Sentear Terms of Service

Last updated: 16.06.2026

1. General provisions

1.1 Parties

These terms of service (hereinafter the "Terms") govern the use of the Sentear service (hereinafter the "Service") and form a binding agreement between KODEMAN OÜ (hereinafter the "Company", "we") and the user of the Service (hereinafter the "User", "you").

1.2 Acceptance of the Terms

By registering or using the Service, you confirm that you have read and understood these Terms and agree to comply with them. If you do not agree with the Terms, you are not entitled to use the Service.

1.3 Changes

The Company has the right to change the Terms at any time. In the event of significant changes, the User is notified by email at least 14 days in advance. Continued use of the Service after the changes take effect is deemed acceptance of them.

2. Definitions

Sentear – a web-based software service that uses artificial intelligence to transcribe medical session recordings and prepare summaries.
Organization – a billing and access unit created in the Service, which owns the Subscription, Credits and payment information, and whose members are one or more Users.
Member – a User who is a member of an Organization and who has access to the Service through it.
Credits – a virtual unit of account used to pay for operations in the Service. Credits belong to the Organization, not to an individual User.
Subscription – a monthly subscription belonging to an Organization, which provides the Organization with a monthly credit package and Members with access to the Service. The Subscription is billed per-seat, i.e. the subscription quantity corresponds to the number of Members of the Organization.
Trial period – the free period following the creation of an Organization (status "trialing"), during which the Service can be tried out before switching to a paid Subscription. The terms of the trial period (duration and accompanying credits) are shown within the Service.
Processing – transcribing an audio file into text, real-time speech transcription and/or generating an AI-based summary.
Health data – information related to a patient contained in recordings, transcriptions or summaries.
AI content – transcriptions, summaries and other automatically created text generated by the Service.

3. Description of the service

3.1 Core features

Sentear allows healthcare professionals to:

record clinical sessions directly from the browser or upload existing audio files;
use real-time transcription (live transcription), which displays speech as text directly in the browser during the session;
transcribe uploaded recordings into text;
generate AI-based clinical summaries using system template bases or custom templates created by the User;
manage sessions and copy, edit and download transcriptions and summaries.

3.2 Availability of the service

The Company strives to ensure the availability of the Service at 99% per month, but does not guarantee uninterrupted operation. Maintenance breaks are announced in advance where possible. The Company has the right to temporarily suspend the Service due to technical work, updates or unforeseen circumstances.

4. User account

4.1 Registration

To use the Service, the User must create an account by providing:

a valid email address;
a password (or by using Google OAuth authentication).

The User confirms that they provide truthful, accurate and up-to-date information and keep it up to date.

Use of the Service takes place through an Organization: the User either creates a new Organization or joins an existing one by invitation. The Organization administrator is responsible for managing Members.

Only the Organization administrator has the right to set up and manage the Subscription, buy credit packages, change the plan and view billing information. Regular members can use the Organization's Service and credits, but cannot perform payment or billing operations. Deleting an Organization is the sole right of the Organization owner.

4.2 Account security

The User is fully responsible for:

maintaining the confidentiality of the account login credentials;
all operations performed under the account;
immediate notification of unauthorized access.

The Company is not liable for damages arising from the User's negligence in securing the account.

4.3 Account suspension and deletion

The Company has the right to suspend or delete an account or Organization if:

the User or Organization violates these Terms;
the Service is used for unlawful purposes;
the Service has not been used for more than 12 months (the Company notifies the User by email at least 30 days before taking such action).

The User can delete their account at any time through the Service's profile settings. Upon account deletion:

all sessions created by the User in all Organizations are deleted;
active Subscriptions of Organizations owned by the User are cancelled;
Organizations owned by the User are anonymized (name and domain data are removed) and the organization row is retained for audit log purposes;
the User themselves is anonymized (email address is replaced with a pseudonym).

Account deletion cannot be initiated if the User has ongoing processing operations. In addition, the User has the right to contact the Company by email for the deletion of data. Voluntary deletion of an Organization (without deleting the account) is the sole right of the Organization owner.

