Terms of Service

Agreement to these Terms

These Terms of Service (“Terms”) govern your access to and use of Olva's website, accounts, cloud services, desktop application, integrations, support, and related features (together, the “Services”). By accessing or using the Services, you agree to these Terms. If you do not agree, do not use Olva.

If you use Olva on behalf of a company, employer, school, or other organization, you represent that you have authority to accept these Terms for that organization. In that case, “you” and “Customer” refer to that organization as well as the individual user where applicable.

Definitions

“Customer Content” means meeting content, audio, transcripts, documents, attachments, prompts, calendar data, metadata, and generated outputs submitted to, captured by, processed through, or created with the Services. “Software” means the Olva desktop app and any related updates or downloadable components. “AI Outputs” means AI-generated summaries, answers, insights, suggestions, transcript-derived content, and document-aware responses.

The Services

Olva is a desktop AI meeting assistant, not a meeting bot. Depending on your plan, settings, and platform, Olva may help capture microphone and system audio from your device, create live or post-meeting transcripts, assign speakers, add timestamps and meeting metadata, generate summaries and insights, answer questions about meetings, search meeting history, export content, and provide document-aware assistance.

Features may change over time, vary by plan, or depend on third-party providers, operating system permissions, browser behavior, calendar settings, or conferencing software. We may add, remove, limit, or modify features as the product evolves.

Software License

Subject to these Terms, Olva grants you a limited, revocable, non-exclusive, non-transferable license to install and use the Software only for your own lawful internal business or personal purposes. You may not copy, resell, host, sublicense, reverse engineer, bypass technical controls, or use the Software to build a competing product except where applicable law permits despite this restriction.

Accounts and Access

You are responsible for your account, credentials, device security, users you invite, and activity under your account. You must provide accurate information, keep credentials confidential, and notify us if you believe your account has been compromised. We may require authentication, rate limits, entitlement checks, or other controls to protect the Services.

Customer Responsibilities

You are responsible for deciding when and how to use Olva. This includes complying with privacy, consent obligations for meeting capture and transcription, wiretapping, employment, communications, intellectual property, workplace, and professional conduct laws and policies that apply to you, your organization, and meeting participants.

You must obtain all notices, permissions, and consents required before capturing, transcribing, uploading, or processing meeting content or documents. Do not use Olva in settings where capture, transcription, AI assistance, or document processing is prohibited, restricted, or inconsistent with your legal or workplace obligations.

Acceptable Use

You may not misuse the Services or help anyone else do so. For example, you may not:

• Use Olva to violate law, third-party rights, wiretap or confidentiality obligations, or workplace policies
• Capture or process content without required consent or authority
• Interfere with, disrupt, overload, scan, or probe the Services or related infrastructure
• Attempt unauthorized access to accounts, systems, data, models, prompts, or provider services
• Upload malware, exploit code, abusive content, or content that infringes others' rights
• Use Olva to make automated high-impact decisions about people without appropriate human review and legal basis
• Remove proprietary notices, bypass usage limits, or misrepresent generated outputs as verified facts

Customer Content

As between you and Olva, Customer Content remains your or your organization's content. You represent that you have all rights, permissions, and authority needed to submit, capture, upload, connect, process, and use Customer Content with the Services.

You grant Olva a limited, worldwide license to host, copy, process, transmit, display, and create technical derivatives of Customer Content only as needed to provide, secure, support, troubleshoot, maintain, and improve the Services; enforce these Terms; comply with law; and operate features you choose to use.

Documents, Search, and Embeddings

If you upload, attach, or connect documents, Olva may process them for document-aware assistance and retrieval-augmented generation. This may include extracting text, splitting content into chunks, generating embeddings, storing chunks and embeddings in a database, and retrieving relevant passages when you ask questions or use related features.

Do not upload documents unless you have the right to use them with Olva. You are responsible for reviewing generated answers that rely on documents, because retrieval and AI generation can miss context, select the wrong passages, or produce incomplete results.

AI and Transcription Outputs

Transcripts, speaker attribution, summaries, answers, insights, suggested actions, and other AI Outputs are generated automatically and may be inaccurate, incomplete, delayed, offensive, or unsuitable for your intended use. AI Outputs may not reflect all meeting context, participant intent, source documents, or subsequent corrections.

You are responsible for reviewing AI Outputs before relying on, sharing, publishing, or acting on them. AI Outputs are not legal, financial, medical, HR, employment, safety, or other professional advice, and Olva is not responsible for decisions you make based on them.

Aggregate and De-identified Data

We may create and use aggregated or de-identified data that does not identify you, your organization, meeting participants, or other individuals. We may use this data to understand usage patterns, improve reliability and performance, develop features, and report high-level product metrics.

Model training, retention, and provider use of Customer Content are described in our Privacy Policy and applicable provider settings or policies. Olva will not use your meeting content for unrelated third-party advertising.

