Billit When You Did It: Terms of Service and Privacy Policy
- Introduction and Agreement Overview
This User License Agreement (“Agreement”) governs the access and use of the Billit When You Did It application (the “Service”). This is a legally binding contract between the legal professional or entity purchasing the Service (“Subscriber”) and Billit Inc. (“the Company”). By registering for, accessing, or using the Service, the Subscriber— including its partners, employees, and authorized agents—accepts and agrees to be bound by the terms and conditions set forth herein, as well as the Company’s Privacy Policy.
The Service is a specialized Business-to-Business (B2B) productivity tool designed exclusively for legal professionals. Use of the Service for personal, non-commercial, or household purposes is strictly prohibited. If you do not agree to these terms, you must immediately cease all use of the Service. - Defined Terms
To ensure linguistic precision and contractual clarity, the following bolded terms are defined as follows:
- Subscriber: The legal professional, law firm, or entity that purchases the Service. This includes any person with the authority to act on the purchaser’s behalf.
- Authorized User: Any partner, member, employee, or independent contractor of the Subscriber who has been granted access to the Service via a unique identifier.
- Content: Any raw audio recordings, electronic information, or data uploaded to the Service by the Subscriber or Authorized Users for transcription and billing purposes.
- AI Service: The artificial intelligence technologies, including talk-to-text engines and Large Language Models (LLMs), utilized to process Content and generate billing data.
- Output: The resulting text, transcriptions, and structured billing entries generated by the AI Service in response to Content.
- Account Data: Data pertaining to the Subscriber and Authorized Users necessary to identify them and administer the account (e.g., login credentials, billing contact info). For
- the avoidance of doubt, Account Data does not include data uploaded by the Subscriber
- or Authorized Users relating to contacts, matters, tasks, or similar legal data.
- Security Emergency: A violation by Subscriber of this Agreement that (a) could disrupt (i) the Company’s provision of the Service; (ii) the business of other subscribers to the Service; or (iii) the network or servers used to provide the Service; or (b) provides unauthorized third-party access to the Service.
3. Professional Eligibility and Authority
Access to the Service is restricted to qualified professionals meeting the following criteria:
- Minimum Age: All Authorized Users must be at least 18 years of age. There are no exceptions for parental consent or minor usage.
- Business Authority: Any individual entering into this Agreement on behalf of a firm or organization represents and warrants that they possess the legal authority to bind such entity and its affiliates to these terms.
- Authorized Use: The Subscriber is responsible for all actions taken through its account and must ensure that all Authorized Users comply with the obligations of this Agreement.
4. AI Service Usage: Talk-to-Text Protocols
The Service utilizes automated AI transcription. Usage is governed by the following professional protocols:
- Professional Oversight Requirement: The Company does not review Output for accuracy or completeness. The Subscriber is solely responsible for the use of the Output. The Subscriber must apply human oversight and review all Output for accuracy and professional appropriateness before final billing or disclosure to third parties.
- No Attorney-Client Relationship: The provision of AI Services does not create an attorney-client relationship between Billit Inc. and the Subscriber, nor between Billit Inc. and the Subscriber’s clients.
- Machine Learning Restrictions: Subscriber shall not, and shall not permit any third party to: (a) use the AI Service or Output to develop a competing product; or (b) use the AI Service or Output to train or develop any generalized artificial intelligence or machine learning model.
5. Confidentiality and Data Security
As an Information Architect for the legal sector, Billit Inc. maintains a robust security framework:
- Strict Confidence: Billit Inc. and its authorized Subprocessors shall hold Content in strict confidence. Content will not be used or disclosed except as necessary to provide the Service or as legally mandated by a court order, subject to prior notice to the Subscriber where permitted by law.
- Attorney-Client Privilege Support: Billit Inc. acknowledges the Subscriber’s professional obligation to maintain Attorney-Client Privilege. The technical and organizational measures provided, including our data processing workflows, are specifically intended to support the Subscriber’s maintenance of such privilege.
- Security Infrastructure:
- Encryption: All Content is secured using industry-standard encryption both at rest and in transit.
- Subprocessors: Billit Inc. utilizes specialized AI subprocessors. These subprocessors are contractually prohibited from using Subscriber Content to train their generalized models.
- Incident Reporting: Billit Inc. shall report any Security Breach involving Content to the Subscriber within 72 hours of discovery.
- Multi-Factor Authentication: The Service requires two-factor authentication (2FA) for all Authorized Users to maintain account integrity.
- Ownership: Subscriber retains all Intellectual Property Rights in and to the Content. The Company claims no ownership over the Content.
6. Subscription, Billing, and Taxes
- Upgrades and Downgrades:
- Upgrades: Plan upgrades or additional users are effective immediately and prorated for the current billing cycle.
- Downgrades: Reductions in plan levels or user seats are effective only upon the next renewal cycle; no credits are issued for partial periods.
- Taxation and Gross-Up: Subscriber is responsible for all applicable Taxes (excluding the Company’s net income taxes). All payments under this Agreement shall be made without deduction or withholding for any taxes. If Subscriber is required to deduct or withhold any taxes from such payments, then the sum payable shall be increased as necessary so that, after making all required deductions or withholdings, the Company receives an amount equal to the sum it would have received had no such deduction or withholding been made.
- Refund Policy: All setup fees and subscription charges are final and non-refundable unless otherwise required by law.
7. Account Suspension and Termination
- Termination for Cause: The Company may suspend access immediately and without notice in the event of a Security Emergency or material breach of this Agreement.
- Data Retrieval Period: Upon termination or cancellation of a subscription, the Subscriber shall have a period of ninety (90) days to export their Content and billing data. Following this period, all Content associated with the account will be irrevocably deleted from the Company’s production systems.
8. Limitation of Liability and Indemnification
- GENERAL DISCLAIMER: THE SERVICE, AI SERVICES, AND OUTPUT ARE PROVIDED “AS IS.” THE COMPANY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. NO WARRANTY IS MADE THAT THE OUTPUT WILL BE ERROR-FREE OR ACCURATE.
- Liability Cap: THE TOTAL AGGREGATE LIABILITY OF THE COMPANY FOR ANY CLAIM CONNECTED WITH THE SERVICE SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY THE SUBSCRIBER FOR THE SERVICE IN THE SIX (6) MONTH PERIOD IMMEDIATELY PRECEDING THE DATE THE CLAIM AROSE.
- Indemnification: Subscriber shall defend and indemnify the Company against any claims, losses, or professional malpractice allegations arising from the Subscriber’s failure to verify AI Output or the Subscriber’s professional negligence.
9. Miscellaneous and Governing Law
- Governing Law: This Agreement is governed by the laws of the Province of British Columbia, Canada. Exclusive venue for all disputes shall be the courts of Vancouver, B.C.
- No Social Media Features: This is a professional legal application. References to “likes,” “public sharing,” “social feeds,” or “monetization” found in third-party app store terms are inapplicable to the Service and are expressly disclaimed.
10. Privacy Policy Bridge
Billit Inc. processes data in two distinct categories:
- Account Data: Collected for administrative purposes, including identity verification and billing. This data is managed in accordance with our standard Privacy Policy.
- Content: Processed solely to provide the AI-driven transcription services requested by the Subscriber. Content is treated with a higher tier of confidentiality and is never sold to third parties or used for external advertising. The Subscriber is responsible for providing all necessary notices to their own clients regarding the use of third-party SaaS providers for data processing.