Ethic8

    Terms and Conditions — Ethic8

    Effective Date: October 8, 2025

    Last updated: June 24, 2026

    Official website and support
    https://ethic8.comsupport@ethicai.ca

    1. Acceptance

    By creating an account, clicking "I agree," or using any Ethic8 website, app, API, or service (collectively, the "Service"), you agree to these Terms of Service (the "Terms") and our Privacy Policy. If you're using the Service on behalf of an organization (an "Organization"), you represent that you're authorized to bind that Organization; in that case, "you" means the Organization and its Authorized Users.

    2. Eligibility

    Our services are intended for adult users (18+) or those with legal capacity to enter into contracts. By using Ethic8, you confirm that you meet these conditions or have obtained appropriate consent (e.g., from a parent, guardian, or institution).

    3. Accounts & Administrators

    3.1 Registration.

    You must provide accurate, current information when creating an account and keep it updated.

    3.2 Account Access and Sharing.

    Each account is created for the person or organization that registered it. While we strongly discourage sharing login credentials for privacy and security reasons, Ethic8 does not prohibit shared access within a team or organization when such sharing complies with your institution's policies and applicable privacy laws. If you choose to share your login or workspace, you do so at your own risk and responsibility, and Ethic8 will not be liable for any unauthorized access, disclosure, or loss of information that results.

    3.3 Organizational Accounts.

    If you use Ethic8 under an institutional or organizational plan (for example, through a university, research group, or company), your Organization's administrators control seat assignments, permissions, and security settings. They may view, export, or remove data within that Organization's workspace in accordance with their internal policies and applicable privacy legislation.

    3.4 Data Retention in Your Account.

    All files, transcripts, and other content you upload remain available in your account until you choose to delete them. Ethic8 does not delete your data automatically except as required by law, to comply with a valid legal request, or when you delete it yourself. When you delete data, it is permanently removed from our active systems and cannot be restored.

    3.5 Account Security.

    You are responsible for safeguarding your credentials and for all activity under your account. Notify us promptly at support@ethicai.ca if you suspect unauthorized access or misuse.

    4. Permitted Use & Restrictions

    Use the Service only in compliance with applicable laws, ethical research norms, and these Terms. You agree not to:

    • infringe privacy, IP, or other rights;
    • upload unlawful/defamatory content, malware, or attempt to bypass security;
    • probe, scan, or reverse engineer the Service;
    • use outputs without appropriate human review where accuracy matters (e.g., legal/medical decisions);
    • use the Service to build a competing transcription/AI service or to provide it as a paid value-add without our written consent.

    We may suspend or remove content or accounts for violations.

    5. Subscriptions, Billing & Taxes

    1. Plans & Fees. Prices are in CAD and processed by Stripe. Current plan details are shown at checkout or in your dashboard.
    2. Auto-Renewal. Subscriptions renew for the same term unless canceled before the renewal date.
    3. Cancellations & Refunds. Cancel anytime; service continues until the end of your current billing period. You may request a refund within 14 days of payment, provided no credit quota was used in the period for which the refund is requested. Otherwise, and unless required by law, fees are non-refundable.
    4. Trials/Promos. Trial terms are shown at sign-up. If you don't cancel before a trial ends, billing starts automatically.
    5. Upgrades/Downgrades. Seat changes prorate to the end of the term; downgrades take effect next term.
    6. Delinquency. We may suspend accounts for unpaid charges and may charge reasonable collection or chargeback fees.
    7. Taxes. You're responsible for applicable taxes; we'll add them where required.

    6. Intellectual Property & Feedback

    1. You retain ownership of your uploaded content.
    2. Our IP. The Service, including software, interfaces, designs, and trademarks, is owned by Ethic AI Inc. and licensed— not sold — to you.
    3. Your Feedback. If you give feedback or suggestions, we can use them without restriction or payment.

    7. Your Content & Data Handling

    1. Ownership. You retain all rights to files, audio, text, and other materials you upload or generate through the Service ("User Content").
    2. Service License. You grant us a limited, revocable, non-exclusive license to host, process, transform, and transmit User Content solely to provide the Service to you and as otherwise permitted by these Terms.
    3. No AI Training. We do not use User Content to train third-party models or our own foundation models.
    4. Deletion. You control your data. Ethic8 does not automatically delete your files, transcripts, or other content. All data remains securely stored in your account until you choose to delete it. When you delete a file or project, it is permanently removed from our systems and cannot be recovered. We do not retain deleted data for any reason. We may only delete or retain user data without your request if required by law, a valid legal order, or to maintain the security and integrity of our systems.
    5. Residency. Ethic8 is a Canada-based service, and all data associated with your use of the platform, including files, transcripts, backups, and system logs, is stored and processed exclusively within Canada.
    6. Third-Party Processors. We use select processors (e.g., AWS Canada, Stripe) under contracts that restrict access and use; a current list is available upon request.
    7. Research Ethics. If you handle human-subject data, you're responsible for obtaining all consents/approvals (e.g., TCPS 2, IRB/REB) and configuring retention settings consistent with those approvals.

