Terms of Service

Last Updated: June 2026

1. Introduction

These Terms of Service govern the access to and use of the Ixora Minutes of Meetings System, including its web portal and mobile application.

The system is designed to support meeting management, attendance tracking, voice recording, transcript generation, minutes of meetings preparation, task follow-up, and internal management review.

By accessing or using the system, you agree to comply with these Terms of Service and with the applicable internal policies of your organization.

2. Definitions

For the purpose of these Terms:

• System means Ixora Minutes of Meetings System, including the portal and mobile app.
• User means any person authorized to access or use the system.
• Organization means the entity that owns, subscribes to, operates, or authorizes the use of the system.
• Meeting Data means any data related to meetings, including agenda, attendees, recordings, transcripts, minutes, decisions, tasks, notes, and attachments.
• Top Management means authorized senior management representatives who may access sensitive meeting records for investigation, audit, compliance, or internal review purposes.

3. Use of the System

Users may use the system only for authorized professional and organizational purposes.

The system may be used to:

• Create and manage meetings.
• Invite attendees.
• Record attendance.
• Record meeting voice when enabled.
• Generate meeting transcripts.
• Prepare and approve minutes of meetings.
• Track decisions and action items.
• Support internal follow-up and investigation when required.

Users must not use the system for personal, unlawful, abusive, or unauthorized purposes.

4. User Accounts and Access

Access to the system may require a user account.

Users agree to:

• Provide accurate information when required.
• Keep login credentials confidential.
• Use only their own assigned account.
• Not share passwords or access credentials.
• Notify the system administrator immediately in case of suspected unauthorized access or security breach.

The organization may assign different access levels based on user role, department, responsibility, or management authority.

5. Portal and Mobile Application

The system is available through:

• A web portal for authorized users, administrators, and management.
• A mobile application for authorized users to access meeting features, attendance, notifications, and related functions.

Some features may be available only through the portal or only through the mobile application, depending on configuration and user permissions.

6. Voice Recording of Meetings

Meetings may be voice-recorded when this feature is enabled by the organization or authorized meeting owner.

The purpose of voice recording is to:

• Generate meeting transcripts.
• Support the preparation of accurate minutes of meetings.
• Preserve reliable records of discussions, decisions, and action items.
• Support internal investigation, audit, compliance, or management review when required.

Users acknowledge that participation in meetings managed through the system may involve voice recording, subject to the organization's internal policy and applicable laws.

Users must not disable, alter, misuse, copy, distribute, or disclose meeting recordings unless they are expressly authorized to do so.

7. Transcripts and Minutes of Meetings

The system may generate transcripts and minutes of meetings using locally managed AI processing.

Generated transcripts and minutes may require review, correction, validation, or approval by authorized users before being considered final or official.

Users are responsible for reviewing the accuracy of generated content when they are assigned such responsibility.

The system output should not be treated as final unless approved according to the organization's internal procedures.

8. Local AI Processing

The system may use artificial intelligence to support transcript generation, summarization, and minutes preparation.

AI treatment is managed locally within the system environment. No third-party AI provider is used to process meeting voice recordings, transcripts, or meeting content.

Users must not upload or introduce content into the system that violates confidentiality obligations, applicable laws, or the organization's internal policies.

9. Attendance and Location Use

The mobile application may use location information only to support automatic attendance during meetings.

Location may be used to verify whether a user is present at or near the meeting location at the relevant meeting time.

The system is not intended to provide continuous employee tracking or unrelated location monitoring.

Users must not attempt to manipulate, falsify, or bypass attendance or location-based verification.

10. Confidentiality

Meeting Data may include confidential, sensitive, commercial, strategic, operational, financial, legal, or personal information.

Users must maintain the confidentiality of all Meeting Data accessed through the system.

Users are prohibited from:

• Sharing meeting records with unauthorized persons.
• Downloading or copying confidential records without permission.
• Publishing meeting content externally.
• Using meeting content for personal or unauthorized purposes.
• Disclosing recordings, transcripts, or minutes outside the authorized scope.

11. Access by Top Management

Voice recordings, transcripts, and sensitive meeting records may be accessible only to authorized top management in specific cases, including:

• Internal investigation
• Compliance review
• Audit requirement
• Legal or regulatory matter
• Serious operational or administrative issue
• Management review authorized by the organization

Such access must be controlled and aligned with the organization's internal authorization rules.

12. Prohibited Activities

Users must not:

• Use the system in violation of any applicable law or regulation.
• Access data without authorization.
• Attempt to bypass security controls.
• Share login credentials.
• Upload malicious files or software.
• Interfere with the operation or security of the system.
• Modify, delete, copy, or disclose data without authorization.
• Record, export, or distribute meeting content outside the permitted scope.
• Misrepresent attendance or identity.
• Use the system for harassment, defamation, discrimination, or unlawful communication.

13. Intellectual Property

The system, including its design, software, source code, interfaces, workflows, trademarks, logos, and documentation, is owned by Ixora or its licensors, unless otherwise agreed in writing.

Users are granted a limited, revocable, non-exclusive, non-transferable right to use the system only for authorized organizational purposes.

No user may copy, reverse-engineer, modify, distribute, resell, or create derivative works from the system unless expressly authorized in writing.

14. Data Ownership

Meeting Data entered, uploaded, recorded, or generated within the system belongs to the organization or the authorized entity using the system, subject to applicable agreements and laws.

Ixora does not claim ownership over the organization's meeting content.

15. System Availability

We aim to provide reliable access to the system. However, the system may be unavailable from time to time due to maintenance, updates, technical issues, network problems, or circumstances beyond reasonable control.

We do not guarantee uninterrupted or error-free operation of the system.

16. Security

Users must comply with security requirements, including password protection, access control, device security, and reporting of suspicious activity.

The organization may monitor system access and usage logs for security, compliance, audit, and operational purposes.

17. Disclaimer of Warranties

The system is provided on an "as-is" and "as-available" basis, unless otherwise agreed in a separate written contract.

To the maximum extent permitted by law, Ixora disclaims all warranties, whether express or implied, including warranties of fitness for a particular purpose, accuracy, availability, and non-infringement.

18. Limitation of Liability

To the maximum extent permitted by applicable law, Ixora and its affiliates, officers, employees, developers, and representatives shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from the use or inability to use the system.

This includes, without limitation, loss of data, business interruption, loss of profits, reputational damage, or unauthorized user actions.

19. Suspension or Termination of Access

The organization or system administrator may suspend or terminate user access at any time, including in cases of:

• Employment or role change
• Unauthorized access
• Violation of these Terms
• Security concern
• Misuse of the system
• Internal policy requirement

Ixora may also suspend access where required for security, maintenance, legal, or contractual reasons.

20. Changes to the Terms

These Terms may be updated from time to time to reflect changes in the system, legal requirements, or operational needs.

The updated version will be made available through the system or other appropriate communication channels.

Continued use of the system after updates means acceptance of the revised Terms.

21. Governing Rules

Use of the system is subject to these Terms, applicable laws, the organization's internal policies, and any signed agreement between Ixora and the organization.

In case of conflict between these Terms and a signed agreement, the signed agreement shall prevail to the extent of the conflict.

22. Contact Information

For questions regarding these Terms of Service, please contact:

Email: info@ixorax.com