Sumnote: Terms of Service

Last updated: July 13, 2026 · Effective date: July 13, 2026

These Terms of Service (“Terms”) are a legal agreement between you and Sumnote Inc. (“Sumnote,” “we,” “us,” or “our”), a company incorporated in Ontario, Canada. They govern your access to and use of Sumnote’s website, web application, meeting bots, and related services (together, the “Service”).

Please read the Recording and Consent section (Section 6) carefully. It describes your responsibilities when you record meetings.

By creating an account or using the Service, you agree to these Terms and to our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Service. If you are participating in our closed beta, a separate Beta Agreement may supplement these Terms; where it does, it applies in addition to (and, on beta-specific matters, prevails over) these Terms.

1. Who may use the Service

You must be at least 18 years old.
You must reside in a region where we currently offer the Service. The Service is offered to residents of Canada (excluding Quebec), the United States, and Australia. It is not offered to residents of Quebec, the European Union / EEA, or the United Kingdom.
If you use the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms, and “you” refers to both you and that organization.

Some features are further limited by the region you declare as your residence; see our Privacy Policy.

2. Your account

You are responsible for the information you provide, for activity under your account, and for keeping your credentials secure. Tell us promptly at privacy@sumnote.com if you suspect unauthorized use of your account. You must provide accurate information, including an accurate country and (for the US and Canada) state or province of residence, which you select at sign-up. We rely on your declared residence to determine which features are available to you; if it changes, you must ask us to update it (see the Privacy Policy).

3. The Service

Sumnote records and transcribes meetings and turns them into structured updates to your project-management workflow. The Service is currently provided on a pre-release / beta basis: it may change, and features may be added, modified, or removed.

4. Your content

“Your Content” means the meetings, audio, transcripts, projects, tasks, files, and other material you create, upload, or generate through the Service.

You keep ownership of Your Content. These Terms do not transfer ownership to us.
You grant Sumnote a worldwide, non-exclusive, royalty-free license to host, store, process, transmit, and display Your Content solely to operate and provide the Service to you. Our use of any personal information within Your Content is governed by the Privacy Policy.
Use of Your Content to improve the Service and train our own models is governed by the Privacy Policy and your settings; where it applies to you it is on by default, and you can opt out at any time without affecting how the product works. It does not apply in all regions. See the Privacy Policy.
You are responsible for Your Content and for having the rights necessary to provide it to us and to have it processed as described, including where Your Content contains the words or voices of other people, such as meeting participants who are not Sumnote users.

5. Acceptable use

You agree not to:

use the Service in violation of any applicable law or regulation;
use the Service to record or process a conversation that you are not legally permitted to record (see Section 6);
upload or process content you do not have the right to provide;
infringe the intellectual-property or privacy rights of others;
attempt to gain unauthorized access to the Service or its systems, or interfere with or disrupt the Service;
reverse engineer, decompile, or attempt to extract source code, except to the extent this restriction is prohibited by law;
resell, sublicense, or provide the Service to third parties except as expressly permitted; or
use the Service to build a competing product, or to scrape or harvest data from it.

6. Recording and consent

This section is important. The Service lets you record meetings in three ways: by adding the Sumnote AI bot to a virtual call; by capturing a virtual call’s audio through your browser; or by recording an in-person meeting using your device’s microphone. In every case, you decide to record, and you are the person recording.

You are responsible for recording lawfully. You represent and warrant that, before any recording begins, you will:

inform all participants that the meeting is being recorded and that it will be transcribed and processed by Sumnote; and
obtain every consent required under applicable law from all participants, in each jurisdiction where a participant is located, including jurisdictions that require the consent of all parties to a conversation.

You acknowledge that recording-consent laws vary by location, that the obligation to comply with them rests with you, and that Sumnote provides the recording capability as a tool and does not verify whether you have obtained the necessary consents. Any reminder or notice the Service displays is a courtesy and does not satisfy, transfer, or reduce your obligations under this section. Where our bot joins a virtual call it appears as a visible participant (“Sumnote AI”) and the calling platform may display its own recording indicator; where you record through your browser or device microphone there is no such indicator, and you are solely responsible for informing participants.

You indemnify Sumnote for any claim, loss, or liability arising out of your recording of any conversation, including any failure to inform participants or to obtain a required consent (see Section 11).

7. Prohibited content and use cases

Because of the nature of the Service, you represent and warrant that you will not use it for, with, or in connection with:

(a) health information that would make Sumnote a “health information custodian” under Ontario’s Personal Health Information Protection Act (PHIPA), a “business associate” under the U.S. Health Insurance Portability and Accountability Act (HIPAA), or any equivalent regulated health-information role;
(b) solicitor-client, attorney-client, or any equivalent professionally privileged communications;
(c) any conversation that you know, or reasonably should know, includes a participant under the age of 18;
(d) financial-advisory or securities communications subject to special recording or record-keeping rules under applicable law;
(e) classified, export-controlled, or otherwise legally restricted information; or
(f) any purpose that would violate applicable recording, wiretapping, or surveillance laws.

