Terms of Service

Last updated: July 25, 2026 · Version 2026-07-25

1. Who we are; agreement to these Terms

These Terms of Service (the “Terms”) are a binding agreement between you and Vetromar, a sole proprietorship operated by Leo Dries (“Vetromar,” “we,” “us,” or “our”). They govern your access to and use of the Vetromar desktop application, the Vetromar cloud services (including workspace sync, the managed AI tier, and our APIs), the vetromar.com website, and any related software and services (together, the “Service”).

You accept these Terms by doing any of the following:

• checking the acceptance box when creating a workspace or joining one through an invite;
• downloading, installing, or using the Vetromar desktop application; or
• otherwise accessing or using any part of the Service.

If you are accepting on behalf of a company or other organization, you represent that you have authority to bind that organization, and “Customer” or “you” refers to that organization. If you do not agree to these Terms, do not download, install, or use the Service.

2. The Service

Vetromar is a knowledge-capture and knowledge-engine product for businesses. It consists of:

• a desktop application that captures meeting audio you choose to record or import, transcribes it, and extracts structured, evidence-backed knowledge from it;
• a knowledge store kept locally on each user’s device, which can ingest content from digital sources you connect (see Section 10) and can be queried by your own AI tools through the Model Context Protocol (MCP);
• a cloud workspace service that replicates workspace knowledge between the devices of your team members and provides account, billing, and team management; and
• a managed AI tier that processes your content through third-party AI providers on your behalf (see Sections 9 and 16), so you do not need your own AI provider accounts.

We may improve, modify, or discontinue features of the Service over time, as described in Section 21.

3. Eligibility and business use

The Service is designed and offered for business use only. You may use it only if you are at least 18 years old and are using it for the purposes of a trade, business, craft, or profession — not as a consumer. You are responsible for ensuring that your use of the Service complies with the laws that apply to you and your organization.

4. Accounts, workspaces, and seats

A workspace is a shared knowledge environment for one organization. The person who creates a workspace becomes its admin; admins can invite additional members, remove members, manage billing, and delete the workspace. Each active member occupies a billable seat (see Section 6).

• You must provide accurate account information and keep your credentials confidential. You are responsible for all activity under your account.
• Invites are single-use links. Anyone who accepts an invite into your workspace gains access to the workspace’s shared knowledge graph — send invites only to people you intend to have that access.
• Notify us promptly at leo@vetromar.com if you suspect unauthorized use of your account.

5. Free trial

New workspaces receive a 30-day free trial. Starting the trial requires a valid payment card. You will not be charged during the trial; unless you cancel before the trial ends, your subscription automatically converts to a paid subscription and your card is charged at the end of the trial period. We (or our payment processor) will send a reminder before the first charge. If no valid payment method is on file at trial end, the subscription is cancelled instead of charged. We may modify or discontinue trial offers for future signups at any time; one trial per organization.

6. Fees, billing, and cancellation

Current pricing, billed monthly in U.S. dollars through Stripe:

• $200 per workspace per month (base subscription); plus
• $50 per active seat per month. The seat count follows your active membership: it increases when an invite is accepted and decreases when a member is removed, and is reconciled at least once per billing cycle.

• Payment. You authorize us and our payment processor to charge your payment method on a recurring basis until you cancel. You are responsible for any taxes that apply to your purchase (other than taxes on our income).
• Cancellation. You can cancel at any time through the billing portal in the app (Workspace tab → Manage billing). Cancellation takes effect at the end of the current billing period; you keep access until then. Fees already paid are non-refundable and we do not prorate partial periods, except where the law requires otherwise.
• Failed payments. If a charge fails, we may retry it and provide a grace period before suspending cloud features. If payment is not made, the subscription is cancelled.
• Effect of non-payment or expiry. When a trial expires without conversion or a subscription lapses, cloud features (workspace sync and the managed AI tier) stop working. The desktop application and the knowledge already stored locally on your devices remain accessible — we never hold your local data hostage (see Section 12).
• Price changes. We may change pricing with at least 30 days’ notice (by email or in the app). Changes take effect at your next billing cycle after the notice period; if you do not agree, cancel before the new price takes effect.

7. Your Content: ownership and license

“Customer Content” means everything you and your workspace members submit to or capture with the Service: audio you record or import, transcripts, content ingested from connected sources, manually entered records, and the knowledge units, entities, and links derived from any of these.

You own your Customer Content. These Terms do not transfer any ownership of Customer Content to us. You grant us a limited, non-exclusive, worldwide license to host, store, transmit, process (including with the third-party AI providers listed in our Privacy Policy), display, and otherwise use Customer Content solely to provide, secure, and support the Service for you, and for no other purpose. We do not use your Customer Content to train AI models and do not sell it.