    8. Security & Incident Notice

    We employ commercially reasonable technical and organizational safeguards (encryption in transit/at rest, access controls, monitoring). If we become aware of a security incident affecting your personal information, we'll notify you without undue delay in accordance with applicable law and our Privacy Policy.

    9. Third-Party Services

    The Service may integrate with third-party products. Your use of third-party services is governed by their terms and privacy policies; we're not responsible for them.

    10. Beta & Free Features

    We may offer beta, preview, or free features ("Beta Features"). They are provided as-is, may change or end at any time, and may be subject to additional terms.

    11. Copyright

    If you believe content on the Service infringes your copyright, email support@ethicai.ca with: (a) your contact information; (b) identification of the work claimed to be infringed; (c) the URL or location of the allegedly infringing material; and (d) a statement of your rights. We follow Canada's notice-and-notice regime and may forward notices to the user and take appropriate action. Repeat infringement may result in account termination.

    12. Disclaimers

    The service and all outputs are provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and accuracy or reliability of transcriptions/AI outputs. You are responsible for appropriate human review and for how you use the outputs.

    13. Limitation of Liability

    1. Indirect damages. Ethic AI Inc. will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, or data.
    2. Cap. Our total liability for all claims in the aggregate is limited to the amounts you paid to Ethic8 in the 12 months before the event giving rise to liability or CAD $100, whichever is greater. These limits apply regardless of the theory of liability and even if a remedy fails of its essential purpose. Some provinces do not allow certain limitations; in that case, the limits apply to the fullest extent permitted.

    14. Indemnification

    You will defend, indemnify, and hold harmless Ethic8 and our affiliates, directors, officers, employees, and agents from claims, damages, liabilities, and costs (including reasonable legal fees) arising out of: (a) your User Content; (b) your breach of these Terms or applicable law; or (c) your use of the Service in violation of third-party rights.

    15. Term, Suspension & Termination

    1. Term. These Terms apply from your first use until terminated.
    2. Suspension. We may suspend access for violations, security risks, or non-payment.
    3. Termination. Either party may terminate for any reason with notice (cancellation takes effect end-of-term). We may terminate immediately for material breach.
    4. Effect. Upon termination, your access ends. Sections intended to survive (including 6–14, 15(Effect), 16–21) remain in force.

    16. Changes to the Service and to These Terms

    We may update the Service and these Terms. Material changes will be notified (e.g., email or in-app). If you continue using the Service after the effective date, you accept the changes. If you do not agree, you must stop using the Service and cancel your subscription.

    17. Compliance and Ethical Standards

    Ethic8 is designed and operated in accordance with key Canadian privacy and research-ethics principles, including PIPEDA and TCPS 2, and other applicable provincial privacy laws. We implement privacy-by-design practices, use Canadian data residency, and provide transparency regarding how data is processed and stored. These measures are intended to help users and organizations meet their own ethical and legal responsibilities when using Ethic8. However, compliance ultimately depends on your specific use; you remain responsible for meeting your own legal, ethical, and institutional obligations.

    18. Assignment

    You may not assign these Terms without our prior written consent, except to a successor in connection with a merger, acquisition, or sale of substantially all assets (with notice to us). We may assign these Terms.

    19. Governing Law & Venue

    These Terms are governed by the laws of British Columbia and the federal laws of Canada applicable therein, without regard to conflict-of-laws rules. The parties submit to the exclusive jurisdiction of the courts of British Columbia (Vancouver).

    20. Notices; Electronic Communications

    We may send you required notices via email, in-app messages, or by posting to our site. By using the Service, you consent to receive electronic communications. Formal legal notices to Ethic AI Inc. must be sent to support@ethicai.ca with the subject "LEGAL NOTICE."

    21. Severability; No Waiver

    If a provision is unenforceable, it will be modified to the minimum extent necessary, and the remainder remains effective. A failure to enforce isn't a waiver.

    22. Language & Interpretation

    These Terms are in English; any translations are for convenience only. "Including" means "including without limitation."

    Website: https://ethic8.com · Contact: support@ethicai.ca

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