This English text is a translation provided for convenience. Only the German version of this page is legally binding. Go to the German version
General terms and conditions
Version of 8 August 2026 · applies to contracts with rooom AG
1. Scope and contracting party
1.1These terms govern the use of Protoki. The contracting party and provider is rooom AG, Löbstedter Str. 47a, 07749 Jena (“we”), registered at the Amtsgericht Jena under HRB 512595. They apply exclusively to entrepreneurs within the meaning of § 14 BGB, to legal entities under public law and to special funds under public law. Contracts with consumers are excluded.
1.2Differing terms of the customer do not become part of the contract, even if we do not expressly object to them.
2. Subject matter of the service
2.1Protoki is software provided over the internet (software as a service). It joins the customer’s online meetings, produces transcripts with speaker attribution and, from those, minutes and proposed tasks, and makes them available in the application and by email.
2.2The results are produced using artificial intelligence. They may be incomplete or incorrect. The customer reviews the results on their own responsibility before using them; in particular, they are not legally binding documentation.
2.3We develop the software continuously. Features may be added, changed or replaced, provided this does not substantially reduce the contractually owed scope of services.
3. Rights of use, licences and billing unit
3.1For the term of the contract, the customer receives a non-exclusive, non-transferable right to use the software within the agreed scope for their own business purposes.
3.2Billing is per active licence. A licence is required by every person who brings meetings into Protoki — in particular by connecting a calendar or by starting a recording. People who only read minutes, search them or receive tasks from them do not need a licence.
3.3Exactly one package is assigned to the customer account. Several packages cannot exist alongside each other within one customer account. Changing the package covers all licences of the account and takes effect uniformly for all users.
3.4Each licence includes a monthly allowance of recording hours. The allowance applies per licence; it is pooled neither between licences nor across the organisation. Unused hours expire at the end of the respective billing month.
3.5If several people of the customer take part in a recorded meeting, the hours are attributed to exactly one licence: that of the person who issued the invitation. If that person has no licence, or if their allowance for the current billing month is already exhausted — for instance in meetings to which they were invited from outside — the hours are attributed to the licence with the highest remaining allowance. The same meeting is never attributed more than once.
3.6Additionally purchased hours are credited to the customer account, are available to all licences of the account and do not expire during the term of the contract. If the allowance of a licence is exhausted, a recording in progress is not cut off; the hours beyond the allowance are billed at the agreed rate. Allowance and rate follow from the price overview at protoki.com/pricing in the version applicable when the contract is concluded.
3.7Passing access credentials to third parties, and use on behalf of third parties outside the customer’s own organisation, are not permitted.
4. Obligations of the customer, consent of participants
4.1The customer is responsible for ensuring that recording and processing the respective meetings is legally permissible. This includes in particular the required information and, where necessary, consent of the participants, respect for the right to one’s own spoken word, and involvement of the competent employee representation body.
4.2Protoki indicates its own presence visibly in the meeting. This function must not be circumvented; it does not, however, replace any legally required consent.
4.3The customer ensures that they hold the necessary rights to the content they bring in, and does not upload content whose processing would infringe third-party rights or breach the law.
5. Remuneration and payment
5.1The prices agreed when the contract is concluded apply. All prices are net prices plus statutory VAT at the applicable rate.
5.2Billing takes place in advance for the agreed billing period. Additional hours under clause 3 are billed in arrears.
5.3Payment is by invoice with a payment term of 14 days from the invoice date; on request we switch to payment by card or direct debit through a payment service provider whom we name before the first payment. In the event of default, we may temporarily suspend access after prior notice and a reasonable grace period.
6. Term and termination
6.1The contract runs for the term chosen when it is concluded — either one month or twelve months — and renews for the same duration unless it is terminated before it expires. The notice period is seven days for a monthly term and one month for an annual term, in each case to the end of the current term.
6.2Termination requires text form; it may also be declared through the application.
