# ProxVox — Terms of Service
Version: 1.1
Effective date: 2026-06-14
Previous version: 1.0 (2025-06-01)
> Legal notice: These Terms should be reviewed by qualified legal counsel before going live in a production environment. This document is provided as a good-faith starting point and does not constitute formal legal advice.
By creating an account, clicking "I agree," accessing, or otherwise using the ProxVox platform ("Service," "Platform"), you ("User," "you," "your") agree to be bound by these Terms of Service ("Terms"). If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity, and "you" refers to that entity.
If you do not agree to these Terms, do not use the Service.
These Terms, together with our Privacy Policy, form a binding legal agreement between you and ProxVox ("Company," "we," "us," "our").
ProxVox provides real-time artificial intelligence–powered speech-to-text transcription and multilingual translation services for live events, meetings, webinars, and presentations. The Service enables presenters to speak in one or more languages while attendees receive live captions or audio in their chosen language.
The Service is delivered as a cloud-hosted software-as-a-service (SaaS) platform accessible via web browser. No special hardware is required.
You must be at least 13 years of age to use the Service. If you are between the ages of 13 and 18, you represent that you have obtained verifiable parental or legal guardian consent. By using the Service, you represent and warrant that you meet these age requirements and that all information you provide is accurate and complete.
We do not knowingly collect or solicit personal information from children under 13. If we discover that a child under 13 has provided personal information, we will delete it immediately. Contact us at privacy@proxvox.app if you believe this has occurred.
You must register for an account to create sessions as a presenter. No account is required to join a session as an attendee.
You agree to provide accurate, current, and complete information during registration and to update such information as necessary.
You are solely responsible for maintaining the confidentiality of your account credentials. You agree to notify us immediately at security@proxvox.app if you discover unauthorized use of your account. We are not liable for any loss or damage arising from your failure to maintain account security.
You may not create multiple accounts to circumvent service limits, access controls, or these Terms.
THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. We do not guarantee uninterrupted, continuous, error-free, or secure availability of the Service. We do not commit to any specific uptime service level agreement (SLA) unless separately agreed to in a written enterprise agreement.
We may suspend or restrict access to the Service at any time for maintenance, updates, security patches, infrastructure changes, or improvements. We will make reasonable efforts to provide advance notice of scheduled maintenance but are not obligated to do so.
We shall not be liable for any failure, delay, degradation, or unavailability of the Service arising from circumstances beyond our reasonable control, including but not limited to:
In the event of a Force Majeure Event, our obligations under these Terms are suspended for the duration of that event.
The Service relies on third-party application programming interfaces (APIs) and external services for core functionality, including speech recognition (Microsoft Azure Cognitive Services) and machine translation services. The performance, availability, and accuracy of these third-party services directly affect the Service. We do not warrant and are not responsible for the availability, accuracy, or performance of any third-party service or API.
We do not guarantee any specific response time, transcription latency, or translation delivery speed. Actual latency depends on factors outside our control, including your internet connection quality, third-party API response times, server load, and geographic distance to our infrastructure. Any references to "real-time," "live," or similar terms in our marketing materials describe the intended experience under normal operating conditions and do not constitute a performance warranty or service level commitment.
Live sessions are subject to the following automatic termination rules:
Sessions may also be automatically closed after ten (10) consecutive minutes of complete presenter inactivity (no audio and no keepalive signals), regardless of whether the presenter's device remains technically connected. See §10.8.6 for full details and billing consequences.
All transcription and translation features of the Service are performed entirely by artificial intelligence (AI) systems and third-party machine learning APIs. ProxVox does not employ human interpreters or translators.
WE MAKE NO WARRANTY, EXPRESS OR IMPLIED, REGARDING THE ACCURACY, COMPLETENESS, TIMELINESS, OR RELIABILITY OF ANY TRANSCRIPTION OR TRANSLATION PRODUCED THROUGH THE SERVICE. AI and machine learning systems are inherently probabilistic and subject to:
THE SERVICE IS NOT A SUBSTITUTE FOR QUALIFIED PROFESSIONAL HUMAN INTERPRETATION in any context where translation accuracy is legally required, medically critical, or where errors could cause personal injury, legal prejudice, or material financial loss. This includes, without limitation:
Users in these contexts should engage certified human interpreters.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, HARM, OR LEGAL CONSEQUENCE ARISING FROM ERRORS, OMISSIONS, OR INACCURACIES IN ANY TRANSCRIPTION OR TRANSLATION PRODUCED BY THE SERVICE, OR FROM RELIANCE ON SUCH OUTPUT.
