Terms of service

1.1 These terms are an agreement between you and TELLME AI LIMITED, a company registered in Northern Ireland with company number NI710572, whose registered office is at 92 Castle Street, Office 1601, Belfast BT1 1HE, United Kingdom (“Tellme”, “we”, “us”). We make Troopa.

1.2 They cover the Troopa desktop app, the websites at troopa.ai and related domains, and the services behind them (together, “Troopa”).

1.3 You accept these terms when you create an account, where the sign-up screen says that creating one means agreeing to them, with links to them and to the Privacy Policy. If you do not agree, do not use Troopa.

1.4 If you use Troopa on behalf of an organisation, such as your employer, you accept these terms for that organisation and confirm that you are allowed to. “You” then means the organisation as well as you.

1.5 Two more things form part of these terms: our Privacy Policy, which explains how we handle personal data where we decide how it is used; and Annex A at the end of these terms, the data processing terms, which apply automatically where we process personal data on your behalf (see section 11).

1.6 Troopa is made for work. It is intended for use in the course of a business, profession or job. If you are a consumer, meaning you use Troopa mainly for purposes outside your trade, business or profession, you have legal rights that these terms do not take away, and where section 15 or 18 treats consumers differently, that is why.

1.7 You must be at least 16 years old to use Troopa.

2.1 Troopa is an AI assistant for your meetings on Microsoft Teams, Zoom and Google Meet. It runs on your computer as a desktop app and listens in on your calls. The desktop app runs on Mac, Windows and Ubuntu. While you have it listening, it captures the sound from your microphone and everything your computer plays, which includes the other people on a call; reads the names of the people in the call from the meeting app; and, unless you turn it off, looks at the meeting window when what is shared on screen changes. It turns what is said into text as it happens, writes notes, and answers questions on your screen, drawing on earlier meetings you recorded and on material you add to it.

2.2 Nothing of Troopa joins your call. Troopa runs on your computer, does not speak, and shows the other people on the call nothing unless you present its window to them. Telling them is up to you, and in many places the law requires it. Section 4 says what that means.

2.3 Your organisation chooses a region when it signs up (London, Frankfurt or Northern Virginia), and your content is stored there. Some processing happens elsewhere: the audio is transcribed at our transcription providers’ European endpoints for the UK and EU regions and in the United States for the US region, and the AI models that answer questions and write the notes, from Anthropic and, where switched on for your region, OpenAI, run in the United States. The Privacy Policy and the data residency page have the detail.

2.4 Troopa is in early access. It is new, and we are changing it often: we may add, change or remove features, and some features may be marked as beta or preview. We will tell you in advance before we remove something you are paying for and rely on (section 13.4).

2.5 The desktop app updates itself. Some updates are needed to keep using Troopa, for example to fix a security problem.

3.1 Give us accurate information when you sign up, keep your sign-in details to yourself, and tell us at once at support@troopa.ai if you think somebody else has access to your account. You are responsible for what happens under your account.

3.2 You can sign in with an email address and password, or with a Google or Microsoft account. A Google or Microsoft sign-in is also governed by your agreement with them.

3.3 Every account belongs to an organisation. When you sign up on your own, Troopa creates one for you and you are its owner. The owner decides who else may join and what they may do, and an administrator can change the organisation’s settings and remove people. Nobody, administrators included, can open a meeting somebody else recorded, or what Troopa made from it, unless its owner shares it with them.

4.1 When you use Troopa in a call, you are capturing what other people say. The law on this differs from place to place. In some places, including California and several other US states and some European countries, capturing a conversation without the consent of everybody in it can be a criminal offence and can entitle each person to claim damages. Data protection law in the United Kingdom and the European Union requires the people in a conversation to be told when it is being transcribed for work.

4.2 You must:

(a) only use Troopa to capture conversations that you are taking part in, or that you are otherwise lawfully entitled to capture. This includes people in the room with you, whom your microphone also hears;

(b) tell everybody in the conversation that Troopa is transcribing it, at or before the start, and tell anybody who joins later;

(c) get everybody’s consent where the law of any place a participant is in requires it, and stop Troopa if you cannot;

(d) stop Troopa if anybody in the conversation objects to it, whether or not the law requires you to;

(e) follow any rules that apply to the conversation beyond the law, such as your employer’s policy, the meeting organiser’s wishes, the terms of the meeting platform, and the rules of your profession (for example on legal privilege or patient confidentiality); and

(f) never use Troopa to capture a conversation secretly.

