Terms of Service

These Terms of Service (the “Terms”) form a binding agreement between you and COUBUS OÜ, a private limited company registered in Estonia (registry code 14419079; VAT number EE102258750), with its registered office at Vesivärava tn 50-301, 10152 Tallinn, Estonia (“Spotrum”, “we”, “us”, or “our”). They govern your access to and use of the Spotrum websites at spotrum.com and online.spotrum.com, our applications, and all related services (together, the “Service”).

By creating an account, subscribing to a paid plan, or otherwise using the Service, you agree to these Terms and to our Privacy Policy. If you are using the Service on behalf of an organisation, you represent that you are authorised to bind that organisation, and “you” refers to that organisation. If you do not agree, do not use the Service.

1. The Service

Spotrum is a web-based platform for live voice and video rooms — including walkie-talkie, broadcast/podium and conference modes — with real-time chat, file sharing, cloud recording, AI transcription and summaries, and tamper-evident PDF reports. Specific features, capacity and usage limits depend on your plan and are described on our Pricing page. We may add, change, or remove features over time; where a change materially reduces a core paid feature, we will give reasonable prior notice.

2. Eligibility and accounts

You must be at least 16 years old (or the age of digital consent in your country) to use the Service. You are responsible for the accuracy of your account information, for keeping your credentials secure, and for all activity that occurs under your account. Notify us promptly at security@spotrum.com if you suspect unauthorised use. You may use OAuth providers (such as Google or Apple) to sign in, subject to their terms.

3. Plans, billing and renewals

Spotrum offers a free plan and paid subscriptions (Pro and Premium) billed monthly or annually. Paid plans are processed by our payment provider, Stripe Payments Europe. By subscribing, you authorise us, through Stripe, to charge your payment method the applicable fees plus any taxes on a recurring basis until you cancel.

• Auto-renewal. Subscriptions renew automatically at the end of each billing period at the then-current rate for your plan, unless cancelled before the renewal date.
• Taxes (VAT). Prices are shown excluding VAT. Applicable VAT or other sales taxes are calculated and added at checkout based on your location. Business customers in the EU may provide a valid VAT identification number, in which case the reverse-charge mechanism may apply.
• Regional pricing. We may offer discounts for certain countries (purchasing-power parity). Eligibility is determined at checkout and may change.
• Price changes. We may change prices. Existing subscribers will be notified in advance, and any change takes effect from the next renewal. Continued use after a price change constitutes acceptance.
• Plan changes. Upgrades take effect immediately with a prorated charge for the remainder of the current period. Downgrades take effect at the end of the current billing period. Plan-level capabilities apply according to your active plan.
• Self-service. You can change plans, update your payment method, download invoices, and cancel at any time from the billing area, which opens the Stripe Customer Portal.

4. Cancellation and refunds

You may cancel at any time. Cancellation stops future renewals; your paid features remain active until the end of the period you have already paid for, after which the account reverts to the free plan. Except where required by law, fees already paid are non-refundable and we do not provide refunds or credits for partial periods, unused capacity, or downgrades.

If you are a consumer in the EU, you normally have a 14-day right of withdrawal for distance purchases. Because the Service is digital content and services supplied immediately, by subscribing and requesting immediate access you acknowledge that you expressly consent to immediate performance and acknowledge that you lose the right of withdrawal once the Service has been fully provided. Statutory consumer rights that cannot be waived are not affected.

5. Your content and ownership

You retain all rights to the audio, video, chat messages, files, transcripts and other materials you and your participants create or upload (“Your Content”). You grant us a limited, worldwide, non-exclusive licence to host, store, process, transmit and display Your Content solely as needed to operate and provide the Service to you (for example, to relay live audio, generate transcripts you request, and render reports). We do not sell Your Content and we do not use it to train AI models.

You are responsible for Your Content and for having the necessary rights and consents to it. You may delete recordings and files at any time; after the applicable retention window, deletion is automatic.