You represent and warrant that you have all rights, permissions, and consents necessary to submit your Customer Content to the Service and to grant the license above — including the participant consents described in Section 8 and the source rights described in Section 10.

8. Recording laws and participant consent

Vetromar can record and transcribe conversations. Laws on recording conversations vary widely: many U.S. states (such as California, Florida, Illinois, Maryland, Massachusetts, Pennsylvania, and Washington) require the consent of all participants, and the GDPR and other laws impose additional obligations when recording identifiable people in Europe and elsewhere.

You are solely responsible for complying with all laws that apply to your recordings. Before recording or importing audio, you must:

• notify every participant that the conversation is being recorded and processed by AI; and
• obtain any consent required by the laws of every jurisdiction whose residents participate.

We provide the tool; we do not and cannot monitor what you record. Any failure to obtain required notices or consents is your responsibility, and Section 20 (Indemnification) applies to claims arising from it.

9. AI-generated output

The Service uses artificial intelligence (including large language models and automatic speech recognition) to transcribe audio, extract knowledge, and link records. AI output is probabilistic: transcripts, extracted decisions, attributions, and links may be incomplete, inaccurate, or wrong, even where the Service displays supporting evidence. You must independently verify AI output before relying on it for any consequential decision — legal, financial, medical, employment-related, or otherwise. The Service is not a system of record for legal or regulatory compliance and does not provide professional advice.

10. Connected sources

The Service can ingest content from third-party systems you choose to connect (for example via MCP servers offered by those systems). When you connect a source:

• you authorize the Service to access and retrieve content from it on your behalf, within the access you grant;
• you represent that your use of that content in Vetromar complies with your agreements with the third-party provider and with applicable law; and
• you acknowledge that the third-party service is not under our control — its availability, its data, and your relationship with it are governed by its own terms.

11. Acceptable use

You agree not to (and not to permit anyone to):

• use the Service to violate any law, including surveillance, wiretapping, privacy, and export laws;
• record or capture individuals without required notice or consent;
• upload or process content you have no right to use;
• probe, scan, or test the vulnerability of the Service, or breach or circumvent its security or authentication (except lawful, authorized security research coordinated with us);
• interfere with the Service’s operation, impose an unreasonable load, or circumvent usage limits or fair-use caps;
• reverse engineer, decompile, or disassemble the software except to the extent a law expressly permits it despite this restriction;
• resell, sublicense, or offer the Service to third parties as a service bureau without our written agreement; or
• use the Service to build a competing product or to benchmark it for publication without our consent.

We may suspend or limit access that we reasonably believe violates this section, with notice where practicable.

12. Local data on your devices

Vetromar is local-first. Each device keeps its own copy of the workspace knowledge store, and audio recordings remain on the device where they were made. That local copy is yours:

• it remains readable in the app and through the MCP interface even if your subscription lapses;
• deleting your cloud workspace or account does not delete the local copies on your devices — removing those is up to you; and
• you are responsible for the security and backup of data stored on your own devices.

13. Our intellectual property; feedback

The Service — including the software, models of operation, design, and branding, but excluding Customer Content — is owned by Vetromar and its licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to install and use the desktop application and to access the cloud services, for your internal business purposes, for the duration of your subscription and subject to these Terms. No other rights are granted.

If you send us feedback, ideas, or suggestions, you grant us a perpetual, irrevocable, royalty-free license to use them without restriction or obligation to you.

14. Confidentiality

We treat Customer Content as your confidential information. We will not access, use, or disclose it except: to provide, secure, and support the Service (including through the subprocessors listed in our Privacy Policy); as you direct or permit; or as required by law, in which case we will notify you where legally allowed.

15. Privacy and data protection

Our Privacy Policy describes what we collect and how we handle it, including our role as a processor of workspace content and the GDPR-specific commitments for European customers. It is incorporated into these Terms. For customers who require a separate data processing agreement (DPA), contact leo@vetromar.com.

16. Third-party services

The Service depends on third-party providers — for payment processing (Stripe), AI processing (Anthropic, Deepgram), hosting (Railway, Vercel), email (Resend), and software distribution (GitHub). We select providers with appropriate safeguards, but we are not responsible for outages or failures of third-party services beyond our reasonable control. The third-party systems you connect as sources (Section 10) are your own relationships.

