Terms of Service
For the Transcriptmate service operated by Hinter Sp. z o.o.
Effective date: 01 September 2025
1) Introduction
These Terms of Service (the "Terms") govern the use of the Transcriptmate website and web application available at transcriptmate.com (collectively, the "Service"). By using the Service you accept these Terms and agree to comply with them.
The Service is provided by Hinter Sp. z o.o., with its registered office at ul. Ignacego Mościckiego 1, 24‑110 Puławy, Poland, entered into the register of entrepreneurs kept by the District Court Lublin‑Wschód in Lublin with its seat in Świdnik, 6th Commercial Division of the National Court Register under KRS 0000812678, NIP 7162827816, REGON 384805111, share capital PLN 10,000 (the "Provider"). Contact: hello@transcriptmate.com.
These Terms are made available free of charge in a manner enabling their storage and reproduction. If you do not agree with the Terms, please do not use the Service.
2) Definitions
Account – a user account created in the web app at app.transcriptmate.com enabling access to features of the Service.
Materials – any files and information you upload or submit to the Service (e.g., audio/video recordings, prompts and metadata).
AI Outputs – materials generated by the Service using AI based on your Materials (e.g., transcripts, summaries, posts, articles, reports).
Pricing – the current pricing and plan limits published on the Service's pricing page.
Pay‑as‑you‑go – one‑off use of the Service without an active subscription, paid per order via the checkout form.
Subscription – a recurring paid plan (monthly or annual) billed automatically via Stripe or by manual invoice ("invoice_manual").
Freemium – a free plan with limited features/quotas as defined on the Pricing page. Freemium is for evaluation and light use only.
FUP – Fair Usage Policy defining acceptable limits of use.
3) Scope of Service
3.1. Transcriptmate provides speech‑to‑text and text processing services, including (i) transcription of audio/video in multiple languages (as advertised on the Service), (ii) translations, diarization/speaker labels, timestamps and data extraction, and (iii) AI content generation based on your Materials (e.g., summaries, articles, notes, posts, reports). The list of features and supported languages may change over time and is published in the Service.
3.2. Service models:
- Freemium – free plan with quotas and feature limitations specified on the Pricing page; non‑transferable; not for bulk/production use.
- Pay‑as‑you‑go – one‑off orders placed through the web form; you may attach multiple files subject to the current limits shown in the form; each order is paid separately at checkout.
- Subscription (Unlimited) – access via an Account; monthly or annual billing; see sections 6–8.
4) Registration and access
4.1. To use Freemium or a Subscription you must create an Account and provide accurate information. You are responsible for safeguarding your login credentials and for all activity under your Account.
4.2. The Provider may suspend or terminate access if you violate these Terms, applicable law, security policies, or the FUP.
5) Fair Usage Policy (FUP)
5.1. The Service is offered under a fair‑use model. Abuse (including but not limited to circumventing plan limits, creating multiple free Accounts to bypass quotas, or automated scraping) is prohibited.
5.2. Unlimited plans are capped at 730 hours of audio per calendar month per Account. Repeated or egregious breaches may lead to throttling, temporary suspension or permanent closure of the Account.
5.3. Freemium and Pay‑as‑you‑go quotas/limits (including file size, duration, number of uploads and concurrent jobs) are defined on the Pricing page and in the upload form and may be adjusted from time to time.
6) Orders and delivery
6.1. Pay‑as‑you‑go: the order is accepted for processing once your payment is received. Delivery times shown in the Service are estimates; we aim to complete orders within 48 hours unless prevented by circumstances beyond our control.
6.2. Subscriptions/Freemium: processing begins after Account activation (and, for paid plans, after payment confirmation). The Service is provided on a continuous basis during your current billing cycle, subject to plan limits and FUP.
6.3. The Provider may refuse to process Materials that are unreadable, malicious or unlawful. You remain solely responsible for your Materials.
7) Payments and invoicing
7.1. Payment methods. Subscriptions are billed either (i) automatically via Stripe (card/Apple Pay/Google Pay) or (ii) by manual invoice ("invoice_manual"). Pay‑as‑you‑go orders are paid via the payment operator(s) indicated in checkout (which may include Stripe and/or a local gateway).
