SC Tech logo SC Meeting Minutes

Terms of Service

Effective date: 17 Feb 2026

These Terms of Service ("Terms") govern your access to and use of SC Meeting Minutes (the "Service") operated by SC Technology (PTY) LTD ("we", "us", "our"). By clicking Accept or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

If you use the Service on behalf of an organisation, you represent that you have authority to bind that organisation. "You" and "your" refer to you and/or that organisation.

1. Beta / MVP status

The Service is currently provided as a beta / MVP for testing and feedback. The Service may change, be interrupted, or be withdrawn at any time. The Service is currently offered free of charge.

2. No account, public access, and session-based use

The Service is publicly accessible and does not require an account or login.

Because there is no account:

  • the Service does not provide persistent history or retrieval of prior meeting minutes; and
  • outputs are delivered to you at the time of use and are not linked to an account profile.

Your web browser may temporarily hold working information (for example transcript text, conversation context, or draft minutes) in memory while your tab is open. Closing the tab generally clears that in-session state.

3. Customer Content

"Customer Content" means any content you submit to the Service, including:

  • audio recordings;
  • uploaded documents (including agendas and prior minutes);
  • meeting details entered into forms (for example meeting title and date);
  • text instructions or prompts; and
  • generated outputs (minutes, summaries, action items).

You retain all rights you have in Customer Content. You grant us a limited, non-exclusive licence to process Customer Content solely to provide, secure, maintain, and support the Service.

4. How the Service processes Customer Content

To provide the Service, Customer Content may be processed as follows:

  1. 1) Transcription (audio): if you upload audio, the audio is transmitted to a transcription provider using an EU processing endpoint to convert audio to text. We have opted out of AssemblyAI data sharing for model improvement for our account. After a transcript reaches a terminal state in our workflow, we issue a delete request to remove it from AssemblyAI.
  2. 2) Minutes generation (text and documents): transcripts and any documents you upload for context may be transmitted to an AI provider to generate minutes and related outputs. We configure our OpenAI account and API usage to reduce retention, including disabling API call logging in OpenAI Data Controls and disabling request-level storage where supported. This processing may occur outside South Africa (including in the United States) depending on provider infrastructure and configuration.
  3. 3) Delivery: outputs are returned to you through the Service.

You acknowledge that Customer Content may contain personal information, confidential information, or sensitive information depending on what you submit.

Although we configure provider controls as described above, providers may still process limited operational metadata and may retain data where required for security, abuse prevention, legal, or compliance purposes under their policies.

5. Storage and retention

5.1 Our application does not intentionally persist Customer Content

The Service is designed to process Customer Content transiently:

  • uploaded documents are handled during request processing and are not stored in our application database or object storage;
  • generated minutes are produced in memory and returned in the response and are not stored in our application database or object storage; and
  • Customer Content is discarded when processing completes (request lifecycle).

5.2 Provider-side controls and retention posture

  • OpenAI: API call logging is disabled in OpenAI Data Controls for the project/org used by this Service, and requests are sent with storage disabled where supported.
  • AssemblyAI: we use the EU endpoint, our account is opted out of data sharing for model improvement, and we issue transcript deletion requests once processing reaches a terminal state in our workflow.

5.3 Operational logs (including IP addresses)

We maintain standard server and web server logs (for example access and error logs) to support:

  • security and abuse prevention;
  • performance and reliability monitoring; and
  • troubleshooting during beta.

These logs may include IP address, timestamps, user agent, requested path, response code, and timing metrics. We do not intentionally log the contents of Customer Content in operational logs.

We currently operate without a fixed published retention period for operational logs while the Service is in beta. We will retain such logs only as long as reasonably necessary for the purposes described above and may update retention practices as the Service matures.

