Terms of Service

Terms of Service
Effective Date: June 20, 2025

These Terms of Service (these “Terms”) govern your access to and use of the AI Minutes App (the “Service”), which is operated by My Condo Space Inc. (referred to as “My Condo Space,” “we,” or “us”). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree with any part of these Terms, you must not use the Service.

1. Acceptance of Terms

By using the Service in any manner, you acknowledge that you have read, understood, and agree to these Terms, as well as to any other policies or guidelines that we may introduce in connection with the Service (such as our Privacy Policy). These Terms constitute a binding legal agreement between you and My Condo Space. If you do not accept the Terms, you are not authorized to use the Service. Use of the Service also signifies your continuing acceptance of any updated Terms, as described in the “Changes to Terms” section below.

2. Eligibility

You may use the Service only if you meet all of the following eligibility criteria:

• Authorized Role: You represent and warrant that you are either a licensed condominium property manager or a member of a condominium’s board of directors (or a similar governing body) authorized to act on behalf of that condominium corporation.
• Age Requirement: You must be at least 18 years of age (or the age of majority in your province or territory of residence) to use the Service.
• Compliance: You are not barred from using the Service under any applicable laws. If you are accessing the Service from outside Canada, you are responsible for ensuring that your use of the Service complies with all laws in your jurisdiction.

If you do not meet these requirements, you must not register for or use the Service. We reserve the right to ask for proof of eligibility or to suspend/terminate accounts that do not meet the above criteria.

3. Description of the Service

The AI Minutes App is a web-based Software-as-a-Service (SaaS) platform designed to assist condominium management in creating meeting minutes. The Service allows authorized users to record condominium meetings, utilize AI-powered transcription to convert the audio into text, and then generate formal meeting minutes based on the transcript. The Service is intended to streamline the minute-taking process for Canadian condominium boards and property managers. Key features of the Service include:

• Audio Recording: Tools to record meeting audio through the platform.
• AI Transcription: Automated transcription of recorded audio using artificial intelligence. (Transcriptions may contain errors and must be reviewed by users for accuracy before finalizing minutes.)
• Minutes Generation: Templates and AI-driven formatting to produce a formal minutes document from the transcript. Users can review, edit, and finalize the minutes as needed.

Please note that while the Service provides powerful tools to assist in minute-taking, all content is ultimately user-generated or AI-generated based on user input. It is your responsibility to review and ensure the accuracy of transcripts and minutes before relying on them or distributing them. We do not guarantee that the Service’s outputs (transcriptions or generated minutes) will be error-free or compliant with any legal or procedural requirements for meeting minutes.

4. Account Registration and Security

To access the Service, you will be required to create an account. You agree to provide truthful, current, and complete information during registration and to update your account information as needed to keep it accurate. You are responsible for maintaining the confidentiality and security of your account login credentials. You must not share your password or other access credentials with anyone or allow others to use your account.

You are fully responsible for all activities that occur under your account. If you become aware of any unauthorized use of your account or suspect that your login information has been compromised, you must notify My Condo Space immediately using this form. My Condo Space is not liable for any loss or damage arising from your failure to safeguard your account credentials or from unauthorized access to your account.

5. Payment and Access to Services

Paid Plans: The AI Minutes App is offered on a paid credit-based model. We provide three pricing tiers for purchasing meeting minute “credits”:

• Single Meeting Credit: Allows generation of minutes for one meeting.
• 5-Pack Credits: Allows generation of minutes for up to five meetings.
• 10-Pack Credits: Allows generation of minutes for up to ten meetings.

These credits can be obtained by contacting us and placing an order. All payments are handled via invoice – there is no automatic online checkout or auto-billing. After you request or use services (for example, after using a credit to generate minutes), My Condo Space will issue an invoice to you (or your organization) for the applicable plan or service. Invoices must be paid in accordance with the payment terms stated on the invoice (e.g., within a certain number of days of receipt).

