Terms of Service

1. Who we are and what these terms cover

Sajilli (سجلي) is an AI meeting-notes service by Gadaou.AI at sajilli.gadaou.ai. It is provided by [legal entity name — to be confirmed], [registered address — to be confirmed] (“Sajilli”, “we”, “us”).

These Terms of Service (“Terms”) apply to your use of the Sajilli website, web application and related services (the “Service”). By creating an account, or by using the Service, you agree to these Terms.

If you use Sajilli for an organization, such as your employer, you confirm that you are allowed to accept these Terms for it, and “you” also means that organization.

2. The Service

Sajilli lets you record meetings in your browser or upload recordings, and turns them into transcripts and meeting notes. Depending on your plan, the Service includes:

• recording in the browser and uploading audio or video files;
• automatic transcription using artificial intelligence, including Arabic and mixed Arabic and English speech;
• AI-generated notes such as summaries, key points, decisions and action items;
• editing, search, share links and exports of your meetings;
• workspaces for teams, with roles, usage limits and billing.

We continuously improve Sajilli and may add, change or remove features. When a change materially reduces what a paid plan includes, we will tell you in advance.

3. Accounts and workspaces

You need an account to use Sajilli. Give accurate information, verify your email address and keep your password secret. An account is for one person; you are responsible for what happens in your account. Tell us promptly if you suspect unauthorized access. You must be at least [minimum age — to be confirmed] years old to use Sajilli.

Meetings belong to a workspace (an organization). Workspace roles decide what each member can do:

• owners and admins manage members, settings and data retention; owners also manage ownership and deletion of the workspace;
• billing members manage the plan and invoices;
• members record and process their own meetings.

A new meeting is private: only the person who created it can open it. Its creator can share it with the whole workspace. Nobody else, including owners and admins, can open, search or export another member’s private meeting, and this stays true when that member leaves or is removed (see “Exporting your data”).

4. Acceptable use

You must use Sajilli lawfully and responsibly. In particular, you must:

• tell the people in a meeting that it is being recorded and processed by an AI service, and obtain every consent the law requires before you record or upload a conversation;
• only upload content you have the right to use;
• not use Sajilli to record people secretly, to harass anyone or to process unlawful content;
• not try to access other customers’ data or accounts, test or bypass our security, or interfere with the Service (for example by overloading it or automating access beyond normal use);
• not upload malware, and not copy, resell or reverse engineer the Service except where the law allows it.

We may suspend access or remove content when we reasonably believe these rules have been broken, the law requires it, or the Service or other customers are at risk. Where appropriate, we will tell you first.

5. Your content

You keep ownership of your recordings, uploaded files, transcripts, notes and everything else you or your workspace put into Sajilli, as well as the AI results produced from them (“your content”).

You give us permission to store, copy, process, transmit and display your content only as needed to provide, secure and support the Service for you, and as you instruct (for example when you create a share link). This permission ends when your content is deleted, subject to the backup periods in the Privacy Policy.

We do not sell your content and we do not use it to train artificial intelligence models ourselves; what our AI providers may do with the content they receive is described in the Privacy Policy. Our staff do not look at meeting contents in the normal course of operations. Access to a transcript for support is an explicit, justified action that is recorded in an audit log; it only happens when needed to help you, to keep the Service secure, or to comply with the law.

You are responsible for your content and for having the rights and consents it requires.

6. AI processing and service providers

To transcribe meetings, Sajilli sends their audio to OpenAI. To produce notes, Sajilli sends the transcript text, speaker names and meeting details (but never audio) to Anthropic. We also rely on providers for hosting, storage and email:

• OpenAI — speech-to-text transcription;
• Anthropic (Claude Fable 5.2) — AI meeting notes;
• Contabo — the virtual private server that runs the application and its database;
• Cloudflare R2 — private storage of meeting audio and encrypted database backups;
• Resend [or the configured SMTP email provider — to be confirmed] — account, security and invitation emails;
• Sentry, only when error monitoring is configured — technical error reports without meeting content;
• [payment processor — to be confirmed] — subscriptions and payments for paid plans, once online payments are enabled.

These providers process data for us under contractual terms. Anthropic keeps the notes requests and responses for 30 days (up to 2 years for content its automated trust and safety systems flag), and deleting a meeting in Sajilli does not remove that copy. The Privacy Policy describes what each provider receives and keeps.

7. AI results can be wrong

Transcripts and notes are produced automatically. They can be incomplete or inaccurate, especially with poor audio, people speaking at the same time, strong dialects or frequent switching between languages. Speaker names, owners of action items and dates may be missing or wrong.

Review AI results before you rely on them or share them. Sajilli does not give legal, medical, financial or other professional advice, and you remain responsible for decisions you make using its results.

8. Plans, minutes and billing

Each plan includes an amount of meeting minutes per billing cycle, a number of seats and a set of features, as shown on the Billing page.

