Terms of Use

RoomX is an intelligent meeting-room operating system provided by Sotalabs. By creating an account, joining a workspace, pairing a device, joining a room, or otherwise using RoomX, you agree to these Terms.

If you use RoomX on behalf of a company, school, agency, or other organization, you represent that you are authorized to bind that organization. In that case, “you” includes both you and the organization.

If you do not agree to these Terms, you must not access or use RoomX.

You may use RoomX only if you can form a binding agreement under applicable law and are not barred from using the service.

Organizations are responsible for ensuring that their users, administrators, contractors, and guests are permitted to use RoomX.

RoomX is not directed to children and must not be used to knowingly collect personal information from children without appropriate legal authority and consent.

You agree to provide accurate account and workspace information and keep it current.

You are responsible for protecting sign-in credentials, connected identity providers, room pairing codes, QR join flows, and administrator access.

Notify us promptly if you believe your account, workspace, device, or room has been compromised.

You must not use RoomX to violate privacy, recording-consent, employment, intellectual-property, export-control, or other applicable laws.

You must not upload malware, probe systems, bypass rate limits, scrape private data, overload infrastructure, or attempt unauthorized access.

You must not use RoomX to generate, store, or distribute illegal, harmful, abusive, discriminatory, deceptive, or rights-infringing content.

User Content includes audio, transcripts, notes, summaries, action items, files, room names, attendee information, prompts, comments, and workspace configuration.

You grant Sotalabs a worldwide, non-exclusive, limited license to host, process, transmit, display, and back up User Content as needed to operate RoomX.

You represent that you have all rights, permissions, notices, and consents required to submit User Content to RoomX.

RoomX may generate transcripts, summaries, topics, decisions, action items, follow-ups, search results, and other AI-assisted outputs.

AI outputs can be incomplete, outdated, biased, or incorrect. You are responsible for reviewing outputs before relying on them for legal, employment, financial, medical, security, or operational decisions.

Unless a separate written agreement says otherwise, we do not use your private meeting audio, transcripts, or workspace content to train foundation models.

Our Privacy Policy explains what data we collect, why we collect it, how we share it, retention practices, security controls, and your rights.

Workspace administrators may control retention, access, exports, integrations, device settings, room membership, and user permissions.

You are responsible for providing legally required notices and obtaining consent before recording, transcribing, or analyzing meetings with RoomX.

Fees are billed according to the plan, order form, checkout page, or written agreement that applies to your workspace.

Unless stated otherwise, subscriptions renew automatically until cancelled. You authorize us or our payment processor to charge applicable fees, taxes, and renewal amounts.

Payments are generally non-refundable except where required by law or expressly stated in a separate agreement.

You may stop using RoomX at any time. Workspace admins may remove users, unpair devices, export permitted content, or close workspaces according to plan settings.

We may suspend or terminate access if you violate these Terms, fail to pay, create security risk, expose us to liability, or misuse the service.

After termination, certain provisions survive, including payment obligations, ownership, confidentiality, disclaimers, limitations of liability, and dispute terms.

To the maximum extent permitted by law, Sotalabs disclaims warranties of merchantability, fitness for a particular purpose, title, non-infringement, and uninterrupted availability.

RoomX may be affected by network conditions, room acoustics, device configuration, third-party services, user behavior, and model limitations.

Beta, preview, experimental, or evaluation features may change, break, or be discontinued without notice.

We are not liable for lost profits, lost revenue, lost data, business interruption, reputational harm, or indirect, special, incidental, punitive, exemplary, or consequential damages.

Our aggregate liability for claims relating to RoomX is limited to the greater of the fees paid by you for RoomX in the three months before the claim or USD 100.

Some jurisdictions do not allow certain exclusions or limitations, so parts of this section may not apply to you.

Any dispute will be handled in the courts or dispute forum specified in your order form or separate written agreement, if applicable.

If no separate agreement applies, disputes will be resolved in a competent court located in the jurisdiction where Sotalabs is established.

Nothing in these Terms limits mandatory consumer rights or rights that cannot be waived under applicable law.

The updated Terms become effective on the date stated in the notice or, if no date is stated, when posted.

Your continued use of RoomX after changes become effective means you accept the updated Terms.

If you do not agree to the updated Terms, you must stop using RoomX before they take effect.

For legal notices, billing questions, enterprise agreements, security concerns, or privacy questions, contact the appropriate support channel listed in your workspace or on our website.

When contacting us, include your workspace name, account email, relevant room or device identifier, and a clear description of the request.

We may require identity or authority verification before responding to account, workspace, billing, or legal requests.