Use of Credits: One meeting credit permits you to process one meeting’s recording (of a standard length as specified on our website, if applicable) and generate one set of meeting minutes. If you need to regenerate the minutes or perform additional AI processing for the same meeting beyond the initial included generation (for example, if you make significant changes and want the AI to reprocess the minutes, or if the first output was unsatisfactory and you wish to try again), this will count as an additional credit or an extra service. Any re-generations or additional processing beyond the original credit will be billed separately, subject to additional invoicing.

No Distribution Before Payment: Until an invoice for a generated meeting’s minutes is paid in full, you do not have ownership rights to the content of those minutes (see Section 6 on Ownership). You agree not to share, publish, or distribute any minutes documents generated by the Service until you have paid for them. My Condo Space retains all rights to the content of unpaid generated minutes, and unauthorized use or distribution of such unpaid content is a violation of these Terms.

Refunds and Service Failures: My Condo Space Inc. strives to provide high-quality transcription and AI-generated meeting minutes. If the Service fails to deliver a usable result — for example, if audio was recorded but the Service did not generate a transcript or minutes due to a technical issue on our end — you will not be charged for that meeting credit. In practical terms, any issued invoice for the affected meeting will be canceled, or any payment received will be refunded.

Similarly, if the minutes produced are fundamentally flawed or unusable due to a failure of the Service, we may, at our discretion, void the invoice or issue a credit for future use.

Except in cases of confirmed service failure, all sales are final and non-refundable. If you experience concerns about output quality, you must contact us within 7 days of delivery. We may investigate the issue and, at our sole discretion, offer remediation where appropriate.

Our liability for defective services is strictly limited as outlined in Section 8 (Disclaimers and Limitation of Liability).

6. Ownership and Intellectual Property Rights

Ownership of Generated Minutes: Once you have paid the invoice for a set of meeting minutes generated by the Service, you (or your condominium corporation, as applicable) own the content of those minutes. This means that after payment, you have the right to use, copy, modify, and distribute the final minutes document as you see fit for your legitimate purposes (e.g. sharing with condo owners or storing as official records). Prior to payment, however, the generated minutes and transcripts are considered “Unpaid Content.” All Unpaid Content remains the intellectual property of My Condo Space until the associated invoice is paid. If you do not pay for the minutes generated (for example, if an invoice is voided because the service failed), you have no ownership rights in that content, and you must not use or rely on it beyond reviewing it to decide if you will pay for it.

My Condo Space Intellectual Property: Using our Service does not give you any ownership of or rights to any of My Condo Space’s intellectual property or the technology behind the Service. My Condo Space (and its licensors, if any) retain all rights, title, and interest in and to the Service and all related software, algorithms, AI models, templates, formats, design elements, logos, trademarks, and proprietary methods or materials. This includes, without limitation, the specific formatting templates for minutes, the AI transcription and generation logic, the user interface design, and the backend infrastructure. These are protected by intellectual property laws. You agree not to copy, modify, create derivative works of, distribute, or reverse-engineer any part of the Service. The trademarks “AI Minutes App,” “My Condo Space,” and all associated logos are owned by My Condo Space Inc. and may not be used without our prior written permission.

User Content: In the course of using the Service, you may provide or upload content such as audio recordings of meetings or any supplemental information (collectively, “User Content”). You retain whatever ownership or rights you have in the User Content that you upload. By uploading or submitting User Content to the Service, you grant My Condo Space a limited, revocable, royalty-free license to use, process, store, and transmit the content for the purpose of providing the Service (for example, to transcribe the audio and generate minutes). We do not claim ownership of your original audio recordings or any underlying data you provide; this license is just so we can operate the Service for you. You represent that you have all necessary rights in any User Content you submit, and that uploading or using the content with our Service does not violate the rights of any third party.

For greater certainty, My Condo Space Inc. processes User Content solely to provide the Service and does not retain audio recordings or transcripts as official records on behalf of any condominium corporation.

