Terms of Service
تجري حاليًا ترجمة هذا المستند إلى العربية. النص الإنجليزي هو النسخة المعتمدة.
1Who we are
These Terms of Service ("Terms") form a binding agreement between LEINO SYSTEMS SOFTWARE DESIGN FZCO, a free zone company registered in IFZA, Dubai, United Arab Emirates, under licence number 87738, registered office at Building A1, Dubai Digital Park, Dubai Silicon Oasis, Dubai, UAE ("Khulasa", "we", "us"), and the organisation or person accepting these Terms ("Customer", "you").
These Terms govern access to and use of the Khulasa platform at khulasa.ai, including our meeting assistant, transcription, summarisation, action-item extraction and distribution features, and associated applications, integrations and APIs (the "Service").
By clicking to accept, signing an order form, or accessing the Service, you agree to these Terms. If you accept on behalf of an organisation, you confirm you are authorised to bind it.
Electronic acceptance. The parties agree that acceptance by electronic means constitutes a valid and enforceable agreement under Federal Decree-Law No. 46 of 2021 on Electronic Transactions and Trust Services.
Business use only. The Service is offered exclusively to businesses, government entities and other organisations for professional purposes. It is not offered to consumers. By accepting, you confirm you are acting in the course of a business or professional activity.
2Definitions
"Authorised User" — an individual you permit to access the Service under your account.
"Customer Data" — audio, video, transcripts, summaries, action items, documents, calendar data, participant details and other content you or your Authorised Users submit to, or generate through, the Service.
"Meeting Assistant" — the Khulasa participant that joins a meeting at your instruction to capture audio for processing.
"Meeting Participant" — any individual whose voice, name or contributions are captured in a meeting processed through the Service.
"Output" — transcripts, translations, summaries, action items, insights and other material generated by the Service from Customer Data.
"PDPL" — Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data, with implementing regulations as and when issued.
3How the Meeting Assistant works, and your responsibilities
3.1Design principle: no covert recording
The Service is designed to operate openly. The Meeting Assistant participates in a meeting in the same way a human attendee does — it is admitted by the host or an authorised participant, appears in the participant list under an identifiable name, and is visible to everyone present for the duration of its attendance.
The Service provides no covert, hidden or silent recording capability, and we will not build one. We do not offer any feature that conceals the Meeting Assistant's presence, disguises its identity, or captures a meeting without the host's deliberate action.
3.2Our commitments
We will:
(a) present the Meeting Assistant in the participant list under a name clearly identifying it as Khulasa and as a recording and note-taking assistant;
(b) where the meeting platform supports it, trigger that platform's native recording indicator;
(c) post a notice in the meeting chat on joining, stating that the meeting is being recorded and summarised, and linking to our Recording Notice;
(d) provide the host with controls to remove the Meeting Assistant, pause capture, and stop processing at any time; and
(e) not capture any meeting the Meeting Assistant has not been admitted to.
3.3Your responsibilities
You control which meetings the Meeting Assistant joins and who receives the Output. As between us, you are responsible for the lawfulness of each recording. Specifically, you must:
(a) ensure that every Meeting Participant is aware the meeting is being recorded and summarised, and has a genuine opportunity to object before recording begins;
(b) obtain consent where consent is the lawful basis you rely on, and honour any refusal or withdrawal — including by removing the Meeting Assistant from the meeting;
(c) provide Meeting Participants with the transparency information required under Article 13 of the PDPL, or direct them to our Recording Notice;
(d) not use the Service where a Meeting Participant has objected; and
(e) comply with the laws of every jurisdiction in which you or your Meeting Participants are located.
3.4Prohibited recording contexts
You must not use the Service to record:
(a) any meeting where a Meeting Participant has refused or withdrawn consent; (b) proceedings of any court, tribunal, arbitration or law-enforcement body, except with that body's written permission; (c) conversations subject to legal professional privilege, unless you are the privilege holder and have taken advice; (d) any meeting in circumstances designed to entrap, coerce or surveil a Meeting Participant; or (e) meetings held in a private residence, medical facility, place of worship or comparable setting attracting a heightened expectation of privacy, without specific documented consent.
3.5Unattended and automatic joining
The Service may be configured so the Meeting Assistant joins calendar events automatically. Where you enable this:
(a) you must ensure an Authorised User of yours is present in each meeting the Meeting Assistant joins; (b) you must not configure automatic joining for meetings organised by third parties or for recurring meetings you do not attend; and (c) you remain responsible under Clause 3.3 for each meeting joined, whether or not you attended.
