Acceptable Use Policy

Version 1.3 — published 13 October 2026. It applies to new customers from 13 October 2026 and to existing customers from 12 November 2026. See What changed in 1.3 at the end.

This policy forms part of the Terms of Service. It applies to every user of SiteMinutes.

1. Record lawfully

You must not:

• record a meeting or conversation without telling the participants that it is being recorded;
• record where the law requires the consent of all participants and you do not have it;
• record secretly, or record people who are not part of the meeting (for example a phone or video call, or a conversation, that you are not taking part in);
• use Call audio on a Mac to record an online call without telling everyone in the call at the start, or where anyone refuses consent, or where the law of any participant's location requires consent that has not been given;
• record or upload special personal information (such as health, religion, criminal matters or biometric data) or information about children, unless you have a lawful basis for it.

See the AI & Recording Policy.

2. Lawful content

You must not use SiteMinutes to store, create or share content that:

• is unlawful, defamatory, fraudulent, harassing, threatening or discriminatory;
• infringes anyone's copyright, trade marks, confidential information or privacy (for example plans or documents you have no right to use);
• contains malware or harmful code; or
• falsifies records — for example issuing minutes you know to be untrue, or altering minutes to mislead a party to a contract.

3. Respect the Service

You must not:

• try to access other customers' data, other workspaces, or parts of the Service you are not authorised to use;
• probe, scan or test the vulnerability of the Service, or breach its security or authentication (responsible security reports are welcome — see section 6);
• overload or disrupt the Service, including by automated scripts, scraping or excessive requests;
• get around seat limits, share one seat between several people, or create accounts to extend free trials;
• copy, resell, sublicense or rent the Service, or use it to build a competing product, without our written agreement; or
• reverse-engineer the apps except where the law allows it.

4. Use the AI responsibly

You must not:

• use the AI features (minutes drafting, the review chat or the help assistant) to generate content unrelated to meetings and the Service, or to try to make the AI produce harmful content or reveal its instructions;
• finish, rely on, sign or distribute AI-generated transcripts or minutes without a person first reading, correcting and approving them — they are drafts that may contain errors, omissions, mistranslations and wrong names, numbers or attributions, and you are responsible as author and publisher for what you send (see section 2 of the Terms of Service);
• present AI-drafted minutes as reviewed when they have not been reviewed; or
• use the Service in breach of the usage policies of our AI providers (OpenAI and Anthropic), which prohibit, among other things, illegal activity and attempts to harm others.

5. What happens if this policy is breached

We may remove content, limit features (for example the help assistant's fair-use limit of 30 questions an hour), suspend a user or workspace, or terminate the account, as set out in the Terms. We will usually warn you first and give you a chance to fix the problem, unless the breach is serious, the law requires immediate action, or the Service or other customers are at risk. We may report unlawful activity to the authorities.

6. Reporting

Report misuse, or a security vulnerability, to help@siteminutes.com. Please give us reasonable time to fix a vulnerability before disclosing it publicly. We will not take action against good-faith security research that respects this policy and other customers' data.

What changed in 1.3

Version 1.3 replaces version 1.2. It applies to new customers from 13 October 2026 and to existing customers from 12 November 2026. In short:

• New operator. SiteMinutes is now a trading name of Deidre and Co (Pty) Ltd (registration number 2023/811635/07), a private company registered in South Africa, with its registered office at Regus Century City, The Colosseum, Foyer 3, 1st Floor, Century Way, Century City, Cape Town 7441, South Africa. Under section 20 of the Terms (Assignment), Deidre and Co (Pty) Ltd takes over every existing customer agreement from 13 October 2026 and honours it in full: your plan, prices, paid periods, data and settings stay as they are.
• South African law. The Terms are governed by South African law, and our POPIA Notice is now that of a South African responsible party. The consumer rights you have under the law of the country where you live are not affected.
• Rand only, through Paystack. All prices are charged in South African rand (ZAR). Card payments will be processed by Paystack (Paystack South Africa (Pty) Ltd, a Stripe company), our new payment provider. Until card payment through Paystack opens, you can pay by EFT on invoice through a support ticket.
• Version 1.2 dates stay. The changes announced in version 1.2 (sub-processors Resend and Microsoft 365, Mac Call audio, calendar invites, once-off payments with reminders, product-update e-mails) take effect on 30 October 2026, as announced.

If you are an existing customer and do not agree to version 1.3, you may cancel before 12 November 2026 and receive a pro-rata refund of any prepaid, unused period (Terms, section 18). Under the Data Processing Addendum you may object to Paystack as a new sub-processor before that date by writing to help@siteminutes.com.