Terms of Service

1. The Service

SpeakSoon provides a WhatsApp-based networking assistant that helps professionals capture and manage contact information from networking events. The Service includes:

• Contact capture — processing photos of business cards, LinkedIn profiles, event badges, handwritten notes, and other networking materials shared via WhatsApp.
• Data extraction — using AI and OCR to extract contact information from images.
• Contact enrichment — matching captured contacts against public professional data sources (such as LinkedIn profiles and company information) to build more complete contact profiles.
• Conversation context — recording notes and context about your interactions with contacts.
• Contact management — organising and enriching contact data for follow-up.
• AI-powered follow-up drafts — generating personalised follow-up messages for email and LinkedIn based on the context you captured.
• Follow-up assistance — suggestions and reminders for maintaining professional relationships.

SpeakSoon is under active, ongoing development. Features may be added, changed, or removed as the product evolves, and we'll make reasonable efforts to notify you of changes that materially affect how you use the Service.

2. Eligibility, accounts and acceptable use

By using the Service, you agree that:

• You will provide accurate and complete information.
• You are responsible for maintaining the confidentiality of your account and WhatsApp conversations with SpeakSoon.
• You will use the Service only for lawful purposes.
• You will not attempt to compromise the security or integrity of our systems, or reverse-engineer, decompile, or attempt to extract the source code of the Service, except to the extent applicable law expressly permits it.
• You confirm you have the right to share any contact information or images you submit — for example, that you received a business card, LinkedIn screenshot, or note from someone who intended to share their contact details with you, in a professional networking context. You are responsible for how you obtained any third party's information and for ensuring you have a lawful basis to share it with us for processing.
• You will provide honest feedback when requested and report bugs or issues you encounter, where reasonably practicable.

3. Confidentiality

3.1 Purpose. In relation to the evaluation, discussion and pursuit of the business relationship between the parties — including but not limited to product features and roadmap, pricing logic, integration with CRM systems and other third-party platforms, internal processes, data flows and any related technical or commercial matters (the "Purpose") — each party (the "Disclosing Party") may disclose to the other party (the "Recipient") Confidential Information. The Recipient shall use the Disclosing Party's Confidential Information only for the Purpose.

3.2 What counts as Confidential Information. Information of whatever nature, disclosed directly or indirectly by the Disclosing Party (or on its behalf) to the Recipient, whether orally, in writing or in any format or medium, whether before or after these Terms were accepted, including but not limited to the Disclosing Party's business (names and expertise of employees, knowhow, ideas, technical, business, financial, client and product development plans, forecasts, strategies, techniques), software and technical information, designs, trade secrets, analyses, commercial terms, financial or business results, and any documents or materials derived from the above.

3.3 Exclusions. Confidential Information does not include information that: (i) is generally available to the public through no fault of the Recipient; (ii) was already known to the Recipient before receipt, as evidenced by prior written records; (iii) is later disclosed to the Recipient in good faith by a third party under no obligation of confidentiality; or (iv) was or is independently developed by the Recipient without reliance on the Disclosing Party's Confidential Information.

3.4 Obligations. The Recipient shall: (i) not disclose Confidential Information to any third party without the Disclosing Party's prior written consent; (ii) use it solely for the Purpose; (iii) protect it with at least the same degree of care it applies to its own confidential information, and at least a reasonable degree; and (iv) only share it internally with employees, officers or directors who have a legitimate need to know, having first made them aware of these obligations.

3.5 Return or destruction. Upon the Disclosing Party's request, the Recipient shall, within 10 calendar days, return or destroy all Confidential Information in its possession and confirm this in writing.

3.6 No licence. Nothing in these Terms grants either party any right under the other party's patents, copyrights, trademarks, or other intellectual property.

3.7 Feedback. If you provide ideas, suggestions or recommendations about SpeakSoon's product or business ("Feedback"), SpeakSoon may use and incorporate that Feedback into its products without payment or other consideration, without this being construed as a licence to your own pre-existing or independently developed IP.

3.8 Survival. These confidentiality obligations survive termination or expiration of your use of the Service, or of the Agreement, for 3 years.

3.9 When a separate NDA still applies. For engagements that require deep, pre-signature technical scoping (for example source-code or architecture review before either party has committed to anything), SpeakSoon may ask a prospective customer to sign a separate, standalone mutual non-disclosure agreement instead of, or in addition to, this section. Where such a standalone NDA has been signed and remains in force, it governs the information exchanged under its own scope, and this Section 3 continues to govern everything else.