7. User Conduct and Acceptable Use

When using the AI Minutes App, you agree to conduct yourself in a lawful, respectful, and responsible manner. You must not misuse the Service. Specifically, you agree not to do any of the following:

• Provide False Information: Do not create accounts using false identities or information, and do not submit false or misleading information through the Service. For example, you must not upload fake meeting audio or falsified transcripts in an attempt to deceive the Service or others.
• Unauthorized Recording/Surveillance: Do not use the Service to record individuals without proper authorization or consent. It is your responsibility to ensure that recording a meeting is lawful and that all necessary consents have been obtained from participants. You must not use the Service for any form of illegal surveillance or eavesdropping.
• Sharing Login Credentials: Do not share your account credentials or give any other person access to your account. You are accountable for all actions taken under your login. Allowing unauthorized access or using another person’s account is strictly prohibited.
• Unauthorized Access and Security Abuse: Do not attempt to circumvent security measures, access the Service by any means other than our official interface, or probe/scan/test the vulnerability of any system or network associated with the Service. Similarly, you must not attempt to gain unauthorized access to other users’ data.
• Reverse Engineering and Tampering: You must not copy the Service or its software, reverse-engineer, decompile, or disassemble any part of the Service, or attempt to derive the source code or underlying ideas or algorithms. Also, do not attempt to modify, create derivative works from, or interfere with the Service (for example, by transmitting viruses, malware, or any code of a destructive nature).
• Abusive or Illegal Content: Do not use the Service to generate or share content that is illegal, defamatory, harassing, invasive of privacy, or that infringes on anyone’s intellectual property or other rights. This includes not using the transcription or minutes generation in furtherance of any unlawful activity.
• Exceeding Usage Limits: Use the Service only within any usage parameters that we may set (for instance, if there are limits on the length of recordings or number of uses per period under your plan). Refrain from any attempt to abuse the system, such as by using automated tools to call the Service in a manner not intended, or any activity that substantially exceeds normal usage and could impair the Service for others.

Meeting Recording Authorization

By using the Service to record or upload audio from a meeting, you represent and warrant that you have obtained all necessary consents and approvals required by applicable law and governance requirements. You acknowledge that My Condo Space Inc. does not monitor or verify such consent and assumes no responsibility for unauthorized recordings. Responsibility for ensuring compliance with privacy legislation and condominium governance obligations rests solely with the user and the condominium corporation.

If you violate any of the above rules of conduct or any other provision of these Terms, My Condo Space may, in its sole discretion and without notice, suspend or terminate your account and refuse any and all current or future use of the Service (see also Section 13 on Termination and other general provisions). Serious violations (such as unlawful use of the Service) may also result in referral to law enforcement or legal action where appropriate. We value our users and the integrity of our platform, and these rules are in place to ensure the Service remains safe and reliable for everyone.

8. Disclaimers and Limitation of Liability

AI-Generated Content – User Responsibility: The core of our Service involves AI-generated transcriptions and documents. My Condo Space does not guarantee the accuracy, completeness, or legal adequacy of any transcription or minutes document generated by the Service. The content is provided for your convenience and may contain errors or omissions. It is your responsibility to review and, if necessary, edit and correct the minutes produced by the Service before using them as an official record or distributing them. The Service and all output are provided on an “as is” and “as available” basis without any warranties of any kind, except as explicitly provided in these Terms. To the maximum extent permitted by law, My Condo Space disclaims all warranties and conditions, express or implied, including any implied warranties of accuracy, quality, fitness for a particular purpose, merchantability, and non-infringement. We do not warrant that the Service will meet your requirements or expectations, or that it will be uninterrupted, error-free, secure, or free of viruses or other harmful components.

Artificial Intelligence Transparency

The Service utilizes artificial intelligence to assist in transcription and minute generation. All outputs are intended for human review and approval. My Condo Space Inc. does not guarantee the accuracy of AI-generated content, and users remain solely responsible for verifying and approving all transcripts and minutes before relying upon them as official records.

