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.
Captions
Automatically generated, styled, word-synced subtitles for a video, timed to the spoken words.
Captioned video
A new video file (MP4 or MOV) produced by the Service with the captions rendered (burned) into the picture. Exports without a paid Captions entitlement contain a visible watermark.
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 platform providing two services: automatic transcription of audio and video, and automatic captioning of video (word-synced subtitles burned into the video).
Users do not install any software on their devices.
The transcription 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 the result online and download it as TXT, DOCX, SRT, or VTT.
The captioning service automatically generates styled, word-synced subtitles for an uploaded video and renders them into a new video file (MP4 or MOV) that the User downloads. Exports without a paid Captions entitlement contain a visible BriefVox watermark; an active paid Captions entitlement allows export without it. Caption fonts are licensed for this use and are embedded only in the rendered output.
Both services also offer optional AI Notes (summaries and other derived text) generated by a third-party AI provider from the User's transcript.
Transcriptions and captions are generated automatically by AI systems 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
The table above is informational and reflects the offer current as at the date these Terms were last updated. What binds the contract is the price, currency, minute count and AI Token count shown in the Service and in Stripe Checkout immediately before the order is placed. The Operator may change the package catalogue and its prices for the future; such a change does not affect packages already purchased. New packages add minutes to one shared balance used by Captions and Transcription; the current scope is shown on the pricing page.
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 length of one recording depends on the product and selected plan. The current limit is shown in the pricing page and immediately before purchase and forms part of the selected offer.
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 over an encrypted connection to private, non-public S3-compatible storage.
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 language version is PLN. All other language versions of the Service (English, German, Spanish, French, Italian, Portuguese and Russian) are billed in USD. The currency applicable to a given order is always shown on the pricing page and in the order summary before payment is confirmed, and that displayed currency is the binding one.
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 removed from active storage after 24 hours have elapsed from upload; the scheduled cleanup runs every 15 minutes. The transcript, segments, caption settings, and AI Notes remain on the account. The User may re-upload the exact same file to the existing project without retranscription or another minute charge; a new 24-hour period starts from that upload.
Transcripts, segments, caption settings, and AI Notes are kept for the life of the account, until the User deletes them or closes the account, unless the law requires specific records to be retained longer. Rendered captioned MP4 or MOV files remain available for download for 7 days after rendering completes and are then automatically deleted.
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.
The Operator's full liability regime — including the absence of any availability guarantee (SLA) and the contractual cap on liability towards business Clients — is set out in the section "Service availability and no SLA guarantee" later in these Terms. The User's responsibility for the material they submit, and how claims by third parties are settled between the parties, is set out in the section "User responsibility for material and third-party claims". Consumer rights under mandatory law remain unaffected.
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
BriefVox sets a contractual minimum age of 16 for use of the Service. Independently of that rule, the User must have parental or guardian authorization whenever the law applicable to data processing or contracting requires it.
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. After email verification, an eligible account may receive 20 shared minutes each month for captioned video or transcription without a payment card. Minutes use one shared balance, 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.
Retention of source media and generated files
Source audio and video, including media imported from a link, is automatically removed from active storage after 24 hours have elapsed from upload. Cleanup runs every 15 minutes; the file enters the first cycle after the 24-hour point, and deletion is retried automatically if storage is temporarily unavailable.
The transcript, segments, text corrections, caption settings, and AI Notes remain on the account until deleted or the account is closed. The exact same file can be reattached to the existing project without retranscription or another minute charge; a new 24-hour period starts from that upload.
A rendered MP4 or MOV with burned-in captions remains downloadable for 7 days after rendering completes and is then automatically deleted. Unfinished imports and unconfirmed re-uploads are removed after 24 hours.
Withdrawal, complaints, and conformity of the digital service
A consumer entering into a distance contract generally has 14 days to withdraw without giving a reason. If the consumer expressly requests immediate performance and withdraws before full performance, the consumer may have to pay proportionately for the service supplied up to withdrawal. Merely starting a paid service does not automatically remove the right of withdrawal; that right is lost only after full performance where the statutory conditions for prior consent and information have been met.
