Terms of Use

Last updated: 8 October 2026

These terms are an agreement between you and Base 1 Media Limited (3rd Floor, 45 Albemarle Street, Mayfair, London W1S 4JL, United Kingdom) ("BaseNotes", "we", "us") for your use of the BaseNotes app, the Apple Watch app and our related services (together, the "Service"). By creating an account or using the Service you agree to them. If you don't agree, please don't use the Service.

1. The app licence (Apple's standard EULA)

The BaseNotes iOS and watchOS apps are licensed to you under Apple's Licensed Application End User License Agreement (the "Standard EULA"). These terms add to the Standard EULA and cover the online Service behind the app. If the two conflict about the licence to use the app itself, the Standard EULA wins. Apple is not responsible for the Service or for any support or claims about it, which are our responsibility.

Our Privacy Policy explains how we handle personal data.

2. Who can use BaseNotes

You must be at least 16 years old if you are in the UK or EU, or at least 13 elsewhere (or older if your local law requires), and able to form a binding contract. If you use BaseNotes on behalf of an organisation, you confirm that you are authorised to accept these terms for it.

3. Your account

• You can use BaseNotes as a guest, in which case your data stays on your device and cloud features are unavailable. To use cloud features you need an account, created with Sign in with Apple, Google, Microsoft, or an email and password.
• Give us accurate information and keep your sign-in details secure. You're responsible for activity under your account. Tell us straight away at support@basenotes.ai if you think someone else has accessed it.
• One person per account. Don't share or sell accounts.

4. Recording and consent

BaseNotes lets you record conversations in person, as voice notes, and in online meetings using the Notetaker. Laws on recording and on processing other people's personal data vary. For example, in the UK and EU you generally need to tell people and have a lawful basis; several US states (including California, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania and Washington) require everyone's consent; and many employers and meeting hosts have their own rules.

You are solely responsible for recording lawfully. In particular you must:

• tell participants that you are recording and obtain any consent required where you and they are located, before recording;
• stop recording, or remove the Notetaker, if someone objects and the law or the circumstances require it;
• follow the rules of any organisation, host or platform whose meeting you record;
• never record covertly where that is unlawful, and never record conversations you are not a party to or authorised to record;
• have a lawful basis for recording and processing any sensitive information (such as health data) discussed in a meeting.

To help, the Notetaker announces itself in the meeting chat and the app reminds you to tell people before in-person recording, but these do not replace your obligations.

5. Acceptable use

You must not use the Service to:

• record, intercept or monitor anyone unlawfully, or break privacy, data protection, employment or wiretapping laws;
• disguise, rename or otherwise hide the Notetaker, or tamper with its announcement;
• harass, stalk, threaten, defame or discriminate against anyone;
• upload content you don't have the right to use, or infringe anyone's intellectual property;
• break the law, or help anyone else do so;
• try to access other users' data, probe or break our security, or reverse-engineer the Service except where the law allows;
• overload, disrupt or scrape the Service, get around plan limits or rate limits, or use it to build a competing product;
• resell or provide the Service to others without our written permission;
• send unsolicited or bulk invitations, or invite people who wouldn't expect to hear from you;
• create extra accounts, share devices, or use fake or scripted meetings to claim Invite & earn rewards;
• rely on AI output for decisions that need professional judgement (medical, legal, financial or safety-critical) without independent verification.

6. The Notetaker (meeting bots)

• On the Pro plan you can send a "BaseNotes Notetaker" bot to Zoom, Microsoft Teams or Google Meet calls, either manually or automatically from your calendar using rules you set. The Notetaker is provided using a third-party service (Recall.ai).
• The Notetaker joins as a visible participant named "BaseNotes Notetaker" and posts a message in the meeting chat saying it is recording on your behalf.
• Whether it can join depends on the meeting platform and host: it may be held in a waiting room, refused entry or removed, and some organisations block bots. We don't guarantee that it will join or record any particular meeting.
• Notetaker time counts toward Pro's 15 hours of cloud transcription a month (see section 7), and each recording is capped at your plan's maximum length.
• You must comply with the terms of the meeting platform and section 4 above whenever you use the Notetaker.

7. Plans and subscriptions

Plans

At the date of these terms BaseNotes offers:

• Free: 3 AI meetings a month, recordings of up to 30 minutes each, 30 Ask questions a month, transcription on your iPhone and our standard AI model. Without an account (guest mode) you can still record and transcribe on your iPhone, without AI features.
• Plus (£6.99 / US$7.99 a month): 50 AI meetings a month, recordings of up to 2 hours, 150 Ask questions a month, transcription on your iPhone, our advanced AI model, PDF export and email summaries, and an audio backup you can keep for as long as you like.
• Pro (£12.99 / US$14.99 a month, or £99.99 / US$119.99 a year): unlimited AI meetings, recordings of up to 4 hours, 300 Ask questions a month, our best AI model, cloud transcription with speaker labels for up to 15 hours a month (including Notetaker calls), the Notetaker, calendar auto-join and everything in Plus. Once the 15 hours are used, recordings are transcribed on your iPhone until the next month. New subscribers can start Pro with a 7-day free trial (see below).

