MinutesMate Terms of Use

Last updated: 26 December 2025

Welcome to MinutesMate, a meeting minutes add-in for Outlook designed to help you capture decisions, actions, and attendance more efficiently. These Terms of Use (“Terms”) govern your use of the MinutesMate Outlook add-in and the minutesmate.com website (together, the “Service”). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service.

1. Who we are

MinutesMate is a software tool designed to help you capture, structure, and export meeting minutes from Outlook. References to “we”, “us”, or “our” in these Terms refer to the owner of MinutesMate.

2. Use of the Service

You may use MinutesMate only for lawful purposes and in accordance with these Terms and any applicable laws and regulations. You are responsible for:

  • Ensuring you have the right to use any meeting content you enter into the add-in.
  • Complying with your organisation’s policies on data protection and record keeping.
  • Deciding which minutes or exports are shared, stored, or circulated.

3. Licensing and payment

MinutesMate offers:

  • Free access with a limited feature set.
  • Pro access with additional features, available via paid licence (for example through a one-time purchase, subscription, or marketplace listing).

Licences are personal (or organisation-specific, where applicable), non-transferable, and must not be shared outside the purchasing individual or organisation without our written consent.

Where purchases are made through third-party platforms such as the Microsoft commercial marketplace or PayPal, the relevant platform’s own terms and billing processes also apply.

4. AI features

MinutesMate includes optional AI-assisted features (for example, suggested summaries of meeting notes). These features are designed to help you work faster, but you remain responsible for reviewing and approving the final minutes.

When AI features are enabled, meeting content you choose to send for processing may be transmitted to trusted third-party providers such as OpenAI over encrypted connections. This content is used solely to generate the requested output.

We do not permanently store or log the meeting content you send for AI processing on our own servers. For more details on how we handle data, please refer to our Privacy Policy.

5. Privacy and data handling

Our collection and use of personal information is described in our Privacy Policy, which forms part of these Terms. By using the Service, you acknowledge that you have read and understood the Privacy Policy.

In summary, MinutesMate is designed to:

  • Work primarily inside Outlook, using only the data needed to provide the add-in’s features.
  • Avoid unnecessary automatic sharing of your meeting content with third parties.
  • Give you control over when and how minutes are exported or circulated.

6. No legal, governance, or compliance advice

MinutesMate helps you structure and export meeting minutes, but it does not provide legal, governance, or compliance advice. You are responsible for:

  • Ensuring that your use of the Service complies with your organisation’s policies,
  • Ensuring that minutes are complete, accurate, and appropriate for your regulatory context, and
  • Seeking professional advice where required.

7. Disclaimers and limitation of liability

The Service is provided on an “as is” and “as available” basis, without any warranties of any kind, whether express or implied. We do not guarantee that the Service will be error-free, uninterrupted, or suitable for your specific use case.

To the fullest extent permitted by law, we shall not be liable for any indirect, incidental, consequential, or special damages, or for any loss of data, records, profits, or opportunities arising out of or in connection with your use of the Service.

8. Changes to the Service and these Terms

We may update, modify, or discontinue parts of the Service from time to time. We may also update these Terms. When we do, we will update the “Last updated” date at the top of this page. Your continued use of the Service after changes are posted constitutes your acceptance of the updated Terms.

9. Governing law

These Terms are governed by the laws of England and Wales (or the laws of your local jurisdiction, where required by applicable law), without regard to conflict-of-law principles.

10. Contact

If you have any questions about these Terms of Use, please contact us at: legal@minutesmate.com.