5. Credits and subscriptions

5.1 Credit system

Operations performed in the Service (transcription, real-time transcription, generating summaries) consume credits. Credits belong to the Organization and are shared by all its Members. The credit cost depends on:

the length of the audio file or session;
the AI model used;
the type of operation.

The current credit pricing schedule is available within the Service. Reprocessing an already processed file within the same session does not consume additional credits. Real-time transcription requires at least one hour of credit reserve on the Organization's account before starting a session; if there are not enough credits, starting the session is blocked.

5.2 Purchasing credit packages

The Organization administrator can purchase credit packages as a one-time payment through the Stripe payment platform. Purchased credits:

are added to the Organization's account immediately after payment confirmation;
do not expire;
are non-refundable, except in the cases set out in section 5.7 of these Terms.

5.3 Trial period

New Organizations may be eligible for a free Trial period, during which the Service is usable to a limited extent without setting up a paid Subscription. The exact terms of the Trial period (duration, accompanying credits and possible restrictions) are shown within the Service upon creating the Organization. When the Trial period ends, it does not renew automatically; to continue access a paid Subscription must be set up. The Company has the right to restrict the Trial period to prevent abuse (e.g. repeated new accounts of the same User or Organization).

Trial period credits are valid only during the Trial period. When setting up a paid Subscription during the Trial period, unused Trial period credits are cancelled and the credits according to the new Subscription plan are added to the Organization's account. When the Trial period ends, its credits become unusable; any remaining Trial period credits are permanently removed from the account no later than the transition to a paid Subscription.

5.4 Monthly subscription

The Subscription is tied to the Organization and has the following characteristics:

the subscription period is one (1) month;
billing is per-seat – the Subscription quantity equals the number of Members of the Organization, and the price depends on the number of Members and the chosen plan;
at the beginning of each new period, the credit balance arising from the Organization's Subscription is reset and a new amount of credits corresponding to the chosen plan is added (the exact amount is shown within the Service); unused Subscription credits do not carry over to the next period;
credits from separately purchased credit packages (section 5.2) do not expire and are retained regardless of the period change;
a change in the number of Members automatically affects the quantity billed in Stripe; the invoice is adjusted according to Stripe's proration rules;
the Subscription renews automatically until the Organization administrator cancels it.

The Organization administrator can change the Subscription plan at any time through the Service settings:

when upgrading the plan, Stripe issues an immediate interim invoice for the proportional price difference corresponding to the new plan; upon payment of this interim invoice, a proportional share of the new plan's credits is added to the Organization's account according to the time remaining in the current period; at the beginning of the next period the full amount of the new plan's credits is added in the usual way;
when downgrading the plan, the new price applies from the beginning of the next period, and a Stripe-side credit is created for the unused time, which is deducted from the amount of the next invoice; downgrading the plan does not change the current period's credit balance.

The exact terms of the current plans (price, seat price, accompanying credits etc.) are shown within the Service and may change over time. These terms are part of the contract when setting up the Subscription.

5.5 Cancelling the subscription

The Organization administrator can cancel the Subscription at any time through the Service settings. Cancellation takes effect:

at the end of the period – the Organization retains access and credits until the end of the current period;
after the end of the period, no new credit package is added and no payment is made.

5.6 Price changes

The Company has the right to change the prices of credit packages and Subscriptions, including the seat price. Price changes affecting existing Subscriptions are notified to the Organization administrator at least 30 days in advance by email.

5.7 Refunds

Refunds are possible in the following cases:

a technical error that caused an incorrect deduction of credits – the incorrect amount is refunded;
duplicate transactions – the duplicate payment is refunded;
another error caused by the Company.

In case of dissatisfaction with the Service, please contact customer support before making a refund request. Refund requests must be submitted within 30 days of payment.

5.8 Late payments

If automatic renewal of the Subscription fails (e.g. an expired card), the Organization's Subscription changes to the "past_due" status. The Company has the right to:

restrict use of the Service until payment is received;
consider the Subscription cancelled if payment is not received within a reasonable time and Stripe's automatic payment attempts have ended.

Unused credits are retained during the "past_due" period and are restored after a successful payment is received.

5.9 Payment

All payments are processed through Stripe. The Company does not store the User's payment card details. Stripe's terms of use apply.

6. Rules of use

6.1 Permitted use

The Service may be used only:

for lawful purposes;
in the course of providing healthcare services in accordance with applicable requirements;
in accordance with these Terms.

6.2 Prohibited activities

The User is prohibited from:

using the Service in violation of the lawful rights of third parties;
uploading content that they have no right to share (e.g. patient consent is missing);
attempting to circumvent the Service's security measures;
performing reverse engineering, decompilation or modification of the software code;
using automated means to use the Service without written permission;
sharing a personal user account among multiple persons (Organization Members must use separate accounts);
reselling, licensing or otherwise transferring their access to the Service to third parties;
abusing the Trial period, including by repeatedly creating new accounts or Organizations to extend the free period.

7. Health data and privacy

7.1 User's responsibility for data

The User and the Organization are solely responsible for ensuring that:

patients have given informed consent for recording, real-time transcription and AI processing;
the processing of data complies with applicable legislation, including the General Data Protection Regulation (GDPR) and the legislation governing the provision of healthcare services;
recordings and transcriptions are handled in accordance with the requirements of medical confidentiality;
the storage, sharing and deletion of processed data is carried out properly.

7.2 Data processing agreement (DPA)

Because the Service processes health data, in respect of which the User and/or Organization is generally the data controller and the Company the authorized processor within the meaning of the GDPR, the parties conclude a separate data processing agreement (DPA), which governs the terms of processing personal data, security measures and the obligations of the parties. The DPA is acceptable upon registration for the service or, at the Company's request, as a separate document. In the event of a conflict with these Terms, the terms of the DPA prevail in matters concerning the processing of personal data.

7.3 Processing of data by the Company

For processing audio files and speech data and generating AI content, the Company uses third-party service providers, including:

Soniox – for transcribing uploaded audio files and real-time (live) speech;
Amazon Web Services – for generating AI-based summaries and other AI content;
Stripe – for processing payments;
Supabase – as the database and authentication provider.

More detailed information about the processing of personal data and the transfer of data is set out in the Privacy Policy and the DPA (separate documents).

7.4 Data retention

Processed audio files are stored in temporary server storage only for the time necessary for processing.
Transcriptions and summaries are stored within the Organization's account until the User's account or the Organization is deleted. Upon deletion of the User's account, all sessions created by them (transcriptions and summaries) in all Organizations are deleted.
The User can request the deletion of their data through the Service's profile settings or by contacting the Company by email.
Upon account deletion, the User's personal data is anonymized (the email address is replaced with a pseudonym). Minimal entries of the credit transaction audit log are retained in anonymized form for accounting and legal purposes.
To detect abuse of the Trial period, the Company retains an irreversible hash (SHA-256) of the User's email address even after account deletion. This hash does not allow the original email address to be recovered or used for any other purpose.

8. Disclaimer regarding AI content

8.1 Nature of AI content

Sentear generates content automatically using artificial intelligence. The User understands and agrees that:

AI transcriptions (including real-time transcriptions) and summaries may contain errors, inaccuracies and omissions;
AI content does not constitute a medical diagnosis, treatment recommendation or medical advice;
generated summaries are an aid in documentation, not a final clinical assessment.

8.2 User's obligation to verify

The User is obliged, before making clinical decisions or saving documents, to review and, where necessary, correct all AI-generated content. The User is responsible for the accuracy and relevance of the final clinical documentation.

8.3 Limitation of liability for AI content

The Company is not liable for damage arising from:

errors, inaccuracies or incompleteness of AI-generated content;
the User's use of AI content without verification in making clinical decisions;
limitations or unavailability of the AI model.

9. Intellectual property

9.1 Company's rights

The Sentear software, design, code, logo and all other materials related to the Service (except User content) are the sole property of the Company and protected by copyright and other intellectual property rights. The User is granted only a limited, non-transferable, non-exclusive license to use the Service in accordance with these Terms.