7.2. Billing cycles. Subscriptions renew automatically (monthly or annually) until cancelled. For annual plans we grant 2 months free (12 months of service charged as 10).
7.3. Invoicing rules.
- Pay‑as‑you‑go: invoices are issued in bulk by the 10th day of the following month.
- Stripe: invoices/receipts are issued automatically on the purchase/renewal date and delivered by Stripe.
- Invoice_manual: invoices are issued by the 10th day of the following month (post‑paid) or in advance before the start of service and before each month of service, until you cancel pursuant to section 8.
7.4. Payment terms & dunning. Due dates are as stated on the invoice and are not shorter than 7 calendar days from the issue date. In case of late payment the Provider may charge statutory interest and suspend the Service after prior notice.
7.5. Price changes. Changes do not affect the current paid‑up period. Future changes will be announced at least 14 days in advance; you may cancel before the change takes effect.
8) Cancellations and termination
8.1. Stripe Subscriptions: you can cancel self‑service in the Account panel; cancellation takes effect at the end of the current billing period (no refunds for started periods unless mandatory law provides otherwise).
8.2. Invoice_manual Subscriptions: you may cancel by sending an e‑mail from your Account e‑mail address to hello@transkryptomat.pl with a statement of termination. If your message reaches us by the last day of your current billing period, termination is effective at the end of that period; otherwise at the end of the next period. We will confirm receipt and disable auto‑renewal.
8.3. Consumer withdrawal. If you are a consumer, you may withdraw from a distance contract within 14 days, unless you requested that the Service begin before the end of that period – in such case you may owe a proportionate fee for the service already provided, and once the service is fully performed the right to withdraw no longer applies (Consumer Rights Act).
9) Intellectual property and licence
9.1. The Provider grants you a non‑exclusive, non‑transferable, non‑sublicensable licence to use the Service during your paid period or Freemium use, solely for your internal purposes.
9.2. AI Outputs. To the extent protectable by law, you receive a worldwide, perpetual, non‑exclusive licence to use, modify and distribute AI Outputs created from your Materials (including within your corporate group) once fees due for the relevant scope are paid. You are responsible for verifying AI Outputs before use.
9.3. You must not reverse‑engineer, circumvent security, or use the Service in a manner inconsistent with its intended purpose, except as permitted by mandatory law.
10) User responsibilities and lawful content
10.1. You are solely responsible for your Materials and for ensuring you have all necessary rights and lawful bases to process personal data (e.g., voices, names) contained therein. You must not upload unlawful, harmful or infringing content.
10.2. You will indemnify the Provider against third‑party claims arising from your breach of these Terms or law.
11) Service level & support (SLA)
11.1. We aim for 99.5% monthly uptime, excluding planned maintenance and force majeure.
11.2. Planned maintenance will be announced at least 48 hours in advance and, in principle, scheduled outside business hours or weekends (Poland).
11.3. Support is available on business days 09:00–17:00 CET/CEST at hello@transcriptmate.com. First response targets: P1 Critical – 4h; P2 High – 8h; P3 Normal – 1 business day.
12) Data protection
12.1. For Account/checkout/support data we act as controller. For Materials/AI Outputs we act as processor. The Data Processing Agreement (DPA) forms Annex 1 to these Terms and applies whenever we process personal data on your behalf.
12.2. We currently do not transfer personal data outside the EEA. If this changes we will implement appropriate safeguards and provide prior notice.
12.3. Data retention: export available for 30 days after termination; after that operational deletion begins; backups may retain fragments for up to 90 days.
13) Changes to the Service and to the Terms
We may modify features or these Terms. Material changes will be announced within the Service at least 5 days before they take effect.
14) Liability
The Service and AI Outputs are provided "as is". To the extent permitted by law, we disclaim warranties of merchantability, fitness for a particular purpose and non‑infringement. We are not liable for indirect or consequential damages. Nothing limits liability where it cannot be limited by law.
15) Governing law and disputes
These Terms are governed by Polish law. Disputes will be resolved amicably, and failing that – by competent Polish courts. Consumers may use out‑of‑court dispute resolution bodies or platforms available under applicable law.