• How minutes are counted: we measure the length of the finalized recording on our servers (not on your device), round it to the nearest second and then round up to the next whole minute. A meeting of 61 seconds uses 2 minutes; 60.4 seconds round to 60 seconds and use 1 minute.
• When minutes are used: when processing starts, before transcription. If your cycle does not have enough minutes left, the meeting is saved and waits; it starts automatically when minutes are available again, for example after an upgrade, a new cycle or a credit.
• No double charge: automatic retries, retrying the notes, regenerating the notes and “Retry missing sections” never use a meeting’s minutes again while its minutes are in use.
• Minutes returned in full: if a meeting fails permanently, or is deleted, before a transcript is produced, its minutes are returned to the cycle they were taken from, automatically and once. A meeting deleted after its transcript was delivered keeps its minutes. If a transcript was produced and only the notes fail, you keep the transcript and can retry the notes without using minutes.
• Minutes returned for missing speech: when a meeting is delivered (its notes are ready, or only the notes failed) and its transcript is missing at least 60 seconds of the speech detected in the recording, we return the charged minutes × missing speech ÷ detected speech, rounded up to whole minutes, automatically and once. Silence never counts: a meeting with 40 minutes of speech in a 60-minute recording, missing 10 minutes of speech, gets 15 of its 60 minutes back. Less missing speech than that counts as a complete transcript.
• Recovering speech later is free: speech recovered with “Retry missing sections” is not charged again, minutes already returned stay returned, and a later delivery of the same meeting never returns more.
• Returns never exceed what was charged: if a meeting that had minutes returned for missing speech later has its minutes returned in full, only the rest is returned.
• Retrying: if you retry a meeting whose minutes were returned in full, its minutes are used again before processing restarts. If not enough minutes are left, the meeting waits until they are.
• Unused minutes do not carry over to the next cycle. Extra minutes granted as credits may have an expiry date.

Online payments are not enabled at the moment: plans, seats and minutes are arranged with our team. Once online payments are enabled, payments for paid plans will be handled by our payment processor, and we will not receive or store full card numbers. Subscriptions renew at the end of each billing cycle until cancelled. Prices may change with advance notice for your next billing cycle. Fees already paid are not refundable unless the law requires it or we agree otherwise [refund terms — to be confirmed]. Prices are shown with or without taxes as stated at checkout.

9. Retention and deletion

By default, the audio of a meeting is kept for 365 days and then deleted; workspace owners can choose a different period. Transcripts and notes stay until you delete them or the workspace.

A deleted meeting can be restored by support for 30 days (or the period your workspace sets) and is then permanently removed. A deleted workspace is permanently removed after 30 days. Backups are kept for up to 35 days. Copies held by our AI providers expire on their own schedule, as described in the Privacy Policy, which lists every retention period.

10. Exporting your data

Workspace owners can download an archive of the workspace from Settings: the member list, the workspace’s audit log, and the meetings shared with the workspace and the owner’s own private meetings, with their transcripts and notes. Other members’ private meetings and deleted meetings are not included, not even their titles; the archive only counts them. Meeting audio is not part of the archive and can be downloaded from each meeting while it is kept. Every person can also export the personal data stored about them from their settings.

Please export anything you want to keep before you delete a meeting, a workspace or your account.

11. Security

We protect the Service with technical and organizational measures, including encrypted connections, private storage with short-lived signed links, strongly hashed passwords, strict separation between workspaces and audit logs of sensitive actions. No system is perfectly secure, so we cannot guarantee that unauthorized access will never happen. We will inform affected customers about security incidents as the law requires.

12. Ending your use of Sajilli

You can stop using Sajilli at any time, end your subscription (from the Billing page or, while online payments are off, by contacting us) and delete your workspace or your account from Settings.

We may suspend or end your access if you seriously or repeatedly break these Terms, do not pay amounts due, if the law requires it, or if continuing would put the Service or other customers at risk. When access ends, your content is deleted according to the retention periods above.

13. Disclaimers and limitation of liability

We provide the Service with reasonable care and skill, but “as is” and “as available”: we do not promise that it will be uninterrupted, error-free or that AI results will be accurate.

To the extent the law allows, we are not liable for indirect or consequential losses, or for loss of profits, revenue or data, and our total liability for any claim is limited to the amounts you paid us for the Service in the 12 months before the claim [limitation terms — to be confirmed by counsel]. Nothing in these Terms limits liability that cannot be limited by law.

14. Changes to these terms

We may update these Terms, for example when the Service or the law changes. The version date at the top of this page identifies the current version. We will tell you about material changes in advance by email or in the app, and we may ask you to accept the new version to keep using Sajilli. If you do not agree to a change, you can stop using the Service before it takes effect.

15. Governing law and disputes

These Terms are governed by [governing law — to be confirmed]. Disputes will be resolved by [courts or arbitration — to be confirmed]. Before starting formal proceedings, please contact us so we can try to resolve the issue.

16. Contact

Questions about these Terms: [legal contact email — to be confirmed], [postal address — to be confirmed].