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Terms and Conditions of Service (ToS)

Last updated: February 20, 2026

These Terms and Conditions govern the use of the "Actem" SaaS platform (hereinafter "Service" or "Platform") offered by Attilio Vaccaro, independent developer, based in Rende (CS), Italy (hereinafter "Owner", "We", or "Actem"). By using the Service, the User accepts these Terms in full.

1. Service Description

Actem is a B2B software platform that allows recording, transcribing, and analyzing meetings using Artificial Intelligence (AI) models. The Service can extract "Action Items" (tasks to be done) and export them to third-party software such as Notion, Trello, and Slack.

2. Registration and Account Security

  • B2B Use: The Service is intended for professionals and businesses.
  • Credentials: The User is solely responsible for the confidentiality of their login credentials.
  • Illicit Use: It is forbidden to use the Platform to record conversations without the consent of the participants, when required by applicable local laws. Actem assumes no responsibility for the misuse of recordings by the User.
  • Recording consent: By using the Service, the User represents and warrants that they have obtained explicit and informed consent from all meeting participants where required by applicable law. The User shall indemnify and hold harmless Actem from any sanction, claim, damage, or cost arising out of unlawful recordings or non-compliant processing.

3. Third-Party Services and API Keys (Integrations)

To offer export capabilities, Actem allows the User to connect their third-party accounts (e.g., Trello, Slack, Notion) by entering the respective API Keys or Webhooks.

  • Security: Actem applies encryption protocols (AES-256) to protect API keys saved in its database.
  • Responsibility: Actem is not affiliated with these third-party services. We are not responsible for outages, data loss, or API changes by Trello, Slack, Notion, or other providers. The User is responsible for maintaining the validity of their API keys.

4. Artificial Intelligence and Limitation of Liability

The Service uses advanced Artificial Intelligence models for transcription and summary generation.

  • Accuracy: Due to the experimental and probabilistic nature of AI, Actem does not guarantee the accuracy, completeness, or absolute reliability of the transcriptions and generated Action Items.
  • Verification: The User agrees to always review tasks and summaries before exporting them or using them as a basis for critical business decisions. The Owner shall not be held liable for direct or indirect damages caused by errors or "hallucinations" of the Artificial Intelligence.
  • Liability cap: In any event, the Owner's aggregate liability for any damage arising from use of the Service shall not exceed the total amount actually paid by the User in the 6 months preceding the event giving rise to the claim.

5. Data Processing and Privacy

The processing of personal data (including uploaded audio files) and the use of cookies are governed by our specific policies, which the User declares to have read and understood:

Uploaded audio files are processed solely to provide the requested service and are not sold to third parties in any way.

For transcription and analysis, audio and text data may be processed through OpenAI APIs (and, when enabled, Anthropic) acting as sub-processors. Actem uses exclusively OpenAI's APIs (not free ChatGPT) so data sent is not used for training OpenAI's models. These data transfers, primarily to the United States, are protected by OpenAI's Data Processing Addendum and Standard Contractual Clauses (SCCs), legally binding and GDPR compliant.

Uploaded audio/video files are stored on secure cloud infrastructure (Cloudflare R2) to allow replay and review by the User. To protect privacy, all audio/video files are automatically and irreversibly deleted 60 days after upload. The User may, in any case, delete their files at any time before this deadline from the dashboard; deletion is permanent and irreversible, subject to mandatory legal retention obligations.

For the automated sending of communications (e.g. Action Items recap via email), Actem uses the external provider "Resend", which acts as a sub-processor, to which only the data strictly necessary for sending the email (destination address and meeting summary) is transmitted.

Actem acts as a technical platform provider (Data Processor) for uploaded content. The User, as Data Controller, remains solely responsible for the lawfulness of collection, storage, and processing of audio files and for compliance with data-subject rights.

6. Subscriptions and Refunds

The Service is provided by subscription or via pay-as-you-go plans. Prices are indicated on the website. If applicable, the User may request a refund within 14 days of the first purchase. Beyond this period, payments are non-refundable. The user may cancel the subscription at any time; access will remain active until the end of the current billing period.

Payments are processed and managed by Lemon Squeezy, acting as Merchant of Record/reseller. Lemon Squeezy's terms of sale apply in addition to these Terms, including invoicing, taxes, and transaction handling.

7. Changes and Service Interruption

Actem reserves the right to:

  • Change these Terms at any time by notifying Users.
  • Suspend or terminate a User's account in case of violation of these Terms.
  • Modify or discontinue Service features without prior notice.

8. Applicable Law and Jurisdiction

These Terms are governed by Italian law. Any dispute arising from the use of the Service shall be subject to the exclusive jurisdiction of the Court of Cosenza, subject to the application of mandatory consumer protection rules, if applicable.

Contact

For any questions about these Terms, you can contact us at the email address: support@actem.app.