Terms of service

These terms govern the use of Quathos Room, operated by Quathos LLC, a limited liability company organized under the laws of the State of Texas, United States, with offices at 3008 Ross Ave, Suite 100, Office 210, Dallas, TX 75204, United States. Creating an account or joining a meeting means accepting them. If you accept on behalf of an organization, you confirm you may bind it, and "you" means that organization.

1. What the service is

Quathos Room is a workspace for teams: channels and direct messages, files, search, a calendar with invitations and answers, and meetings with audio, video and screen sharing. Each customer works inside an isolated workspace. Media runs on our own engine, so a meeting does not pass through a third party video vendor.

2. Accounts and who may use it

Signing in happens through Quathos Account, and only through it: Quathos Room has no password of its own. You are responsible for who you invite into your workspace and for what they do there. A guest who joins by link has no account and sees only the meeting they were invited to.

The service is meant for professional use and is not directed to anyone under 16.

3. Plans, prices and payment

The plans in force, with their prices and limits, are published at https://quathos.com. Paid plans are charged monthly in advance through Stripe, in the currency shown at checkout, and renew automatically until cancelled. Taxes, when due, come on top.

Cancelling stops the next renewal and keeps the service running until the end of the paid period. We do not refund a period already started, except where the law requires it. If a payment fails, we ask you to fix it before limiting the account, and we say what will be limited.

Plan limits are refusals, not slowdowns: when a limit is reached the product says so and stops, instead of degrading in silence. A change of plan takes effect immediately and is charged pro rata.

4. Your content stays yours

Everything your people write, upload and schedule belongs to you. You grant us only the licence needed to run the service: to store it, transmit it between participants, index it for your own search, and show it back to the people you authorized. We do not use your content to train models, and we do not sell it.

Export is available on every plan, including the free one, in a ZIP with a manifest of hashes. We charge for volume and for modules, never for the right to your own data.

5. Recording, transcription, and what each one requires

A meeting is not recorded by default. Recording and transcription are modules of some plans, and neither of them starts by itself: someone who organizes the meeting turns capture on, inside the room, and chooses whether it keeps the video, the text of what was said, or both. Nothing outside that room turns it on, and no scheduled meeting arrives with capture already running.

While capture runs, the room says so: a notice on the bar for everyone, and whoever joins later sees it on arrival. Anyone can leave the file at any moment, with one click, and leaving takes effect from then on: that person stays in the meeting with chat, audio and video reception intact, and only their own microphone and camera go off while it runs. Coming back in is the same single click. Whoever organizes can stop the capture for everyone, which also takes them out of it.

The mechanism above is ours to provide and to keep working. Deciding to record, deciding what the file is used for, keeping it and deleting it are the customer’s, and so is any duty that the law of each participant’s location adds on top. Some places require the agreement of everyone in the conversation, and a guest who joined by link is one of those people. Where the law requires each person to agree beforehand, the installation can be configured to ask before any capture: in that mode the room stays muted until the answers arrive, and whoever does not answer is left out of the file. Choosing between the two modes is the customer’s. If you record a meeting with your own tools, outside the product, none of the mechanism above applies and every one of those duties is yours alone.

6. Acceptable use

The acceptable use policy is part of these terms. In short: do not break the law, do not attack the service or other customers, do not use meetings to harass anyone, and do not resell capacity as if it were yours.

7. Availability and support

We aim for the service to be available at all times and we publish incidents rather than hide them. There is no contractual availability target on the free plan. Paid plans get support by email at contact@quathos.com; a specific target, when agreed, is written in the order and prevails over this paragraph.

Maintenance that requires interruption is announced in advance whenever it can be. Emergency fixes may not be.

8. Suspension and termination

You may cancel at any time, in the panel. We may suspend an account that puts the service or other customers at risk, or that violates the acceptable use policy, and we say why when we do. Except where a risk is immediate, we warn first and give a reasonable time to fix it.

After termination you have 30 days to export. After that the workspace is purged, and backups rotate out within 30 days more.

9. Warranties and liability

The service is provided as it is. We do not promise it will be free of defects or interruptions. To the extent the law allows, our total liability in any twelve month period is limited to what you paid us in that period, and neither side answers for indirect or consequential damages, including lost profits.

10. Governing law

These terms are governed by the laws of the State of Texas, United States, and disputes go to the state and federal courts located in Dallas County, Texas. A customer who is a consumer may sue, and be sued, where the law of their domicile requires.

11. Changes

We announce material changes at least 30 days before they take effect, in the product and by email to the administrators. Continuing to use the service after that means accepting the new version. If you do not accept, cancel before the date and we refund the unused part of the period.

Contact for anything in this document: legal@quathos.com.