Legal

Terms of service

Last updated October 7, 2026

These terms are an agreement between Note Admin ("Note Admin", "we", "us") and the business that buys or uses Note Admin ("Customer", "you"). By reserving, ordering or using Note Admin you agree to them. If you are accepting on behalf of a company, you confirm you have authority to bind it. Note Admin is sold to businesses, not to consumers for personal use.

1. Definitions

Box: the Note Admin hardware unit, with the Software installed.
Software: the Note Admin software on the Box and in our mobile and web apps, including updates.
Services: the relay that connects apps to your Box, automatic updates and support. Customer-key encrypted backup and recovery are planned for launch, not available yet.
Continued Support: the required per-Box subscription for the Services. Enterprise arrangements require a separate agreement.
Your Content: recordings, transcripts, summaries, speaker names, voiceprints and other data created or stored using Note Admin.

2. Buying a Box

The Box price is a one-time charge shown at checkout, plus applicable tax and shipping. A reservation on our waitlist is not an order and carries no obligation on either side.
Title to the Box hardware and risk of loss pass to you when the carrier delivers it. You own the Box outright.
Every Box is set up and tested with a real recording before it ships. If your Box arrives damaged or does not work at first setup, contact support within 14 days of delivery and we will repair or replace it.
Hardware warranty coverage from the manufacturer is passed through to you to the extent we are permitted to do so. We will help you make warranty claims.
Return and refund terms for Boxes are stated at checkout and confirmed in your order confirmation.

3. Software licence

The Software is licensed, not sold. We grant you a non-exclusive, non-transferable licence to use the Software on the Box and in our apps for your internal business purposes. The licence transfers with the Box if you sell it, provided the new owner accepts these terms. You may not copy, reverse engineer (except where the law allows), resell, or remove the Software from the Box to run it elsewhere. Open-source components are licensed under their own terms; see Open-source credits.

4. Continued Support

Required, per Box. Each Box requires a Continued Support subscription for an initial term of 12 months, starting when the Box is activated or 14 days after delivery, whichever is first. Fees are charged per Box, never per user.
Billing. Continued Support is billed monthly in advance. You authorize us to charge your payment method on file. No annual-prepayment discount is currently offered.
Early cancellation. You may cancel during the initial term, but the fees for the rest of the initial term remain due.
Renewal. After the initial term, the subscription renews monthly unless either side cancels with at least 30 days' notice before the renewal date.
Price changes. We may change contract prices for renewal periods with at least 30 days' notice. Changes never apply to a period you have already paid for.
Non-payment. If fees are more than 15 days overdue after notice, we may suspend the Services until paid.

5. When a contract ends

When Continued Support ends or is suspended, relay access, automatic updates and support for that Box stop. The Box keeps working on your local network with the Software version it last received. Backup is not available yet; its retention and deletion terms will be confirmed before it is enabled.

6. Users per Box

Each Box supports up to 30 user accounts, including simultaneous submissions. Processing time depends on recording length and the number of meetings queued. Note Admin is designed for individual meetings and conversations, not continuous all-day recording. Contact us about larger teams or multiple locations. We may adjust the account limit for new orders, but will not lower it for a Box you already own.

You are solely responsible for making sure every recording you make with Note Admin is lawful, including getting any consent the law requires from every person recorded.

California and other all-party consent states. California law (California Penal Code section 632) prohibits recording a confidential communication without the consent of all parties. Several other states, including Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania and Washington, also require the consent of everyone in the conversation in many situations. When participants are in different states, the strictest applicable law may apply.
What you must do. Before recording, tell all participants that the meeting is being recorded and transcribed, and obtain their consent where required. This includes people joining by phone or video and people outside your company. If someone does not consent, do not record them.
Voiceprints. Some laws (for example the Illinois Biometric Information Privacy Act, and laws in Texas and Washington) regulate voiceprints as biometric data. Before enrolling any person's voiceprint, you must give any required notice and obtain their written consent, and you must honor requests to delete it.
Workplace rules. You are responsible for complying with employment, labor and privacy laws and any agreements that apply to recording your employees, customers or others.
Our notice is not your consent. Note Admin shows a notice when recording. That notice is a convenience and does not replace your legal obligations.

You agree to indemnify us against claims arising from recordings you made or voiceprints you enrolled without a required consent.

8. Your Content

You own Your Content. It is stored on your Box. Remote access passes information through our relay; connecting your own AI can also send information to the provider you choose. We do not use Your Content to train models or for advertising. If you share content with support, we use it to investigate your request.

Planned for launch; not available yet: encrypted off-box backup and recovery with a customer-held Backup Recovery Code. Under this design, we cannot decrypt your backup or replace a lost code. Keep the code separate from the Box; losing both means the backup cannot be restored. Recovery requires your code and a compatible replacement Box. Replacement hardware is not included in the monthly subscription; existing warranty rights in section 2 are unchanged. Backup availability and service terms will be confirmed before it is enabled.

9. Connecting your own AI

Note Admin lets you connect AI assistants and other tools you choose (for example through the Model Context Protocol). When you connect a third-party tool, you decide what it can access, and your use of it is governed by that provider's terms and privacy policy. We are not responsible for third-party tools or what they do with data you give them.

10. Acceptable use

You will not use Note Admin to:

record people unlawfully or without required consent;
break the law, infringe others' rights, or harass anyone;
interfere with or attempt to gain unauthorized access to the relay, other customers' Boxes or our systems;
resell the Services or use them to provide a service to third parties without our written agreement.

11. Transcript accuracy

Automatic transcripts, speaker labels and summaries can contain errors. Review them before relying on them for legal, medical, financial or other important decisions.

12. Disclaimers

Except as stated in section 2 and any manufacturer warranty passed through to you, Note Admin and the Services are provided "as is" and "as available". To the extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not promise the relay will be uninterrupted; the Box continues to work on your local network if the relay is unavailable.

13. Limitation of liability

To the extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or lost data, and our total liability for any claim relating to Note Admin is limited to the amounts you paid us in the 12 months before the claim. These limits do not apply to your payment obligations or your indemnity obligations.

14. Changes to these terms

We may update these terms. We will post the new version here and, for material changes, email your account admin at least 30 days before they take effect. Changes do not apply retroactively.

15. Governing law

These terms are governed by the laws of the State of California, without regard to conflict-of-law rules. The state and federal courts located in California have exclusive jurisdiction, and both parties consent to them.

16. Contact

Note Admin · support@noteadmin.com · hello@noteadmin.com