4.3 What Troopa does to help. Troopa shows you whenever it is listening, and you can stop it at any moment. When you present Troopa’s window to a call, it carries a line saying the meeting is being transcribed, with the address of our website, where the people on your call can read what Troopa is and how to object. These help you meet your obligations under section 4.2. They do not meet them for you.

4.4 If you use Troopa for an organisation, the organisation is responsible for deciding in which meetings its people may use Troopa, and for telling its own staff how it uses Troopa.

4.5 If somebody asks you what Troopa captured about them, or asks you to delete it, you are responsible for answering them. You can delete a meeting at any time, and we will help if you ask us.

4.6 Section 16 explains that you are responsible to us if somebody brings a claim against us because you did not do what this section requires.

5.1 “Your Content” means the audio you send through Troopa and the pictures of the screen it reads, the transcripts, notes and notes of what was shared on screen made from them, the questions you ask Troopa and its answers, the documents and other material you add to Troopa, and anything else Troopa makes from any of these.

5.2 Your Content belongs to you (or to your organisation). We claim no ownership of it.

5.3 You give us a worldwide, non-exclusive, royalty-free licence to host, copy, process, transmit and display Your Content, only as needed to provide Troopa to you and to the people you share it with, to keep Troopa secure, to prevent abuse, and to comply with the law. The licence ends when Your Content is deleted, subject to the backups described in section 13.5.

5.4 We handle Your Content only on your behalf, to provide Troopa to you. We do not use it for any purpose of our own. In particular, we do not use Your Content to train AI models, ours or anybody else’s, and our contracts with the companies that provide Troopa’s AI and transcription, listed at troopa.ai/subprocessors, do not allow them to either. We do not sell Your Content. Nobody at Tellme looks at Your Content except:

(a) where running Troopa needs it, for example to fix a fault affecting your meetings;

(b) when you ask us to, for example to investigate a problem you report;

(c) when it is necessary to investigate a security incident or a serious breach of these terms;

(d) when the law requires it; or

(e) when you send us feedback on a note or an answer, in which case we see what you chose to send, which may include the part of the meeting it is about, and may use it to improve Troopa.

5.5 To help with a problem, our support may sign in to your account, for an hour at most, and see what you see, your meetings included; and our staff may read a person’s meetings in our console. Each needs a written reason and is recorded in a log of our own, in your region. These records are not in your organisation’s audit log, and we do not tell you each time. A support session cannot record, change your sign-in, billing, people, calendars or connected apps, or delete your account. Replaying a meeting’s record of events in our console is written to your organisation’s audit log. troopa.ai/security describes this.

5.6 What is kept. Troopa sends audio to be transcribed as you speak. It never stores audio or video, never writes audio to your computer’s disk, and does not keep the pictures of the screen it reads. Transcripts are deleted automatically 365 days after the meeting, or sooner if your organisation sets a shorter period. Notes, decisions and action items are kept until you delete them or your account ends (section 13).

5.7 Information about how Troopa is used. We collect information about how Troopa is used, such as which features are used, how long meetings last, app versions and errors, which does not include what was said in your meetings. We use it to run, secure and improve Troopa, as the Privacy Policy explains.

5.8 Sharing. If you share a meeting or its notes, including by a link, the people you share it with can read it and may pass the link on. You can stop a share at any time. If you email the notes, they stay in the recipients’ mailboxes. You are responsible for what you share and with whom.

5.9 You are responsible for Your Content, and for having the right to add any material you add to Troopa, such as documents written by other people. If you send us ideas or feedback about Troopa, we may use them without owing you anything. We quote your feedback on our website, with your first name and organisation, only if you say we may, and you can take that back in the app at any time.

6.1 Troopa uses artificial intelligence to transcribe speech, write notes and answer questions. AI makes mistakes. Troopa can mishear words, attribute something to the wrong person, leave things out, or state something that was not said.

6.2 Check anything important before you rely on it. Troopa is not a substitute for professional advice, and it is not an official record of a meeting (such as statutory board minutes) unless you have checked and adopted it as one.

6.3 Do not use Troopa’s output as the only basis for a decision that has legal or similarly significant effects on a person, such as a decision to hire, discipline or dismiss somebody.

6.4 Unless your organisation turns web lookups off, a question Troopa cannot answer from your meetings, or one you ask it to look up on the web, is sent, on its own, to a web search service, and the answer may draw on third-party websites that we do not control.

7.1 You must not use Troopa to:

(a) break any law, including laws on recording, interception, privacy and data protection;

(b) capture a conversation secretly, or after the people in it have been told Troopa is not there;

(c) capture a conversation you are not taking part in and are not entitled to capture, for example by leaving Troopa running in a room you have left or on somebody else’s computer;

(d) monitor or profile people in a way the law does not allow, or without telling them;

(e) add material that is unlawful, or that you do not have the right to use;

(f) reach, or try to reach, an account or organisation that is not yours, or scan or test the security of Troopa without our written permission;

(g) copy, modify, decompile or reverse engineer the desktop app, except where the law allows it despite this restriction;

(h) resell or sublicense Troopa, or use it to build a competing product, without our written agreement;

(i) get around the limits of your plan, or access Troopa by automated means other than any interface we provide for that purpose; or

(j) do anything where a mistake by Troopa could lead to death, personal injury or serious harm, such as emergency response or medical diagnosis.

8.1 Troopa works alongside services run by other companies, such as Zoom, Microsoft Teams, Google Meet, Google and Microsoft calendars and accounts, and Stripe. Your use of those services is governed by your own agreements with them, and we are not responsible for them.

8.2 When you connect one of them to Troopa, you allow us to access it within the permission you gave, for as long as it stays connected. You can disconnect it at any time.

9.1 Free trial. New accounts get a free trial of 14 days, starting when you sign up. The trial needs no card and does not turn into a paid subscription by itself. We email you before it ends. When it ends, Troopa stops recording new meetings until you subscribe, and everything you already have stays readable.

9.2 Price. A subscription costs US$15 per person a month, or less per month if you pay for a year at a time, plus any sales tax or VAT that applies where you are. Checkout shows the tax, and the total you will pay, before you pay, and may show the price in your local currency.

9.3 Who sells it. Subscriptions are sold by Onelink (Sold through Link, LLC, a company in the Stripe group), which acts as reseller and merchant of record. Onelink takes your payment, handles tax, receipts and invoices, and handles refunds and cancellations. Its customer terms and refund policy apply to your purchase, and Onelink may refund a purchase within 60 days whatever these terms say. The charge appears on your card statement as LINK.COM* or ONELINK.COM*. We remain responsible for Troopa itself.

9.4 Renewal and cancelling. A subscription renews at the end of each month or year, whichever you chose, until it is cancelled. Your organisation’s owner can cancel at any time, online, from Billing in Troopa or the Onelink portal. Cancelling stops the next renewal; you keep Troopa until the end of the period you have paid for. We do not refund unused parts of a period, except where the law requires it or Onelink decides to under its own terms.

9.5 Consumers in the UK and EU. If you are a consumer, you have a legal right to cancel within 14 days of subscribing. When you subscribe, you ask for Troopa to start straight away; if you then cancel within the 14 days, you pay only for the days before you cancelled. Onelink applies these rules for us.

9.6 Price changes. We will tell you at least 30 days before a price change applies to you. It applies from your next renewal after that, and you can cancel before then.

9.7 Failed payments. If a payment fails, we will email your organisation’s administrators, and the payment will be tried again. If it still fails after several attempts, Troopa stops recording new meetings until it is paid, but you can still read everything you already have.

10.1 We give you a personal, non-exclusive, non-transferable and revocable licence to install and use the Troopa desktop app on computers you control, to use Troopa in line with these terms.

