BriefVox AI Terms of Service
Operator details
The operator of BriefVox AI is: Filip Ogonowski, a natural person conducting unregistered business activity within the meaning of Art. 5 of the Polish Act of 6 March 2018 – Entrepreneurs' Law, Generała Dezyderego Chłapowskiego 12, 05-825 Grodzisk Mazowiecki, Poland.
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
100
19.99 zł
$4.99
Standard
300
34.99 zł
$8.99
Plus
750
59.99 zł
$14.99
Power
1,800
119.99 zł
$29.99
Studio
4,500
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 transcript is automatically available in the user's dashboard.
The User can view, edit, and export the result in the dashboard.
Processing time is approximate and depends on file length, recording quality, selected mode, queue load, infrastructure availability, and optional processing settings. The Operator does not guarantee a specific start or 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
Administrative technical status used exceptionally by the Operator, for example during manual account review, abuse risk, or a security issue. It is not a self-service subscription pause; the scope of restrictions may depend on the reason and configuration, and AI Notes may be blocked until the matter is resolved.
14. Data storage
Source files (audio files, video files, and linked media imports) are automatically and permanently deleted from storage 3 days after upload. The transcript, subtitles, and AI Notes generated from the recording are retained on the User's account — only the source file itself is removed, so after that period the original recording can no longer be played back in the editor without uploading it again.
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 review Users' recordings or transcriptions in the ordinary course of operating the Service. Limited administrative or support access may occur only where necessary for support, security, billing, abuse prevention, or legal compliance; it should be limited to what is necessary and, where technically feasible, 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 recording quality, language, accent, noise level, overlapping voices, selected mode, and the limitations of automatic speech-recognition models. AI Notes also depend on transcript quality and the AI provider's performance.
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 applicable out-of-court consumer dispute resolution mechanisms (ADR). The European Commission ODR platform was closed on 20 July 2025; current information about ADR bodies in the EU is available at: https://consumer-redress.ec.europa.eu/dispute-resolution-bodies. The relevant national consumer-protection authority remains the national contact point, including the Trade Inspection Authority where applicable.
If any provision of these Terms is found to be invalid, the remaining provisions remain in force to the extent permitted by law.
Age requirement — minimum 16 years
The Service may be used only by individuals who are at least 16 years old. This follows Article 8 GDPR, which requires parental consent to process personal data of individuals under 16.
Individuals under 18 may make paid purchases only with the consent of a parent or legal guardian. The Operator may request age or consent verification at any time.
By creating an account, the User declares they are at least 16 years old and, for paid purchases, that they have full legal capacity or hold guardian consent.
If the Operator learns that an account belongs to a person under 16 without the required consent, the account will be suspended and the data deleted.
Free plan and abuse prevention
The Free plan is a free testing allowance, not a paid subscription. An eligible account may receive 10 free transcription minutes per month after email verification, without a payment card. Free minutes do not include AI Tokens or AI Notes and do not roll over to the next month.
Free minutes are intended as one allowance per user and device. If the system detects an attempt to bypass this limit, in particular creating multiple accounts from the same device to repeatedly obtain free minutes, the Operator may withhold automatic Free-minute grants for that account. The account itself is not blocked and can still use paid packages or subscriptions.
For abuse prevention, the Operator may use a necessary device identifier stored in a cookie and hashed technical signup data. The User may contact support if they believe the limitation was applied by mistake.
Service availability and no SLA guarantee
The Operator makes reasonable efforts to keep the Service available 24/7 but does not guarantee any specific service level (SLA). The Service may be temporarily unavailable due to maintenance, failures, force majeure or issues with subprocessor services (Stripe, Backblaze, AWS, Google).
In the event of downtime, the Operator does not pay monetary compensation for the period of unavailability. Unused plan minutes remain valid under the applicable subscription or package rules.
The Operator is not liable for data loss caused by the User (e.g. file deletion) or for errors of subprocessors or external services necessary for the Service, including payments, storage, email or AI Notes.