If you are unsure whether your intended use falls within these restrictions, do not proceed until you have confirmed it does not.

8. Voice recognition and guest identification

Voice recognition (the storage and use of voiceprints) is optional, off by default, and consent-based, and is governed by the Privacy Policy. If you identify another meeting participant so that we can seek their consent to voice recognition, you represent that you have a reasonable basis for the identification and that the contact information you provide belongs to that person. We act in good faith on your identification, and you are responsible for its accuracy.

9. Intellectual property; third-party and open-source software; feedback

The Service, including its software, design, and content (other than Your Content), is owned by Sumnote and its licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable right to use the Service in accordance with these Terms.
If you connect third-party services (such as Zoom or Google), your use of those services is governed by their own terms and privacy policies, and we are not responsible for them.
The Service includes third-party open-source software. A list of that software and its licenses is available at /third-party-notices.txt.
Feedback. If you send us ideas, suggestions, or other feedback about the Service, you grant us a perpetual, irrevocable, royalty-free right to use it without restriction or obligation to you. Feedback does not include Your Content.

10. Fees; beta

During the closed beta, the Service is provided free of charge unless your Beta Agreement states otherwise. If we introduce paid plans, the applicable fees and payment terms will be presented to you before you incur any charge, and payments will be processed by our payment processor (Stripe). Beta-specific commercial terms, if any, are set out in your separate Beta Agreement.

11. Indemnification

You will defend, indemnify, and hold harmless Sumnote and its officers, directors, employees, and agents from and against any claims, damages, liabilities, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) Your Content; (b) your use of the Service; (c) your recording of any conversation, including any failure to inform participants or obtain required consents (Section 6); (d) your breach of Section 7 (prohibited content and use cases); or (e) your breach of these Terms or violation of any law or the rights of a third party.

12. Disclaimers

The Service is provided on a pre-release / beta basis and “as is” and “as available.” To the maximum extent permitted by law, Sumnote disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that transcriptions, extractions, or speaker attributions will be accurate or complete. You are responsible for reviewing the Service’s output before relying on it.

Nothing in these Terms excludes, restricts, or modifies any guarantee, right, or remedy that you have under applicable law and that cannot lawfully be excluded, including the consumer guarantees under the Australian Consumer Law and any non-excludable rights under Canadian or U.S. consumer-protection law. Where a right or guarantee cannot be excluded but our liability for breach may be limited, our liability is limited as set out in Section 13.

13. Limitation of liability

To the maximum extent permitted by law:

Sumnote will not be liable for any indirect, incidental, special, consequential, or exemplary damages, or for any loss of profits, revenue, data, or goodwill, arising out of or related to the Service or these Terms, even if advised of the possibility.
Sumnote’s total aggregate liability arising out of or related to the Service or these Terms will not exceed the greater of (i) the amount you paid us for the Service in the 12 months before the event giving rise to the liability, or (ii) CAD 100.

Some jurisdictions do not allow certain limitations, in which case the above applies to the fullest extent permitted, and the savings clause in Section 12 applies.

14. Suspension and termination

You may stop using the Service and delete your account at any time. Account deletion is subject to a 30-day grace period during which you can change your mind by signing back in; after that, deletion is permanent, as described in the Privacy Policy.
We may suspend or terminate your access if you breach these Terms, if required by law, or if necessary to protect the Service or other users; where practicable we will give notice.
On termination, your right to use the Service ends. We delete your data following account deletion as described in the Privacy Policy. Sections that by their nature should survive (including Sections 4 (ownership), 6, 7, 9 (feedback), 11, 12, 13, and 15) survive termination.

15. Governing law and disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there, without regard to conflict-of-laws rules. Subject to any non-excludable right you have to bring proceedings in your place of residence, the courts located in Ontario, Canada will have jurisdiction over any dispute, and you consent to that jurisdiction. Nothing in this section deprives you of the protection of mandatory consumer-protection laws of your place of residence.

16. Changes to these Terms

We may update these Terms from time to time. If we make a material change, we will notify you (or your account’s administrators) and update the “Last updated” date. Your continued use of the Service after a change takes effect means you accept the updated Terms; if you do not agree, stop using the Service.

17. General

Entire agreement. These Terms, the Privacy Policy, and any applicable Beta Agreement are the entire agreement between you and Sumnote regarding the Service and supersede prior agreements on that subject.
Severability. If any provision is held unenforceable, the rest remain in effect.
No waiver. Our failure to enforce a provision is not a waiver of it.
Assignment. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.
Force majeure. We are not liable for delays or failures caused by events beyond our reasonable control.

18. Contact

Sumnote Inc., 52 Mabelle Avenue, Etobicoke, Ontario M9A 4X9, Canada. Questions about these Terms? Reach us using the form below, or email privacy@sumnote.com.