BriefVox AI Terms of Service
Operator details
The operator of BriefVox AI is: Wojciech Ogonowski, osoba fizyczna prowadząca działalność nierejestrowaną w rozumieniu art. 5 ustawy – Prawo przedsiębiorców, Grodzisk Mazowiecki, Polska.
Customer support contact: support@briefvox.com.
Privacy and data protection contact: privacy@briefvox.com.
1. Definitions
Term
Meaning
Service
BriefVox AI, available at briefvox.com and associated domains.
Operator
The entity operating the Service, identified in the Operator details section.
User
An individual or entity using the Service after creating an account.
Account
The User's personal dashboard within the Service. One account corresponds to one User.
Minutes
The billing unit of the Service, corresponding to full minutes of the audio track from an audio file, video file, or linked media import, rounded up.
Transcription
Automatically generated text from an audio file, video file, or linked media import, including speaker identification and timestamps.
Subscription
A recurring paid service that provides a set number of minutes per billing period.
One-time package
A one-time purchase of minutes, with no automatic renewal.
Stripe
The third-party payment processor used by the Service.
2. Nature of the service
BriefVox AI is a browser-based SaaS service for transcribing audio recordings, video recordings, and media imported from links.
Users do not install any software on their devices.
The service automatically converts uploaded audio files, video files, or media imported from links into text with speaker identification and timestamp markers, with the option to edit online and download the result.
Transcriptions are generated automatically by an AI system and may contain errors. Users should verify the output before using it for official, legal, business, or publication purposes.
3. Account and registration
Registration requires an email address and password.
The email address must be verified before full access to Service features is granted.
The User is responsible for keeping their login credentials confidential.
One account corresponds to one User. Sharing an account with third parties is not permitted without the Operator's consent.
The Operator may temporarily restrict access to an account in the event of a Terms violation, payment abuse, chargeback, or actions that threaten the security of the Service.
4. Minutes as billing unit
The currency of the Service is minutes of the audio track from audio recordings, video recordings, and media imported from links.
The User must have a sufficient number of available minutes before file processing can begin.
Minutes are reserved at the time a file is uploaded and before processing begins.
Billing is based on full minutes, rounded up. Example: a recording of 4 minutes 10 seconds consumes 5 minutes.
The actual length of the recording is measured after upload. If it differs from any previously stated or estimated value, the balance is corrected to the actual value.
In the event of a technical error on the system side, reserved minutes are automatically returned to the User's balance.
If the User holds minutes from multiple sources, the system applies FIFO by expiry date: minutes expiring soonest are consumed first. Indefinite minutes, if any, are consumed last.
Minutes are not automatically refunded if a transcription was completed but the recording quality was poor — including noise, quiet speech, overlapping voices, or an incorrectly selected language.
5. One-time packages
Package
Minutes
Price PLN
Price USD
Mini
90
19.99 zł
$4.99
Standard
240
34.99 zł
$8.99
Plus
600
59.99 zł
$14.99
Power
1,500
119.99 zł
$29.99
Studio
4,000
219.99 zł
$49.99
One-time packages do not renew automatically.
Minutes from one-time packages are valid for 12 months from the date of purchase and expire permanently after that period.
The maximum recording length for one-time packages is 120 minutes, regardless of package size.
Purchasing a package is a one-time payment with no recurring obligations.
6. Monthly and annual subscriptions
Detailed subscription terms are set out in the separate document "Subscription Terms". In the event of any conflict between these Terms and the Subscription Terms on subscription-related matters, the Subscription Terms take precedence, unless mandatory law provides otherwise.
7. Supported files
Supported formats include common audio and video files, in particular MP3, WAV, M4A, AAC, OGG, FLAC, WebM, MP4, MOV, M4V, and MKV, where they contain an audio track and are technically feasible to process.
The Service may allow importing media from a link, including direct media file URLs or supported third-party platforms such as YouTube. Link import is intended only for content that the User has the right to process.
Before importing from a link, the User must confirm that they have rights to the material and that the import is allowed by applicable law and the source platform's terms. The Service stores proof of this confirmation, including the date, source URL, host, notice version, language, IP address and User-Agent, for security, accountability and claims-handling purposes.
The maximum file size is 2 GB.
The maximum recording length depends on the plan: one-time packages and Lite — 120 minutes; Pro — 240 minutes; Creator — 480 minutes; Business — 600 minutes.
The Operator may refuse to process a file that is corrupted, does not match the declared format, contains no audio track, or violates the law or these Terms.