6.3The right to terminate for good cause remains unaffected.
6.4After the contract ends, we keep the customer’s content available for export for a period of 30 days; afterwards it is deleted. Export is possible in every package through the application, and in packages with API access additionally through the programming interface.
7. Availability and disruptions
7.1We operate the software with the care of a diligent provider and design it for an availability of 99 % on a monthly average. No availability beyond that is owed; there is no service level agreement with contractual penalties, and one is agreed separately if desired.
7.2Announced maintenance windows do not count as downtime. We announce maintenance at least 24 hours in advance and place it outside usual business hours where possible; security measures that cannot be postponed may be carried out at any time.
7.3Disruptions arising from third-party services are outside our area of responsibility — in particular changes to the meeting platforms (such as admission restrictions for external participants) or settings within the area of responsibility of the customer or of the people they meet with.
8. Data protection
8.1We process personal data on behalf of the customer. The basis is a data processing agreement pursuant to Art. 28 GDPR, which is concluded as a separate document and takes precedence over these terms where it contains differing provisions.
8.2Processing takes place in the European Union. We disclose the sub-processors used in the privacy notice.
8.3Audio recordings are deleted after successful transcription, unless the customer has configured a different retention period.
9. Rights to content and use for model improvement
9.1The content brought in by the customer, and the transcripts and minutes produced from it, remain with the customer. We receive only those rights to it that are necessary to provide the service.
9.2Customer content is not used to train AI models — neither by us nor by our providers. This commitment applies verbatim in the privacy notice and in the data processing agreement.
9.3We reserve no use of the content for our own business purposes — not even in aggregated or anonymised form.
10. Liability
10.1We are liable without limitation for intent and gross negligence, for injury to life, body or health, for fraudulent concealment of a defect, to the extent of a guarantee we have assumed, and under the German Product Liability Act.
10.2In cases of ordinary negligence we are liable only for breach of a material contractual obligation — that is, an obligation whose fulfilment makes the proper performance of the contract possible in the first place and on whose observance the customer may regularly rely. In such cases liability is limited to the foreseeable damage typical for this type of contract at the time the contract was concluded.
10.3Liability for ordinary negligence is limited in amount to the remuneration the customer paid for the use in the twelve months before the event causing the damage. Any further liability for ordinary negligence is excluded.
10.4Strict liability for defects already present when the contract was concluded, under § 536a (1) alt. 1 BGB, is excluded.
10.5For loss of data we are liable only to the extent that the loss would also have occurred had the customer backed up the data properly. This limitation does not apply where we have expressly assumed backup as part of our service.
10.6Minutes, summaries and proposed tasks are produced using artificial intelligence and may be inaccurate or incomplete. We are not liable for damage arising from using these results without review; the duty to review under clause 2 remains with the customer.
10.7The above limitations also apply in favour of our legal representatives, employees and vicarious agents. They do not involve any change in the burden of proof to the customer’s detriment.
11. Changes to these terms
11.1We notify changes to these terms in text form at least six weeks before they take effect, presenting the changed passages side by side.
11.2The customer may terminate the contract extraordinarily, effective at the time of the change, until the change takes effect. We point out this right in the notification. If the customer does not terminate and continues to use the service after the effective date, the amended terms apply from that date; silence alone is not treated by us as consent.
11.3Changes that substantially reduce the agreed scope of services or increase the remuneration require the express consent of the customer.
12. Final provisions
12.1German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. The exclusive place of jurisdiction for all disputes arising from this contract is Jena, provided the customer is a merchant, a legal entity under public law or a special fund under public law.
12.2Should any provision be invalid, the validity of the remaining provisions remains unaffected.
In addition, the privacy notice for the website and customer account and the product privacy information apply. For participants without a contract with us there is the participant information.
The data processing agreement pursuant to Art. 28 GDPR is concluded as a separate document and takes precedence over these terms where it contains differing provisions. You receive it through the contact page.