10.2 Troopa asks your computer for permission to use the microphone and to capture the computer’s sound, and, to note what is shared on screen, to record the screen. You can withdraw those permissions in your computer’s settings at any time. Troopa cannot listen without them, and does not look at the screen without the screen permission.

10.3 Troopa includes open-source software, which is licensed to you under its own licences.

10.4 We, or our licensors, own Troopa, its software, its design and the Troopa name and logo. These terms give you no rights in them other than the licence in 10.1.

11.1 Our Privacy Policy explains how we handle personal data for which we decide the purposes, such as your account details, billing and how Troopa is used.

11.2 For the personal data in Your Content, including what other people say in your meetings, you (or your organisation) decide how it is used and we process it on your behalf. In data protection terms, you are the controller and we are your processor. Annex A sets out that arrangement and applies wherever the UK GDPR or the EU GDPR applies to your use of Troopa. Because it is part of these terms, it is available before you sign anything. If your organisation needs a separate data processing agreement to sign, ask us at support@troopa.ai.

11.3 As the controller, you are responsible for having a lawful basis to capture the conversations you capture, for telling the people in them (section 4), and for answering their requests about their data. We will help you do that.

12.1 We protect Your Content with technical and organisational measures appropriate to the risk. The measures in place, and the date they were last checked, are at troopa.ai/security.

12.2 We keep Your Content confidential, and only people who need it to run Troopa, and who are bound by confidentiality, can access our systems that hold it.

12.3 If a security incident affects Your Content, we will tell you without undue delay, as Annex A sets out.

13.1 You can stop using Troopa at any time. To close your account and have your data deleted, email support@troopa.ai from the address on your account, and we will do it within 30 days and confirm when it is done. You can delete individual meetings yourself at any time. Deleting a meeting deletes its transcript, its minutes and the passages the knowledge base indexed from it. Deleting the organisation deletes everything of yours we hold, apart from the backups and records described in 13.5.

13.2 We may suspend or close your account if you seriously or repeatedly break these terms (especially sections 4 and 7), if you do not pay, if the law requires us to, or if your use puts other people or Troopa at risk. Unless the problem is serious or urgent, we will first tell you what is wrong and give you a reasonable chance to put it right.

13.3 We may close a free account that has not been used for 12 months, after telling you at least 30 days before.

13.4 We may stop offering Troopa, or a paid feature you rely on, with at least 60 days’ notice. If we stop offering Troopa altogether, we will refund anything you have paid for the time after it stops.

13.5 Your data when your account ends. Before you go, you can ask us at support@troopa.ai for a copy of your meetings, which we will send within 30 days. When your account is deleted, we delete Your Content from Troopa within 30 days. Copies can remain in our database backups until those backups expire, and the file of a deleted document can remain in our file storage for up to 35 days. We keep limited records longer where the law requires it, such as billing records, and a record that the deletion happened.

13.6 Sections 5.3, 5.9, 6, 13.5, 14, 15, 16 and 18 continue after these terms end.

14.1 We provide Troopa with reasonable skill and care. Apart from that, and as far as the law allows, we provide Troopa “as is” and “as available”. We do not promise that it will always be available, that it will be free of errors, or that what it writes will be accurate or complete.

14.2 Troopa depends on things we do not control, such as your computer’s audio settings, the meeting platforms, and your internet connection. A change in any of them can stop Troopa working until we fix it.

14.3 If you are a consumer, nothing in this section affects your legal rights.

15.1 Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that the law does not allow us to limit.

15.2 If you use Troopa for business, we are not liable for any loss of profit, revenue, business, contracts, goodwill or anticipated savings, for any indirect or consequential loss, or for any loss caused by a decision made on the strength of something Troopa wrote. Our total liability to you in any 12-month period, however it arises, is limited to the greater of the amount you paid us for Troopa in the 12 months before the event giving rise to the claim, and US$100.

15.3 If you are a consumer, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable skill and care. We are not responsible for loss that was not foreseeable, and because Troopa is made for work, we are not responsible for any loss of profit, business or business opportunity.

16.1 If you use Troopa for business, you will compensate us for any claim brought against us by somebody else, including anybody who took part in a conversation you captured, and for our reasonable costs of dealing with it, to the extent the claim arises from:

(a) your failure to tell people, or to get consent, as section 4 and the law require;

(b) Your Content; or

(c) your breach of section 7.

