Terms & Conditions

These Terms & Conditions ("Terms") govern access to and use of the Vent IT platform, website, and related services (collectively, the "Service") operated by Vent IT ("Vent IT", "we", "us", or "our").

By accessing or using the Service — including signing in to submit a vent, creating an organisation account, or inviting team members — you agree to be bound by these Terms. If you do not agree, you must not use the Service.

If you use the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

Vent IT is a voice feedback platform for workplaces. Seated organisation members sign in to submit voice recordings. Recordings may be transcribed and analysed using third-party AI services to produce summaries, categories, sentiment indicators, and related insights for authorised managers.

Vent IT is designed to surface organisational themes — not to show submitter identity in the leadership inbox. Managers and team members access dashboards, transcripts, and analytics according to their organisation's subscription plan and assigned role.

You must be at least 16 years old to use the Service. By using Vent IT, you confirm that you meet this requirement and that your use complies with applicable laws, including employment and workplace regulations in your jurisdiction.

Organisations are responsible for ensuring that introducing Vent IT aligns with their internal policies, works councils or employee representative obligations, and any collective agreements where applicable.

Only invited, seated members of an organisation may submit vents, and they must sign in to do so. There is no public submission link open to anyone with a URL. Leadership does not see the submitter's name or email on vents in the dashboard.

• Submissions are limited to the maximum recording duration and usage allowances for your organisation's active plan or Free Trial entitlements, as published on our pricing page (unless otherwise agreed). Organisations also have a fair-use daily recording allowance of one full-length recording per member (enforced as leftover seconds across vents the same UTC day, plus a shared org minute budget). Monthly audio caps apply where stated for the active plan.
• A server-side account reference and optional hashed technical fingerprint may be stored for seat enforcement and abuse handling. These are not shown as identity in the leadership inbox.
• Audio is stored temporarily for processing. By default, raw audio is deleted after successful transcription and analysis unless your organisation has configured otherwise.
• Transcripts and AI-generated analysis may be retained and made available to authorised managers within your organisation. See our Privacy Policy for details.

You must not include information in a submission that would allow a reasonable person to identify you or another individual if anonymity is expected, unless your organisation has clearly communicated a different policy.

Organisations may create accounts for owners, managers, and members. Account holders must provide accurate registration information and keep credentials secure.

• Owners may manage billing, plans, team membership, and organisation settings.
• Managers may access vents, transcripts, and insights permitted by the active plan.
• Members receive access according to the role assigned by the organisation administrator.

You are responsible for all activity under your account and for ensuring that invited users comply with these Terms.

You agree not to use the Service to:

• Harass, threaten, defame, or unlawfully discriminate against any person;
• Submit content that is illegal, fraudulent, or infringes third-party rights;
• Attempt to re-identify anonymous submitters or circumvent anonymity safeguards;
• Probe, scan, or test the vulnerability of the Service without written consent;
• Overload, disrupt, or interfere with the Service or its infrastructure;
• Use automated means to submit vents except where explicitly permitted in writing;
• Misrepresent your affiliation with Vent IT or any organisation.

We may suspend or terminate access — including removing content — where we reasonably believe these rules have been violated or where required by law.

Vent IT offers a time-limited Free Trial and paid subscription tiers with different limits on users, recording duration, monthly usage, manager features, and AI features. Current plan and trial details are published on our pricing page.

• New organisations may start with a Free Trial (typically 14 days) with the recording and seat limits described on the pricing page. Manager dashboard, team prompts, and AI insights features may be limited or unavailable during the trial until you upgrade.
• If you do not upgrade before the Free Trial ends, access becomes upgrade-only. Unpaid trial organisation data is removed after the retention period described in our Privacy Policy (typically 30 days from Free Trial signup), unless law requires longer retention.
• Paid subscriptions are billed in advance on a recurring basis unless otherwise stated at checkout.
• Fees are exclusive of applicable taxes unless stated otherwise. You are responsible for any VAT or similar charges.
• Unless required by mandatory consumer law, fees are non-refundable once a billing period has started. Downgrades and cancellations take effect according to the process in the dashboard and Stripe (typically at the end of the paid period).
• We may change pricing or plan features with reasonable notice. Continued use after the effective date constitutes acceptance of updated pricing where permitted by law.
• If a paid subscription payment fails or becomes overdue, you will have a 7-day grace period to update your payment method or settle the outstanding invoice (via Stripe).
• If payment remains overdue after that grace period, we may automatically freeze the organisation's account. While frozen, dashboard and management features are unavailable until billing is brought up to date. Member vent submission may remain unavailable until billing is restored.
• After login to a frozen account, you will be shown a notice with a link to Stripe to update payment details or pay outstanding invoices. Access is restored when Stripe reports the subscription as active (or equivalent paid status) again.

Transcripts and insights are generated using automated speech recognition and large language models provided by third parties. Outputs may contain errors, omissions, or misinterpretations.

Vent IT provides informational and analytical tools only. AI summaries, sentiment scores, category labels, and mitigation suggestions do not constitute legal, medical, psychological, or HR advice. Organisations remain solely responsible for decisions taken on the basis of Service outputs.

Vent IT and its branding, software, documentation, and design elements are owned by us or our licensors and are protected by intellectual property laws.

You retain ownership of content you submit. By submitting content, you grant Vent IT a non-exclusive, worldwide licence to host, process, transcribe, analyse, and display that content solely to provide and improve the Service for your organisation, in accordance with our Privacy Policy.

Our collection and use of personal data is described in the Privacy Policy, which forms part of these Terms.

Where Vent IT processes personal data on behalf of an organisation, the organisation is typically the data controller for employee and workplace-related data, and Vent IT acts as a processor to the extent described in the Privacy Policy and any applicable data processing agreement.

We aim to keep the Service available but do not guarantee uninterrupted access. We may modify, suspend, or discontinue features with reasonable notice where practicable.

We may update these Terms from time to time. Material changes will be posted on this page with an updated "Last updated" date. Your continued use after changes take effect constitutes acceptance, except where applicable law requires explicit consent.

To the fullest extent permitted by applicable law, Vent IT shall not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, data, goodwill, or business opportunity arising from use of the Service.

Our total aggregate liability for claims relating to the Service in any twelve-month period is limited to the greater of (a) the fees paid by your organisation to Vent IT in that period, or (b) €100, except where liability cannot be limited under mandatory law.

You may stop using the Service at any time. Organisations may cancel paid subscriptions according to the cancellation process provided at checkout or in the dashboard. The current paid period typically remains available until it ends (no refund for that period unless mandatory law requires otherwise).

When a paid subscription ends and the organisation does not start a new paid plan, access becomes upgrade-only. Remaining unpaid organisation data is then subject to the removal window in our Privacy Policy (typically about 30 days from that transition), unless you upgrade sooner or law requires longer retention.

We may suspend or terminate access immediately if you materially breach these Terms, create security or legal risk, or fail to pay applicable fees.

These Terms are governed by the laws of Germany, without regard to conflict-of-law principles, except where mandatory consumer protection rules in your country of residence provide otherwise.

The courts of Berlin, Germany shall have exclusive jurisdiction for business users. Consumer users may also bring claims in the courts of their habitual residence where required by EU law.

Questions about these Terms may be sent to hello@vent-it.app.