Terms of Use

By creating an account or using Vulcan Clerk, you agree to these Terms of Use. If you use the service on behalf of an organization, you represent that you have authority to bind it to these terms. If you do not agree, do not use the service.

Vulcan Clerk is a corporate meeting management platform offering meeting creation and scheduling, AI-powered agenda generation and document synthesis, recording, transcription and speaker identification, structured minutes generation and task distribution. The service is provided as Software as a Service (SaaS).

• ·Use the service exclusively for legitimate corporate purposes.
• ·Do not record participants without the consent collected through the Vulcan Clerk participant confirmation page.
• ·Do not use the platform to process data from individuals under 18 years of age.
• ·Do not share access credentials with third parties.
• ·Do not attempt to bypass security controls or reverse-engineer the system.

All data generated by your organization, including documents, recordings, minutes and transcripts, belongs to you. Vulcan Clerk claims no rights over that content. We grant you a license to use the platform; you grant us a limited technical license to process your data exclusively for the purpose of delivering the contracted service. We do not use your data to train, fine-tune or improve any artificial intelligence or machine learning model, whether our own or any third party's.

Vulcan Clerk uses a two-step AI pipeline: meeting audio is first transcribed by Google's Gemini API, and the resulting text transcript is then processed by Anthropic PBC (Claude API) to generate agendas, summaries, minutes and task extractions. AI-generated content is an assistance tool, not a definitive decision. You are responsible for reviewing and validating any output before using it in a business context. AI processing occurs under Zero Data Retention agreements and your content is never used for model training.

The Voice ID feature, when available, will capture and process voice patterns for speaker identification. Biometric data is classified as sensitive data under LGPD (art. 5, II) and GDPR (art. 9), and is additionally regulated in the United States under Illinois BIPA, Texas CUBI, Washington HB 1493 and similar laws. Use will require explicit, specific and separate written consent from each participant, collected before any biometric identifier is captured, through a dedicated flow on the Vulcan Clerk participant confirmation page. The organization Account Holder is responsible for using Voice ID only with participants who have provided this specific consent. Consent can be revoked at any time in Settings, Voice ID.

Vulcan Clerk targets 99.5% monthly availability, excluding scheduled maintenance windows communicated with at least 24 hours advance notice. Outages caused by third parties are excluded from SLA calculations. Enterprise plans have a dedicated contractual SLA.

Vulcan Clerk is not liable for business decisions made based on platform-generated content, for losses arising from unavailability within SLA limits, or for data entered by users that infringes third-party rights. Our total liability is limited to the amount paid for the service in the prior 12 months.

You may cancel your subscription at any time. Cancellations take effect at the end of the current billing period. We reserve the right to suspend accounts that violate these terms, with prior notice whenever possible.

We may update these terms periodically. Material changes will be communicated by email with at least 15 days advance notice. Continued use of the service after that period constitutes acceptance of the new terms.

For users in Brazil, data processing is governed by the General Data Protection Law. Biometric data collected by Voice ID is treated as sensitive data under art. 5, II of the LGPD. The applicable legal basis is specific and highlighted consent (art. 11, I). The Data Protection Officer (DPO) can be reached at dpo@byvulcan.com. Security incidents posing relevant risk to data subjects are reported to the ANPD within regulatory deadlines.

For users in the European Economic Area, processing is governed by the General Data Protection Regulation. The legal basis is consent (art. 6(1)(a)) and contract performance (art. 6(1)(b)). Biometric data is processed on the basis of explicit consent (art. 9(2)(a)). A DPIA has been conducted for Voice ID processing. Incidents are reported to the competent supervisory authority within 72 hours (art. 33). Transfers outside the EEA take place under SCCs approved by the European Commission.

For residents of California and other states with applicable privacy laws: Vulcan Clerk does not sell or share personal data for advertising purposes. Residents have the right to know, delete and limit the use of sensitive data (including biometric data). Biometric privacy laws (Illinois BIPA, Texas CUBI, Washington HB 1493) are specifically observed for Voice ID processing. Requests are answered within 45 days. Exercising rights does not result in discrimination or service reduction. Contact: privacy@byvulcan.com.

These terms are governed by the laws of the Federative Republic of Brazil. The courts of São Paulo, SP are exclusively elected to resolve any disputes. For users in the European Union or the United States, applicable local consumer protection and privacy laws are not displaced by this clause.

Terms and legal matters: legal@byvulcan.com. Privacy and data: privacy@byvulcan.com.