16.2 We will tell you promptly about such a claim, let you take part in its defence at your own cost, and not settle it in a way that admits fault on your behalf without your agreement.

17.1 We will update these terms as Troopa and the law change. When a change matters, we will tell you by email or in the app at least 30 days before it applies, and say what changed. Changes that the law requires, or that only concern new features, may apply sooner.

17.2 If you do not agree with a change, you can cancel before it applies. If you keep using Troopa after it applies, the new terms apply to you.

17.3 Earlier versions of these terms are available on request.

18.1 Law. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute about them, except as set out in 18.2.

18.2 Consumers can also bring proceedings in the courts of the country where they live, and keep the protection of the mandatory laws of that country.

18.3 Transfer. We may transfer our rights and obligations under these terms to another company, for example if Tellme is bought or reorganised, and we will tell you if that happens. You may not transfer yours without our written agreement.

18.4 Events beyond our control. We are not responsible for a delay or failure caused by something beyond our reasonable control.

18.5 Whole agreement. These terms, with the Privacy Policy and Annex A (section 1.5), are the whole agreement between you and us about Troopa. If a court finds part of them unenforceable, the rest still applies. If we do not enforce a right straight away, we can still enforce it later.

18.6 No third-party rights. Nobody other than you and us has any right to enforce these terms.

18.7 Sanctions. You confirm that you are not located in a country subject to a comprehensive United Kingdom, European Union or United States embargo, and are not on a sanctions list.

18.8 Notices. We will send notices to the email address on your account. Send notices to us at support@troopa.ai, or by post to our registered office.

A.1 When this annex applies. Wherever we process personal data on your behalf as your processor (section 11) and the UK GDPR or the EU GDPR applies. It is the contract those laws require between a controller and a processor.

A.2 The processing.

(a) Subject matter and purpose: providing Troopa to you.

(b) Duration: for as long as you use Troopa, and until the data is deleted under section 13.5.

(c) Nature: capturing and transcribing audio; reading pictures of the screen; storing, searching and analysing the results with AI models; searching the apps a person connects to Troopa, with their own access, for a question they ask; sharing the results as you direct; deleting them.

(d) Types of personal data: voices, as audio that is not stored; what people say; names shown by the meeting app or held in your calendar; calendar attendees’ email addresses; pictures of the screen, which are not stored; anything in the documents you add; and what Troopa finds in the apps a person connects.

(e) People concerned: you, your colleagues, and anybody in the conversations you capture or named in your calendar or documents.

A.3 What we will do. We will:

(a) process the data only on your documented instructions, which are these terms and the settings you choose in Troopa, unless the law requires otherwise, in which case we will tell you first unless the law forbids it; and tell you if we think an instruction breaks data protection law;

(b) make sure everybody who processes the data is bound by confidentiality;

(c) protect the data with appropriate technical and organisational measures, as troopa.ai/security describes;

(d) use only the sub-processors listed at troopa.ai/subprocessors, each under written terms that protect the data at least as well as this annex; update that list before adding or replacing one; and remain responsible for them. If you object to a new sub-processor on reasonable data protection grounds, you may end your subscription and we will refund any fees paid for the time after it ends;

(e) help you answer requests from people exercising their data protection rights, and help you with security, breach notification, impact assessments and consulting a regulator, as far as the nature of the processing allows;

(f) tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data;

(g) when you stop using Troopa, delete the data as section 13.5 describes, after giving you the chance to have a copy, unless the law requires us to keep it; and

(h) make available the information you need to show that these obligations are met, and allow reasonable audits, for which we will first offer written answers and documents, on 30 days’ notice and no more than once a year unless a breach has happened.

A.4 International transfers. We may transfer the data outside the United Kingdom or the European Economic Area as the Privacy Policy and troopa.ai/data-residency describe, with the safeguards the law requires.

A.5 What you will do. You will make sure you have a lawful basis for the processing, that the people concerned are told about it as section 4 requires, and that your instructions to us are lawful.