General Terms of Use of the Truebar™ Services

1. Introductory Provisions

1.1 These General Terms of Use (the “Terms”) set out the rules and conditions for the use of the Truebar™ services provided by VITASIS, informacijske tehnologije, d.o.o., Partizanska cesta 8A, 1381 Rakek, Slovenia, registration number: 8299919000, VAT ID: SI 73387797 (the “Company”).

1.2 The contractual relationship consists of:

• these Terms;
• the Data Processing Agreement (the “DPA”), published at https://truebar.si/data-processing-agreement;
• the List of Sub-processors, published at https://truebar.si/subprocessors;
• the applicable price list at truebar.si/cenik and any confirmed order or individual agreement.

The processing of personal data for which the Company is the controller is described in the Privacy Policy, published at https://truebar.si/privacy.

1.3 In the event of any conflict, the individual agreement shall prevail, followed by the DPA (with regard to the protection of personal data), followed by these Terms.

2. Definitions

3. Acceptance of the Terms

3.1 By registering, logging in or using the Service, the Customer accepts these Terms and the DPA, which are binding on the Customer. Acceptance constitutes the conclusion of a contractual relationship between the Company and the Customer.

3.2 A person who accepts the Terms on behalf of a legal entity represents that they are authorised to do so.

3.3 The User represents that they are at least 18 years of age. Persons under the age of 18 are not permitted to use the Service.

3.4 At the Customer’s request (only in the case of the Enterprise package), the Company may also sign the DPA as a stand-alone document in its published form.

4. Registration and Login

4.1 Access to the Service requires the registration of an Account with valid information.

4.2 The Customer and the User are responsible for keeping their login credentials confidential and for handling the Account with due care; we recommend using two-factor authentication where available.

4.3 If misuse of the Account is suspected (e.g. unauthorised access), the User and the Customer must notify the Company without undue delay at podpora@vitasis.si.

4.4 The Company shall not be liable for any damage resulting from the careless handling of login credentials.

4.5 The Company may refuse registration or terminate an Account if the User breaches these Terms.

5. Licence Terms

5.1 The Company grants the Customer a non-transferable, limited and non-exclusive licence to use the Service to the extent of the selected package and in accordance with these Terms.

5.2 The licence does not permit modification, reverse engineering, the creation of derivative works or updating of the software. The Customer may not sell, rent, lend or otherwise transfer the licence to a third party.

5.3 A breach of the licence terms may result in revocation of access to the Service.

6. Services

6.1 Depending on the selected package, the Service includes: speech recognition and transcription, subtitling, translation, speech synthesis, AI summarisation and the note-taker, as well as an API for developers. The scope of functions of each package is set out in the price list.

6.2 The Company provides the Service using its own models and External Providers listed in the List of Sub-processors (in the OSNOVNI, ZAČETNI and PRO packages for speech recognition, translation and AI summarisation). In the Enterprise package, speech recognition is performed by default using the Company’s own models deployed in the Company’s environment; the Customer may choose to use an External Provider for speech recognition. External Providers are used for translation and AI summarisation in all packages.

6.3 Artificial intelligence output. Transcripts, translations, subtitles and summaries are generated automatically by means of artificial intelligence and may contain errors, omissions or inaccurate statements. The Customer must review them before using them for legal, medical, financial or other important decisions. The Customer is responsible for the use of the output.

6.4 The Company may update and improve the Service. The Company will notify the Customer in advance of any material changes to functions that affect the Customer.

7. Use of the API

7.1 Use of the API is permitted only to Customers whose package includes the API or who have concluded an agreement with the Company.

7.2 The API shall be used in accordance with the documentation, lawfully and ethically. The Customer may not modify its core functionality or circumvent usage limits.

7.3 In the event of a breach of the API usage rules, the Company may terminate access immediately.

8. Trial Accounts

8.1 The Company offers a free, time-limited Trial Account for testing the functionality, without commercial support.

8.2 The Company may discontinue trial access at any time. Content on a Trial Account is subject to the same data protection rules as paid packages.

