This is a working draft based on the current Product Requirements Document and Milestones. It should be reviewed and finalized by your organization’s Legal or Compliance team before publishing.
1. Acceptance of Terms
By logging into or using KabarMeeting (“the System”), you agree to be bound by these Terms and Conditions (“Terms”). If you do not agree with these Terms, you should not use the System and should contact your System Administrator.
The System is provided by Evolusi Kilau Net for internal use only by its employees, contractors, and other authorized personnel. It is not a publicly available service, and access is granted solely at the discretion of the Company.
2. Nature of the Service
KabarMeeting is an on-premise, single-organization enterprise application. This means:
- This installation of KabarMeeting serves only Evolusi Kilau Net; it is not a shared or multi-tenant SaaS platform.
- All data and processing occur on servers owned or controlled by the Company.
- The System may be operated in an air-gapped, fully offline environment with no internet access after initial setup.
- Availability, uptime, and maintenance of the System are the responsibility of the Company’s internal IT department, not an external SaaS provider.
3. User Accounts and Roles
Access to the System requires an account provisioned by an Admin. Each account is assigned one of the following roles:
| Role | Description |
|---|---|
| Admin | Meeting organizers, secretaries, and system administrators with full access to create, edit, and manage meetings, notes, audio, action items, users, and master data. |
| Member | Team members with read-only access to meetings they are invited to as a participant or CC, who may update the status of their own assigned action items only. |
3.1 Account responsibilities
- You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
- You must notify your System Administrator immediately if you suspect unauthorized access to your account.
- Accounts are for individual use; sharing credentials with another person is prohibited.
4. Acceptable Use
When using KabarMeeting, you agree that you will not:
- Upload, record, or attach content that is unlawful, defamatory, or that you do not have the right to share within the Organization.
- Attempt to access meetings, notes, or action items that you are not authorized to view, including by circumventing role-based access controls.
- Attempt to exploit, disrupt, or gain unauthorized access to the System, its underlying infrastructure, or its APIs.
- Use the mobile companion app’s QR pairing feature to capture or upload content for a meeting you are not authorized to manage.
- Misuse AI-generated summaries or transcripts as a substitute for careful human review before they are relied upon as an official meeting record.
- Delete, alter, or attempt to alter audit logs, login logs, or other records the System is designed to keep immutable.
5. Meeting Content and Ownership
- All meeting content — notes, transcripts, summaries, action items, and attachments — created within the System belongs to Evolusi Kilau Net as part of its internal business records.
- Users who create or upload content, including Admins, are responsible for the accuracy and appropriateness of that content.
- AI-generated summaries and candidate action items are assistive drafts only. They are not treated as final or authoritative until an Admin has reviewed, edited if necessary, and confirmed them.
6. Audio Recording and Mobile Capture
- Audio recording of meetings, whether through direct upload or the mobile companion app, should only be conducted with appropriate awareness or consent of meeting attendees, in accordance with the Company’s internal policies and applicable law regarding recording conversations.
- The mobile companion app pairs to a single meeting via a QR code that is single-use and time-limited. Users must not attempt to reuse or share pairing QR codes or tokens.
- Files captured through the mobile app, including audio, photos, and video, are only uploaded when the user explicitly triggers the upload.
- Users are responsible for confirming uploads are completed before relying on the mobile app as the sole record of captured content.
7. Availability and Modifications
Since the System runs entirely on the Company’s own infrastructure, availability depends on the Company’s internal servers, network, and IT maintenance schedules. The Company aims for high uptime but does not guarantee uninterrupted access.
Features may be added, changed, or removed over time as new milestones are delivered, including Kanban boards, exports, notifications, and audit features.
Material changes affecting users will be communicated through the in-app notification center or internal announcements.
8. Data Retention and Deletion
- Audio recordings are retained for a configurable period, 30 days by default, and automatically deleted thereafter. Associated transcripts and notes are not deleted along with the audio.
- Audit logs, login logs, and similar compliance records are retained as immutable records and cannot be deleted or modified by any user, including Admins.
- When an account is deactivated or a user leaves the Organization, their action items are reassigned rather than deleted.
- An affected action item becomes unassigned until an Admin reassigns it, preserving the integrity of the meeting record.
9. Limitation of Liability
- The System is provided on an “as-is” and “as-available” basis for internal organizational use.
- Evolusi Kilau Net and/or the System’s developers are not liable for indirect, incidental, or consequential damages arising from use of the System, including but not limited to inaccuracies in AI-generated transcripts or summaries, to the extent permitted by applicable law.
- Users are expected to review AI-generated content, including transcripts, summaries, and candidate action items, before relying on it for decision-making or compliance purposes.
10. Termination of Access
- Access to the System may be suspended or terminated by an Admin at any time, including upon the end of a user’s employment or contractual relationship with the Company, in accordance with internal HR or IT offboarding procedures.
- Upon termination of access, a user’s meeting content and action item history remain part of the Company’s records and are not deleted, except audio files subject to the standard retention policy.
11. Governing Policies
These Terms operate alongside the System’s Privacy Policy and any additional internal IT security or acceptable-use policies of Evolusi Kilau Net.
In case of a conflict specifically related to data handling, the Privacy Policy governs.
12. Changes to These Terms
These Terms may be updated periodically to reflect new features or organizational policy changes.
Continued use of the System after such updates constitutes acceptance of the revised Terms.
13. Contact
For questions about these Terms and Conditions, please contact:
Email: [email protected]
This document is a draft template and does not constitute legal advice. Please have it reviewed by qualified legal counsel before publication.
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