Terms of Service

1.1 By creating an account, ticking an acceptance box, signing Schedule 2 or an order form, or using the Service, you accept these Terms. This is an electronic record under the Information Technology Act, 2000 and does not require a physical signature to be valid; it may also be executed by electronic or physical signature in Schedule 2.

1.2 The agreement consists of (in order of precedence): any signed order form; these Terms including their Schedules; the Refund & Cancellation Policy; and the Privacy Policy, Cookie Policy and Security Policy, which are incorporated by reference.

1.3 If you accept on behalf of an organisation, you confirm that you are authorised to bind it.

• Service — the Vaani AI web application, meeting bot, browser extension, APIs and related documentation.
• Customer Content — recordings, transcripts, minutes, attachments and other data submitted to or generated in the Service for the Customer.
• Authorised User — a person the Customer permits to use its account.
• Plan — the Free, Starter, Advance, Premium or Pay As You Go plan, or an enterprise plan in an order form.
• Credit / meeting hour — 60 minutes of processed meeting audio, billed proportionally.

3.1 You must be at least 18 years old and competent to contract under the Indian Contract Act, 1872.

3.2 You must provide accurate information, keep credentials confidential, and notify us promptly at support@vaaniai.com of any unauthorised use. You are responsible for activity under your account and for your Authorised Users.

4.1 Subject to these Terms and payment of applicable fees, we grant you a non-exclusive, non-transferable right during the term to use the Service for your internal business or personal purposes.

4.2 Features and availability are described on our website. Features marked “Beta”, “In Development” or “Coming Soon” are not part of the committed Service. We may improve or change the Service; we will not materially reduce core functionality of a paid Plan during a paid period without notice.

4.3 No uptime commitment, service-level agreement or extended support applies unless agreed in a signed order form.

5.1 You are solely responsible for (a) informing every meeting participant that the meeting will be recorded, transcribed and summarised by an AI service; (b) obtaining any consent required by law, contract or your organisation’s policies; and (c) complying with the terms of the meeting platform.

5.2 You must not use the Service to record any conversation covertly, unlawfully intercept communications, or record where a participant has objected.

You must not, and must not allow others to:

• upload or process content that is unlawful, defamatory, obscene, infringing, or that violates the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021;
• process children's personal data without verifiable parental consent;
• probe, scan or test the vulnerability of the Service, or bypass security or usage limits, except under our responsible-disclosure process;
• reverse engineer the Service, resell it, or use it to build a competing product;
• introduce malware, overload the Service, or interfere with other customers;
• use the Service to make decisions with legal effect about a person solely on the basis of AI output.

7.1 You retain all rights in Customer Content. You grant Vaani AI a limited licence to host, copy, transmit and process Customer Content solely to provide, secure and support the Service and as required by law.

7.2 You confirm you have the rights and consents needed for us to process Customer Content as described in the Privacy Policy.

7.3 You may export or delete Customer Content at any time while your account is active. After termination we delete it within 90 days, except copies we must retain by law.

8.1 Transcripts and minutes are generated automatically and may be inaccurate or incomplete. They are drafts for your review. You are responsible for reviewing, correcting and approving output before relying on it or sending it to others.

8.2 Board Meeting and General Meeting formats are drafts modelled on ICSI Secretarial Standards SS-1 and SS-2. They are not legal or secretarial advice and do not replace the responsibilities of the company, its directors, company secretary or professional advisers under the Companies Act, 2013.

The Service works with third-party platforms and providers (for example Zoom, Google Meet, Microsoft Teams, Google, Razorpay) listed in the Privacy Policy. Your use of those platforms is governed by their terms. We are not responsible for third-party services outside our control, including a host declining to admit our meeting bot.

10.1 Prices are published on our pricing page in Indian Rupees and are exclusive of GST wherever applicable. Tax invoices are issued for paid transactions.

10.2 Subscription Plans renew automatically for the same period until cancelled. Recurring payments are collected through Razorpay under the Reserve Bank of India framework for e-mandates, including authentication at registration and a pre-debit notification before each charge. You can cancel the mandate at any time through your bank, card issuer or UPI app, or by cancelling your Plan as described in the Refund & Cancellation Policy.

10.3 Included meeting hours renew each billing period and do not roll over. Usage beyond included hours is charged from your paid wallet at the published Pay As You Go rate. If the wallet balance is insufficient, new processing may be blocked until you recharge.

10.4 Promotional and referral credits have no cash value, are non-transferable, cannot be withdrawn and expire as stated when issued.

10.5 We may change prices with at least 30 days’ notice. Changes apply from your next renewal.

Cancellation and refunds are governed by the Refund & Cancellation Policy, which forms part of these Terms. Nothing in these Terms limits rights you have as a consumer under the Consumer Protection Act, 2019.