4. Data protection, privacy and AI processing

• Your data stays yours. Contact data you capture through the Service remains your property at all times, including after termination. You can export or request deletion of your data at any time.
• AI processing. Contact extraction and follow-up generation is powered by OpenAI under its enterprise data-processing terms, which prohibit using your data to train OpenAI's models. Full infrastructure details are on our Security page.
• Enrichment against public sources. When we match a captured contact against public professional data (e.g. LinkedIn profiles, company information) to complete a profile, we do so respecting the terms of use of the sources we query, and we only extract and store information relevant to your networking and follow-up purposes.
• Third-party (contact) data. Business cards, LinkedIn screenshots, and notes you share with us typically contain personal data about people other than you. You act as the source of that data for GDPR purposes; SpeakSoon processes it on your instruction, solely to provide the Service to you, and applies data minimisation — we don't use it for any purpose beyond your own networking and follow-up.
• Infrastructure. We use encrypted connections and secure, EU-based processing to handle your data. WhatsApp messages are end-to-end encrypted in transit.
• No third-party sale or marketing use. Your data is never sold or shared with third parties for their own marketing purposes.
• Communications. By using the Service, you consent to receive service-related messages via WhatsApp (feature updates, feedback requests, service notices) and via the email address you provided (product updates, surveys, important service announcements). We will never use your contact information for commercial marketing to third parties.
• Privacy Policy. Please review our Privacy Policy for the full detail on how we collect, use and protect your information. By using the Service, you consent to that Policy.

5. Intellectual property

All content, features, and functionality of the Service are owned by SpeakSoon and protected by copyright, trademark, and other intellectual property laws. Except for the limited right to use the Service as intended, you may not reproduce, distribute, or create derivative works from it without our express written permission. You retain full ownership of your own Customer Data at all times (see Section 4).

6. Fees and payment

Specific pricing, tier, and billing schedule for paying customers are set out in the signed Agreement or on our Pricing page, not here. Unless the Agreement states otherwise: fees are invoiced upfront and are non-refundable; amounts are in EUR and exclusive of VAT where applicable; invoices are payable within the term stated on the invoice.

7. Term, suspension and termination

Either party may terminate at any time (subject to any notice period stated in a signed Agreement). Upon termination:

• Your right to use the Service ceases immediately.
• Account deletion: you can request full account deletion by emailing hello@speaksoon.app. All contact data, uploaded media, and conversation history will be permanently removed within 30 days.
• Anonymised, aggregate analytics data may be retained for analytical and improvement purposes.
• The confidentiality obligations in Section 3 continue to apply for the period stated in Section 3.8.

We may also suspend or terminate access if you materially breach these Terms and don't remedy the breach after reasonable notice.

8. Service availability and disclaimer of warranties

We aim to keep the Service reliably available but, as with any software service, cannot guarantee uninterrupted or error-free operation. You acknowledge that:

• The Service may experience downtime for maintenance, updates, or bug fixes.
• We do not guarantee the accuracy of data extraction from images — always spot-check anything business-critical.
• We recommend maintaining your own backup of important contact information.

The Service is provided on a commercially reasonable-efforts basis, without warranties of any kind except as expressly stated in these Terms or required by law.

9. Limitation of liability

To the maximum extent permitted by law, SpeakSoon's total liability under these Terms and any Agreement is capped at the fees actually paid by you in the 12 months preceding the claim (or the pilot fee, if the claim arises during a pilot). Neither party is liable to the other for indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, inaccurate data extraction, service interruptions, or missed follow-up opportunities.

10. No partnership

Nothing in these Terms or an Agreement creates a partnership, joint venture, or agency relationship between the parties. Neither party may act or represent itself as the agent of the other.

11. Changes to these Terms

We may update these Terms from time to time, particularly as the Service evolves. Material changes will be communicated by email or WhatsApp, or shown on this page, with reasonable notice before taking effect. Your continued use of the Service after such changes constitutes acceptance of the new Terms. The version and effective date are always shown at the top of this page.

12. Entire agreement; order of precedence

Any signed Agreement, together with these Terms, constitutes the entire agreement between the parties on its subject matter and supersedes all prior discussions and communications on that subject — except for any separate standalone NDA still in force under Section 3.9, which continues to govern within its own scope.

13. Severability, waiver, assignment

If any provision of these Terms is found invalid, the remaining provisions stay in full force, and the invalid provision is replaced by one that most closely reflects its original intent. A party's failure to enforce a right is not a waiver of that right. Neither party may assign an Agreement without the other party's prior written consent, except to a successor in a merger or sale of substantially all its assets.

14. Governing law and jurisdiction

These Terms and any Agreement are governed by the laws of Belgium. Any dispute shall be settled exclusively by the courts of Antwerp, section Antwerp (Belgium).

Contact

Questions about these Terms, or to request account/data deletion or withdraw from using the Service: hello@speaksoon.app