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.
Requisito de edad — mínimo 16 años
El Servicio solo puede ser utilizado por personas de al menos 16 años. Esto sigue el Art. 8 del RGPD, que requiere consentimiento parental para procesar datos personales de menores de 16 años.
Los menores de 18 años solo pueden realizar compras de pago con el consentimiento de un progenitor o tutor legal.
Al crear una cuenta, el Usuario declara tener al menos 16 años y, para compras de pago, capacidad legal plena o consentimiento del tutor.
Si el Operador descubre que una cuenta pertenece a un menor de 16 años sin el consentimiento requerido, la cuenta será suspendida y los datos eliminados.
Plan Free y prevención de abusos
El plan Free es una cuota gratuita de prueba, no una suscripción de pago. Una cuenta elegible puede recibir 10 minutos gratuitos de transcripción al mes tras verificar el correo electrónico, sin tarjeta de pago. Los minutos Free no incluyen AI Tokens ni AI Notes y no se transfieren al mes siguiente.
Los minutos gratuitos están destinados a una sola asignación por usuario y dispositivo. Si el sistema detecta un intento de eludir este límite, en particular creando varias cuentas desde el mismo dispositivo para obtener minutos gratuitos repetidamente, el Operador puede suspender la concesión automática de minutos Free para esa cuenta. La cuenta no queda bloqueada y puede seguir usando paquetes o suscripciones de pago.
Para prevenir abusos, el Operador puede usar un identificador necesario del dispositivo almacenado en una cookie y datos técnicos de registro con hash. El Usuario puede contactar con soporte si cree que la limitación se aplicó por error.
Disponibilidad del Servicio y sin garantía de SLA
El Operador hace esfuerzos razonables para mantener el Servicio disponible 24/7, pero no garantiza un nivel de servicio específico (SLA). El Servicio puede estar temporalmente no disponible debido a mantenimiento, fallos, fuerza mayor o problemas con los subprocesadores (Stripe, Backblaze, AWS, Google).
En caso de caída, el Operador no paga compensación económica por el tiempo de indisponibilidad. Los minutos no utilizados del plan permanecen válidos según las reglas de suscripción o paquete.
El Operador no es responsable de la pérdida de datos causada por el Usuario ni de errores de subprocesadores o servicios externos necesarios para el Servicio, incluidos pagos, almacenamiento, correo electrónico o Notas IA.
La responsabilidad máxima del Operador frente a un consumidor se limita al importe pagado por el Usuario en los 12 meses anteriores al evento, excluyendo daños cuya limitación prohíbe la ley aplicable.
Notificación de infracción de derechos de autor (notice & takedown)
El Servicio permite importar materiales desde enlaces externos (incluido YouTube). El Operador no monitorea el contenido importado ni verifica los derechos del Usuario antes de procesarlo. La responsabilidad recae en el Usuario.
Si eres titular de derechos (o actúas en su nombre) y crees que un contenido infringe tus derechos, envía una notificación al contacto de privacidad y seguridad del Operador: privacy@briefvox.com.
La notificación debe incluir: (1) datos de contacto y base de autoridad, (2) identificación de la obra, (3) URL o identificador del material infractor, (4) declaración de que la información es veraz y el remitente está autorizado para actuar, (5) firma electrónica o nombre completo del remitente.
Tras recibir una notificación completa, el Operador la revisará en 7 días hábiles y — si está fundamentada — eliminará el contenido y notificará al Usuario. Cuentas de infractores reincidentes pueden ser suspendidas.
Un Usuario afectado puede presentar contranotificación al mismo email, indicando su base legal y aceptando la jurisdicción de los tribunales polacos.
Consentimiento de los participantes para grabar conversaciones
El Servicio permite transcribir grabaciones de reuniones en línea (incluidas Zoom, Microsoft Teams, Google Meet). El Usuario asume la responsabilidad exclusiva de obtener el consentimiento de todos los participantes para ser grabados antes de iniciar la grabación, de acuerdo con la ley aplicable.
En muchas jurisdicciones, grabar conversaciones sin el consentimiento de todas las partes constituye un delito penal o infracción civil. El Usuario está obligado a conocer la normativa de su país antes de grabar y cargar cualquier conversación.
El Operador no asume responsabilidad por las consecuencias legales derivadas de la transcripción de grabaciones realizadas sin el consentimiento requerido. Usar el Servicio para transcribir grabaciones ilegales constituye una infracción de estos Términos y puede conllevar la suspensión de la cuenta.
Transparencia del contenido generado por IA (EU AI Act)
El Servicio utiliza sistemas de inteligencia artificial para la transcripción automática de audio/vídeo, la generación de Notas IA y el chat de soporte Vox. Conforme a las obligaciones de transparencia del artículo 50 del Reglamento (UE) 2024/1689 (Ley de IA de la UE), el Operador informa a los Usuarios de que estas funciones utilizan sistemas de IA y que sus resultados se generan automáticamente.
La transcripción la produce un modelo local de reconocimiento de voz Whisper en la infraestructura del Operador; las grabaciones no se envían a OpenAI para la transcripción. Las Notas IA las genera el proveedor de IA configurado e indicado en el Registro de subprocesadores. Estos resultados pueden contener errores, inexactitudes u omisiones — en particular, las Notas IA pueden producir alucinaciones, es decir, información que suena plausible pero es factualmente incorrecta.
Los Usuarios deben tratar los resultados de la transcripción y las Notas IA como material auxiliar que requiere verificación humana antes de su uso en contextos legales, médicos, financieros, oficiales u otros que exijan alta precisión. El Operador no es responsable de las consecuencias de acciones tomadas únicamente sobre la base de contenido generado por IA sin verificar.
El Servicio también ofrece un chat de soporte con un asistente de IA («Vox»). El asistente funciona en la propia infraestructura del Operador en la UE y está claramente identificado como IA; sus respuestas pueden ser inexactas y no constituyen asesoramiento legal, financiero ni médico. Toma decisiones vinculantes solo tras verificación humana.
Términos de plataformas externas al importar desde enlace
El Servicio permite importar contenido de audio/vídeo desde enlaces externos compatibles, en particular enlaces de YouTube o enlaces directos a archivos de audio/vídeo. Los Usuarios están obligados a usar esta función solo de forma compatible con los Términos de Servicio de la plataforma externa correspondiente y la ley aplicable.
Los Términos de Servicio de YouTube (youtube.com/t/terms) y los de otras plataformas prohíben en general descargar contenido sin el permiso expreso de la plataforma o del titular de derechos, salvo que la plataforma proporcione herramientas oficiales para ello. Los Usuarios asumen la responsabilidad exclusiva de determinar si la importación de un contenido concreto está permitida según los términos de la plataforma y la ley de propiedad intelectual.
Los casos de uso permitidos incluyen: grabaciones propias del Usuario, contenido bajo licencia Creative Commons u otra licencia que permita la transcripción, material de dominio público y material para el que el Usuario posea licencia o consentimiento del titular.
Cuando el Usuario proporciona un enlace multimedia, el Servicio puede recuperar o extraer datos de audio/vídeo técnicamente solo a petición del Usuario y únicamente para realizar la transcripción. Ante una notificación de infracción válida, el Operador eliminará el contenido y notificará al Usuario conforme al procedimiento notice & takedown descrito en estos Términos.