and provide insights. While we strive for accuracy, AI-generated content may contain errors. You should review and verify all AI-generated content before relying on it for business decisions.

Unless you expressly opt in, we do not use Customer Data to train our foundation models or third-party models. We may process de-identified or aggregated diagnostic information to maintain and improve the Service. Where we use third-party AI providers, we contractually or configurably restrict those providers from using Customer Data for their own training, to the extent such controls are available.

You are responsible for reviewing Outputs and determining their fitness for your purpose. Outputs may be similar to outputs provided to others. We do not claim ownership over your Customer Data; see Section 5 for ownership of Outputs.

4.3 Calendar Integration

When you connect your calendar to our Service, you grant us permission to access calendar information necessary to provide meeting intelligence features. We will only access calendar data as required to deliver the Service.

5. Content and Intellectual Property

5.1 Your Content

You retain ownership of all Content you submit to the Service. By submitting Content, you grant us a worldwide, non-exclusive, royalty-free license to use, copy, reproduce, process, adapt, modify, and distribute such Content solely for the purpose of providing and improving the Service.

5.2 Our Intellectual Property

The Service and its original content (excluding Content provided by users), features, and functionality are and will remain the exclusive property of Hivework and its licensors. The Service is protected by copyright, trademark, and other applicable laws.

5.3 Feedback

If you provide us with any feedback or suggestions regarding the Service, you grant us the right to use such feedback without restriction or compensation to you.

5.4 Output Ownership

As between you and us, and subject to your compliance with these Terms and applicable law, you own the Outputs generated from your Customer Data. We grant you a non-exclusive, worldwide, royalty-free license to use, reproduce, and display Outputs for your business purposes.

5.5 No Training on Customer Data (Default)

We do not use Customer Data to train models except where you have expressly opted in or requested such use in writing. We may use de-identified usage metrics and system logs to maintain, secure, and improve the Service.

6. Data Protection and Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. Please review our Privacy Policy to understand our practices regarding your personal information and Meeting Data.

We implement appropriate technical and organizational measures to protect your data. However, no method of transmission over the internet or electronic storage is 100% secure.

7. Payment Terms

7.1 Subscription Fees

Some features of the Service require a paid subscription. You agree to pay all fees according to the pricing plan you select. Fees are non-refundable except as required by law or as explicitly stated in these Terms.

7.2 Billing

Subscription fees are billed in advance on a recurring basis (monthly or annual). We may change our fees upon 30 days' notice. Your continued use of the Service after the price change constitutes your agreement to pay the modified fees.

7.3 Payment Methods

You authorize us to charge your selected payment method for all fees. If your payment method fails, we may suspend or terminate your access to paid features of the Service.

7.4 Auto-Renewal and Cancellation

Your subscription will automatically renew at the end of each billing cycle unless you cancel before renewal through your account settings. Cancellation takes effect at the end of the then-current term; we do not provide refunds or credits for partial periods except where required by law.

7.5 Taxes

Fees are exclusive of taxes, levies, duties, or similar governmental assessments (collectively, "Taxes"). You are responsible for all Taxes associated with your purchase, except for taxes based on our net income.

7.6 Late Payments; Suspension

If any amounts are overdue, we may charge a late fee or interest at the maximum rate permitted by law, and we may suspend the Service until payment is received. You remain responsible for all accrued fees during any suspension.

8. Disclaimers and Limitations of Liability

8.1 Service Availability

The Service is provided "as is" and "as available" without any warranties of any kind, either express or implied. We do not guarantee that the Service will be uninterrupted, secure, or error-free.

8.2 AI Limitations

Our AI features are tools to assist with meeting intelligence and should not replace human judgment. We are not responsible for decisions made based on AI-generated content.

8.3 Limitation of Liability

To the maximum extent permitted by law, Hivework shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses.

8.4 Liability Cap

To the extent permitted by law, our aggregate liability arising out of or related to the Service shall not exceed the amounts paid by you for the Service during the twelve (12) months preceding the event giving rise to the claim.

