Terms of Use

Introduction

Purpose of the Terms

These Terms of Use (the "Terms") govern access to and use of the Askiva website, web application, and related features (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 accepts these Terms. 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 or a master agreement conflicts with these Terms, that document will control for the conflicting item.

Plain language summary: Askiva is a subscription based research platform. These Terms focus on how you may use our website and app, while also covering subscription and billing basics.

Definitions

Account

A login created by or for you to access the Services.

Customer Content

Any data or content you or Participants submit, upload, or generate through the Services, including participant lists, prompts, transcripts, summaries, exports, and related metadata.

Participant

A person contacted or interviewed under your research.

Records

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

Order Form

Any document that references these Terms and sets commercial details such as plan, quotas, and fees.

Eligibility

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

Accounts and Security

You are responsible for your Account and for safeguarding credentials. Notify us promptly of any suspected unauthorized use. We may require multi factor authentication.

Acceptable Use

You will not use the Services to: send spam or unlawful communications; process personal data without lawful basis; record individuals without required consent; engage in fraud; violate intellectual property rights; interfere with security or integrity; reverse engineer; or violate applicable law. We may suspend access for suspected violations and will notify you when reasonable.

Subscriptions, Billing, and Taxes

Plans

We offer Free, Pro, and Enterprise plans. Each plan has usage quotas such as interview count, per interview minutes, storage, and transcription minutes.

Auto renewal

Subscriptions renew monthly or yearly until cancelled.

Payment processor

Payments are handled by Dodo Payments. Your use of checkout is subject to their terms and policies.

Currency and taxes

Prices are shown in USD by default. Alternative currencies may be available at checkout. Prices are exclusive of taxes. You are responsible for applicable taxes and charges.

Cancellations and refunds

You may cancel at any time. Access continues until the end of the current term. Customer friendly refunds apply as follows, subject to the payment processor rules. For monthly terms, if no Successful Interviews occurred in the current cycle, you may request a full refund within 7 days after the cycle starts. For annual terms, a 14 day cooling off full refund is available for first purchases or renewals if usage remains under 5 Successful Interviews during that period. Material outages attributable to us may result in credits or refunds at our discretion.

Overages

When a quota is reached, access to the relevant feature stops until the next renewal unless otherwise specified in an Order Form.

Free Plan

The Free plan is limited and intended for evaluation. We may adjust or discontinue Free features at any time. Abuse may result in suspension.

Scheduling and Communications

Scheduling

We integrate with SimplyMeet to offer and confirm meeting slots.

Channels

We use email and in app notifications to communicate with users and Participants.

Notification preferences

Non essential notifications can be managed in settings. Important transactional or service messages may still be sent.

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 does not store raw audio or video. Where technically feasible, the AI agent processes audio ephemerally to generate real time text transcripts. Those transcripts are stored as Records. If audio or video capture is introduced in the future, we will update these Terms and obtain appropriate consents.

Usage Measurement

A Successful Interview is an interview where the AI agent connects to the meeting link and a valid transcript of at least 1 minute is generated. Customer cancellations before start, Participant no shows, or Askiva side technical failures that prevent connection or transcription are not counted. Contact support within 7 days of the event to dispute usage.

Data Retention and Deletion

When you delete a research project or specific Records, we delete the corresponding Customer Content from active systems promptly. Deleted items are purged from backups within 45 days. We may retain minimal logs for security, billing, or legal compliance.

Data Protection and Roles

For EEA and UK personal data, you act as Controller and Askiva acts as Processor. We will process personal data only on your documented instructions and implement appropriate technical and organizational measures. We will notify you of a personal data breach without undue delay and within 72 hours of awareness. A Data Processing Addendum is available upon request and will control over conflicting privacy terms.

Data Residency and Transfers

By default, Customer Content is hosted in DigitalOcean FRA1 in Frankfurt, Germany. Where cross border transfers occur, we rely on appropriate transfer mechanisms such as the EU Standard Contractual Clauses and the UK IDTA or appendix.

Security

We maintain reasonable administrative, physical, and technical safeguards. These include encryption in transit and at rest, hashed and salted passwords where applicable, environment based secret management, role based access controls, audit logging, and protected endpoints. Authentication may include JWT sessions and optional Google OAuth2.

Subprocessors

We use third party providers to deliver the Services. We maintain a current list at [askiva.io/legal/subprocessors]. We will provide notice of material changes and allow reasonable objections where required. We remain responsible for subprocessor performance of 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, transferable, and sublicensable license to host, process, transmit, and display Customer Content solely to provide, secure, troubleshoot, and improve the Services. We do not use Customer Content to train 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 and highlights 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, enhancement requests, or feedback you provide, without attribution or obligation. Feedback does not include your Confidential Information

Customer References

Unless you opt out by notice, you grant us permission to use your name and logo as a customer reference on our website and in sales materials in line with your brand guidelines. This does not imply endorsement.

Service Availability and Support

We target 99 percent monthly uptime, excluding planned maintenance, third party outages, beta features, and force majeure. Support is available 24 by 7 via email and in app. Initial response times are P1 critical within 24 hours, P2 within 48 hours, and P3 within 3 business days. Service credits, if any, are specified in an applicable Order Form for Enterprise subscriptions.

Changes, Suspension, and Termination

We may modify the Services to improve performance, security, or compliance. We may suspend or terminate access for non payment, legal risk, security threats, or material breach. For material, permanent reductions in paid features, we will provide reasonable notice and, where appropriate, credits or prorated refunds.

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. 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 unlawful processing of personal data or failure to obtain required consents, 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 that is 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. Either party may bring an individual action in small claims court where available. 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, including 4, 8 through 20, and 22 through 30.

Changes to these Terms

We may update these Terms from time to time. For material changes, we will give reasonable notice by email or in app. 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:

hello@askiva.io