Terms of Service

Key terms in brief

This summary is part of these terms and points out the terms you should read with particular care. The full sections cited below govern.

• Two sets of rules. Sections 19 to 24 apply only to organisations: businesses, charities, schools and public bodies. Section 25 applies only to consumers on Personal and Household plans. Public bodies are on these terms unless a contract signed by both sides says otherwise (section 24).
• Organisations receive the Service, Epiow AI, Epiow Minutes transcripts and summaries, and all payroll, MPF, tax and accounting calculations strictly "AS IS" and "AS AVAILABLE", with no service levels, support response times or backup commitments unless an Enterprise order form signed by us sets them out (sections 4, 5, 12 and 19).
• All Epiow AI outputs, meeting transcripts and summaries, and statutory payroll, MPF, pension, tax and accounting calculations are automated decision-support outputs provided "AS IS" and "AS AVAILABLE" without warranty of verbatim accuracy, completeness or fitness for legal, statutory filing, audit, tax or accounting reliance. A human must review and verify every output before reliance or submission, and you are responsible for what you and your Users ask Epiow AI to do (sections 4 and 5).
• Before recording, uploading or transcribing any meeting, call or conversation (including via Epiow Minutes or Epiow AI), you warrant that you have given all legally required notices and obtained all legally required consents from every participant under all applicable one-party and all-party recording, wiretapping and data-protection laws, and you agree to indemnify, defend and hold harmless Epiow Limited in full against any claim, fine, damage or legal cost arising from unconsented or unlawful recording or processing (sections 9, 11, 21 and 25).
• We may change features, apps, AI models, usage limits, prices and these terms, and may suspend or close a workspace, as sections 7, 13, 16 and 17 describe. Consumers may cancel if a change is to their disadvantage.
• Subject to the mandatory UK statutory floor in section 18, for organisations our aggregate liability is capped at the total subscription fees paid to Epiow Limited in the 12 months immediately preceding the event giving rise to the claim (or £100 for Free or trial accounts), and we exclude all indirect, consequential, special, exemplary or punitive damages, lost profits, revenue, business, goodwill, anticipated savings, and data loss or corruption (section 20).
• Customers and Users indemnify, defend and hold harmless Epiow Limited in full against claims, fines and legal costs arising from unconsented or unlawful recording or transcription, their data, their use of the Service and their breach of these terms (sections 9, 21 and 25).
• Before starting any formal proceeding (save for urgent injunctive relief for IP or security), the claiming party must send a formal written Dispute Notice to legal@epiow.com and allow 30 calendar days for good-faith resolution. Permitted organisation claims must be formally filed within 1 year after the cause of action accrues, on an individual basis only, under the law of England and Wales and the exclusive jurisdiction of the courts of England and Wales in London (sections 22 and 27).
• Nothing excludes liability for negligence causing death or personal injury, fraud, or mandatory statutory rights under the Consumer Rights Act 2015 or UK GDPR / Data Protection Act 2018 (sections 18 and 25). Consumers keep their 14-day right to cancel, and consumer prices include VAT.
• We do not use your content to train AI models, and we do not sell personal data.

1. About these terms

These Terms of Service govern access to and use of Epiow, the browser workspace at epiow.com and its apps (the "Service"), provided by Epiow Limited ("we" or "us"). They also govern any other service of Epiow Limited that links to them. They apply to whoever creates a workspace ("you"): an organisation such as a business, charity, school or public body, or a person using a Personal or Household workspace. You are responsible for every person you let sign in ("Users") and for their compliance with these terms. If you accept these terms for an organisation, you confirm that you are authorised to bind it. An order form or written agreement signed by us takes precedence over these terms only where it expressly says so.

2. Accounts and access

To use the Service:

• Anyone with a sign-in must be at least 18. Children can be added to a household or school workspace only as members without their own sign-in, managed by a parent, guardian or the school.
• Workspace and account details must be accurate and kept up to date.
• Each User keeps their own sign-in details confidential; accounts may not be shared. You are responsible for all activity under your workspace and its accounts.
• A workspace's administrators decide who is invited, which apps are installed and what each role may see, and you are responsible for those choices.
• Email hi@epiow.com promptly if you suspect unauthorised access to your workspace, and send any formal legal or regulatory security notice to legal@epiow.com.

