Terms of Use

aptidesk is a tool for professional coaches and other independent practitioners — consultants, mentors, and private-pay practitioners of similar 1:1 work. It helps you schedule sessions, generate meeting links through integrations you connect, capture session recordings you choose to record, transcribe them, and draft summaries and notes that you review before sharing. Features may change, and we may add, modify, or remove functionality over time.

Who the Service is for. The Service is not designed for regulated healthcare data, and we do not sign Business Associate Agreements. If you are a “covered entity” or “business associate” under HIPAA — for example, a therapist or other health provider who bills insurance electronically — you may not use the Service to store or process protected health information. Practitioners who work exclusively on a private-pay basis and are not HIPAA covered entities are welcome; if you are unsure of your status, consult your own counsel before storing client records in the Service.

The Service is intended for professional use by adults. You must be at least 18 years old and able to form a binding contract to use it. You are responsible for the accuracy of your account information, for keeping your credentials and recovery keys secure, and for all activity under your account.

Because your private content is encrypted with keys derived from your account, we may be unable to recover your content if you lose your credentials or recovery keys. Safeguarding them is your responsibility.

The Service records only when you choose to record. Laws governing the recording of conversations vary by location and often require the consent of every participant. You are solely responsible for understanding and complying with the laws that apply to you and your clients, and for obtaining any consent required before recording a session. You agree not to use the Service to record anyone unlawfully.

You may connect third-party services such as Zoom or Google to enable features like automatic meeting links and cloud-recording retrieval. When you connect a service, you authorize aptidesk to access that service on your behalf using the permissions you grant, solely to provide the features you have enabled.

Your use of any third-party service remains subject to that provider's own terms and policies — for example, your use of Zoom is governed by Zoom's Terms of Service. We are not responsible for third-party services, and they may change or discontinue their APIs at any time. You can disconnect any integration at any time from Settings → Integrations, and you may remove aptidesk from a provider's app settings (for example, the Zoom App Marketplace). Disconnecting stops future access and removes the stored access tokens for that integration.

You agree not to:

• use the Service for any unlawful purpose or in violation of others' rights, including recording without required consent;
• attempt to access accounts, data, or systems that are not yours, or circumvent security or rate limits;
• reverse engineer, resell, or build a competing product from the Service except to the extent the law permits;
• upload malware or interfere with the integrity or performance of the Service or connected providers;
• use connected integrations in a way that violates the third party's terms.

You retain all rights to the content you create or upload, including transcripts, notes, and client information (“Your Content”). You grant us a limited license to process Your Content only as needed to provide the Service to you — for example, to transcribe a recording or generate a summary you requested. We do not sell Your Content and do not use it to train AI models. Our handling of Your Content is described in our Privacy Policy.

As between you and your clients, you are the controller of the client information you store. You are responsible for having an appropriate basis to collect and process that information.

The Service is currently offered in a free private beta and is provided “as is” while we continue to develop it. Features may be incomplete or change without notice. If we introduce paid plans in the future, we will give you notice and an opportunity to review the pricing before any charges apply.

The Service, including its software, design, and trademarks, is owned by aptidesk and its licensors and is protected by intellectual property laws. These Terms do not grant you any rights in our trademarks or branding. Third-party names and marks (such as Zoom and Google) belong to their respective owners and are used only to identify their services.

The Service is provided “as is” and “as available,” without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that transcripts and AI-generated drafts will be accurate or complete. You are responsible for reviewing AI-generated content before relying on or sharing it.

To the maximum extent permitted by law, aptidesk will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, profits, or goodwill, arising from your use of the Service. Our total liability for any claim relating to the Service will not exceed the greater of the amount you paid us in the twelve months before the claim or USD 100. Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.

You may stop using the Service and delete your account at any time. We may suspend or terminate your access if you breach these Terms or if we reasonably believe it is necessary to protect the Service, other users, or third parties. On termination, your right to use the Service ends; sections that by their nature should survive (such as content ownership, disclaimers, and limitations of liability) will survive.

We may update these Terms from time to time. When we do, we will revise the “Last updated” date above and, for material changes, provide more prominent notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

Questions about these Terms? Reach us at:

support@aptidesk.com

aptidesk