17. Term, termination, and deletion

• Term. These Terms apply from your first acceptance until your account and workspace are deleted.
• Your termination. A workspace admin can delete the workspace, and any member can delete their own account, from inside the app. Deleting a workspace immediately cancels its subscription (no refund of amounts already paid, and no further charges) and permanently deletes the workspace’s data from our cloud systems, as described in the Privacy Policy. Local copies on your devices are untouched (Section 12).
• Our termination. We may suspend or terminate your access if you materially breach these Terms and (where the breach is curable) fail to cure it within 14 days of notice, if required by law, or if we discontinue the Service — in the last case with at least 30 days’ notice and a pro-rata refund of prepaid, unused fees.
• Survival. Sections that by their nature should survive (including 7, 13, 14, 18, 19, 20, 22, and 24) survive termination.

18. Disclaimers

THE SERVICE IS 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, TITLE, AND NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT AI OUTPUT WILL BE ACCURATE OR COMPLETE. VETROMAR IS AN EARLY-STAGE PRODUCT UNDER ACTIVE DEVELOPMENT; MAINTAIN YOUR OWN BACKUPS OF CONTENT YOU CANNOT AFFORD TO LOSE. SOME JURISDICTIONS DO NOT ALLOW CERTAIN WARRANTY DISCLAIMERS, SO SOME OF THE ABOVE MAY NOT APPLY TO YOU.

19. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (a) NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUES, GOODWILL, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY; AND (b) OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY (OR US $100 IF YOU HAVE PAID NOTHING).

THESE LIMITS DO NOT APPLY TO: YOUR PAYMENT OBLIGATIONS; YOUR BREACH OF SECTIONS 8 OR 11; EITHER PARTY’S INDEMNIFICATION OBLIGATIONS; OR LIABILITY THAT CANNOT BE LIMITED BY LAW (INCLUDING LIABILITY FOR INTENT, GROSS NEGLIGENCE, OR INJURY TO LIFE, BODY, OR HEALTH WHERE APPLICABLE LAW SO PROVIDES).

20. Indemnification

You will defend and indemnify Vetromar against third-party claims, and resulting damages, penalties, and reasonable costs (including attorneys’ fees), arising from: (a) Customer Content; (b) recording or capturing any person without legally required notice or consent; (c) your violation of law or of the rights of a third party; or (d) your breach of Sections 8, 10, or 11. We will notify you promptly of any such claim and reasonably cooperate at your expense; you may not settle a claim that imposes obligations on us without our consent.

21. Changes to the Service or these Terms

We may update these Terms as the Service evolves. For material changes we will give at least 14 days’ notice — by email to workspace admins and/or notice in the app or on the website — before the new terms take effect. The “Last updated” date and version above always identify the current Terms. Continued use of the Service after the effective date constitutes acceptance; if you do not agree, stop using the Service and cancel before the changes take effect. We may modify the Service itself at any time; if a change materially reduces the core functionality you paid for, you may cancel and receive a pro-rata refund of prepaid, unused fees for the affected workspace.

22. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, USA, excluding its conflict-of-laws rules and the U.N. Convention on Contracts for the International Sale of Goods. Before filing any claim, you agree to contact us at leo@vetromar.com and attempt in good faith to resolve the dispute informally for 30 days. Except where Section 23 provides otherwise, any dispute that cannot be resolved informally will be brought exclusively in the state or federal courts located in Delaware, and each party consents to their jurisdiction. Each party waives any right to a jury trial to the extent permitted by law.

23. Users in the EU, EEA, UK, and Switzerland

The Service is offered to businesses only (Section 3). If you are nevertheless deemed a consumer under mandatory local law, nothing in these Terms limits rights that such law grants you and that cannot be waived by contract — including any mandatory warranty rights, the right to bring proceedings in the courts of your place of residence, and the application of mandatory local consumer-protection rules. For business customers in these regions, Section 22 applies. Our GDPR commitments — including our role as processor of workspace content, the list of subprocessors, and international transfer safeguards — are set out in the Privacy Policy, and a data processing agreement is available on request.

24. General terms

• Entire agreement. These Terms, the Privacy Policy, and any DPA we sign with you are the entire agreement about the Service and supersede prior discussions.
• Assignment. You may not assign these Terms without our consent, except to a successor of your business. We may assign them in connection with a reorganization, incorporation, merger, or sale (for example, if Vetromar incorporates as a company, these Terms transfer to that entity).
• Severability; waiver. If a provision is unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver.
• Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.
• Export and sanctions. You may not use the Service in violation of export-control or sanctions laws, and you represent you are not on any restricted-party list.
• Notices. We may notify you by email to your account address or in the app; legal notices to us go to leo@vetromar.com.

25. Contact

Vetromar (operated by Leo Dries)
Email: leo@vetromar.com