3. The Service

Epiow is a workspace in which you install the apps you need. Depending on your plan and workspace type it may include:

• shared tools: calendar, files, notes, contacts, chat and search;
• apps for work, school, charity and home, such as people and payroll, finance, projects and household money;
• country packs with local rules, such as payroll and statutory filing, for the countries we choose to support; and
• Epiow AI and Epiow Minutes, providing automated assistant, audio transcription and meeting-summary tools inside your apps under the signed-in User's permissions.

4. Payroll, MPF, tax, accounting and compliance outputs — strictly "AS IS"

All statutory payroll, MPF, pension, tax, accounting, bookkeeping and compliance calculations, schedules and draft filings generated by Epiow are automated decision-support outputs provided strictly "AS IS" and "AS AVAILABLE", without any warranty of verbatim accuracy, completeness, currency or fitness for legal, statutory filing, audit, tax or accounting reliance. Epiow is software, not a law firm, accounting practice, tax adviser or payroll bureau, and country packs may not reflect every rule or change in the law. You remain solely responsible for independent human review and verification of every calculation and document before relying on it, paying any person, or submitting any filing to HMRC, the MPFA, a tax authority, pension provider, auditor or other body.

5. Epiow AI and Epiow Minutes — automated outputs strictly "AS IS"

When you or your Users use Epiow AI, Epiow Minutes or any other AI or transcription feature:

• All Epiow AI outputs and all Epiow Minutes meeting transcripts, speaker attributions, translations, action items and summaries are automated decision-support outputs provided strictly "AS IS" and "AS AVAILABLE", without any warranty of verbatim accuracy, completeness, reliability or fitness for legal, statutory filing, audit, tax, employment or accounting reliance, and do not constitute professional advice. You remain solely responsible for human review and verification prior to reliance or submission.
• Epiow AI acts under the permissions of the User who asks it. Actions it takes on a User's request, or with a User's approval, are treated as that User's authorised actions, and you are responsible for them.
• We choose the AI and speech models and providers behind Epiow AI and Epiow Minutes and may change them, and we may set and change usage limits and fair-use rules for AI and transcription features.
• We do not use your content to train AI models, and our AI providers may not use it for training either.

6. Plans and prices

The plans, prices and what each plan includes are published at epiow.com/pricing and listed in Schedule 1, and form part of these terms. The price that applies is the one shown when you order, until it changes under section 7.

• You are charged in the currency shown when you order. Prices are set per currency, not converted from another currency.
• Annual billing is charged for twelve months in advance. Monthly billing is charged each month at the monthly price.
• Prices for organisations exclude VAT and similar taxes, which are added at the rate that applies. Prices shown to consumers in the United Kingdom and the European Union include VAT.
• Nonprofit, education and public-sector prices depend on eligibility, which we may ask you to show, and end if you stop being eligible.

7. Billing and payment

For paid plans:

• Subscriptions, payment methods and invoices are managed in the Billing app inside your workspace. Payments are handled by our payment provider; we do not receive or store your card details.
• Epiow Limited is the seller on every invoice and receipt, and charges appear on your card statement as EPIOW.COM.
• You authorise charges for the plan, billing period and number of users you select. Subscriptions renew automatically at the end of each billing period until you cancel.
• Users added during a billing period are charged from the date they are added.
• Purchase orders and invoice terms are available on request from hi@epiow.com. Invoices are payable within the time they state.
• If a payment fails or is overdue, we may move the workspace to the Free plan or suspend paid features until it is paid. Organisations pay statutory interest on late payments.
• We may change prices. We will give you reasonable notice in the console or by email before a new price applies to you. It applies from your next billing period after the notice, and you may cancel before then.

8. Changing plans, cancelling and refunds

You can change plan or cancel at any time in the Billing app. An upgrade takes effect immediately. A downgrade or cancellation takes effect at the end of the current billing period, and the paid plan stays available until then. Fees are non-refundable, except where these terms or the law require a refund. Billing errors are corrected.

9. Your data and recording consent warranty

Data you put into the Service remains yours.

