Terms of Use

Introduction

Purpose of the Terms

These Terms of Use (the “Terms”) govern access to and use of the Askiva website, demo request form, and any related features we make available (together, the “Services”). “Askiva,” “we,” “us,” and “our” mean the Askiva team operating the Services. “Customer,” “you,” and “your” mean the individual or legal entity that accesses or uses the Services.

By accessing or using the Services, you accept these Terms. If you do not agree, do not use the Services.

If any commercial document (such as an Order Form, Pilot Agreement, Statement of Work, or master agreement) conflicts with these Terms, that document will control for the conflicting item.

Plain language summary: Askiva is currently available via demo requests and limited pilots/early access. These Terms explain how you may use our website and how pilots (if any) are handled, including acceptable use, privacy and consent responsibilities, and basic legal terms.

Definitions

Customer Content
Any data or content you or Participants submit, upload, or generate through pilot/early access use of the Services, including participant lists, prompts, transcripts, summaries, exports, and related metadata.

Demo Request Data
Information you submit via forms or communications with us (e.g., name, work email, company, message) to request a demo or contact us.

Participant
A person contacted or interviewed under your research or recruiting activities.

Records
Interview artifacts generated through the Services, such as real-time transcripts and derived summaries.

Order Form / Pilot Agreement
Any document that references these Terms and sets commercial or operational details (e.g., scope, timelines, usage limits, security requirements, or fees).

Eligibility

The Services are intended for individuals 18 years or older. You will not involve minors as Participants unless we agree in writing and you comply with all applicable consent, privacy, and recording laws.

Demo Requests and Pilot Access

Demo requests. When you submit a demo request, you agree that we may contact you by email to respond, schedule a demo, and discuss your use case.

Pilot / early access. If we provide you with pilot access (e.g., temporary credentials, invite links, or a workspace), you are responsible for safeguarding access and promptly notifying us of any suspected unauthorized use.

We may change, pause, or discontinue pilot availability at any time.

Acceptable Use

You will not use the Services to:

• send spam, phishing, or unlawful communications;

• process personal data without a lawful basis;

• contact or interview individuals without required notice/consent;

• engage in fraud or impersonation;

• violate intellectual property rights;

• interfere with security or integrity of the Services;

• reverse engineer, probe, or attempt to bypass controls; or

• violate applicable law.

We may suspend or restrict access for suspected violations and will notify you when reasonable.

Scheduling and Communications

Scheduling. We may use SimplyMeet to propose and confirm meeting slots for demos or pilot-related sessions.

Channels. We communicate primarily via email and (if applicable) in-product notifications.

Participant Consent and Your Responsibilities

You are responsible for providing clear notice to Participants about interview purpose, data processing including transcription, and their rights. You will obtain all required consents and honor opt outs and legal holds. You must comply with recording, privacy, and sector rules that apply to your research.

Recordings and Transcription

Askiva currently does not store raw audio or video. Where technically feasible, the AI agent processes audio ephemerally to generate real-time text transcripts. Those transcripts may be stored as Records, along with derived outputs such as summaries and highlights.

If audio or video capture is introduced in the future, we will update these Terms and obtain appropriate consents where required.

Usage Measurement (Pilot Only)

If usage limits apply in a pilot or Order Form, we may measure usage based on the definitions in that agreement.

Unless otherwise stated in an Order Form, a Successful Interview may be defined as a session where the AI agent connects to the meeting link and a valid transcript of at least 1 minute is generated. Participant no-shows and technical failures that prevent connection/transcription are not counted. Contact support within 7 days to dispute pilot usage measurements.

Data Retention and Deletion

Demo Request Data. We retain demo request and communication data as reasonably necessary to respond and follow up, and as required for security or legal compliance.

Customer Content (pilot only). When you delete a research project or specific Records, we delete the corresponding Customer Content from active systems promptly and purge from backups within 45 days, unless otherwise required by law or agreed in writing. We may retain minimal logs for security and legal compliance.

Data Protection and Roles (EEA/UK)

For EEA/UK personal data:

• Website and demo request data: Askiva acts as Controller.

• Research/Participant data processed during pilots: you (or your organization) act as Controller, and Askiva acts as Processor.

We will process personal data only on your documented instructions (where we are a Processor), implement appropriate technical and organizational measures, and notify you of a personal data breach without undue delay and, where required, within 72 hours of awareness.

A Data Processing Addendum (DPA) is available upon request and will control over conflicting privacy terms.