9.2 User content

The User remains the owner of all uploaded audio files and other data (except AI-generated content). The User grants the Company a limited license to process this data solely for the purpose of providing the Service, including transferring it to the service providers named in section 7.2.

9.3 AI-generated content

Transcriptions and summaries generated by the Service belong to the User and the respective Organization for use, but the Company has the right to use anonymized and aggregated data to improve the Service, ensuring that identification of an individual is not possible.

10. Limitation of liability

10.1 Exclusion of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY IS NOT LIABLE TO THE USER OR THE ORGANIZATION FOR:

indirect, incidental, special or punitive damages;
lost revenue, loss of data or business interruption;
damage arising from interruptions or errors in the services of third parties (including Soniox, AWS, Stripe, Supabase).

10.2 Cap on liability

The Company's total liability to the User and the Organization for any claim is limited to the amount paid to the Company by the Organization during the last 3 months.

10.3 Exceptions

This limitation of liability does not apply:

in the case of intentional harm caused by the Company;
in the case of a limitation of liability prohibited under Estonian law.

11. Indemnification

The User and the Organization undertake to indemnify the Company, its employees, representatives and partners for all damages, costs and claims arising from:

the User's or Organization's violation of these Terms;
use of the Service in violation of the rights of third parties;
the processing of third-party data without consent.

12. Force majeure

The Company is not liable for failure to perform its obligations if this is caused by circumstances beyond the Company's control, including natural disasters, war, state restrictions, internet outages, service problems of third parties (including Soniox, AWS, Stripe, Supabase) etc.

13. Termination of the contract

13.1 By the User

The User may delete their account through the Service's profile settings or submit a request to that effect by email. Upon account deletion, sessions are deleted, Subscriptions are cancelled and owned Organizations are anonymized (see section 4.3). Cancelling the Subscription does not automatically delete the user account or the Organization.

13.2 By the Company

The Company has the right to terminate the contract immediately if the User or Organization:

materially violates these Terms;
participates in fraud or unlawful activity;
harms the Company's reputation or systems.

With reasonable notice (at least 30 days), the Company can also terminate the contract for other reasons, refunding the proportional value of unused credits to the Organization.

13.3 Consequences of termination of the contract

Upon termination of the contract:

access to the Service ends immediately;
unused credits are cancelled (except in the case of termination initiated by the Company);
the User's personal data and sessions are deleted or anonymized immediately upon account deletion (see section 4.3), but no later than within 30 days of termination of the contract, except: (a) data whose retention is required by applicable law (including accounting and tax legislation); (b) the anonymized Organization row together with the credit transaction audit log entries, which are retained for the audit trail; (c) the irreversible hash (SHA-256) of the email address, which is retained to prevent abuse of the Trial period (see section 7.4).

14. Applicable law and dispute resolution

14.1 Applicable law

These Terms are governed by the law of the Republic of Estonia, without regard to the conflict-of-law rules of private international law.

14.2 Dispute resolution

Disputes are first sought to be resolved through negotiation. If a dispute cannot be resolved within 30 days, it is resolved in Harju County Court (Estonia).

14.3 Consumer disputes

Estonian consumers also have the right to turn to the Consumer Protection and Technical Regulatory Authority (TTJA): ttja.ee.

15. Other provisions

15.1 Entire agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between the User, the Organization and the Company regarding the use of the Service and supersede all previous agreements.

15.2 Severability clause

If any provision of the Terms proves to be invalid, the remaining provisions remain in force.

15.3 No waiver

The Company's delay in exercising its right does not constitute a waiver of that right.

15.4 Assignment

The User may not assign the right to use the Service or this contract without the Company's written consent. The Company has the right to assign the contract in connection with a corporate reorganization, merger or acquisition.

16. Contact details

To submit questions, feedback and notices:

Sentear Email: info@sentear.com Website: sentear.com

These terms of service were drawn up in Estonian and the Estonian-language version is legally binding.