Integrations and Third-Party Services

Olva may connect with third-party products such as Google or Microsoft calendar services, sign-in providers, conferencing tools, payment processors, hosting providers, databases, speech-to-text providers, AI providers, and operating system services. Your use of third-party products is governed by their own terms and privacy policies.

We are not responsible for third-party products, outages, data practices, changes, permissions, or integrations. Some features may stop working if a provider changes its service, you revoke access, or your administrator disables an integration. See our Privacy Policy and Subprocessors page for more information about providers that help us operate Olva.

Free, Trial, and Beta Features

We may offer free plans, trials, previews, experiments, beta features, or early access functionality. These features may be limited, changed, suspended, or discontinued at any time and may be subject to additional notices or restrictions. Beta and preview features are provided for evaluation and may be less reliable than generally available features.

Subscriptions, Fees, and Taxes

Paid plans require payment of the fees shown in the billing flow or order process. You authorize Olva and our payment processor to charge your payment method for fees, recurring subscription charges, usage-based fees if any, and applicable taxes. Prices, plan limits, and included features may change prospectively, and we will provide notice where required by law or the billing flow.

Subscriptions may renew automatically unless you cancel before the renewal date through the available account or billing controls. Cancellation generally stops future renewals but does not automatically refund past charges. Refunds, credits, or exceptions, if any, are handled according to applicable law and any written policy or purchase terms we provide.

Security

We use administrative, technical, and organizational measures designed to protect the Services and Customer Content, including access controls and encryption in transit where appropriate. No service is perfectly secure. You are responsible for protecting your devices, credentials, local files, exports, and any content you download or share from Olva.

Confidentiality for Business Users

If you use Olva for a business or organization, each party may receive non-public information from the other that is marked confidential or should reasonably be understood as confidential. Each party will use reasonable care to protect the other's confidential information and will use it only to perform under these Terms, except where disclosure is required by law or allowed by the disclosing party.

Olva Ownership and Feedback

Olva and its licensors own the Services, Software, website, branding, design, documentation, models, systems, know-how, and related intellectual property. These Terms do not transfer ownership of Olva to you. If you send feedback or suggestions, you allow us to use them without restriction or compensation, while you keep any rights you have in the underlying feedback.

Service Availability and Changes

We aim to provide a reliable service, but we do not guarantee uninterrupted availability, error-free operation, or preservation of all Customer Content in every circumstance. The Services may be affected by maintenance, updates, provider outages, network issues, operating system changes, capacity limits, security events, or other factors.

Suspension, Termination, and Deletion

You may stop using Olva at any time and may cancel paid plans through available billing controls. We may suspend or terminate access, remove content, or limit functionality if we believe there is a Terms violation, security risk, legal risk, payment failure, abuse, or harm to Olva, users, third parties, or the Services.

When your account or content is deleted where the product supports deletion, we will delete or anonymize associated records within a reasonable period, subject to backups, archival copies, legal obligations, dispute resolution, security, fraud prevention, and legitimate business records.

Your Responsibility for Claims

You are responsible for claims, losses, and expenses that arise from your Customer Content, your use of the Services, your violation of these Terms, your violation of law or third-party rights, or your failure to obtain required consent or authorization. This responsibility applies to your users and anyone using your account or organization workspace.

Disclaimers

To the fullest extent permitted by law, the Services are provided “as is” and “as available” without warranties of any kind, whether express, implied, or statutory. We disclaim implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, availability, and reliability. Some jurisdictions do not allow certain disclaimers, so some of these disclaimers may not apply to you.

Limitation of Liability

To the fullest extent permitted by law, Olva will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, data, goodwill, business opportunities, or business interruption, even if we have been advised of the possibility of those damages.

To the fullest extent permitted by law, Olva's total liability for all claims relating to the Services or these Terms will not exceed the greater of the amounts you paid to Olva for the Services in the three months before the event giving rise to the claim or one hundred U.S. dollars.

Export and Sanctions

You may not use, export, re-export, or transfer the Services in violation of export control, sanctions, or trade laws. You represent that you are not located in, organized under the laws of, or ordinarily resident in a country or region subject to comprehensive sanctions, and that you are not on a restricted party list that would prohibit your use of the Services.

General Terms

These Terms are the agreement between you and Olva for the Services unless a separate written agreement signed by Olva applies. You may not assign these Terms without our consent, but we may assign them in connection with a merger, acquisition, financing, corporate reorganization, or sale of assets. If any provision is unenforceable, the rest of the Terms remain in effect. Our failure to enforce a provision is not a waiver.

Changes to these Terms

We may update these Terms as the Services and our business evolve. We will post the updated Terms on this page and update the date above. If changes are material, we will provide additional notice where required. Your continued use of the Services after the effective date of updated Terms means you accept the updated Terms.

Contact

Questions about these Terms can be sent to support@olva.ai. You can also review our Privacy Policy and Subprocessors page for related information about data handling and providers.