Prices in other countries, and the current allowances for every plan, are shown in the app before you buy; the app is authoritative if it differs from this page. Spaces, team chat and task sharing are included on every plan (see section 10). We may change plans and allowances in future (see section 13). Monthly allowances, including Ask questions, reset on the 1st of each month. Deleted meetings still count toward the month in which they were recorded.

Fair use of unlimited features

"Unlimited" means you don't have a fixed monthly number of AI meetings, not that there is no limit at all. Unlimited features are for your own genuine meetings and voice notes. We may contact you, and if necessary temporarily limit processing, if an account's use is far beyond that of a typical heavy user (for example, well over 100 hours of recordings in a month), is automated, is shared between several people, or is used to resell the service. We will always tell you first and give you the chance to change plan or usage.

Cloud transcription on Pro is not unlimited: it is capped at 15 hours a month, including Notetaker calls. After that, recordings are transcribed on your iPhone instead.

Paid subscriptions through Apple

• Paid plans are sold as auto-renewing subscriptions through Apple's In-App Purchase. The price, length and features of each plan are shown in the app before you buy.
• Payment is charged to your Apple ID account when you confirm the purchase.
• Your subscription renews automatically at the end of each period at the then-current price unless you turn off auto-renew at least 24 hours before the period ends. Your Apple ID is charged for renewal within the 24 hours before the period ends.
• You can manage or cancel your subscription at any time in your iPhone's Settings → [your name] → Subscriptions, or from Settings → Plan in BaseNotes. Cancelling stops the next renewal; you keep paid features until the end of the current period.
• Free trial. New subscribers can start Pro (monthly or yearly) with a 7-day free trial through the App Store. There is one free trial per Apple ID, and Apple decides who is eligible; the app only offers the trial if you are. Unless you cancel at least 24 hours before the trial ends, in your iPhone's Settings → [your name] → Subscriptions, it converts into a paid Pro subscription at the price shown when you started it. Any unused part of a free trial ends if you buy a different subscription.
• Refunds are handled by Apple under Apple's policies, at reportaproblem.apple.com. We can't issue refunds for App Store purchases. This doesn't affect any statutory rights you have as a consumer.
• If you delete your BaseNotes account, your Apple subscription is not cancelled automatically. Cancel it in your Apple ID settings.
• If you change devices or reinstall, use "Restore Purchases" in the app to restore your subscription.
• Apple will notify you of price increases as required by its rules, and may ask you to agree to them.

8. Your content

• You keep all rights in the recordings, transcripts, notes, tasks and other content you create or upload ("Your Content"), including AI-generated notes about your meetings, as between you and us.
• You give us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, transcribe, analyse and display Your Content, and to create notes and other outputs from it, only as needed to provide, secure and support the Service for you, including through the service providers listed in our Privacy Policy. This licence ends when Your Content is deleted from our systems, except for copies in backups that roll off as described in the Privacy Policy.
• We don't use Your Content to train AI models, and we don't sell it or use it for advertising.
• You're responsible for Your Content and confirm that you have the rights and consents needed for us to process it as described here.
• If you send us feedback or suggestions, we may use them without any obligation to you.

9. AI-generated output

BaseNotes uses automated speech recognition and AI models to produce transcripts, summaries, titles, action items, follow-up suggestions, briefs, recap email drafts and answers. This output is generated automatically and can be inaccurate, incomplete or misattributed (for example, the wrong speaker or the wrong date). It is not professional advice. Review it before relying on it, sharing it or acting on it. Calendar events and emails suggested by BaseNotes are only created or sent when you confirm them.

10. Sharing, Spaces and invitations

You can create a link to share a meeting's notes and transcript. Anyone with the link can view it until it expires (1 to 90 days, as you choose) or you revoke it. Only share with people who should see the content, and remember that recipients can copy what they see.

Spaces

A Space is a shared area for a team, client or project. When you share a meeting into a Space, every member, including people who join later, can read its summary, transcript and tasks. Messages and tasks you post can be read by every member, and members can see each other's name and email address. Before you share a meeting, make sure the people in it would be comfortable with the Space's members seeing it, and that you have any consent the law requires (see section 4). Members can copy what they see.

You can stop sharing a meeting at any time (in the meeting, under Share → Who Can See This), and leaving a Space stops sharing the meetings you shared there. A Space's owner can remove members, and can stop sharing any meeting in the Space or delete it. You are responsible for what you post; we may remove content or members that break these terms.