6. Recording and participant consent

Recording and AI processing are controlled by the room host and are off by default on new rooms. Laws on recording conversations vary by jurisdiction and may require the knowledge or consent of all participants. As the host, you are solely responsible for complying with those laws and for informing participants when recording, transcription or AI summarisation is active. You must not record or process anyone without the consent required by applicable law.

7. Acceptable use

You agree not to, and not to permit anyone to:

• use the Service to violate any law or the rights of others, including privacy, publicity, and intellectual-property rights;
• harass, threaten, defame, or harm others, or transmit unlawful, abusive, or hateful content;
• upload malware, attempt to gain unauthorised access, probe or test the vulnerability of our systems, or interfere with the integrity or performance of the Service;
• circumvent plan limits, usage quotas, billing, or access controls;
• resell, sublicense, or provide the Service to third parties except as expressly permitted; or
• use the Service to send spam or to record people unlawfully.

We may remove content or suspend access that we reasonably believe violates these Terms or applicable law.

8. AI features

When you enable transcription or summaries, the relevant audio is transmitted over encrypted connections to our AI sub-processor for processing, and the result is returned to your room. AI output may contain errors; you are responsible for reviewing it before relying on it. See our Privacy Policy for details on sub-processors and data handling.

9. Verifiable reports

Exported PDF reports may include a Report ID and an HMAC-signed link to a public verification page. The verification page confirms a report’s authenticity and metadata only; it does not disclose transcript content. You are responsible for how you distribute exported reports.

10. Intellectual property

The Service, including its software, design, trademarks, and content we provide (excluding Your Content), is owned by Spotrum or our licensors and is protected by intellectual-property laws. We grant you a limited, revocable, non-transferable, non-exclusive right to use the Service in accordance with these Terms. No other rights are granted.

11. Third-party services

The Service relies on third parties such as Stripe (payments), our AI provider (transcription and summaries), hosting and communications infrastructure. Your use of the Service may be subject to those providers’ terms. We are not responsible for third-party services we do not control.

12. Disclaimers

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that AI output will be accurate. Statutory warranties that cannot be excluded remain in force.

13. Limitation of liability

To the maximum extent permitted by law, Spotrum will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, or goodwill. Our total aggregate liability arising out of or relating to the Service or these Terms will not exceed the greater of (a) the amount you paid to us for the Service in the twelve months before the event giving rise to the liability, or (b) EUR 100. Nothing in these Terms limits liability that cannot be limited under applicable law, including liability for gross negligence, wilful misconduct, or mandatory consumer protections.

14. Indemnification

You agree to indemnify and hold Spotrum harmless from claims, damages, and reasonable expenses (including legal fees) arising from Your Content, your use of the Service in breach of these Terms, or your violation of law or the rights of a third party. This section does not apply to consumers where prohibited by law.

15. Suspension and termination

You may stop using the Service and delete your account at any time. We may suspend or terminate access if you materially breach these Terms, if required by law, or to protect the Service or other users. Upon termination, your right to use the Service ceases; provisions that by their nature should survive (such as ownership, disclaimers, limitation of liability, and governing law) will survive.

16. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will provide reasonable notice (for example, by email or in-product notice) before they take effect. Your continued use after the effective date constitutes acceptance of the updated Terms.

17. Governing law and disputes

These Terms are governed by the laws of the Republic of Estonia, without regard to conflict-of-laws rules. The courts of Estonia have exclusive jurisdiction over disputes arising from these Terms, except that, if you are a consumer, you benefit from the mandatory protections and the courts of your country of residence as provided by applicable law. EU consumers may also use the European Commission’s Online Dispute Resolution platform.

18. General

These Terms, together with the Privacy Policy and any plan-specific terms, are the entire agreement between you and Spotrum regarding the Service. If any provision is found unenforceable, the remaining provisions remain in effect. Our failure to enforce a right is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. Neither party is liable for delays or failures caused by events beyond its reasonable control.

19. Contact

COUBUS OÜ, Vesivärava tn 50-301, 10152 Tallinn, Estonia. Questions about these Terms: legal@spotrum.com. General support: hello@spotrum.com.

These Terms are provided in English. If we offer a translation, the English version prevails in case of conflict.