• You own the data in your workspace. You grant us a worldwide, royalty-free, non-exclusive licence to host, copy, process, transmit and display it as needed to provide, secure, support and improve the Service. We may use aggregated or de-identified data that does not identify you or any person for any purpose.
• For personal data in your workspace, you are the controller and we are your processor, as described in the Data Processing Addendum at epiow.com/legal/dpa.
• We handle personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and under the EU GDPR and other local law where they apply, as described in our Privacy Policy at epiow.com/legal/privacy.
• You confirm that you have a lawful basis, and have given any notices or obtained any consents required, to put other people's personal data into the Service.
• Meeting recording, audio upload and transcription compliance warranty and full indemnity. Before recording, uploading, streaming or transcribing any meeting, call, interview or conversation (including via Epiow Minutes or Epiow AI), you and your Users expressly represent, warrant and undertake to Epiow Limited that you have given all legally required notices to, and obtained all legally required consents and permissions from, every participant in that conversation under all applicable one-party and all-party call-recording, wiretapping, interception, confidentiality, employment and data-protection laws in every relevant jurisdiction. To the fullest extent permitted by law, you agree to indemnify, defend and hold harmless Epiow Limited, its officers, directors and staff in full on demand against any third-party, participant or regulatory claim, investigation, fine, penalty, damage, loss, liability or legal cost arising out of or relating to any unconsented or unlawful recording, audio upload, transcription or processing.
• You are responsible for keeping your own copies of data you cannot afford to lose. The Service is not a backup service.
• We use the subprocessors listed at epiow.com/legal/subprocessors.

10. Export and deletion

You can export your data as CSV on every plan, including Free, and should do so before you close a workspace. After a workspace is closed, we keep its data for a limited period in which you may request an export from hi@epiow.com, and then delete it, except records we must keep by law or under Legal Hold, which are deleted when the retention period or hold ends.

11. Acceptable use

You and your Users must not:

• use the Service for anything unlawful, fraudulent or harmful, or to store data you have no right to process;
• record, upload or transcribe any meeting, call or conversation (including via Epiow Minutes or Epiow AI) without first giving all legally required notices and obtaining all legally required consents from every participant under all applicable one-party and all-party recording, wiretapping and data-protection laws;
• probe, scan or test the Service's security, or bypass its access controls, except under our published security disclosure process;
• overload or disrupt the Service, get around its usage limits, or access it by automated means other than the interfaces we provide;
• copy, resell, sublicense or reverse engineer the Service, or use it to build a competing product, except as the law expressly allows;
• use the AI assistant to create unlawful, deceptive or infringing content, or to extract its models, prompts or other people's data; or
• use the Service to infringe anyone's rights or to send unsolicited messages.

12. Availability, support and service levels

We publish the Service's current state at epiow.com/status for information. The Service may be interrupted for maintenance, upgrades or events outside our control, with or without notice. The support described for each plan at epiow.com/pricing is a description of the channels offered, not a commitment. Service levels, support response times, backup and log retention periods, and service credits apply only where an Enterprise order form signed by us sets them out.

13. Changes to the Service

We may change, add or remove features, apps, country packs, AI models, integrations and plans, and set or change usage limits and fair-use rules, at any time. If a change materially reduces what a paid plan includes, we will tell you in advance, and you may cancel before it takes effect and receive a refund of fees prepaid for the period after it takes effect.

14. Third-party services

The Service may connect to services we do not operate, such as payment providers, email, banks, tax authorities and other integrations you choose to use. Those services are provided under their own terms, and we are not responsible for them, their availability or what they do with data you send them.

15. Intellectual property and feedback

The Service, its software, design and content (other than your data) belong to Epiow Limited and our licensors. We grant you a non-exclusive, non-transferable, revocable right to use the Service during your subscription under these terms. If you send us feedback or suggestions, you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use them for any purpose. Send any intellectual property or copyright/trademark infringement notice in writing strictly to legal@epiow.com.

16. Suspension and termination

You may stop using the Service and close your workspace at any time. We may suspend or close a workspace, or any User's access, immediately if you breach these terms, do not pay, put the Service, us or others at risk, or if the law or an authority requires it. We may also end the Service or your workspace for any other reason on reasonable notice, and then refund fees prepaid for the period after it ends. Sections 9, 10, 15 and 18 to 27 survive termination.

17. Changes to these terms

We may update these terms, for example to reflect changes to the Service, our prices, the law or how we run our business. Material updates assign a new Terms version and require explicit re-consent in the workspace console before continued access. For organisations, an update takes effect from the date we state when we publish or notify it. For consumers, we will give reasonable notice of a change to your disadvantage by email or in the console, and you may cancel before it takes effect.