The automated full-refund option in the dashboard is an additional convenience and does not limit rights under mandatory law. A withdrawal request or complaint may be sent to billing@briefvox.com or support@briefvox.com.
If the digital service does not conform to the contract, the consumer may require it to be brought into conformity within a reasonable time and without undue inconvenience. In the circumstances provided by law, the consumer may then request a proportionate price reduction or terminate the contract.
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 responsible for consequences caused by the User, including a deliberate deletion, or for interruptions caused by events outside the Operator's reasonable control. This does not exclude the Operator's own legal duties, responsibility for selecting subprocessors, or any act or omission for which mandatory law makes the Operator responsible.
Mandatory consumer rights and liability that cannot lawfully be excluded remain unaffected. For business Clients, to the maximum extent permitted by law, the Operator excludes liability for lost profits and indirect or consequential loss, and aggregate contractual liability is limited to fees paid for the Service during the 12 months preceding the event. The limitation does not cover wilful misconduct or gross negligence, personal injury, breaches of confidentiality or data-protection duties, or liability that applicable law does not allow to be limited.
User responsibility for material and third-party claims
By uploading a file or providing a link, the User declares that they hold the rights and consents necessary to process that material in the Service, including the consent of the people recorded where such consent is required. The Service records those declarations together with the date, source address, notice version, IP address and browser identifier. The Operator is entitled to rely on those declarations and to use the recorded data as evidence in complaint, court or regulatory proceedings.
If a third party brings a claim against the Operator in connection with material submitted by the User, the Operator will notify the User without delay at the email address on the account. At the Operator's request, the User will supply the information and documents needed to respond, in particular evidence of the rights or consents held.
A business Client (a User who is not a consumer) shall hold the Operator harmless against third-party claims arising from material that Client submitted or from that Client's use of the Service, and shall cover the reasonable costs the Operator incurs in connection with such a claim, including legal costs and awarded sums — to the maximum extent permitted by law. This does not extend to claims arising from the Operator's own culpable conduct.
The hold-harmless obligation above does not apply to a User who is a consumer. A consumer is liable to the Operator for damage caused by breaching these Terms on the general principles laid down by law. The Operator retains a right of recourse for what it has had to pay a third party as a result of the breach, to the extent and on the terms provided by law.
On receiving a credible infringement report, the Operator may block or remove the specific material without closing the User's account. That step is precautionary and does not determine whether the claim is well-founded.
Changes to the Service and discontinuation
The Operator may develop the Service and add, change or withdraw individual features. A change that materially reduces the scope of a paid plan will be announced in advance, and a User who does not accept it may cancel the subscription with effect at the end of the paid period; this does not affect a consumer's rights under the rules on conformity of a digital service with the contract.
The Operator may discontinue the Service in its entirety. In that case it will inform registered Users by email at least 30 days in advance. During the notice period the User keeps account access sufficient to download transcripts, notes and exports and to use the self-service data export.
After the Service is discontinued, the Operator will refund the fees for the unused part of any prepaid subscription period, together with the proportionate value of unused minutes and AI Tokens from one-time packages that have not yet expired. Refunds are made using the original payment method unless the parties agree otherwise.
The Operator may terminate the contract with immediate effect and close the account where the User materially breaches these Terms, in particular by submitting unlawful content, payment abuse, or conduct that threatens the security of the Service and of other Users. Before closing an account the Operator will, where possible and appropriate in the circumstances, call on the User to stop the breach and allow a period to remedy it.
Where the contract is terminated for reasons attributable to the User, unused minutes and AI Tokens are not refunded, to the extent permitted by law. Where the account is closed for reasons not attributable to the User, unused paid entitlements are settled proportionately under the paragraph above. Consumer rights under mandatory law remain unaffected.
The User may close their account at any time in the dashboard or by contacting support. What happens to data after closure is set out in the Data Retention Policy.
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 without undue delay, as a rule within 7 business days, and — if the notice is well-founded — remove or block the content and notify the User who submitted it. That period runs from receipt of a notice containing all of the elements listed above; an incomplete notice may be left unprocessed until it is completed. 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.