AI Recording Terms of Use

Article 1 (Status of these Conditions)

1. These Conditions are established under Article 4, Paragraph 4 of the KANATA Terms of Service (hereinafter the "Terms of Service") and set out the conditions for use of the App "AI Recording" of the Service. These Conditions form part of the Terms of Service.
2. Matters not provided for in these Conditions shall be governed by the Terms of Service, the Credit Rules and the Privacy Policy.
3. Where these Conditions and the Terms of Service differ, these Conditions shall apply with priority in relation to the use of AI Recording.

Article 2 (Outline of the functions)

1. AI Recording is a function that admits a recording bot provided by us to an online meeting and performs recording of that meeting, transcription of its audio and generation of minutes.
2. The meeting platforms supported by this function are Zoom and Google Meet. Microsoft Teams is not supported. Supported platforms may be added or removed as a result of changes to the specifications of each platform. The latest support status is published on the help pages within the Service.
3. Audio or video recording files that you already hold may also be uploaded to have transcription and generation of minutes performed.
4. The Service is not a platform on which meetings themselves are held. Meeting communications take place on the meeting platform used by the User. The recording bot merely attends the meeting as one participant and receives the audio and video of the meeting. We do not act as an intermediary for communications between meeting participants.
5. Generated minutes are accumulated in the Library of the relevant Project and may be referenced from other Apps. The format and structure of minutes may be specified by templates managed in the Library.
6. We use Hyperdoc Inc. (service name Recall.ai, California, USA) as the infrastructure for the recording bot's entry into meetings, for recording and for transcription. That company is our Sub-processor and has concluded a data processing agreement with us. The scope of the data it handles is set out in Annex C to the Data Processing Agreement (DPA).

Article 3 (Ensuring the lawfulness of recording)

1. The User is responsible for giving the notices required under applicable laws to all participants of a meeting, and for obtaining the necessary consents, when using AI Recording to make audio or video recordings of the meeting and to transcribe it.
2. Whether, and by what method, the notice and consent referred to in the preceding paragraph are required differs according to the laws of the country or region in which the meeting participants are located. The User shall determine the necessary procedures in light of the participants' locations. For reference, an outline of the rules in the principal jurisdictions is as follows.

1. We do not provide legal advice in relation to the preceding two paragraphs, and the table above is no more than an outline. The User shall obtain expert advice at its own responsibility as necessary.
2. We provide the following means so that the User may give notice and obtain consent.
   1. The recording bot enters the meeting under a name displayed in the meeting's participant list. That name includes an indication that recording is in progress.
   2. Making it possible to recognize on the meeting screen that recording is in progress
   3. Providing model texts that may be used for notices to meeting participants
   4. Making it possible to issue a URL for use in meeting invitations by which participants may join the meeting after indicating whether or not they consent to being recorded
   5. Enabling the User to stop recording and to delete records at any time
3. The URL referred to in item (4) of the preceding paragraph may be used in place of the invitation URL issued by the meeting platform where the User is the organizer of the meeting. The means under that item cannot be used in the following cases. In such cases, the User shall give notice and obtain consent by other means.
   1. Where the User is not the organizer of the meeting and cannot replace the invitation URL
   2. Where a participant joins directly by means of a URL issued by the meeting platform (including forwarding of the invitation, copying of the URL, and joining from meeting room equipment)
   3. Where a participant joins by telephone
   4. Where a participant joins after recording has commenced
4. Where a claim is made against us by a meeting participant or any other third party as a result of the User's failure to discharge the responsibility under Paragraph 1, the User shall deal with the matter at its own responsibility and expense and shall compensate us for any damage we incur.

Article 4 (Operation of the recording bot)

1. The recording bot automatically joins the meeting on the basis of the meeting URL and the start date and time registered by the User.
2. A booking must be made at least 10 minutes before the start time of the meeting.
3. Owing to settings on the meeting side, such as approval of entry by the meeting organizer, a waiting room setting or a passcode setting, the recording bot may be unable to join the meeting. In that case, recording and generation of minutes are not performed.
4. Meeting participants may cause the recording bot to leave by means of the functions of the meeting tool. In that case, no record is made from the time of its departure onward.
5. Where a recurring schedule is registered, the recording bot is automatically placed at the registered day of the week and time. In setting a recurring schedule, the User shall give the participants of that recurring meeting advance notice of the continuing recording.

Article 5 (Meetings for which use is not recommended)

1. We do not recommend the use of AI Recording for the following meetings.
   1. Meetings concerning personnel evaluations, disciplinary action, hiring decisions or other matters relating to the treatment of individuals
   2. Meetings dealing with health conditions, injury or illness, leave of absence or other health-related matters
   3. Meetings with attorneys, physicians, certified public accountants or other persons subject to statutory confidentiality obligations
   4. Meetings relating to internal whistleblowing, harassment consultations or other matters where the anonymity of the reporting or consulting person must be secured
   5. In addition to the preceding items, meetings where there is a high likelihood that special care-required personal information or special categories of personal data will be handled
2. As set out in Article 14, Paragraph 1, Item 15 of the Terms of Service, the Service is not designed for the processing of Sensitive Information. Where the content recorded in a meeting under the preceding paragraph includes Sensitive Information, its treatment shall be governed by Article 14-2 of the Terms of Service.
3. We bear no obligation actively to inspect whether recorded content includes Sensitive Information.

