Terms & Conditions

1. Acceptance of Terms

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (“User”, “you”, or “your”) and Planfluence (“Planfluence”, “we”, “us”, or “our”), governing your access to and use of the Planfluence website located at planfluence.site, our web application, browser extensions (including the Planfluence Google Meet recorder extension), and related APIs, software, and services (collectively, the “Service”).

By creating an account, clicking “Sign up”, “Create account”, subscribing to a plan, or otherwise using the Service, you represent that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are entering into these Terms on behalf of a company, organization, or legal entity, you represent and warrant that you have full legal authority to bind that entity to these Terms. If you do not agree, do not access or use the Service.

2. Description of Services

Planfluence provides an automated, AI-powered meeting intelligence platform designed to capture audio and video recordings, generate automated transcripts, extract key decisions and summaries, and formulate reviewable action items and tasks that users may review, edit, and push to third-party project management platforms (including Atlassian Jira, Trello, and Slack).

Planfluence offers both individual accounts and multi-member team/organization workspaces across Free, Pro, Max, Team, Business, and custom Enterprise subscription tiers. We reserve the right to modify, enhance, discontinue, or impose limits on any feature of the Service at any time with or without notice, subject to these Terms.

3. Accounts & Workspaces

To access the Service, you must register for an account with a valid email address and secure password. You agree to:

• Provide accurate, current, and complete registration information.
• Maintain the confidentiality and security of your credentials and access tokens.
• Promptly notify Planfluence at hello@planfluence.site of any unauthorized access or breach of security.
• Accept full responsibility for all activities, actions, and uploads that occur under your account or workspace.

You must be at least 18 years of age (or the legal age of majority in your jurisdiction) to use the Service. By registering, you represent and warrant that you meet this age requirement.

4. Subscriptions, Fees & Payment Terms

Merchant of Record: Paid subscriptions and billing are processed through our authorized Merchant of Record, Lemon Squeezy (Lemon Squeezy LLC). When you subscribe to a paid Planfluence plan, you will conduct your transaction with Lemon Squeezy, who manages payment processing, currency conversion, invoice generation, and applicable sales tax or Value Added Tax (VAT) collection and remittance.

Recurring Billing: Paid subscriptions are billed in advance on a recurring monthly or annual basis (depending on the billing cycle selected at checkout). Your subscription will automatically renew at the end of each billing period unless and until you cancel it in accordance with Section 5 below.

Quotas and Usage Limits: Each plan includes specific monthly allowances for transcription minutes, storage volume (GB), recording retention, and third-party integration availability. Transcription minutes reset at the start of each monthly billing cycle and do not roll over to subsequent months. If your workspace exceeds allocated quotas, further uploads or transcription jobs may be paused until your next cycle or until you upgrade your plan.

Price Modifications: Planfluence reserves the right to modify subscription pricing at any time. Any price changes will be communicated to you at least thirty (30) days in advance via email or in-app notice, and will take effect at the beginning of the next billing cycle following the notice period.

5. Non-Refundable Policy & Cancellation Terms

How Cancellation Works

You may cancel your paid subscription at any time directly through your workspace settings by navigating to Settings → Billing and selecting “Cancel plan”.

• Completion of Current Billing Cycle: When you submit a cancellation request, your subscription will NOT terminate immediately. Instead, your subscription status will change to cancel scheduled, and you will retain complete, uninterrupted access to all paid plan features, integrations, and quota allowances until the exact expiration date of your current prepaid billing cycle.
• Effective Cancellation: Once your current prepaid billing cycle reaches its end date, your subscription will officially cancel and will not renew. Your payment method will not be charged again.
• Automatic Downgrade to Free: At the conclusion of your prepaid period, your workspace will automatically be transitioned to the Free plan, subject to the storage, minute, and retention terms set forth in Section 6.

If applicable mandatory consumer protection laws in your jurisdiction grant a statutory cooling-off withdrawal right that cannot be waived by contract, refunds will be evaluated strictly in adherence with those statutory laws and Lemon Squeezy’s official policies.

6. Data Retention, Archiving & Permanent Deletion Schedule

Because storage and transcription infrastructure incur real server costs, Planfluence enforces the following data lifecycle and retention rules upon cancellation or downgrade:

No Recovery: Planfluence is not liable for any loss of data, recordings, transcripts, or summaries that are permanently deleted in accordance with our stated retention schedule. Users are strongly encouraged to export their action items and transcripts before their billing cycle concludes.

7. Chargebacks & Billing Disputes

If you believe there has been an error in billing, you agree to contact Planfluence customer support at billing@planfluence.site before contacting your bank, credit card issuer, or payment provider to initiate a chargeback or payment dispute.

Initiating an unjustified, fraudulent, or bad-faith chargeback or payment reversal constitutes a material breach of these Terms. Planfluence reserves the right to immediately suspend or permanently terminate your workspace, revoke all access, and pursue all available legal remedies to recover the disputed amount along with any associated chargeback fees, bank penalties, collection costs, and reasonable attorneys’ fees.

8. Recording Laws, Wiretapping & Participant Consent

By using Planfluence (including our Google Meet recording extension or manual file upload mechanisms), you represent, warrant, and covenant that:

• You have verified and understand all federal, state, local, and international laws applicable to the recording of communications in your jurisdiction and the jurisdictions of all call participants.
• Prior to initiating any recording, meeting capture, or uploading any audio or video recording containing another person’s voice or image, you have provided clear, conspicuous notice and obtained all legally required consents, permissions, and authorizations from EVERY participant and speaker in the meeting.
• You will not use Planfluence to surreptitiously intercept, record, eavesdrop on, or monitor private conversations without consent.