Reporting and blocking. Long-press a message to report it to us or block its author; you can also block a member in Space info. We review reports within 24 hours and may remove content, remove people from Spaces or close accounts that break these terms. Blocking someone hides their messages, invites and tasks from you; they aren't told. Manage blocked people in Settings → Blocked people.

Invitations and task assignments

You can invite people to BaseNotes or to a Space, or assign them a task, by entering their email address. We send them one invitation email with your name. Only invite people you know who would expect to hear from you. Invitations are limited (currently 30 an hour and 100 a day), invite links stop working after 30 days, and we may stop invitations that look like spam.

Invite & earn

• When someone creates a new BaseNotes account through your invitation or referral link and, once their account is at least 24 hours old, has a real meeting that BaseNotes has processed, you each get 5 extra AI meetings a month for as long as your accounts are open.
• Extra AI meetings are added to the monthly allowance on Free and Plus. Pro already has unlimited AI meetings, subject to fair use.
• You can be rewarded for up to 10 people in total, and for up to 3 people a day; any others wait for a later day.
• You aren't rewarded for your own extra accounts, accounts that have used the same device as yours, or variations of your own email address. The new person may still receive their reward.
• An account can be referred only once. Rewards have no cash value and can't be transferred, exchanged or sold, and they end when the account is deleted.
• We may withhold or reverse rewards if we reasonably believe the programme is being abused. We may change or end the programme, telling you in the app first; rewards you've already earned stay unless they were obtained through abuse.

11. Third-party services

BaseNotes works with services we don't control, such as Apple Calendar and Reminders, Zoom, Microsoft Teams, Google Meet and your sign-in provider. Their own terms apply to your use of them, and we aren't responsible for them or for changes that affect how they work with BaseNotes.

12. Our rights

The Service, including its software, design and brand, belongs to us or our licensors. Apart from the rights in these terms and the Standard EULA, you don't get any rights in it.

13. Changes and availability

We keep improving BaseNotes and may add, change or remove features. If we make a change that significantly reduces what a paid plan includes, we'll tell you in advance. We aim to keep the Service available but can't promise it will always be uninterrupted or error-free, for example during maintenance or outages at our providers.

14. Suspension, termination and deletion

• You can stop using BaseNotes at any time and delete your account in the app (Settings → Danger zone → Delete Account). This permanently deletes your account and its data as described in our Privacy Policy.
• We may suspend or close your account if you seriously or repeatedly break these terms (in particular sections 4 and 5), if the law requires it, or to protect other users or the Service. Where reasonable we'll warn you first and give you a chance to export your content.
• We may stop providing the Service altogether with at least 30 days' notice, and will give you a way to export your content.
• Sections 8 (licence ends as described), 9, 12, 15, 16, 18 and 19 continue after these terms end.

15. Our liability to you

• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or any other liability that cannot be limited by law, or affects your statutory rights as a consumer (for example under the Consumer Rights Act 2015).
• If you are a consumer, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill. We're not responsible for loss that wasn't foreseeable, or for business losses (such as lost profit or business interruption), because the consumer plans are for personal use.
• We are not responsible for recordings you make in breach of section 4, for decisions you make based on AI output you didn't verify, or for the acts of meeting platforms or other third-party services.
• Subject to the first point above, our total liability to you arising out of or in connection with the Service in any 12-month period is limited to the greater of (a) the amount you paid for the Service in that period and (b) £100.

16. If you use BaseNotes for a business

If you use the Service for business purposes, the Service is provided "as is" to the extent the law allows; we exclude all implied warranties and conditions; we aren't liable for loss of profit, revenue, business, goodwill or data, or for any indirect or consequential loss; the cap in section 15 applies; and you will indemnify us against third-party claims arising from your recording or processing of personal data in breach of section 4 or applicable law.

17. Changes to these terms

We may update these terms, for example to reflect changes to the Service or the law. We'll change the date at the top, and for significant changes we'll tell you in the app or by email at least 14 days before they take effect. If you don't agree, you can stop using the Service and delete your account before then.

18. Governing law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer living in Scotland or Northern Ireland you may also bring proceedings in your local courts, and if you live in the EU you keep the protection of the mandatory laws of your country and may bring proceedings there. Please contact us first so we can try to resolve any problem informally.

19. General

If any part of these terms is found unenforceable, the rest stays in effect. If we don't enforce a right straight away, we can still enforce it later. We may transfer our rights and obligations under these terms to another organisation that takes over the Service, and we'll tell you if we do; your rights won't be reduced. You may not transfer your rights without our consent. No one other than you and us (and Apple, as described in the Standard EULA) has any right to enforce these terms.

20. Contact