1. About these terms
These terms of use apply to using BrainPen Meet: the website meet.brainpen.ai, the web application and the apps for iPhone, iPad and Android. BrainPen Meet is a service of O&R Solutions B.V., Swammerdamstraat 1, 2516 GJ Den Haag, Chamber of Commerce 66375940 ("we").
By creating an account or using BrainPen Meet, you accept these terms. If you use BrainPen Meet on behalf of an organisation, you also accept them on its behalf. If your organisation has a separate agreement with us, that agreement prevails where it differs from these terms.
2. The service
With BrainPen Meet you record conversations and turn them into text: in-person conversations, video meetings and calls within the organisation. BrainPen Meet translates live, drafts reports, forms and tasks with AI, and stores your organisation's templates and documents.
We keep developing the service, so features can change, be added or be removed. If we remove an important feature your organisation pays for, we tell you in advance.
3. Accounts and organisations
You need an account, and you must be at least 16 to have one. You provide accurate details and keep your sign-in details secret. You are responsible for everything that happens with your account. If you notice someone else using your account, tell us straight away at info@brainpen.ai.
Accounts belong to an organisation's workspace. The organisation's administrators decide who has access, which roles exist, how long data is kept and which features are on. If you leave the organisation, it can end your access; the conversations and documents you created for the organisation remain the organisation's.
4. Recording: the organisation's responsibility
The organisation using BrainPen Meet is responsible for lawful recording. It makes sure everyone in a conversation knows in advance that it is being recorded, that consent is in place where needed, and that there is a valid legal basis for processing what is said, including health data.
Before a recording starts, BrainPen Meet asks the professional to confirm that everyone taking part knows. Never record secretly and do not record someone who does not want it, unless the law explicitly allows it.
5. Acceptable use
You use BrainPen Meet only for lawful, professional purposes. You may not:
- record people without their knowledge or against the law;
- upload or share content you have no right to, or that is unlawful, discriminatory or harmful;
- use the service to intimidate, deceive or track anyone;
- get around security, overload the service, or copy, reverse engineer or test the software without permission;
- share accounts or resell access.
6. AI output is a draft
Transcripts, translations, reports, forms and answers that BrainPen Meet produces with AI can contain mistakes. They are a draft. The professional checks and approves them before they are used, for example in a client file, a decision or a message to a client.
BrainPen Meet does not replace professional judgement and does not give medical, legal or financial advice. Your organisation remains responsible for what it does with the output. Your conversations and documents are never used to train AI models.
7. Availability and support
We do our best to keep BrainPen Meet available at all times, but cannot guarantee the service will never be interrupted. We schedule planned maintenance outside office hours where possible and announce it in advance. If the app is offline, you can continue once the connection is back.
If your organisation has agreed availability or support terms with us, those apply. You can ask questions at info@brainpen.ai.
8. Subscription and payment
Which features and how much usage come with a plan, and what a plan costs, are shown on the pricing page and in the app. Prices are in euros and exclude VAT unless stated otherwise.
Organisations buy plans outside the app, on the website or by invoice. Nothing can be bought in the apps. If an organisation does not pay on time, we may suspend paid features after warning it. Subscription fees already paid are not refunded, unless the law or an agreement with your organisation says otherwise.
9. Intellectual property
Your organisation's conversations, documents, templates and reports remain your organisation's. You only give us the right to process them as far as needed to provide the service.
The software, the design, the name BrainPen Meet and all other parts of the service belong to us or our licensors. You get a personal, non-transferable right to use the service for as long as you have an account.
10. Liability
Our liability is limited to direct damage and to the amount your organisation paid us for BrainPen Meet in the twelve months before the damage. If you use BrainPen Meet for free, our liability is limited to 500 euros.
We are not liable for indirect damage, such as lost profit, lost data or reputational damage, nor for damage caused because AI output was not checked before it was used. These limits do not apply in the case of intent or deliberate recklessness on our part, nor where the law does not allow them.
11. Suspension and termination
You can stop at any time and delete your account under Settings > Profile > Delete account. An organisation can end its workspace under its agreement; the workspace is deleted for good after a 30-day cooling-off period. Export what you want to keep before then.
We may suspend or end an account or workspace if these terms are seriously breached, if the law requires it, or to prevent harm to others or to the service. Where possible, we warn you first and give you the chance to put it right.
12. Privacy
How we handle personal data is set out in our privacy policy. For conversation content we are your organisation's processor, and the data processing agreement applies.
13. Governing law and disputes
These terms are governed by Dutch law. Disputes are brought before the competent court in the district where we are established. If you are a consumer, you can also go to the court where you live, and the protective rules of your own country continue to apply.
14. Changes
We may change these terms. We announce important changes at least 30 days in advance, by e-mail or in the app. If you keep using BrainPen Meet after that, the new terms apply. If you do not agree, you can stop before they take effect.
15. Contact
O&R Solutions B.V., Swammerdamstraat 1, 2516 GJ Den Haag. Chamber of Commerce 66375940. Questions about these terms: info@brainpen.ai.