Planfluence expressly disclaims all responsibility and liability for unconsented, unlawful, or unauthorized recordings uploaded or captured through our Service. You agree to defend, indemnify, and hold harmless Planfluence against any and all third-party claims, regulatory inquiries, fines, statutory damages, and legal costs arising from your failure to obtain proper consent.

9. AI Features, Transcripts & Output Disclaimer

Planfluence leverages advanced artificial intelligence, automated speech recognition (ASR), and large language models (such as Google Gemini) to transcribe audio, create summaries, identify decisions, and recommend action items.

• No Guarantee of Accuracy: Artificial intelligence is an inherently probabilistic and developing technology. AI-generated transcripts, summaries, speaker identifications, and suggested tasks may contain errors, inaccuracies, omissions, misspellings of technical terms, misattribution of statements, or “hallucinations” (factually incorrect statements).
• Human-in-the-Loop Requirement: The Service is designed as a collaborative productivity assistant, not an autonomous decision-maker. You are solely responsible for reviewing, proofreading, modifying, approving, or discarding any AI-generated content or task suggestions before relying on them, publishing them to Jira, Trello, or Slack, or making business, contractual, or technical decisions based upon them.
• No Professional or Legal Advice: AI-generated outputs do not constitute legal, medical, financial, or engineering certifications. Planfluence assumes no liability for damages or losses resulting from reliance on AI-generated content.

10. Third-Party Integrations & Services

Planfluence allows you to connect external third-party services, such as Google Meet, Atlassian Jira, Slack, and Trello. Your relationship with these third-party platforms is governed solely by their respective terms of service and privacy agreements.

Planfluence does not control, endorse, or warrant the availability, functionality, or data integrity of external platforms. We are not responsible or liable for:

• Downtime, interruptions, or latency caused by third-party APIs or service providers.
• Rate limits, deprecation of API endpoints, or permission modifications imposed by third parties.
• Loss, corruption, or unintended exposure of data occurring within third-party environments.

11. Intellectual Property & User Content

Your Ownership: As between you and Planfluence, you retain all ownership, intellectual property rights, and title in and to all raw audio recordings, video files, text transcripts, meeting metadata, and team materials that you upload or capture through the Service (“User Content”).

License to Planfluence: You grant Planfluence a limited, worldwide, non-exclusive, royalty-free license to host, reproduce, store, process, transcribe, parse, format, and display your User Content strictly as necessary to provide, maintain, secure, and operate the Service for your workspace.

No Public Model Training: Planfluence does not sell your private meeting recordings, transcripts, or customer data to third parties, nor do we use your confidential User Content to train general public machine learning models without your explicit consent.

Planfluence Property: All software, algorithms, user interfaces, branding, graphics, documentation, and intellectual property comprising the Service are the exclusive property of Planfluence and its licensors. You may not copy, distribute, decompile, or create derivative works from our platform without our prior written consent.

12. Acceptable Use Policy

You agree to use the Service in compliance with all applicable laws and regulations. You shall not, directly or indirectly:

• Record, upload, or process content without the consent of all recorded individuals where required by law.
• Reverse engineer, decompile, disassemble, or attempt to derive the source code of the Service.
• Circumvent, bypass, or tamper with billing systems, seat limits, storage caps, or transcription minute meters.
• Upload malicious code, viruses, trojans, worms, or attempt unauthorized penetration testing against our systems.
• Upload unlawful, defamatory, harassing, obscene, fraudulent, or infringing materials.
• Resell, sublicense, or white-label the Service to third parties without an enterprise reseller agreement.

Planfluence reserves the right to immediately suspend or terminate access for any workspace or user found in violation of this Acceptable Use Policy, without refund or prior notice.

13. Disclaimer of Warranties

Planfluence makes no warranty that: (a) the Service will meet your specific operational or business requirements; (b) the Service will be uninterrupted, timely, secure, or error-free; (c) AI transcription, summarization, or action item extraction will be 100% accurate, complete, or reliable; or (d) defects or bugs in software will be immediately corrected.

14. Limitation of Liability

15. Indemnification

You agree to defend, indemnify, and hold harmless Planfluence, its parent companies, subsidiaries, officers, directors, employees, partners, and agents from and against any third-party claims, proceedings, damages, liabilities, losses, costs, and expenses (including reasonable attorneys’ fees and court costs) arising out of or related to:

• Your access to or use of the Service;
• Your User Content, recordings, audio, transcripts, or data uploaded to the Service;
• Your violation of any applicable federal, state, local, or international law, including wiretapping, eavesdropping, and recording consent statutes;
• Your violation of any third-party rights, including privacy, publicity, intellectual property, or contractual rights; or
• Your breach of these Terms or the Acceptable Use Policy.

16. Dispute Resolution, Binding Arbitration & Class Action Waiver

Informal Resolution: Before initiating any formal legal proceeding, you agree to contact Planfluence at legal@planfluence.site and provide a detailed written explanation of your dispute. Both parties agree to engage in good-faith negotiations to resolve the dispute informally for at least thirty (30) days.

Binding Individual Arbitration: If the dispute is not resolved within thirty (30) days, any controversy or claim arising out of or relating to these Terms or the Service shall be settled exclusively by final and binding individual arbitration administered under the commercial arbitration rules of the prevailing jurisdiction, rather than in court.

17. Governing Law & Severability

These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which Planfluence operates, without regard to principles of conflicts of law.

If any provision of these Terms is determined by an arbitrator or court of competent jurisdiction to be invalid, unlawful, or unenforceable, that provision shall be severed or modified to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

18. Contact & Legal Notices

If you have any questions, concerns, or legal notices regarding these Terms and Conditions, please contact us at: