Terms of Service

These terms are between you and Workflow Corporation, an Iowa corporation of Workflow Corporation, 210 Emerson Pl, Suite 300, Davenport, IA 52801, United States, who operates this Meet Buddy deployment (“we”, “us”). They apply when you create an account, when you use a workspace, and when you host a meeting here.

One entity, named once, and everything else points at it. Whatever appears in the footer of an email this deployment sends must be the same entity as the one named here — two surfaces giving two answers about who you are contracting with is a defect and not a detail.

They do not apply to somebody who merely books a meeting with one of our customers. An invitee has no account and has agreed to nothing here; the relationship is between them and the workspace that published the booking page. See invitees and guests.

• One account, one person. Accounts are not shared; if two people need access to the same work, that is what a workspace with two members is for.
• Keep the credentials to yourself, and tell us if you think somebody else has them. Anything done with your account is treated as done by you.
• You must be old enough to enter a contract where you live, and you must not use Meet Buddy on behalf of somebody who has been barred from it.

Age, and the person this clause does not reach

The line above binds you, the account holder. It is worth being explicit that it reaches nobody else, because the people most exposed by this product never see it: an invitee books through a public link, has no account, and agrees to nothing here. A tutor’s student, a clinic’s patient and a school’s pupil all arrive that way.

Meet Buddy applies no age check on the booking surface, and it cannot. There is no age question, no verification and no way for the software to know. So where a booking page can be reached by a minor — or is aimed at one — meeting whatever the law requires, including any parental consent, is the host’s obligation and not a box anyone ticked here. If your booking page collects data from children, say so on it, and read the privacy policy’s split between what we decide and what you decide before you publish it.

Suspension

We can disable an account that is breaking the acceptable use policy, that is being used to attack the service, or that we are required to disable. A disabled account stops working on its next request — the account record is checked every time, not only when a session is issued — so suspension is immediate rather than eventual. Where we can give notice first, we will.

Everything in Meet Buddy belongs to a workspace: event types, availability, bookings, meetings, recordings, integrations. A person can belong to several, and switching between them changes what they can see.

Owner

Everything an admin can do, plus the terminal acts — transferring ownership and deleting the workspace.

Admin

Changes the workspace: other people’s event types, workflows, integrations, API keys, invitations.

Member

Owns their own scheduling surface — their event types, their availability, their bookings — and hosts their own rooms.

Viewer

Reads. Sees the calendar, the bookings and the attendance reports, and publishes nothing.

The workspace, not the individual, is our customer for the content in it. Its owners and admins can read, change and delete what other members have created there, can remove members, and can delete the whole thing. If you are a member of somebody else’s workspace, that is the arrangement you are joining — take it up with them, not with us.

Your booking link

A workspace picks a short name that becomes the first part of every booking link it publishes. Names that would collide with parts of the product are unavailable, we can reclaim one that is being used to impersonate somebody, and we do not guarantee that a name is available in the future because you had it once. Changing it breaks every link already sitting in somebody’s calendar, which is your decision to make and your consequence to manage.

You keep every right you have in what you put here: your event descriptions, your questions, the answers your invitees give, your chat, your recordings.

You give us only the permission needed to run the service for you — storing your content, moving it between our systems, showing it to the people you have shared it with, and putting it back in front of you. That permission is limited to operating Meet Buddy for you, it lasts only as long as we hold the content, and it does not include using your meetings to train anything.

You confirm you are allowed to put the content here in the first place — including anyone else’s material in it, and including the voices and faces in a recording.

The people who book time with you are not our customers. They arrive through a link, give you their name, their email address and whatever your form asks, and turn up to a room. They have not read these terms and we do not ask them to.

That makes you responsible for them in four specific ways:

• What you ask for. Your booking questions are yours. Asking an invitee for a national identifier, a card number or health information is your decision and your legal exposure, not ours.
• What you tell them. Where the law requires an invitee to be told how their data will be used, telling them is your job — you are the one collecting it.
• Who can reach it. A booking page is public and unauthenticated by design, and nothing in it asks anyone their age. If yours can be reached by children, whatever consent or restriction the law imposes is yours to arrange — see age.
• What happens in the room. Recording, and equally captions, which write down speech with no recording running. See recording, captions and consent.

A confirmed booking mints a meeting room before anybody joins, which is why the confirmation email and the calendar entry carry a join link that works. Cancelling the booking closes the room; rescheduling keeps the same link.

Recording is optional, host-controlled, always indicated in the room, and may not be available on this deployment at all. Everything about it — what the law generally asks for, what Meet Buddy does technically, what it deliberately does not do — is on the recording, captions and consent page, and that page is part of these terms.

Captions are a second way speech is written down, and they are not the same control. Any participant can switch on live captions for their own microphone, which stores what they say as a transcript against the meeting, with no recording running. The room shows an indicator naming who is being transcribed for as long as anybody is — a separate one from the recording indicator, because the two are separate things. Everyone in the room should understand that, and the page above sets it out.

You are responsible for having whatever consent applies where your participants are, for recordings and for transcripts alike. We provide the indicator and the notice; we cannot obtain consent for you, and we do not check whether you did.

The service is provided as it is. We do not promise a level of uptime in this document, and we will change features, add them and remove them.

The parts that are not ours

Meet Buddy depends on things outside it, and it is honest about which:

• Video runs on a media server. If it is not configured or is unreachable, rooms cannot be joined — but bookings still work, because nothing on the booking path depends on it.
• Recording additionally needs object storage and a separate recording worker. Without them the control is disabled and says so.
• Calendar connectionsare Google’s and Microsoft’s services. When one of them is down or a grant is revoked, Meet Buddy stops treating that calendar as readable rather than treating you as free — being shown as busy when you are not is an inconvenience; being double-booked is a failure.
• Emailgoes out through a mail provider. Delivery to an invitee’s inbox is not something anyone can guarantee.

A workspace without a subscription works, on the Free plan. Nothing here requires payment before you can publish a booking page, take a booking or hold a meeting. Paid plans raise the Free plan’s ceilings, and the plans this deployment actually sells — with their prices — are on your workspace’s billing page, which is the document of record for what a plan costs. A deployment whose operator has not configured a payment gateway sells nothing at all.

Billing is monthly, per workspace, in advance. An upgrade is charged immediately, prorated to the days left in the current period. A downgrade takes effect immediately, is not refunded, and keeps the ceilings you already paid for until the period ends. Cancelling stops the renewal at the end of the period you have paid for — service runs to that date and the workspace then falls back to the Free plan. Nothing is deleted because a plan lapsed.

Card details never reach this deployment.The card form exchanges them with the payment gateway (Authorize.Net) directly and hands back a single-use token; what is stored here is the card’s brand and its last four digits. If a renewal fails, it is retried over roughly nine days, service keeps running the whole time, and only an exhausted retry schedule drops the workspace to the Free plan’s ceilings.

Refunds are a conversation, not a button. Nothing here refunds automatically — not a downgrade, not a cancellation. If you believe a charge is wrong, contact Workflow Corporation, an Iowa corporation. Promotional credit applies to charges before your card is asked, has no cash value, and can be withdrawn where a code is revoked or was obtained against its rules.

The acceptable use policyis part of these terms. In summary: do not use a booking page or a meeting room to break the law, to harass people, to impersonate somebody, to send bulk unsolicited mail, or to record people who have not agreed to it. Do not attack the service or try to reach another workspace’s data.

Breaking it can cost you a booking page, a workspace or an account, depending on what happened and how deliberate it was.

You can stop using Meet Buddy at any time. An owner can delete a workspace, which is the act that actually removes things.

Deleting a workspace removes its records and its files. The rows go, and the removal of everything the workspace stored — its recordings and any other objects — is scheduled in the same database transaction as the deletion, so a crash cannot leave a workspace’s video sitting in storage with nothing left to point at it. Backups age out on their own cycle.

We may end your access if you break these terms, if we are required to, or if we stop running this deployment. Where we are shutting the service down we will give what notice we reasonably can so you can export what you need.

To the extent the law allows, we are not liable for lost profits, lost business, lost data or indirect losses, and our total liability is capped at the greater of (a) the total fees paid by the customer in the twelve months preceding the claim and (b) US$100.

Nothing here limits liability that cannot be limited — for death or personal injury caused by negligence, for fraud, or anything else your local consumer law protects. Where you are a consumer, your statutory rights survive this section.

You are responsible for claims arising out of what you do here: what your booking page collects, what is said in your rooms, what you record and who you record it from.

These terms are governed by the laws of the State of Iowa, United States, without regard to its conflict-of-laws rules, with exclusive venue in the state and federal courts sitting in Scott County, Iowa.

We can change them. For a change that materially affects you we will give notice through the product or by email before it takes effect, and continuing to use Meet Buddy afterwards is how you accept it. If you do not, stop using it and delete your workspace.

How you accepted these, and when

A published edition of this document carries a version and an effective date at the top of the page, and an account created before a version existed has not accepted one. Where a new edition materially changes what you agreed to, we ask again rather than treating silence as agreement.

Your account records which edition you accepted, when, and the network address from which the acceptance was received.

For anything about this document, contact Workflow Corporation, 210 Emerson Pl, Suite 300, Davenport, IA 52801, United States — support@workflowcorp.com, +1 (563) 275-6409. The data we handle on your behalf is governed by the data processing terms, which form part of this agreement.