18. Liability we do not limit (UK statutory floor)

Nothing in these terms limits, excludes or restricts: (a) liability for death or personal injury caused by negligence; (b) liability for fraud or fraudulent misrepresentation; (c) mandatory statutory rights and remedies of UK consumers under the Consumer Rights Act 2015; (d) mandatory statutory rights of data subjects under the UK GDPR and the Data Protection Act 2018; or (e) any other liability that cannot lawfully be limited or excluded under the law of England and Wales.

19. Organisations: the Service and all AI, transcription and financial outputs are provided "AS IS"

This section and sections 20 to 24 apply if you are an organisation. Subject to section 18 and to the fullest extent permitted by English law, the Service, Epiow AI, Epiow Minutes transcripts and summaries, statutory payroll, MPF, pension, tax and accounting calculations, country packs and all automated decision-support outputs are provided strictly "AS IS" and "AS AVAILABLE", and all warranties, conditions, representations and other terms implied by statute, common law, custom or otherwise are excluded, including implied terms as to satisfactory quality, merchantability, fitness for a particular purpose, non-infringement and reasonable care and skill. Epiow Limited gives no warranty of verbatim accuracy, completeness or fitness for legal, statutory filing, audit, tax or accounting reliance, and does not warrant that the Service will be uninterrupted, error-free or immune from security incidents or data loss.

20. Organisations: exclusion of indirect and data loss, and aggregate liability cap

Subject always to section 18, and whether a claim arises in contract, tort (including negligence), misrepresentation, restitution, breach of statutory duty, under an indemnity or otherwise:

• Epiow Limited has no liability for any loss of profits, revenue, sales, business, contracts, opportunity or anticipated savings;
• Epiow Limited has no liability for any loss of goodwill or reputation;
• Epiow Limited has no liability for any loss, corruption, inaccuracy, erasure or unavailability of data, audio recordings or transcripts;
• Epiow Limited has no liability for any loss, tax penalty, filing error or claim arising from reliance on Epiow AI outputs, Epiow Minutes transcripts or summaries, or any payroll, MPF, pension, tax, accounting or compliance calculation;
• Epiow Limited has no liability for any loss arising from actions that you, your Users or Epiow AI acting at a User's request or with a User's approval took or authorised;
• Epiow Limited has no liability for any loss caused by third-party services or events outside our reasonable control;
• Epiow Limited has no liability for any indirect, consequential, special, exemplary or punitive damages of any kind; and
• the total aggregate liability of Epiow Limited arising out of or in connection with these terms and the Service across all claims is strictly capped at and limited to the total subscription fees you paid us for the Service in the 12 months before the event giving rise to the claim (or £100 in aggregate for Free or trial accounts).

21. Organisations: full indemnity

You will indemnify us, defend us and hold harmless Epiow Limited, our officers, directors and staff in full on demand against all third-party, participant or regulatory claims, investigations, losses, liabilities, damages, fines, penalties, costs and expenses (including full legal and professional fees) arising out of or in connection with: (a) any unconsented or unlawful meeting, call or conversation recording, audio upload or transcription (including via Epiow Minutes or Epiow AI), or any breach of applicable one-party or all-party recording, wiretapping or data-protection law; (b) your data or your instructions to us as controller; (c) your or your Users' use of the Service or actions authorised through Epiow AI; or (d) your breach of these terms, applicable law or any third party's intellectual property, privacy or other rights.

22. Organisations: mandatory 30-day pre-suit Dispute Notice and 1-year claim limitation

Before commencing any court action or formal proceeding (save only for urgent injunctive relief to protect intellectual property rights or platform security), the claiming party must send a formal written Dispute Notice by email to legal@epiow.com detailing the claim, the workspace and the relief sought, and allow 30 calendar days from receipt for good-faith resolution. Subject to section 18, any permitted claim against Epiow Limited must be formally filed in court within one year (1 year) after the cause of action accrues, failing which it is permanently barred to the fullest extent permitted by law. To the fullest extent permitted by law, claims may be brought only by an organisation in its own name, and not as a claimant or member in any group, class or representative action.

23. Organisations: processing personal data for you

The processing terms at epiow.com/legal/dpa form part of these terms and apply when we process personal data for you. Under them, we notify you of a personal data breach affecting your data without undue delay after becoming aware of it, and you decide whether to notify regulators and the people affected; audits are limited to once in any 12 months and are at your cost; and we inform you of new subprocessors so that you can object, your remedy being to stop using the affected part of the Service. Our liability under the processing terms is subject to sections 18 to 22.

