Legal

Terms of Service

Last updated: 3 March 2026

1. Agreement to Terms

These Terms of Service ("Terms") govern your access to and use of the VoiceFlowLab platform, VoiceCount product, website, and related services (collectively, the "Services") provided by VoiceFlowLab ("we", "us", "our").

By accessing or using our Services, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Services. If you are using the Services on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.

2. Description of Services

VoiceFlowLab provides a voice-first data capture platform that enables field professionals to:

  • Record voice notes describing work completed, inventory counts, or other field data.
  • Capture photos for verification and AI analysis.
  • Receive AI-powered transcription and structured data extraction.
  • Review, edit, and approve extracted data.
  • Sync approved data to connected third-party systems.
  • Access dashboards, analytics, and team management features.

3. Account Registration

  • You must provide accurate, complete, and current information when creating an account.
  • You are responsible for maintaining the confidentiality of your account credentials.
  • You are responsible for all activities that occur under your account.
  • You must notify us immediately of any unauthorised use of your account.
  • You must be at least 16 years of age to use the Services.

4. Subscription and Payment

4.1 Plans and Pricing

We offer several subscription plans (Solo, Team, Business, Enterprise) with different features and pricing as described on our pricing page. Prices are quoted in British Pounds (GBP) and are per user per month unless otherwise stated.

4.2 Free Trial

We may offer a free trial period. At the end of the trial, your account will require a paid subscription to continue using the Services. We will notify you before the trial expires.

4.3 Billing

  • Subscriptions are billed monthly or annually, depending on your selected plan.
  • Payment is due at the start of each billing period.
  • All fees are non-refundable except as required by applicable law or as expressly stated in these Terms.

4.4 Price Changes

We may change our prices with at least 30 days' notice. Price changes will take effect at the start of the next billing period following the notice.

5. Acceptable Use

You agree not to:

  • Use the Services for any unlawful purpose or in violation of any applicable laws or regulations.
  • Upload or transmit any content that is harmful, offensive, defamatory, or infringes on the rights of others.
  • Attempt to gain unauthorised access to the Services, other accounts, or computer systems.
  • Interfere with or disrupt the integrity or performance of the Services.
  • Reverse engineer, decompile, or disassemble any part of the Services.
  • Use the Services to develop a competing product or service.
  • Exceed the usage limits of your subscription plan (e.g., voice entry limits).
  • Share your account credentials with unauthorised individuals.
  • Use automated tools to access the Services without our written consent.

6. Your Content

6.1 Ownership

You retain ownership of all content you submit through the Services, including voice recordings, photos, transcripts, and extracted data ("Your Content").

6.2 Licence Grant

By using the Services, you grant us a limited, non-exclusive, worldwide licence to process, store, and transmit Your Content solely to provide and improve the Services. This licence ends when you delete Your Content or close your account.

6.3 Responsibility

You are solely responsible for Your Content and ensuring you have the right to share it with us. You must not upload content that violates the privacy or rights of others without their consent.

7. AI Processing

  • Our Services use artificial intelligence (including OpenAI's Whisper and GPT models) to transcribe voice recordings and extract structured data.
  • AI-generated outputs may contain errors. You are responsible for reviewing and approving all extracted data before syncing to third-party systems.
  • We do not guarantee the accuracy, completeness, or reliability of AI-generated content.
  • Voice recordings are transmitted securely to AI providers for processing and are subject to their respective data processing agreements.

8. Third-Party Integrations

  • The Services may integrate with third-party platforms (e.g., Housecall Pro, Procore, HubSpot, Shopify, Toast).
  • Your use of third-party integrations is subject to those platforms' terms of service and privacy policies.
  • We are not responsible for the availability, accuracy, or actions of third-party services.
  • You authorise us to transmit your approved data to connected third-party systems on your behalf.

9. Intellectual Property

The Services, including all software, design, text, graphics, logos, and other materials, are the intellectual property of VoiceFlowLab and are protected by applicable copyright, trademark, and other intellectual property laws.

"VoiceFlowLab" and "VoiceCount" are trademarks of VoiceFlowLab. You may not use our trademarks without our prior written permission.

10. Limitation of Liability

To the maximum extent permitted by applicable law, VoiceFlowLab shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business, or goodwill, arising out of or in connection with your use of the Services.

Our total liability to you for any claims arising from or related to the Services shall not exceed the amount you paid us in the 12 months preceding the claim.

11. Disclaimer of Warranties

The Services are provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Services will be uninterrupted, error-free, or secure, or that AI-generated outputs will be accurate or complete.

12. Indemnification

You agree to indemnify and hold harmless VoiceFlowLab, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Services, violation of these Terms, or infringement of any rights of a third party.

13. Termination

  • You may cancel your subscription and close your account at any time.
  • We may suspend or terminate your access if you violate these Terms or engage in conduct that we determine is harmful to the Services or other users.
  • Upon termination, your right to use the Services ceases immediately.
  • We will retain your data for 30 days after account closure to allow for data export, after which it will be permanently deleted.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Changes to Terms

We reserve the right to modify these Terms at any time. We will provide at least 30 days' notice of material changes by posting the updated Terms on our website and updating the "Last updated" date. Your continued use of the Services after changes take effect constitutes acceptance of the revised Terms.

16. Contact Us

If you have any questions about these Terms, please contact us: