Terms of Service

These Terms of Service ("Terms") govern your use of VAIA, a desktop application for Windows and the related services and website (together, the "Service") provided by Novidea Group SRL, a limited liability company registered in Romania, Intrarea Neatarnarii, Nr. 15, Ap. 7, Sector 1, Bucharest, Romania, trade registry no. J40/3554/2014, fiscal code RO30405723 ("Novidea", "we", "us").

By creating an account or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. The Service

VAIA is an AI-powered assistant for live conversations. It listens to the audio of a conversation on your computer, transcribes it, and displays suggested answers in a private overlay visible only to you. VAIA can also use documents you choose to provide (such as your CV) to tailor its suggestions, and can analyze on-screen content you explicitly capture.

VAIA is a tool that assists you. It does not participate in conversations on your behalf, and you remain fully responsible for what you say and do.

2. Eligibility

You must be at least 18 years old to use the Service. By using the Service you confirm that you meet this requirement.

3. Your account

You need an account to use VAIA. You must provide a valid email address and keep your login credentials confidential. You are responsible for all activity under your account.

VAIA operates on a single-active-device basis: your account can be actively used on one device at a time. Signing in on a new device signs you out on the previous one.

We may suspend or terminate accounts that violate these Terms.

4. Free trial

New accounts can start a free trial from within the app. The trial requires no payment card and includes a limited usage allowance so you can evaluate the Service. When the trial allowance is used up, continued use requires a subscription.

5. Subscription, payments and Stripe as merchant of record

The paid Service is offered as a monthly subscription (currently EUR 8 per month) with an optional one-off usage top-up (currently EUR 5). Prices are shown before purchase and may change for future billing periods with prior notice.

Payments are processed by Stripe. For these purchases, Stripe acts as the merchant of record through its Link service. This means that although Novidea provides the VAIA application and your account, the purchase transaction itself is concluded with Stripe: Stripe processes your payment, calculates and remits applicable VAT or sales taxes, issues the payment receipt, and handles payment-related support, refunds and disputes. Your bank statement and receipts may reference Link or Stripe.

Novidea never receives or stores your card details.

Subscriptions renew automatically each month until cancelled. You can cancel at any time from Settings in the app (which opens your Stripe/Link billing portal). Cancellation takes effect at the end of the current billing period; you keep access until then. Amounts already paid for the current period are not refunded except where required by law or by Stripe's applicable policies.

6. Usage allowance

Each subscription includes a monthly usage allowance that covers regular use of the Service. Usage is measured by the computational resources your requests consume. You can view your current usage as a percentage, and your reset date, in Settings in the app. If you exhaust the allowance before the end of the period, you can purchase a top-up or wait for the next reset.

We designed the allowance to comfortably cover typical use. We may adjust allowance parameters for future periods with prior notice.

7. Right of withdrawal (EU/Romanian consumers)

If you are a consumer in the European Union, you normally have the right to withdraw from a distance contract within 14 days without giving a reason (in Romania, under OUG no. 34/2014).

For digital services, the law allows this right to lapse when the service is fully performed, if you expressly requested that performance begin during the withdrawal period and acknowledged the loss of the right. When you subscribe, you expressly request that the Service begin immediately, and you acknowledge that once the Service has been fully performed for the billing period, you no longer have a right of withdrawal for that period.

Because the free trial requires no payment and lets you evaluate the Service before paying, we encourage you to use it before subscribing.

To exercise a right of withdrawal where it applies, contact us at contact@usevaia.com or use the withdrawal options provided by Stripe/Link as merchant of record. Refunds, where due, are processed by Stripe to your original payment method.

8. Acceptable use and your responsibilities

You agree to use the Service only in ways that are lawful in your jurisdiction and appropriate to your situation. In particular:

• Recording and processing of conversations. VAIA processes the audio of conversations that include other people. Laws on recording, intercepting or processing conversations differ by country and situation, and other participants may have privacy rights. You are solely responsible for ensuring that your use of VAIA in any given conversation is lawful where you are, including obtaining any consent from other participants that applicable law requires.
• Third-party rules. Some conversations are subject to rules set by others (for example an employer's policies, a platform's terms, or the rules of a specific process you take part in). You are solely responsible for ensuring your use of VAIA complies with any such rules that apply to you, and you accept the consequences of any breach.
• No misuse. You may not use the Service to break the law, infringe others' rights, harass anyone, or attempt to probe, disrupt, reverse engineer, or circumvent the Service, its security, or its usage limits; you may not resell the Service or share one account between multiple people.

We do not monitor your conversations and we could not do so: conversation content is not stored on our servers (see the Privacy Policy). The responsibility for how VAIA is used in a given conversation rests with you.

9. Your documents and content

You may provide documents (such as a CV) for VAIA to use as context. You keep all rights to your documents. You grant us the limited technical permission necessary to process them for the sole purpose of providing the Service to you (see the Privacy Policy for how this works). You are responsible for having the right to use any documents you provide.

10. AI-generated content

VAIA's suggestions are generated by artificial intelligence. AI output can be inaccurate, incomplete or inappropriate for your situation, even when it sounds confident. Suggestions are provided for your assistance only and do not constitute professional advice. You are responsible for evaluating any suggestion before relying on it or repeating it.

11. Intellectual property and license

The Service, including the application, website, brand and underlying technology, is owned by Novidea or its licensors. We grant you a personal, non-exclusive, non-transferable, revocable license to install and use the application on your device(s) for your own use, subject to these Terms. You may not copy, modify, distribute, sell or lease any part of the Service.

12. Updates and availability

The application checks for and installs updates automatically to keep you on a current, secure version. We aim for high availability but the Service is provided without an uptime guarantee, and it depends on third-party providers (including AI model providers) whose availability we do not control. We may modify features over time.

13. Termination

You may stop using the Service and delete your account at any time (see the Privacy Policy for account deletion). We may suspend or terminate your access if you materially breach these Terms, if required by law, or if we discontinue the Service; where reasonably possible we will give you prior notice. Sections that by their nature should survive termination (including 8, 10, 11, 14, 15 and 16) survive.

14. Disclaimers

The Service is provided "as is" and "as available". To the maximum extent permitted by law, we disclaim all warranties, express or implied, including fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that suggestions will be accurate or suitable. Nothing in these Terms limits any warranty or right that applies to consumers by mandatory law.

15. Limitation of liability

To the maximum extent permitted by law, Novidea shall not be liable for indirect, incidental, special or consequential damages, loss of profits, loss of opportunities (including employment or business opportunities), or damages arising from your use of VAIA in a particular conversation or process, and our total aggregate liability arising from or related to the Service shall not exceed the amounts you paid for the Service in the 12 months preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for intent or gross negligence or the mandatory rights of consumers.

16. Indemnity

You will indemnify and hold Novidea harmless from claims by third parties arising from your unlawful use of the Service, including claims by other conversation participants relating to recording or processing of their voice or data where you failed to comply with applicable law.

17. Changes to these Terms

We may update these Terms from time to time. For material changes we will give you reasonable prior notice (for example by email or in the app). If you continue using the Service after a change takes effect, the updated Terms apply. If you do not agree with a change, you may cancel your subscription and stop using the Service.

18. Governing law and disputes

These Terms are governed by Romanian law, without prejudice to mandatory consumer protections of your country of residence in the EU. Disputes are subject to the competent Romanian courts, unless mandatory law gives you the right to bring proceedings in your own country.

If you are a consumer, you may also address the Romanian National Authority for Consumer Protection (ANPC, anpc.ro; SAL/alternative dispute resolution: anpc.ro/ce-este-sal) or use the European Commission's Online Dispute Resolution platform at ec.europa.eu/consumers/odr.

19. Contact

Novidea Group SRL
Intrarea Neatarnarii, Nr. 15, Ap. 7, Sector 1, Bucharest, Romania
Email: contact@usevaia.com