24. Public-sector customers

Public bodies use the Service under these terms unless a contract signed by both parties expressly replaces them. If you receive a request under freedom of information or similar law for information about us or these terms, you will consult us before disclosing it, to the extent the law allows.

25. If you are a consumer

This section applies if you use a Personal or Household plan for purposes outside your trade, business or profession. Sections 19 to 24 do not apply to you.

• You may cancel a paid plan within 14 days of ordering it by cancelling in the Billing app or emailing hi@epiow.com. If you asked us to start the paid plan during those 14 days, we refund the price less a proportionate amount for the time you used.
• Under the Consumer Rights Act 2015, digital content and services must be as described, of satisfactory quality and fit for purpose, and services must be provided with reasonable care and skill. If they are not, you may be entitled to a repair, a replacement, a repeat performance, or a price reduction or refund. Nothing in these terms affects those rights. Citizens Advice can tell you more about them.
• If we breach these terms or fail to use reasonable care and skill, we are responsible for loss you suffer that is a foreseeable result. We are not responsible for loss that is not foreseeable, or for any business loss, such as loss of profit, business or business opportunity, because the Service is for your domestic and private use.
• Unless the loss is caused by our breach of these terms or our failure to use reasonable care and skill, we are not responsible for AI output, for actions you or members of your household authorised, for third-party services, or for events outside our reasonable control.
• If digital content we supply damages a device or digital content that belongs to you because we did not use reasonable care and skill, we will either repair the damage or pay you compensation.
• Prices shown to consumers in the United Kingdom and the European Union include VAT.
• If you live in the European Union or elsewhere outside the United Kingdom, you also keep the protection of the mandatory consumer law of the country where you live.
• If you record, upload or transcribe any call or conversation using Epiow Minutes or Epiow AI, you must obtain every participant's legally required consent beforehand and compensate Epiow Limited for third-party or regulatory claims caused by your unlawful or unconsented recording, without prejudice to your mandatory statutory rights under the Consumer Rights Act 2015 and UK GDPR / Data Protection Act 2018.

26. General

The following also apply:

• We are not responsible for delay or failure caused by events outside our reasonable control.
• We may assign or subcontract our rights and obligations, including to a buyer of our business; if we do, your rights under these terms are not reduced, and a consumer may end the agreement. You may not transfer your rights or obligations without our written consent.
• If a court finds part of these terms unenforceable, the rest stays in force, and the affected part applies to the greatest extent the law allows.
• If we do not enforce a right straight away, we can still enforce it later.
• No one other than you and us has any right to enforce these terms.
• For organisations, these terms, the processing terms and any signed order form are the entire agreement between us, and you have not relied on any statement not set out in them; this does not limit liability for fraud.

27. Mandatory pre-suit notice, governing law and exclusive jurisdiction

These terms, and any dispute or claim arising out of or in connection with them, their subject matter or formation, or the Service (including non-contractual disputes or claims), are governed by and construed in accordance with the law of England and Wales. Before commencing any court action or formal proceeding (save for urgent injunctive relief for intellectual property or security), the claiming party must send a formal written Dispute Notice to legal@epiow.com detailing the claim and allow 30 calendar days for good-faith resolution. If you are an organisation (or acting in the course of business), the courts of England and Wales sitting in London have exclusive jurisdiction to settle any dispute or claim. If you are a UK or international consumer under section 25, you may bring proceedings in the courts of England and Wales or in the courts of the part of the United Kingdom or country where you live, and this choice of English law does not deprive you of mandatory consumer protections under the Consumer Rights Act 2015 or the law where you live.

28. Legal notices vs operational support

Send all formal legal notices, contract disputes, pre-suit Dispute Notices, UK GDPR / Data Protection Act 2018 / ICO requests, and intellectual property or infringement complaints strictly by email to legal@epiow.com. Routine product operational questions, workspace support, purchase orders, billing enquiries and consumer 14-day cancellations stay on hi@epiow.com (or epiow.com/contact). Frontline support at hi@epiow.com does not accept service of legal notices, never interprets legal clauses, and immediately escalates lawyer, court, ICO, regulatory or formal claim notices to legal@epiow.com under Legal Hold.