9. Fees for Services

9.1 The Customer shall pay the licence fee in accordance with the applicable price list or the confirmed order.

9.2 Invoices must be paid within 30 days of issue. In the event of a delay exceeding 30 days, the Company may temporarily or permanently disable access to the Service. Such delay does not affect the obligation to settle amounts due. For card payments, the card of the Customer or User is automatically charged at the beginning of each new billing period (monthly).

9.3 An annual subscription is automatically renewed for a further one-year period unless the Customer cancels it at least 30 days before its expiry. A monthly subscription remains in effect until the end of the billing period in which the Customer or User cancelled the subscription.

10. User Support

The Company provides support on an 8/5 basis (Monday–Friday, 8:00–16:00) by e-mail at podpora@vitasis.si. Support does not include development or customisation unless specifically agreed. When resolving a request, support staff may, with the Customer’s permission, access individual items of Content.

11. Warranties and Limitation of Liability

11.1 The Company strives for high availability and quality of the Service but does not guarantee its uninterrupted or error-free operation or its fitness for a particular purpose.

11.2 The Company shall not be liable for:

• interruptions due to force majeure or disruptions at External Providers and networks beyond its control;
• damage resulting from improper use of the Service or unreviewed use of AI output (Article 6.3);
• loss of data, unless caused by the Company’s intent or gross negligence.

11.3 In business relationships, liability for indirect damage is excluded, and the Company’s total liability is limited to the amount of the licence fee paid by the Customer for the month in which the Customer notified the Company of the damage event; for annual subscriptions, 1/12 of the annual licence fee.

11.4 The limitations in this Article do not apply to damage caused intentionally or through gross negligence, or to liability that may not be excluded by law. Liability towards individuals under Article 82 of the GDPR remains unaffected.

11.5 The mandatory rights of Consumers remain unaffected.

12. Term and Termination

12.1 The subscription relationship lasts for the period of the selected package and is renewed in accordance with Article 9.3.

12.2 In the case of an annual subscription, the Customer may terminate the relationship at least 30 days before the end of the period; in the case of a monthly subscription, at any time. The right of use ends upon expiry of the paid period.

12.3 The Company may terminate the relationship in the event of a breach of these Terms, non-payment, misuse of the API or other functions, a breach of law or expiry of the licence. In the event of a serious breach, the Company may terminate access immediately.

12.4 Following termination, the Customer has 14 days to export the Content. Thereafter, the Company deletes the Content in accordance with Article 13.8 and the DPA.

12.5 If the Customer specifically confirms a paid monthly subscription with renewal, it is renewed according to the confirmed order. It may be cancelled at any time; the cancellation takes effect at the end of the current paid billing period, until which the Service remains operational and the hour quota of the selected package remains available.

12.6 Termination does not limit the parties’ statutory remedies for breaches that occurred during the term of the relationship.

13. Personal Data Protection

13.1 The Company as controller. The Company is the controller of Account data, billing data, data on communication with the Customer and technical usage data. The processing of such data is described in the Privacy Policy.

13.2 The Company as processor. For Content uploaded or created by the User in the Service, the Customer is the controller and the Company is the processor. The Company processes Content solely for the purpose of providing the Service on the Customer’s instructions, in accordance with the DPA.

13.3 DPA. The DPA forms an integral part of these Terms and applies to all packages. It is concluded upon acceptance of these Terms; at the request of an Enterprise package Customer, the Company may also sign it as a stand-alone document (Article 3.4). Customised processing terms may be agreed with Enterprise package Customers by individual agreement, which prevail over the DPA in the event of any conflict.