Limited Liability: To the extent permitted by applicable law, My Condo Space’s liability to you is limited. In no event will My Condo Space (or its directors, officers, employees, agents, or affiliates) be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, loss of data, or loss of business opportunities, arising out of or in connection with your use of (or inability to use) the Service or reliance on any output of the Service. In jurisdictions that do not allow the exclusion of certain damages, we limit our liability to the minimum extent permitted by such laws.

Maximum Liability Cap: My Condo Space’s total cumulative liability for any claims arising out of or relating to the Service is limited to the amount you paid (via invoice) for the specific meeting or service in question. For example, if your claim arises from an issue with the minutes generated for a particular meeting, our maximum liability will be no more than the invoiced amount (if any) for that meeting’s Service credit. If you have not paid anything for the Service (for instance, if you are using a free trial or if an invoice was voided due to service failure), My Condo Space will have no liability to you, to the extent permitted by law.

Consumer Rights and No Waiver of Statutory Warranties: Some jurisdictions, including certain provinces in Canada, might not allow the limitation of certain warranties or liabilities by contract. Nothing in these Terms is intended to override any rights that you may have under local law. If you are considered a “consumer” under the laws of your province or country, you may be entitled to certain statutory guarantees or warranties; these Terms do not purport to limit your rights under those provisions. In particular, if Ontario or other applicable consumer protection laws apply to this agreement, and they prohibit any part of the disclaimers or limitations in these Terms, then such part will not apply to you to the extent of the prohibition. However, in such case, the rest of the Terms shall continue to apply.

No Guarantees of Service Availability: While we strive to keep the Service up and running at all times, My Condo Space does not guarantee that the Service will be available on an uninterrupted or error-free basis. Scheduled downtime for maintenance or updates, as well as unscheduled outages, may occur. We will attempt to inform users of significant outages or maintenance windows via the Service or email when feasible, but we are not liable for any losses or inconvenience caused by Service unavailability.

9. Data Handling and Privacy

Your privacy and the proper handling of data are very important to us. This section outlines how the AI Minutes App manages your data within the Service.

Determination of Corporate Records

Nothing in these Terms shall be interpreted as designating any recording, transcript, or generated document as an official record of a condominium corporation. The determination of whether any material constitutes a corporate record under applicable legislation, including the Condominium Act, 1998, remains the sole responsibility of the condominium corporation and its legal advisors.

Audio Recordings, Transcripts, and Minutes

Audio Recordings Audio files from meetings are retained on our system for a maximum period of forty-five (45) days from the date of the meeting. This limited retention window allows sufficient time for transcription, quality assurance, reprocessing requests, and issue resolution. After this period, audio recordings are automatically and permanently deleted from our storage and cannot be recovered.

Audio recordings are processed solely for the purpose of generating transcripts and draft meeting minutes. They are considered transitory working materials and are not intended to constitute official records of any condominium corporation. My Condo Space Inc. does not retain audio recordings as records on behalf of any client and does not act as a records custodian for condominium corporations. Unless a recording is independently downloaded, retained, or adopted by the condominium corporation or its authorized representatives, it shall not be deemed a corporate record.

Transcripts Transcripts generated from audio recordings are retained solely to facilitate the preparation, verification, and review of meeting minutes. These transcripts are considered working documents and are not intended to serve as official records of any condominium corporation unless expressly adopted or retained by the corporation.

Transcripts are retained for the duration of the corporation’s status as an active client. If a client account is terminated, My Condo Space Inc. will retain transcripts for a period of up to two (2) years to address potential legal, regulatory, audit, or governance-related inquiries. After this period, transcripts will be securely and permanently deleted.

My Condo Space Inc. does not maintain transcripts as corporate records on behalf of any condominium corporation and acts solely as a data processor in providing the Service.

No Custodianship or Agency

My Condo Space Inc. provides the Service as an independent technology provider and does not act as an agent, records custodian, or legal representative of any condominium corporation. Temporary storage or processing of data through the Service does not constitute custody or control of corporate records on behalf of the corporation.