Data Residency and Transfers

By default, Customer Content (if processed during pilots) may be hosted in DigitalOcean FRA1 (Frankfurt, Germany). Where cross-border transfers occur, we rely on appropriate transfer mechanisms such as the EU Standard Contractual Clauses and the UK IDTA/appendix, as applicable.

Security

We maintain reasonable administrative, physical, and technical safeguards. These may include encryption in transit and at rest, secure secret management, role-based access controls, audit logging, and protected endpoints. Authentication methods may vary depending on pilot configuration.

Subprocessors

We use third-party providers to deliver the Services. We maintain a current list at askiva.io/legal/subprocessors. We remain responsible for subprocessor performance of applicable data processing obligations.

Intellectual Property and Content Rights

As between you and us, you own Customer Content. You grant us a non-exclusive, worldwide, royalty-free license to host, process, transmit, and display Customer Content solely to provide, secure, troubleshoot, and improve the Services.

No model training without opt-in. We do not use Customer Content to train machine-learning models without your express opt-in. We may use aggregated and anonymized information for analytics and quality metrics.

Askiva software, documentation, and brand assets are owned by us or our licensors. All rights not expressly granted are reserved.

Output Usage and No Advice

Service outputs such as summaries, highlights, and suggested insights are for information only and are not professional advice. You are responsible for evaluating outputs and for decisions you make based on them.

Feedback

You grant Askiva a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate into the Services any suggestions or feedback you provide, without attribution or obligation. Feedback does not include your Confidential Information.

Customer References

We may use your name and logo as a customer reference only with your permission (e.g., written approval by email or in an Order Form), unless otherwise agreed.

Service Availability and Support

The Services (including pilots) may change over time. We do not guarantee continuous availability, especially for beta or pilot features. For demo requests, we aim to respond within 24–48 hours.

Changes, Suspension, and Termination

We may modify the Services to improve performance, security, or compliance. We may suspend or terminate access for legal risk, security threats, or material breach of these Terms.

Confidentiality

Each party may access the other party’s non-public information that is marked or reasonably considered confidential. The receiving party will protect it with at least reasonable care and use it only to perform under these Terms. Exceptions apply for information that is public, independently developed, or lawfully obtained from third parties. Court orders may compel disclosure with notice where permitted.

Warranties and Disclaimers

The Services are provided “as is” and “as available.” 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 outputs will be error-free or that communications will always reach Participants.

Limitation of Liability

To the maximum extent permitted by law, our aggregate liability arising out of or relating to the Services will not exceed the amounts paid by you to us for the Services in the 12 months before the event giving rise to liability (or, if no fees were paid, USD 100).

We are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenues, or data.

Indemnification

You will defend, indemnify, and hold us harmless from third-party claims arising out of your failure to obtain required consents, your unlawful processing of personal data, your Customer Content, or your misuse of the Services in violation of these Terms or law.

Governing Law and Dispute Resolution

These Terms are governed by the laws of England and Wales, excluding conflict of law rules.

Before filing a claim, the parties will try in good faith to resolve disputes within 30 days after written notice. Any dispute not resolved informally will be finally settled by binding arbitration under the LCIA Rules, seated in London, United Kingdom, and conducted in English.

Either party may seek injunctive relief in court for confidentiality or intellectual property breaches. Class or representative actions are waived to the extent permitted by law.

Export and Sanctions

You represent that you are not located in a sanctioned country and are not on a sanctions list. You will not use the Services in violation of export control or sanctions laws.

Assignment

You may not assign these Terms without our consent, except to an affiliate or successor in connection with merger, acquisition, or sale of substantially all assets, provided the assignee assumes these Terms. We may assign without consent in connection with corporate transactions.

Force Majeure

Neither party is liable for delays or failures caused by events beyond reasonable control, including natural disasters, war, labor disputes, utility failures, or internet and hosting outages.

Severability, No Waiver, Entire Agreement, Survival

If any provision is unenforceable, the remainder remains in effect. A failure to enforce is not a waiver. These Terms, the Privacy Policy, the DPA if applicable, and any Order Form are the entire agreement regarding the Services. Sections that should survive termination will survive.

Changes to these Terms

We may update these Terms from time to time. For material changes, we will provide reasonable notice via the website or email, where applicable. Your continued use after the effective date means you accept the updated Terms.

Notices and Contact

We will send legal or account notices to the email associated with your Account or through in app notifications. You may contact us at:

Support: support@askiva.io
General: info@askiva.io