Transcription accuracy is significantly affected by microphone quality, ambient noise levels, speaker clarity, microphone proximity, and internet connection stability. We provide no guarantee of accuracy under suboptimal audio conditions.
We do not store, retain, or archive audio recordings. Audio captured from a presenter's microphone is streamed to our speech-to-text processing pipeline and is discarded immediately after transcription. No audio files are written to disk, placed in object storage, or transmitted to any party for storage purposes.
Session transcripts (text representations of spoken content) are retained temporarily to support the history-sync feature (allowing attendees who join mid-session to catch up). Transcript data is subject to the following protections:
| Attribute | Value |
|---|---|
| Format | Plain text only (no audio) |
| Encryption at rest | AES-256, per-tenant key isolation |
| Key isolation | Each customer's transcripts are encrypted with a unique key; no cross-customer access is possible |
| Retention period | Automatically and permanently deleted no later than 30 days after session end |
| AI training | Your transcript content is never used to train AI models |
| Access | Accessible only to the session owner and attendees during the active session |
We collect and retain the following data to provide the Service:
To provide the Service, your audio and derived text data is transmitted to third-party processors, including speech-to-text providers and translation API providers. These processors handle data under their own privacy policies. By using the Service, you consent to such processing. We require that processors offer commercially reasonable data protection standards.
If you are located in the European Economic Area (EEA), the United Kingdom, or California (USA), you may have additional rights over your personal data, including the right to access, correct, delete, or port your data. To exercise these rights, contact privacy@proxvox.app. We will respond within 30 days.
You agree to use the Service only for lawful purposes and in accordance with these Terms. You must NOT:
(a) Illegal activity: Use the Service in violation of any applicable local, national, or international law or regulation.
(b) Harmful or offensive content: Transmit, broadcast, or facilitate content that is unlawful, harassing, abusive, threatening, defamatory, obscene, hateful, or racially, ethnically, or otherwise objectionable.
(c) Unauthorized surveillance: Use the Service to record, transcribe, or translate the speech of any person without their explicit, informed consent, in violation of applicable wiretapping, eavesdropping, or privacy laws.
(d) Intellectual property infringement: Infringe the copyrights, trademarks, patents, or other intellectual property rights of any third party.
(e) Impersonation: Impersonate any person, entity, or organization, or falsely represent your affiliation with any person or entity.
(f) Malware or harmful code: Upload, transmit, or introduce any virus, trojan, worm, ransomware, spyware, or other malicious or destructive code.
(g) Reverse engineering: Decompile, disassemble, reverse engineer, or attempt to derive the source code of the Service or any underlying models or algorithms.
(h) Automated scraping: Scrape, crawl, index, or data-mine the Service or its output without our prior written consent.
(i) Unauthorized resale: Resell, sublicense, time-share, or otherwise commercially exploit access to the Service without a separate written agreement with us.
(j) Security circumvention: Attempt to bypass, disable, or circumvent any authentication, rate-limiting, access control, or security feature of the Service.
(k) Overloading: Take any action that places a disproportionately large or unreasonable load on our infrastructure.
Violation of this policy may result in immediate suspension or termination of your account without refund.
The Service, including all software, source code, algorithms, user interfaces, designs, documentation, trademarks, and service marks, is owned by ProxVox and protected by copyright, trademark, and other intellectual property laws. You receive no ownership rights in the Service.
You retain all ownership rights in the content you provide to the Service (your speech, session names, glossary entries). By using the Service, you grant ProxVox a limited, non-exclusive, royalty-free, worldwide license to process, transmit, and temporarily store your content solely as necessary to provide the Service to you.
Any feedback, suggestions, ideas, or feature requests you provide to us are non-confidential and may be used by ProxVox freely without any obligation, attribution, or compensation.