We may disable automatic joining for your account if we reasonably believe it is being used inconsistently with this clause.
3.6Employment context
Where you use the Service in an employment context, you are responsible for compliance with Federal Decree-Law No. 33 of 2021 on the Regulation of Employment Relations, its implementing regulations, and any applicable free zone employment rules. Consent obtained as a condition of continued employment may not be valid. Take your own advice on the lawful basis for workplace recording.
3.7Indemnity
You will indemnify, defend and hold us, our affiliates, officers and employees harmless against claims, proceedings, losses, fines, penalties, damages and reasonable legal costs arising from:
(a) your breach of Clauses 3.3 to 3.6; (b) any claim by a Meeting Participant relating to the recording, processing or distribution of their Personal Data through your account; or (c) the content of any Customer Data, or your distribution of Output.
This indemnity survives termination.
3.8Cooperation with authorities
Where we receive a lawful order or request from a UAE court, the Public Prosecution, the UAE Data Office, a police authority or an equivalent authority elsewhere relating to your use of the Service, we may disclose relevant information and preserve or produce Customer Data as required. We will notify you unless legally prohibited.
4The Service, and what it is not
4.1Nature of AI output
The Service uses automated speech recognition, machine translation and large language models, including models tuned for Arabic and Gulf dialects. You acknowledge that:
(a) Output is probabilistic and may contain errors, including misattributed speakers, mistranscribed words, omitted content, mistranslation, and summaries that misstate or omit material points;
(b) accuracy varies with audio quality, accent, dialect, code-switching between Arabic and English, background noise, overlapping speech and specialist terminology;
(c) Output is not a verbatim record, is not certified, and is not suitable as an official minute, court transcript or evidentiary record without independent human verification;
(d) you are responsible for reviewing Output before relying on, circulating or acting on it.
4.2No professional advice, no automated decisions
Output does not constitute legal, financial, medical, tax or other professional advice.
You must not use Output as the sole basis for any decision producing legal effects concerning an individual or significantly affecting them — including recruitment, promotion, disciplinary action, termination, performance evaluation, credit assessment or access to services. Such use may engage Article 18 of the PDPL and equivalent provisions elsewhere. Where Output informs any such decision, ensure meaningful human review and retain responsibility for the decision.
4.3Speaker attribution
The Service attributes statements to individual speakers using automated diarisation. Attribution may be incorrect, particularly where audio quality is poor or speakers have similar voice profiles. You must not treat attributed statements as a reliable record of who said what without verification, and must not rely on attribution in any disciplinary, contractual or evidentiary context.
4.4Access and distribution of Output — **important**
The Service allows you to grant access to Output and to distribute it by email. You are solely responsible for who receives Output from your account.
You acknowledge that:
(a) a Meeting Participant's awareness that a meeting is being recorded does not by itself constitute consent to the resulting Output being disclosed to persons who did not attend;
(b) under Article 44 of Federal Decree-Law No. 34 of 2021, revealing, transmitting or broadcasting the content of conversations without consent may constitute an offence independently of the recording itself; and
(c) you must have a lawful basis for each disclosure of Output beyond the Meeting Participants.
You must:
(d) restrict access to Output to Meeting Participants and to individuals with a legitimate business need to receive it; (e) not use the Service to circulate Output for the purpose of embarrassing, disciplining or disadvantaging a Meeting Participant without their knowledge; (f) verify distribution lists before sending, and maintain them accurately; and (g) promptly revoke access when an Authorised User leaves your organisation.
By default, access to Output is limited to the meeting owner and Meeting Participants who are Authorised Users. Extending access beyond that group is a deliberate action taken by you, and is recorded in your account's access log.
5Restricted data categories
You must not submit to the Service, and must configure your use to exclude:
(a) Health data of patients in the UAE. Federal Law No. 2 of 2019 on the Use of Information and Communication Technology in the Health Fields restricts storage and processing of UAE health data outside the UAE. Unless you have a written agreement with us for a UAE-hosted deployment, do not use the Service for clinical consultations, patient meetings or any meeting in which patient health data is discussed.
(b) Regulated financial data subject to Central Bank of the UAE outsourcing or data-residency requirements, unless expressly agreed in writing.
(c) Government classified, restricted or national-security information.
(d) Payment card data, government identification numbers, biometric templates or credentials.
(e) Special categories of Personal Data under the PDPL, other than as incidentally captured in ordinary business conversation, unless expressly agreed.