The Operator's maximum liability toward a consumer is limited to the amount paid by the User in the 12 months preceding the event, excluding damages whose limitation is prohibited by applicable law (e.g. personal injury, gross negligence, willful misconduct).
Copyright infringement notice & takedown
The Service allows imports from external links (including YouTube). The Operator does not monitor imported content and does not verify the User's rights to every item before processing. Responsibility for holding rights rests with the User.
If you are a copyright owner (or act on their behalf) and believe content in the Service infringes your rights, send a notice to the Operator's privacy and security contact: privacy@briefvox.com.
The notice should include: (1) contact details and basis of authority, (2) identification of the work claimed to be infringed, (3) URL or identifier of the infringing material in the Service, (4) a statement that the information is accurate and the sender is authorised to act, (5) electronic signature or the sender's full name.
Upon receiving a complete notice, the Operator will review the matter within 7 business days and — if the notice is well-founded — remove or block the content and notify the User who submitted it. The Operator may suspend the account of a repeat infringer.
A User whose content was removed may file a counter-notice to the same email address, stating the basis of their right and accepting Polish court jurisdiction for any resulting dispute.
Participant consent for recording conversations
The Service enables transcription of online meeting recordings (including Zoom, Microsoft Teams, Google Meet). The User bears sole responsibility for obtaining the consent of all participants to being recorded before the recording starts, in accordance with applicable law.
In many jurisdictions, recording conversations without the consent of all parties is a criminal offence (e.g. §201 StGB in Germany, Art. L226-1 of the French Penal Code, Art. 617 of the Italian Penal Code) or a civil tort. Users are required to familiarise themselves with the laws of their country before recording and uploading any conversation.
The Operator accepts no liability for any legal consequences arising from transcription of recordings made without the required consent of participants. Using the Service to transcribe unlawfully recorded conversations constitutes a breach of these Terms and may result in account suspension.
Transparency of AI-generated content (EU AI Act)
The Service uses artificial intelligence systems for automatic audio/video transcription, AI Notes generation and the Vox support chat. In line with the transparency obligations in Article 50 of Regulation (EU) 2024/1689 (EU AI Act), the Operator informs Users that these features use AI systems and that their outputs are generated automatically.
Transcription is produced by a local Whisper speech-recognition model running on the Operator's infrastructure; recordings are not sent to OpenAI for transcription. AI Notes are generated by the configured AI provider listed in the Subprocessors Registry. These outputs may contain errors, inaccuracies or omissions — in particular, AI Notes may produce so-called hallucinations, i.e. plausible-sounding but factually incorrect information.
Users should treat transcription results and AI Notes as auxiliary material requiring human verification before use in legal, medical, financial, official or other accuracy-critical contexts. The Operator is not liable for consequences of actions taken solely on the basis of unverified AI-generated content.
The Service also provides a support chat with an AI assistant ("Vox"). The assistant runs on the Operator's own infrastructure in the EU and is clearly labelled as AI; its responses may be inaccurate and do not constitute legal, financial or medical advice. Make binding decisions only after human verification.
Third-party platform terms when importing from a link
The Service allows importing audio/video content from supported external links, in particular YouTube links or direct links to audio/video files. Users are required to use this feature only in a manner consistent with the Terms of Service of the relevant external platform and applicable law.
The YouTube Terms of Service (youtube.com/t/terms) and those of other platforms generally prohibit downloading content without the platform's or rights-holder's express permission, unless the platform provides official tools for that purpose. Users bear sole responsibility for determining whether importing a particular piece of content is permitted under the relevant platform's terms and copyright law.
Permitted use cases include: the User's own recordings, content licensed under a Creative Commons or other licence that permits transcription, public domain material, and material for which the User holds an appropriate licence or rights-holder consent.
Where the User provides a media link, the Service may technically retrieve or extract audio/video data only at the User's request and solely to deliver the transcription. Upon receipt of a valid infringement notice, the Operator will remove the content and notify the User in accordance with the notice-and-takedown procedure described in these Terms.