Each registered account is entitled to one (1) free demo session with the following limits:
The demo timer starts when the session is created and runs continuously regardless of whether the session is active. Once the thirty-minute window has elapsed the demo is permanently consumed and the account must purchase Credits to create further sessions. No payment information is required to use the free demo. The free demo is provided once per account and may not be transferred or reset.
Paid plans are subject to the following capability limits based on the package purchased:
| Capability | Micro | Starter | Pro | Event | Growth |
|---|---|---|---|---|---|
| Prepaid hours | 1 hr | 5 hrs | 10 hrs | 20 hrs | 40 hrs |
| Source languages | 1 | 2 | 3 | 4 | 5 |
| Target languages | 8 standard | 8 standard | 8 standard | All 81 | All 81 |
| Concurrent attendees | 25 | 50 | 100 | 200 | 300 |
| Glossary entries | 5 | 10 | 100 | 500 | 1,000 |
| PowerPoint add-in | No | No | Yes | Yes | Yes |
| iPhone attendee app | No | No | No | Yes | Yes |
The eight standard target languages available on Micro, Starter, and Pro plans are: English, Spanish, Portuguese (Brazil), French, German, Chinese (Simplified), Japanese, and Italian. Event and Growth plans unlock all 81 available languages, including regional dialects and extended variants. Credits do not expire and are consumed at the per-minute rate applicable to the package purchased.
Paid plans require advance purchase of prepaid minutes ("Credits"). Credits are charged against your wallet balance during active paid sessions.
Purchased Credits remain valid indefinitely. There is no expiration date on unused Credits.
All Credit purchases are final and non-refundable, except as required by applicable consumer protection law or at our sole and absolute discretion. If you believe you are entitled to a refund due to a technical failure or billing error, contact billing@proxvox.app within 14 days of the charge.
Payments are processed by Stripe, Inc. ("Stripe"). Your payment information is subject to Stripe's terms of service and privacy policy. We do not store, access, or retain full payment card numbers, CVV codes, or bank account credentials.
You are responsible for all applicable taxes, duties, levies, or similar governmental charges arising from your purchase of Credits, except where we are required by law to collect such taxes on your behalf.
We reserve the right to adjust Credit package pricing at any time with at least 30 days' prior notice. Price changes do not affect Credits already purchased and credited to your account.
Credit consumption for paid sessions is calculated on a per-minute basis. The billing system checks elapsed time in 60-second intervals. You will not be charged for a partial minute that has not yet been ticked at the moment your session ends — unused reserved time is always returned to your wallet (see §10.8.3).
When a paid session begins, the Service reserves a block of minutes from your wallet balance (up to a configurable maximum, currently 120 minutes). Your displayed balance decreases by the reserved amount at session start. The actual charge is calculated and finalised when the session ends.
When a presenter ends a session through any of the following actions, the session is finalised within seconds and any unused reserved minutes are returned to your wallet immediately:
In these cases, you are charged only for the minutes actually consumed (number of completed 60-second ticks), and the remainder of the reserved block is refunded to your balance in real time.
If your connection to the Service is interrupted due to a network failure, device crash, power outage, or any other cause that prevents a clean session-end signal from reaching our servers, the billing system cannot finalise the session immediately. In this scenario:
If you believe you were incorrectly charged due to a network failure or system error, contact billing@proxvox.app within 14 days of the session with your session ID and a description of the issue. We will review server-side usage logs and, at our sole discretion, issue a Credit adjustment if an error is confirmed.
Credits are consumed for the entire duration a paid session remains active and connected, regardless of whether the presenter is actively speaking or producing transcription output. Silence, pauses, or periods of low microphone activity do not pause or reduce billing. A session is considered active from the moment the presenter connects as a live presenter until the session is explicitly ended or automatically terminated under the rules described in §10.8.3 and §10.8.4.
If the presenter's WebSocket connection becomes inactive (no audio, no keepalive signals) for more than ten (10) consecutive minutes, the session is automatically closed by the Service. This is distinct from the network-failure grace period described in §10.8.4: the idle timeout fires only when the presenter's device is connected but producing no session activity whatsoever. Credits consumed up to the point of automatic closure are charged; any unused reserved minutes are returned to your wallet.