6Acceptable use
You must not, and must not permit any Authorised User to:
(a) use the Service in breach of applicable law, including UAE laws on cybercrime, defamation, public morals and the security of the State; (b) upload content that is unlawful, defamatory, obscene, or that offends public order or morals in the UAE; (c) attempt to conceal, disguise or suppress the Meeting Assistant's presence or identity in a meeting; (d) reverse engineer, decompile or attempt to derive the source code, model weights or training data of the Service; (e) use the Service or Output to train, fine-tune or evaluate a competing speech-recognition or summarisation model; (f) resell, sublicense or provide the Service to third parties except as expressly permitted; (g) circumvent usage limits, security controls or authentication; (h) submit content you do not have the right to submit; or (i) use automated means to scrape or extract data from the Service beyond documented API use.
Sanctions. You represent that you are not, and are not owned or controlled by, a person subject to sanctions administered by the UAE, the UN Security Council, the United States, the United Kingdom or the European Union, and that you will not make the Service available in or to any comprehensively sanctioned territory.
7Data protection
7.1Roles
For Customer Data, you are the Controller and we are the Processor. We process Customer Data only on your documented instructions, as set out in these Terms and the Data Processing Addendum, which forms part of these Terms.
For account registration data, billing data, support communications and Service usage telemetry, we act as Controller, as described in our Privacy Policy.
7.2Your obligations as Controller
You are responsible for establishing a lawful basis for processing, providing Article 13 transparency information to Meeting Participants, responding to data subject requests (we provide reasonable assistance), and conducting a data protection impact assessment where required.
7.3Cross-border transfers
The Service's primary infrastructure is hosted in the United Arab Emirates.
Where the Service uses cloud processing, Customer Data may be transferred to and processed by our sub-processors for transcription, model inference, transactional email and payment processing. We implement contractual and technical safeguards for such transfers under Articles 22 and 23 of the PDPL.
Customers may elect self-hosted processing at the organisation level. Where elected, audio and transcripts are processed by our self-hosted transcription and analysis components and are not transferred to third-party transcription or model providers.
Dedicated and on-premise deployments are hosted in the location agreed with the Customer.
7.4Security and breach notification
We maintain technical and organisational measures appropriate to the risk, including encryption in transit and at rest, access controls, logging and personnel confidentiality obligations.
We will notify you without undue delay and within 72 hours of becoming aware of a personal data breach affecting Customer Data, with the information you need to meet your own obligations to the UAE Data Office and affected individuals under Article 33 of the PDPL.
7.5Retention and deletion
Customer Data is retained until you delete it. There is no automatic expiry by default.
Your organisation may configure a retention schedule, expressed in whole days, after which completed recordings and their transcripts and summaries are deleted automatically. Recordings placed on legal hold are exempt from automatic deletion. We notify a recording's owner seven days before it is deleted under a retention schedule.
You may export Customer Data at any time while your subscription is active, and for thirty days after termination. A generated export archive remains available for download for seven days.
On deletion — whether by you, by your retention schedule, or on termination — media files are erased immediately and irrecoverably. Copies of the associated database records may persist in encrypted backups for up to fourteen days, after which they are erased, except where retention is legally required.
7.6Evolving regulation
The PDPL's Executive Regulations had not been issued as at the date of these Terms. We will update our practices and this Clause 7 as required once they are, with notice of material changes under Clause 14.
8Intellectual property
We own the Service. All rights in the platform, software, models, documentation and our trade marks remain ours. We grant you a non-exclusive, non-transferable, revocable licence to use the Service during the term for your internal business purposes.
You own Customer Data and Output. As between the parties, you retain all rights in Customer Data and, to the extent capable of protection, in Output generated from it. You grant us a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, process, display and create derivative works of Customer Data solely to provide, secure and support the Service, and for no other purpose except as permitted under Clause 7.4.
Feedback. Suggestions and feedback you give us may be used without restriction or compensation.
Output uniqueness. Output is machine-generated; similar or identical Output may be generated for other customers. We make no representation that Output is unique or protectable.
9Fees, taxes and payment
Fees are as set out on our pricing page or your order form, exclusive of taxes unless stated.
VAT. We charge value added tax at the prevailing rate under Federal Decree-Law No. 8 of 2017 where applicable. Where the supply qualifies as an export of services and zero-rating conditions are met, VAT is charged at 0%. You must provide accurate tax residence and TRN information, and are responsible for reverse-charge or withholding obligations in your own jurisdiction; any withholding must be grossed up so we receive the full invoiced amount.