13.4 Customer’s obligations. The Customer warrants that it has an appropriate legal basis for processing the personal data contained in the Content and that it has informed the individuals whose speech or data appear in the recordings (e.g. meeting participants) of the recording, transcription and processing by artificial intelligence. When using the note-taker in meetings on Google Meet, Zoom or Microsoft Teams, the Customer shall ensure that participants are informed of the recording and transcription. The Customer is responsible for the content of recordings and transcripts.

13.5 Where data is processed. The Service is hosted in a data centre in Slovenia. For certain functions (speech recognition and translation, AI summarisation), the Company uses External Providers, with processing taking place in the European Union; in the Enterprise package, speech recognition is performed by default using the Company’s own models deployed in its environment, unless the Customer selects an External Provider. Where an External Provider has its registered office outside the EU, appropriate safeguards for any limited access from a third country are ensured by the European Commission’s Standard Contractual Clauses or another basis under the GDPR. The list of all sub-processors is published at https://truebar.si/subprocessors, including their names, purposes and processing locations; the Company updates it in accordance with the procedure set out in the DPA. For the Enterprise package with a dedicated environment or on-premises deployment, the processing location and any External Providers are determined by the individual agreement.

13.6 Sensitive data. If Content contains special categories of personal data (e.g. health data), the Customer shall itself assess whether the measures set out in the DPA are sufficient for it. For such processing, the Company recommends the Enterprise package.

13.7 No model training. Neither the Company nor the External Providers use Content to train or improve artificial intelligence models.

13.8 Retention and deletion. Content is retained until the User deletes it. Source recordings and transcripts are automatically deleted 90 days after the transcript is created. Following termination, Content is deleted within 90 days at the latest, in accordance with the DPA.

13.9 Anonymised data. The Company may use aggregated and anonymised data on the use of the Service (e.g. number of minutes, use of functions), from which individuals cannot be identified, to analyse and improve the performance of the Service. This does not include the content of recordings or transcripts.

14. Intellectual Property Rights

14.1 All intellectual property rights in the Service, the Associated Applications and the documentation are owned by the Company or its suppliers. The User may not remove any product markings, copyright notices or proprietary restrictions from the Service.

14.2 Content and the output generated from it (transcripts, subtitles, translations, summaries) remain the property of the Customer. The Company does not acquire any rights in them, except the right of processing necessary to provide the Service.

14.3 The Customer warrants that it holds the rights to the recordings and materials it uploads to the Service.

15. Consumers

The Service is intended primarily for business users. The Enterprise package is intended exclusively for business users and cannot be concluded by Consumers; the provisions of this Article do not apply to it. If the Customer is a Consumer, the mandatory rights under the Consumer Protection Act (ZVPot-1) apply, in particular the right to withdraw from a distance contract within 14 days. If the Consumer expressly requests that performance begin before the end of the withdrawal period and has been duly informed, upon withdrawal they may owe only the legally permissible proportionate part of the service already provided. Merely starting to use the Service does not result in the loss of the right of withdrawal; this right ends only when all statutory conditions are met, in particular full performance of the service together with prior express consent and acknowledgement. In the event of a valid withdrawal, we will refund the eligible payments no later than 14 days after the notice, as a rule using the same means of payment. Rights relating to the conformity of the digital service, remedying of non-conformity, price reduction or withdrawal are not limited by these Terms.

16. Dispute Resolution

16.1 These Terms are governed by the law of the Republic of Slovenia.

16.2 The parties shall endeavour to resolve disputes amicably. If this is not possible, the court in Ljubljana having subject-matter jurisdiction shall have jurisdiction, unless the law provides otherwise for Consumers.

17. Amendments to the Terms

17.1 The Company may amend these Terms due to changes in the Service, legislation or its business.

17.2 The Company will notify business users of material changes by e-mail at least 14 days, and consumers at least 30 days, before they take effect. A Customer who does not agree with a change may terminate the relationship before it takes effect without additional costs.

17.3 Changes to sub-processors are subject to the procedure set out in the DPA.

18. Contact