Final Meeting Minutes Final meeting minutes documents (including Word or PDF files) are retained for as long as the condominium corporation remains an active client. These documents are intended to serve as the official governance record of the corporation once reviewed and approved by the board.

If an account is closed or terminated, the most recent two (2) years of finalized minutes will be retained to safeguard against statutory claims, audits, or compliance requirements. These documents will no longer be accessible through the Service but may be retrieved upon request during the retention window. Afterward, they will be securely deleted in accordance with our data retention policies and applicable law.

Non-Personal Metadata We may retain non-personal, anonymized metadata relating to system usage for analytics, security, and operational improvements. Such metadata does not include the content of audio recordings, transcripts, or meeting minutes.

Role of My Condo Space Inc. For the purposes of applicable privacy and data governance laws, My Condo Space Inc. acts solely as a data processor and service provider. The condominium corporation remains responsible for determining whether any materials generated or processed through the Service constitute official records under applicable legislation, including the Condominium Act, 1998.

Account and Personal Information We retain personal information associated with your account (such as your name, email address, organization, and account settings) for as long as your account remains active. If you choose to close your account, or if your account is terminated, we will delete or anonymize your personal information within a reasonable time after account closure, except for information we are required to keep by law or for legitimate business purposes. Such information may include records of transactions, invoices, or compliance-related documentation retained for financial, audit, or regulatory purposes.

User Requests for Deletion You have the right to request deletion of your data. If you wish to delete audio recordings, transcripts, minutes, or your entire account data before our routine deletion schedule, you may contact us using the contact form provided on our website. We will respond within a reasonable timeframe and, if the request is valid, will delete the requested data, subject to any legal, regulatory, or contractual obligations requiring retention.

We may retain limited information as necessary to comply with legal obligations, resolve disputes, enforce our agreements, or maintain records of compliance (for example, confirmation that an account was deleted).

Configurable Data Retention

Where technically feasible, My Condo Space Inc. may offer configurable data retention options. Clients may request shorter retention periods or earlier deletion of recordings or transcripts, subject to operational limitations and applicable legal requirements.

Data Residency

Unless otherwise disclosed, data processed through the Service is stored on secure servers located in Canada. My Condo Space Inc. implements industry-standard safeguards designed to ensure compliance with applicable Canadian privacy laws.

Consent and Compliance with Privacy Laws By using the Service, you consent to the collection, use, storage, and processing of data as described above. All data handling is subject to our Privacy Policy and applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial legislation.

We implement industry-standard administrative, technical, and physical safeguards to protect your data. However, you acknowledge that no method of transmission or storage is completely secure, and we cannot guarantee absolute security. In the event of any unauthorized access to or disclosure of personal data, we will notify affected users as required by applicable law.

For more detailed information on how we collect, use, disclose, and protect your personal information, please refer to our Privacy Policy. If you have any questions about our data practices, you may contact us using the contact form available on our website.

10. Changes to Terms

My Condo Space may update or modify these Terms from time to time. If we make material changes, we will provide you with reasonable notice of such changes, either by sending an email to the address associated with your account, or by displaying a prominent announcement within the Service (for example, via an in-app notification or a notification upon login). The notice will outline the changes and the date they become effective. We may also update the “Effective Date” at the top of this document to reflect the date of the latest revision.

Your continued use of the Service after updated Terms have become effective constitutes your acceptance of the changes. If you do not agree with a change to the Terms, you should stop using the Service and, if necessary, cancel your account before the new Terms take effect. We encourage you to review the Terms periodically for any updates. All changes to the Terms will be prospective in effect – no change will retroactively modify the parties’ rights and obligations for services already used or paid, unless mutually agreed.

11. Governing Law and Jurisdiction

These Terms, and any dispute or claim arising out of or in connection with the Service or these Terms, shall be governed by and construed in accordance with the laws of the Province of Ontario, Canada, and the federal laws of Canada applicable therein, without regard to conflict of law principles. This governing law applies no matter where you are located, even if you are accessing the Service from outside of Canada.