9. Indemnification

You agree to defend, indemnify, and hold harmless Hivework and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable legal fees, arising out of or in any way connected with your access to or use of the Service, your violation of these Terms, or your violation of any rights of another.

10. Termination

10.1 Termination by You

You may terminate your Account at any time through your account settings or by contacting our support team. Termination does not entitle you to any refunds unless required by law.

10.2 Termination by Us

We may suspend or terminate your Account immediately if you breach these Terms or if we reasonably believe that you have violated applicable laws or engaged in conduct harmful to other users or the Service.

10.3 Effect of Termination

Upon termination, your right to use the Service will immediately cease. We may delete your Content and Account information after a reasonable period following termination, subject to legal requirements.

11. Data Retention and Export

During your subscription, you can export your Content through the features provided in the Service. We retain your Content for the duration of your subscription and for a reasonable period after termination to allow for data recovery, subject to our Privacy Policy.

For Meeting Data, we follow retention policies designed to balance service functionality with privacy considerations. Specific retention periods are outlined in our Privacy Policy.

12. Modifications to Terms

We reserve the right to modify these Terms at any time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after the changes take effect constitutes your acceptance of the modified Terms.

13. Governing Law and Dispute Resolution

13.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of the Philippines, without regard to its conflict of law provisions.

13.2 Arbitration

Any dispute arising out of or relating to these Terms or the Service shall be finally resolved by binding arbitration administered by the Philippine Dispute Resolution Center, Inc. (PDRCI) in accordance with its rules, by a single arbitrator. The seat and venue of arbitration shall be Metro Manila, Philippines, and the language shall be English. Either party may seek interim injunctive or equitable relief in the courts of competent jurisdiction in Metro Manila to protect its rights pending arbitration.

14. General Provisions

14.1 Entire Agreement

These Terms, together with our Privacy Policy and any other agreements expressly incorporated by reference, constitute the entire agreement between you and Hivework regarding the Service.

14.2 Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

14.3 Waiver

No waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term.

14.4 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign our rights under these Terms without your consent.

15. Contact Information

If you have any questions about these Terms, please contact us at:

16. Confidentiality

Each party will protect the other party’s non-public information with at least the same degree of care it uses to protect its own confidential information and will use such information only to perform under these Terms. Customer Data is your confidential information.

17. Data Processing and Roles

For Customer Data, the Organization is the controller and Hivework is the processor (or service provider) acting on your documented instructions under these Terms and any applicable data processing agreement ("DPA"). For account administration, billing, product analytics, and website data, Hivework acts as an independent controller.

If required by law, we will enter into a DPA with you. Please contact [email protected] to request our standard DPA.

18. Subprocessors

We use subprocessors to provide the Service, including cloud hosting, database, transcription, calendar integration, and AI inference providers. Current categories include: cloud object storage (e.g., MinIO/AWS S3), database (MongoDB), task/cache infrastructure, email delivery, calendar integrations (Google), meeting transcription (e.g., Recall.ai), and large language model providers (e.g., OpenAI).

We require subprocessors to implement appropriate security and not use Customer Data for their own purposes. We will provide notice of material changes to subprocessors via this page or in-product notifications.

19. Recording Consent and Compliance

You are solely responsible for informing participants and obtaining all necessary consents to record, transcribe, and analyze meetings using the Service, and for complying with applicable call recording, wiretapping, and privacy laws in relevant jurisdictions.

20. Beta Features and Trials

Beta Features and free trials are provided “as is,” may be modified or discontinued at any time, and may be subject to additional terms. Beta Features may not be as reliable as generally available features and are excluded from any uptime commitments.

21. Support and Uptime

During the MVP phase, we do not provide a formal uptime SLA. We strive for high availability and will use commercially reasonable efforts to restore service following outages. Support inquiries can be sent to [email protected].

22. Publicity

With your prior consent, we may identify your Organization as a customer and display your name and logo on our website and in marketing materials. You may revoke consent at any time by contacting [email protected].