8. Transcription process
The User uploads an audio or video file, or provides a link to media. The file or imported media is transferred to encrypted data storage, such as S3 or an S3-compatible solution.
For video files or linked imports, the system may technically extract the audio track solely to deliver the transcription and export features.
The system checks the actual length of the file and reserves the appropriate number of minutes.
The file enters the processing queue.
The AI system processes the recording, identifies speakers, generates the text, and adds timestamps.
Upon completion, the User receives an email notification with a link to the finished transcription.
The User can view, edit, and export the result in the dashboard.
Processing time is approximate and typically ranges from one-fifth to one-half of the recording length, depending on file length and system load. The Operator does not guarantee a specific completion time.
9. Editor and export
The online editor allows the transcription content to be corrected.
Clicking a sentence can move the player to the corresponding point in the recording.
Users can change and customize speaker names.
Export formats include TXT, DOCX, SRT, and VTT.
TXT contains transcript text. Depending on export settings, it may include speaker names and timestamps.
DOCX contains a Word document with transcript content. Depending on export settings, it may include speaker names, timestamps, and spacing between segments.
SRT and VTT contain subtitle files with required timing. When speakers are enabled, they may include speaker markings appropriate for the format.
Completed AI Notes (summaries, meeting notes, translations, and others) can be downloaded as a TXT or DOCX file. Detailed terms for AI Notes are set out in the separate document "AI Notes Terms".
10. User obligations regarding recordings
The User confirms they have the right to upload an audio or video file, provide a media link, and request its transcription in the Service.
Importing from YouTube or another third-party platform does not grant the User any rights to the source material. The User is responsible for ensuring that the import and later use of transcripts or subtitles comply with applicable law, the source platform's terms, and third-party rights.
The User is responsible for the legality of the recording, its origin, and the use of the transcription.
Users must not upload unlawful content, content that infringes the rights of third parties, trade secrets without authorization, or content whose processing is prohibited.
If the recording contains personal data of third parties, the User is responsible for having an appropriate legal basis for processing that data.
If the recording contains special category data — such as health information, beliefs, religion, or other sensitive data — the User must ensure that its processing is lawful.
11. Payments and invoices
Stripe is the payment processor.
Payment cards and other methods supported by Stripe are accepted.
Invoices or payment confirmations are issued automatically by Stripe after each transaction, if this feature is enabled in the Operator's configuration.
The billing currency for the Polish version is PLN; for the English version, USD.
Minutes are credited only after successful payment confirmation by the payment system.
12. Refunds, complaints, and cancellation
Detailed refund and complaint terms are set out in the separate document "Refunds and Complaints Policy".
13. Account holds
Status
Meaning
PAST_DUE
Payment overdue. New transcriptions are blocked until payment is settled through Stripe.
BILLING_HOLD
Account suspended due to a chargeback, payment dispute, or serious billing issue. New transcriptions are blocked until the matter is resolved.
PAUSED
Subscription temporarily paused. New transcriptions and AI Notes are blocked until the subscription is resumed.
14. Data storage
Audio files, video files, linked media imports, and transcriptions are stored on the User's account indefinitely, until manually deleted or the account is closed, unless a separate document or applicable law provides otherwise.
File access is generated on demand via a temporary, expiring link. Files are not publicly accessible.
Service staff do not have standard access to the contents of Users' recordings and transcriptions and do not review them in the ordinary course of service operations. If emergency or support access is technically permitted, it must be described in the Privacy Policy and security procedures, minimized, authorized, and logged.
15. Liability and disclaimers
The Operator makes every effort to ensure the service operates correctly but does not guarantee error-free transcription of every recording.
Transcription quality depends on the quality of the recording, language, accent, noise level, overlapping voices, and the performance of third-party technology providers.
Users should verify transcriptions before using them in legal, medical, accounting, official, or other accuracy-critical contexts.
16. Changes to the Terms
The Operator may amend the Terms for valid reasons, including functional, legal, technical, or security changes. Users should be informed of material changes with appropriate notice. Changes affecting payments, automatic renewals, or significant User obligations require clear communication and, where required by law, separate consent.
17. Final provisions
Polish law governs these Terms, subject to mandatory consumer protection rules.
Disputes should first be resolved amicably by contacting support.
Consumers may use the European Commission's online dispute resolution (ODR) platform at: https://ec.europa.eu/consumers/odr. The national contact point is the Trade Inspection Authority.
If any provision of these Terms is found to be invalid, the remaining provisions remain in force to the extent permitted by law.