Payment. Fees payable in advance. Late amounts accrue interest at 9% per annum or the maximum permitted by law, whichever is lower. We may suspend accounts more than 30 days overdue after written notice.
Price changes. On 30 days' notice, effective at your next renewal.
Refunds. Fees are non-refundable except where expressly stated or required by law.
10Term, suspension and termination
Term. From acceptance until terminated. Subscriptions renew automatically for successive monthly periods unless cancelled before renewal.
Termination for convenience. Either party, at the end of the then-current subscription period, on 30 days' notice.
Termination for cause. Either party, immediately, on material breach unremedied within 14 days of notice, or on the other's insolvency.
Immediate suspension. We may suspend access without prior notice where we reasonably believe your use breaches Clause 3 or 4.4, is unlawful, poses a security risk, or exposes us to legal or regulatory liability. We will notify you promptly and, where practicable, allow remediation.
Effect. Your licence ends and Clause 7.6 applies. Clauses 3.7, 8, 11, 12, 13 and 15 survive.
11Warranties and disclaimers
We warrant that we will provide the Service with reasonable skill and care and in accordance with the Service description, that the Meeting Assistant will operate as described in Clause 3.1 and 3.2, and that we hold the licences and registrations required for our business in the UAE.
Subject to Clause 12 and to the extent permitted by UAE law, and except as expressly stated, the Service and all Output are provided "as is". We do not warrant that the Service will be uninterrupted or error-free, that Output will be accurate, complete or fit for any particular purpose, or that any specified transcription accuracy rate will be achieved for any language, dialect or recording condition.
12Liability
Nothing in these Terms limits or excludes liability for: death or personal injury; fraud or fraudulent misrepresentation; gross negligence or wilful misconduct; your liability under Clause 3.7; or any other liability that cannot lawfully be limited under UAE law.
Subject to the above:
(a) neither party is liable for indirect or consequential loss, loss of profit, revenue, anticipated savings, business opportunity, or loss or corruption of data;
(b) each party's total aggregate liability arising out of or in connection with these Terms, whether in contract, tort or otherwise, is limited to the total fees paid or payable by you in the twelve (12) months preceding the event giving rise to the claim;
(c) we are not liable for loss arising from your reliance on Output without human verification, your failure to meet Clause 3.3, or your distribution of Output.
13Confidentiality
Each party will keep the other's confidential information confidential and use it only to perform these Terms, for 2 years after disclosure — indefinitely for Customer Data and trade secrets. Standard exceptions apply for information that is public, independently developed, or lawfully received from a third party. Disclosure required by law or a competent authority is permitted with prior notice where lawful.
14Changes to these Terms
We may amend these Terms. For material changes adverse to you, we give at least 30 days' notice by email and in-product. If you object, you may terminate before the change takes effect and receive a pro-rata refund of prepaid fees for the unused period. Continued use after the effective date constitutes acceptance.
15Governing law and disputes
These Terms are governed by the laws of the United Arab Emirates as applied in the Emirate of Dubai.
The parties irrevocably agree that the Courts of the Dubai International Financial Centre have exclusive jurisdiction over any dispute arising out of or in connection with these Terms, including any question regarding their existence, validity or termination. The parties opt in to the jurisdiction of the DIFC Courts pursuant to Article 5(A)(2) of Dubai Law No. 12 of 2004 (as amended). The parties confirm this is a specific, informed and mutual election.
Before commencing proceedings, the parties will attempt in good faith to resolve the dispute by escalation to senior representatives for 30 days.
16General
Language. These Terms are published in English and Arabic. In the event of inconsistency, the ENGLISH version prevails.
Assignment. You may not assign without our written consent. We may assign to an affiliate or in connection with a merger or sale of assets.
Force majeure. Neither party is liable for failure to perform due to events beyond its reasonable control, consistent with Articles 273 and 287 of the UAE Civil Transactions Law.
Notices. To us: hello@leino.dev. To you: the email on your account.
Entire agreement. These Terms, the DPA, the Privacy Policy and any order form constitute the entire agreement and supersede prior discussions. Terms in your purchase order or vendor portal do not apply unless we agree in writing.
Severability. If a provision is held unenforceable, the remainder continues and the provision is replaced by one closest to the parties' original intent.
No waiver. Failure to enforce is not a waiver.
Publicity. We may identify you as a customer using your name and logo
Contact. hello@leino.dev