If you leave your browser open on the presenter stage without speaking or interacting, Credits will continue to be consumed until the idle timeout triggers. It is your responsibility to end the session when you no longer intend to use it.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITH ALL FAULTS AND WITHOUT WARRANTY OF ANY KIND. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, PROXVOX EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING BUT NOT LIMITED TO:
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL PROXVOX, ITS PARENT COMPANIES, SUBSIDIARIES, AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, PARTNERS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR PUNITIVE DAMAGES, including but not limited to: loss of profits, revenue, data, goodwill, reputation, or business opportunities; cost of substitute services; or business interruption — arising out of or related to these Terms or your use of the Service, regardless of the cause of action and even if we have been advised of the possibility of such damages.
OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING FROM OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL AMOUNTS ACTUALLY PAID BY YOU TO PROXVOX IN THE TWELVE (12) CALENDAR MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED UNITED STATES DOLLARS (USD $100).
The parties acknowledge that the limitations of liability in this Section reflect a reasonable allocation of risk and are an essential element of the basis of the bargain between them. The Service would not be made available on these terms without such limitations.
Some jurisdictions do not allow the exclusion or limitation of certain damages. In such jurisdictions, our liability is limited to the maximum extent permitted by applicable law.
You agree to indemnify, defend, and hold harmless ProxVox and its officers, directors, employees, contractors, agents, successors, and assigns from and against any and all claims, demands, actions, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:
(a) your access to or use of the Service;
(b) your breach of these Terms;
(c) your violation of any applicable law or regulation;
(d) your violation of any third-party right, including intellectual property, privacy, or publicity rights;
(e) any content you transmit through the Service; or
(f) any misrepresentation made by you.
We reserve the right to assume exclusive control of the defense of any matter subject to indemnification. You agree to cooperate with us in such defense.
You may terminate your account at any time by contacting support@proxvox.app or using account deletion features within the Service. Unused Credits are non-refundable upon voluntary termination.
We reserve the right to suspend, limit, or permanently terminate your account at any time, with or without notice, for any or no reason, including but not limited to: violation of these Terms, fraudulent activity, abuse of the Service, non-payment, or if required by law.
Upon termination: (a) your right to access and use the Service ceases immediately; (b) we may delete your account data in accordance with our retention policies; (c) provisions of these Terms that by their nature should survive termination will survive, including Sections 6, 7, 9, 11, 12, 13, and 15.
These Terms and any dispute arising out of or relating to them or the Service shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without giving effect to any conflict of law principles.
Before initiating any formal legal proceedings, you agree to first attempt to resolve the dispute informally by contacting us at legal@proxvox.app with a written description of the dispute. We will attempt to resolve the matter within 30 days of receipt.
If informal resolution fails, any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be resolved by binding individual arbitration administered by the American Arbitration Association ("AAA") under its Consumer Arbitration Rules. You waive any right to participate in a class action lawsuit or class-wide arbitration.
Notwithstanding Section 15.3, either party may bring an individual action in small claims court if the claim qualifies.
Nothing in these Terms prevents either party from seeking emergency injunctive or equitable relief from a court of competent jurisdiction to prevent irreparable harm.
We reserve the right to modify these Terms at any time. When we make material changes, we will:
Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using the Service.
These Terms, together with the Privacy Policy and any applicable order forms or enterprise agreements, constitute the entire agreement between you and ProxVox regarding the Service and supersede all prior negotiations, representations, warranties, and understandings.
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.
Our failure to enforce any right or provision under these Terms shall not constitute a waiver of that right or provision in the future.
You may not assign, delegate, or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms, in whole or in part, at any time without notice to you.
These Terms are for the exclusive benefit of the parties and do not create any third-party beneficiary rights.
By using the Service and providing your email address, you consent to receive electronic communications from us. You agree that any notices, agreements, or disclosures we provide electronically satisfy any legal communication requirements.
These Terms are written in English. Any translation is provided for convenience only. In the event of conflict between an English version and a translation, the English version prevails.
| Purpose | Contact |
|---|---|
| General inquiries | hello@proxvox.app |
| Legal / Terms | legal@proxvox.app |
| Privacy / Data requests | privacy@proxvox.app |
| Security issues | security@proxvox.app |
| Billing disputes | billing@proxvox.app |
| Support | support@proxvox.app |
ProxVox Terms of Service — Version 1.1 — Effective 2026-06-14