Article 6 (Accuracy of transcripts and minutes)

1. Transcripts and minutes may contain errors such as the following. We do not warrant their accuracy, completeness or fitness for any particular purpose.
   1. Mishearing and omission of statements
   2. Mistranscription of proper nouns, product names and technical terms
   3. Incorrect attribution of statements to speakers
   4. Statements in summaries that differ from the facts, and generation of content that was not discussed
2. The User is responsible for checking the content of generated minutes itself before using them as an official record of its organization or providing them to third parties (Article 12, Paragraph 6 of the Terms of Service).
3. The distinction of speakers in a transcript is carried out by a method that distinguishes speakers from the audio, and speakers are displayed with serial numbers such as "Speaker 1" and "Speaker 2". We do not automatically assign the names of meeting participants to speakers. The User shall itself map speakers to actual individuals.
4. Where no speech can be identified in the meeting audio, transcription and generation of minutes may not be performed.
5. The output language of minutes may be specified in the App settings. Where the language set differs from the language spoken at the meeting, accuracy may decline because translation is involved.
6. By having learning data registered in the Library referenced as a terminology dictionary, the accuracy of conversion of proper nouns may be improved.

Article 7 (Scope of sharing of minutes)

1. Generated minutes are accumulated in the Library of the relevant Project. Members of that Project may view the minutes and reference them from AI chat, even where they did not participate in the meeting.
2. The User is responsible for appropriately selecting the Project in which records are made, according to the content of the meeting. For meetings where the scope of reference must be limited, please use a Project whose scope of reference is limited.
3. We do not make judgments in place of the User as to the selection of Projects or the setting of the scope of sharing.

Article 8 (Requests from meeting participants)

1. Where a meeting participant requests that recording be stopped or that a record be deleted, the User shall make the decision and carry it out.
2. We provide the means to stop and to delete records so that the User may implement the decision under the preceding paragraph.
3. Where a meeting participant makes a request for disclosure, deletion or otherwise directly to us, we shall explain to that participant that we stand in the position of a Processor, promptly refer the matter to the User as Controller, and respond in accordance with the User's instructions. Details are set out in Chapter 18 of the Privacy Policy.

Article 9 (Handling of data)

1. The details of the handling of recording data, audio data, transcripts and minutes are as set out in Chapter 17 of the Privacy Policy and in the Data Processing Agreement (DPA). The principal points are as follows.

1. Where the User is a corporation or other organization, we process the audio and video recording data of meetings and the transcripts and minutes generated from them as a Processor, on the basis of the instructions of the User as Controller.

Article 10 (Consumption of Credits)

1. The use of AI Recording consumes Credits. The volume of Credits consumed differs according to the length of the recording, the volume of the transcript and the AI model selected.
2. Where Credits are insufficient, transcription or generation of minutes is not executed. Whether recording itself is performed shall be as we determine.
3. The details of the grant, consumption and lapse of Credits are as set out in the Credit Rules.

Article 11 (Prohibited acts)

1. In relation to the use of AI Recording, the User shall not perform the following acts, in addition to those set out in Article 14 of the Terms of Service.
   1. Making an audio or video recording of a meeting without giving the notice or obtaining the consent required under applicable laws
   2. Changing the display name of the recording bot, or concealing its presence, for the purpose of keeping it from the knowledge of the meeting participants
   3. Registering the URL of a meeting that the User has no legitimate authority to join, and causing the recording bot to join it
   4. Presenting generated minutes to third parties as though they were an official record that had been checked, when they have not been checked by a human
   5. Using this function in a meeting listed in the items of Article 5, Paragraph 1 without going through the necessary procedures

Article 12 (Changes to these Conditions)

We may change these Conditions by the procedure set out in Article 28 of the Terms of Service.

Annex: Model notice texts for meeting participants

These are the model texts we provide under Article 3, Paragraph 4, Item (3). Users may use them as they are, or with modifications as necessary. They are intended to be provided in a form that can be copied from the help pages and from the App screens.

1. Text to be included in the meeting invitation (Japanese)

This meeting will be audio- and video-recorded for the purpose of producing minutes, and will be transcribed automatically. A bot for recording will join the meeting.

The recorded content will be stored as internal minutes and viewed by the persons concerned. If you would prefer not to be recorded, please let the organizer know before the meeting begins.

2. Text to be read out at the start of the meeting (Japanese)

Today's meeting will be audio- and video-recorded in order to produce minutes. A bot for recording has joined. If you do not agree to this, please say so now.

3. Advance notice for a recurring meeting (Japanese)

From ◯/◯ onward, this recurring meeting will be audio- and video-recorded on every occasion for the purpose of producing minutes. A bot for recording will join automatically.

The recorded content and the generated minutes will be stored in a state in which the members of the ◯◯ Project can view them. The retention period is ◯◯.

If you have any questions, or any requests concerning the records, please contact ◯◯.

4. Meeting invitation (English)

This meeting will be recorded and automatically transcribed for the purpose of producing minutes. A recording bot will join the meeting.

The recording and the minutes generated from it will be stored and made available to relevant colleagues. If you would prefer not to be recorded, please let the organiser know before the meeting begins.

5. Opening statement (English)

Before we begin — this meeting is being recorded and transcribed so that minutes can be produced automatically. A recording bot has joined us. If anyone objects to being recorded, please say so now.

6. For jurisdictions requiring the consent of all parties (English)

This meeting will be recorded and transcribed. Recording will not begin until every participant has confirmed their consent.

Please reply to this invitation confirming that you consent to being recorded. If you do not consent, please let the organiser know and the meeting will be held without recording.