Jurisdiction: You agree that any legal proceedings arising out of or relating to these Terms or the Service shall fall within the exclusive jurisdiction of the courts of the Province of Ontario. You consent to the personal jurisdiction of such courts and waive any objections (such as inconvenient forum) to the holding of proceedings in those courts.

International Use: We do not restrict access to the Service based on geography, and the Service may be accessible from jurisdictions around the world. However, we make no representations that the Service is appropriate or available for use in any particular location outside Canada. If you choose to access or use the Service from outside Canada, you do so at your own initiative and are responsible for compliance with any local laws that apply to your use. Some services provided by the AI Minutes App might not be allowed by certain countries’ laws (for example, using AI or recording audio might be regulated); it is incumbent on you to ensure your use is lawful in your jurisdiction. Regardless of any local law obligations, by using the Service you acknowledge that these Terms and the relationship between you and My Condo Space are governed by Canadian (Ontario) law as stated above.

12. Contact Information

If you have any questions, concerns, or comments about these Terms or the Service, or if you need to contact us for any reason (including to provide notices, request data deletion, or for support), you can reach us at:

My Condo Space Inc.
Contact Us

Mailing address and further contact details can be found on our website. (Any formal legal notices should be sent to our mailing address, Attention: Legal Department.) We will endeavor to respond to all inquiries in a timely manner. Your feedback is important to us, and we encourage you to contact us if you have any questions about your rights or obligations under these Terms.

13. General Provisions

Termination: You may stop using the Service at any time. We reserve the right to suspend or terminate your access to the Service (and/or cancel your account) at our discretion if you violate these Terms or if we discontinue the Service. In the event of any termination or suspension, Sections that by their nature should survive (such as Ownership, Disclaimers and Liability, Governing Law, etc.) will remain in effect. If your account is terminated due to a breach of these Terms, you are not entitled to any refund for unused credits, except as required by law or expressly provided in these Terms.

Indemnification: You agree to indemnify and hold harmless My Condo Space Inc. and its directors, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) that arise from your use of the Service, your breach of these Terms, or your violation of any law or the rights of any third party. This means that if a third party sues us because of something you did (for example, a violation of privacy law by recording without consent, or an intellectual property infringement from content you provided), you will defend and pay for any damages or costs we incur as a result, to the fullest extent permitted by law.

Severability: If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, then that provision shall be deemed modified to the minimum extent necessary to make it enforceable (or disregarded if not possible), and the remaining provisions of these Terms will continue in full force and effect. Any unenforceable part will be interpreted so as to reflect the original intent of the parties as closely as possible under applicable law.

No Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. No waiver of any term shall be deemed a further or continuing waiver of that term or any other term. To be effective, any waiver must be in writing and signed by an authorized representative of My Condo Space.

Entire Agreement: These Terms (along with any documents or policies incorporated by reference, such as the Privacy Policy and any applicable order forms or invoices) constitute the entire agreement between you and My Condo Space Inc. regarding your use of the AI Minutes App. They supersede all prior or contemporaneous understandings and agreements, whether written or oral, relating to the Service. You acknowledge that you have not relied on any representation, warranty, or statement not expressly set out in these Terms.

Assignment: You may not assign or transfer any of your rights or obligations under these Terms to anyone else without our prior written consent. My Condo Space may assign or transfer its rights and obligations under these Terms in connection with a merger, acquisition, sale of assets, or by operation of law, or to any affiliate or successor entity, provided that such assignment will not affect your rights under these Terms.

Language: The parties have expressly requested that these Terms and all related documents be drawn up in the English language. Les parties aux présentes ont expressément exigé que la présente convention et tous les documents connexes soient rédigés en anglais. (If these Terms are translated into another language, the English version will prevail to the extent of any conflict.)

By using the AI Minutes App, you acknowledge that you have read these Terms of Service, understand them, and agree to be bound by them. Thank you for using the AI Minutes App to streamline your condominium meeting minute-taking!