Support is provided by email at support@vaaniai.com and by phone or WhatsApp at +91-80978 16346, Monday to Saturday, 9:00 AM – 6:00 PM IST (excluding public holidays in Maharashtra). We aim to respond during business hours.

The Service, its software, design, trademarks and documentation are owned by Vaani AI or its licensors. No rights are granted except as expressly stated. If you send us feedback, we may use it without obligation to you.

Each party will protect the other’s confidential information with at least reasonable care, use it only to perform this agreement, and disclose it only to personnel and providers who need to know it and are bound by similar obligations, or where required by law. Customer Content is your confidential information.

Each party will comply with applicable data protection law, including the Digital Personal Data Protection Act, 2023 and the rules under it. Where we process personal data in Customer Content on your behalf, Schedule 1 applies.

16.1 We will provide the Service with reasonable skill and care. Each party warrants that it has authority to enter this agreement.

16.2 To the extent permitted by law, the Service is otherwise provided “as is” and “as available”. We do not warrant that it will be uninterrupted or error-free, or that AI output will be accurate.

17.1 Neither party is liable for indirect, incidental, special or consequential loss, or for loss of profits, revenue, goodwill or data, even if advised of the possibility.

17.2 Each party’s total liability arising out of or relating to this agreement is limited to the fees paid or payable by the Customer to Vaani AI in the 12 months before the event giving rise to the claim.

17.3 These limits do not apply to liability that cannot be limited by law, to fraud, to a party’s indemnity obligations, or to the Customer’s payment obligations.

You will indemnify Vaani AI against third-party claims arising from Customer Content, from recordings made without required notice or consent, or from your breach of sections 5 or 6. We will indemnify you against third-party claims that the Service, used as permitted, infringes their intellectual property rights in India. The indemnified party must notify the other promptly and allow it to control the defence.

19.1 This agreement continues until terminated. You may close your account at any time. Either party may terminate for material breach not cured within 15 days of written notice.

19.2 We may suspend access immediately where needed to prevent harm to the Service or others, to comply with law, or for non-payment, and will restore access once the issue is resolved.

19.3 Sections 7.3, 8, 13, 14, 16, 17, 18, 20 and 22 survive termination.

20.1 This agreement is governed by the laws of India. Subject to section 20.2, the courts at Mumbai, Maharashtra, India have exclusive jurisdiction.

20.2 For business customers, any dispute not resolved by good-faith negotiation within 30 days will be referred to arbitration by a sole arbitrator under the Arbitration and Conciliation Act, 1996. The seat and venue will be Mumbai and the language English.

20.3 Consumers may in addition approach a consumer commission under the Consumer Protection Act, 2019 or the National Consumer Helpline.

In accordance with the Information Technology Act, 2000, the rules under it and the Consumer Protection (E-Commerce) Rules, 2020, complaints may be sent to:

We acknowledge complaints within 48 hours, provide a reference number, and aim to resolve them within one month of receipt.

• Notices: we send notices to your account email; you send notices to support@vaaniai.com and our address above.
• Changes: we may update these Terms by posting a new version with at least 30 days' notice for material changes. Continued use after the effective date is acceptance. A signed order form can only be changed in writing by both parties.
• Force majeure: neither party is liable for delay caused by events beyond its reasonable control.
• Assignment: you may not assign this agreement without our consent; we may assign it to a successor of our business.
• Severability and waiver: an unenforceable provision is modified to the minimum extent necessary; failure to enforce is not a waiver.
• Entire agreement: this agreement is the entire agreement between the parties on its subject matter.

This Schedule applies where Vaani AI processes personal data contained in Customer Content on behalf of the Customer.

• Roles: the Customer is the Data Fiduciary and Vaani AI is the Data Processor.
• Instructions: Vaani AI processes personal data only to provide the Service in accordance with these Terms and the Customer's documented instructions given through the Service or in writing.
• Confidentiality: personnel with access are bound by confidentiality obligations and access is limited to what is necessary.
• Security: Vaani AI maintains the safeguards described in its Security Policy.
• Sub-processors: the Customer authorises the sub-processors listed in the Privacy Policy. Vaani AI will update that list before adding a new sub-processor; the Customer may object on reasonable data-protection grounds and, if unresolved, terminate the affected Service.
• Assistance: Vaani AI will reasonably assist the Customer to respond to data principal requests and to meet its security and breach-notification obligations.
• Breaches: Vaani AI will notify the Customer without undue delay after becoming aware of a personal data breach affecting Customer Content, with the information reasonably available.
• Deletion: at the end of the Service, Vaani AI will delete Customer Content within 90 days, unless the law requires retention.
• Audit: on reasonable written notice, no more than once a year, Vaani AI will provide information reasonably necessary to demonstrate compliance with this Schedule.

Customers who require a signed copy may print this document, complete the details below, and sign. Signature by electronic means under the Information Technology Act, 2000 is valid.

Document VAANI-LGL-002, version 1.1, effective 23 October 2026.