6. Subprocessors and cross-border processing

We use third-party service providers ("Subprocessors") to provide functionality such as transcription and AI processing. Customer Content will be transmitted to and processed by Subprocessors solely to provide the Service. Customer Content may be processed in jurisdictions outside South Africa depending on provider infrastructure and configuration. You acknowledge this cross-border processing. A current list of Subprocessors and their roles is available at: /subprocessors. We may update Subprocessors from time to time and will update this list accordingly.

7. Diagnostics and support (user opt-in)

If you experience an issue, the Service may offer a "Send diagnostic data" option. If you explicitly opt in, diagnostic data may include the conversation context, transcript text, uploaded documents, and generated minutes associated with the issue, and may be reviewed by authorised personnel solely for debugging, support, performance analysis, or security investigation purposes. If you do not opt in, we will not request diagnostic uploads from you as part of standard use of the Service.

8. Human review for debugging and security

We generally do not review Customer Content. However, where you opt in to diagnostics or where it is reasonably necessary to investigate abuse or security incidents, authorised personnel may access limited information (including potentially content) to the minimum extent necessary for those purposes.

9. Your responsibilities (including recording consent)

You are responsible for:

  • ensuring you have the legal right to record meetings and submit Customer Content;
  • obtaining any required consents from meeting participants for recording, transcription, and processing (including cross-border processing where applicable);
  • ensuring Customer Content does not violate any law, confidentiality obligation, or third-party right; and
  • verifying outputs before relying on them or sharing them.

You should avoid submitting unnecessary personal information and minimise sensitive content where reasonably possible.

10. Acceptable use and prohibited content

You may not use the Service to:

  • violate any law or regulation;
  • upload malware or attempt to disrupt or interfere with the Service;
  • submit content you do not have the right to use or share (including copyrighted audio or documents without permission);
  • infringe privacy, confidentiality, or intellectual property rights;
  • submit credentials, passwords, identity numbers, banking details, security secrets, or similarly sensitive information unless you have a lawful basis and it is strictly necessary; or
  • use the Service in a way that could cause harm to others.

We may restrict or block access to the Service at any time to protect the Service, users, or third parties, or to comply with legal obligations.

11. AI output disclaimer

The Service uses automated and AI-based methods to generate outputs. Outputs may be inaccurate, incomplete, or misleading. You are responsible for reviewing and verifying outputs before relying on them, sharing them, or treating them as official records. The Service does not provide legal, medical, tax, financial, or other professional advice.

12. Privacy and cookies

The Service does not currently use cookies or browser local storage mechanisms (such as localStorage or sessionStorage) to persist user content. Any separate privacy notice we publish may provide additional detail on processing practices and forms part of your understanding of how the Service operates.

13. Intellectual property

The Service (excluding Customer Content), including its software, design, and underlying technology, is owned by us or our licensors and is protected by applicable intellectual property laws. If you provide feedback or suggestions, you grant us the right to use them to improve the Service without obligation or compensation.

14. Suspension and termination

You may stop using the Service at any time.

We may suspend, restrict, or terminate access to the Service at any time:

  • for breach of these Terms;
  • to protect the Service, users, or third parties; or
  • to comply with law.

15. Disclaimer

To the maximum extent permitted by law, the Service is provided "as is" and "as available" without warranties of any kind, whether express or implied.

16. Limitation of liability

To the maximum extent permitted by law:

  • we will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, goodwill, or data; and
  • our total liability for any claim arising out of or relating to the Service will not exceed ZAR 0, as the Service is currently provided free of charge.

Nothing in these Terms limits liability that cannot be limited under applicable law.

17. Changes to the Service or Terms

We may update the Service and these Terms from time to time. Updates take effect when posted. Your continued use of the Service after changes are posted means you accept the updated Terms.

18. Governing law and jurisdiction

These Terms are governed by the laws of the Republic of South Africa. The courts of Cape Town, South Africa will have jurisdiction, unless applicable law requires otherwise.

19. Contact

Questions about these Terms can be sent to:

support@sctechnology.co.za

https://sctechnology.co.za/