Terms of Use
Plancy Meetings Service
Version of October 26, 2026
1. General provisions
1.1. These Terms of Use (the "Terms") govern the use of the Plancy Meetings service (the "Service").
1.2. The Terms are entered into with ООО «Архитектурный Портал» (Architectural Portal LLC) (OGRN 1237700594779, INN 9709098730) (the "Operator"), which holds the rights to the Service.
1.3. The Terms are not a public offer. Access to the Service is provided under an agreement between the Operator and the Customer. By using the Service, the User confirms that they have read the Terms and accept them.
1.4. Terms used in these Terms:
- User means an employee or representative of the Customer who uses the Service;
- Customer means a legal entity or sole proprietor that has entered into an agreement with the Operator;
- Recording means an audio recording of a meeting;
- Content means Recordings, transcripts and summaries.
Other terms have the meanings given in the Personal Data Processing Policy.
1.5. The Service is intended for legal entities and sole proprietors and their employees.
1.6. The Terms apply together with the Personal Data Processing Policy, the Cookie Policy and the List of Engaged Processors (Sub-processors), published at: plancy.ru/legal/privacy, plancy.ru/legal/cookies and plancy.ru/legal/subprocessors, respectively.
1.7. The Russian and English versions of the Terms are equally valid. In case of discrepancy, the Russian version prevails.
1.8. The Operator may amend the Terms. A new version is published at: plancy.ru/legal/terms and takes effect on the date of publication unless otherwise stated. Continued use of the Service after publication of a new version constitutes acceptance of it.
2. Subject matter. Access to the service
2.1. The Operator provides the User with access to the Service, and the User uses the Service for purposes related to the Customer's activities.
2.2. The Service allows the User to: connect a calendar (Google, Yandex) or add a meeting link manually, or upload a ready audio recording; send a bot participant to the meeting; record the meeting audio; obtain a transcript with speaker separation; obtain a summary and a list of action items.
2.3. Meeting video is not recorded. Only audio is recorded.
2.4. The scope of access (recording hours, number of users) is determined by the agreement between the Operator and the Customer.
2.5. An account is created through a Plancy account (single sign-on). The Service does not store a separate password.
2.6. The Operator may change the Service's features, suspend access for maintenance and discontinue individual features, notifying Users in available ways.
2.7. Access to the Service is provided on a paid basis in the manner and on the terms set out in the agreement between the Operator and the Customer. The fees and payment procedure are determined by the agreement; plans may be published on the Operator's website. Payment data is not processed in the Service: payment is made outside the application.
3. User obligations and restrictions
3.1. The User undertakes to use the Service for lawful purposes and within the User's employment or civil-law relationship with the Customer.
3.2. When recording a meeting, the User and the Customer ensure that there is a lawful basis for processing the personal data of participants and that participants are informed about the recording: the bot appears as a separate meeting participant and the fact of recording is indicated in the interface. Any participant consent required is obtained separately from these Terms.
3.3. The User may not upload audio recordings containing special categories of personal data without a proper legal basis.
3.4. The User is prohibited from: circumventing the Service's technical restrictions; reverse engineering; using the Service for covert surveillance or unlawful collection of information; transferring access to third parties; placing excessive load on the Service; using the Service in a manner that violates the rights of third parties or the terms of video-conferencing platforms.
3.5. The User is responsible for the content of the Content and for respecting the rights of meeting participants.
4. Integrations with video-conferencing platforms and calendars
4.1. To operate the Service, the User, at the User's choice, connects a video-conferencing platform (Zoom, Google Meet, Microsoft Teams, Yandex Telemost, Kontur.Talk, Jitsi) and/or a calendar, granting the Service the relevant permissions.
4.2. The Service requests a limited scope of permissions: Google - reading calendar events, reading the organisation's employee directory (Google Workspace), basic profile data and e-mail address; Zoom - profile data, a service token for the bot to join and permission for local meeting recording. If recording permission is absent, the bot requests it from the meeting host. The Service does not request rights to modify or delete data in third-party systems.
4.3. The use of the platforms is governed by their own terms. The Operator is not affiliated with the platform owners and is not responsible for their operation.
4.4. The User may disconnect an integration at any time: unlink the account in the Service settings, revoke access via https://myaccount.google.com/permissions (Google), or remove the app via Zoom App Marketplace (Manage - Installed Apps - Remove).
4.5. On revocation of access or removal of the app, the platform notifies the Operator, after which the Operator stops using the relevant tokens.
5. Intellectual property
5.1. The Service, its software, interface and design belong to the Operator and/or its licensors. The User is granted a simple (non-exclusive), non-transferable licence to use the Service for the term of the agreement and solely for the purposes set out in the Terms.
5.2. Rights to the Content (Recordings, transcripts and summaries) belong to the Customer. The Operator processes the Content on the Customer's instructions and does not use it to train artificial intelligence models on its own initiative.
5.3. Suggestions and comments of the User (feedback) may be used by the Operator to improve the Service without payment of consideration.
5.4. The names Zoom, Google, Microsoft, Yandex, Kontur and Jitsi are trademarks of their respective owners and are used for information purposes only.
6. Personal data and confidentiality
6.1. Personal data is processed in accordance with the Operator's Personal Data Processing Policy (plancy.ru/legal/privacy) and the Cookie Policy (plancy.ru/legal/cookies). Information about engaged processors is set out in the List (plancy.ru/legal/subprocessors).
6.2. In respect of the personal data of meeting participants, the Customer acts as the controller and the Operator as a person processing data on the Customer's instructions (Article 6(3) of Federal Law No. 152-FZ of 27.07.2006).
6.3. Transfer of data outside the Russian Federation is carried out as disclosed in the Personal Data Processing Policy. The Operator does not create permanent copies of data outside the Russian Federation.
6.4. The Operator does not create or store voiceprints (voice models) and does not perform biometric identification. Speaker separation is performed by the transcription service, and matching a speaker to a participant is done using the transcript text and the list of meeting participants.
6.5. A meeting participant may refuse to be recorded; the User ensures that this option is available.
6.6. The parties keep confidential the information obtained in connection with the use of the Service, except as required by law.
7. Liability and warranties
7.1. The Service is provided on an "as is" basis. The Operator makes reasonable efforts to keep the Service operating, but does not guarantee that it will be error-free or uninterrupted.
7.2. Artificial intelligence outputs (transcript, summary, action items) are ancillary and may contain inaccuracies. The User should not rely on them as the only source of information.
7.3. The Operator is not responsible for the operation of video-conferencing platforms, calendars, telecommunications providers and other third-party services, or for the quality of the internet connection.
7.4. The Operator's liability is limited to the amount actually paid by the Customer as at the date of the event giving rise to the claim. The Operator is not liable for lost profits or indirect losses.
7.5. The Customer is responsible for the lawfulness of recording meetings and for the actions of its employees using the Service.
7.6. The parties are released from liability in the event of force majeure.
8. Suspension and termination of access
8.1. The Operator may suspend or terminate the User's access to the Service in the event of a breach of the Terms, at the request of the law, at the request of a video-conferencing platform, or where the security of the Service is at risk.
8.2. Access terminates upon expiry of the agreement with the Customer or upon its early termination.
8.3. Upon termination of access, data is processed and deleted in the manner and within the periods set out in the Personal Data Processing Policy. The User and the Customer may at any time request deletion of Recordings, transcripts and summaries.
8.4. Termination of access does not release the parties from obligations that arose before it.
9. Dispute resolution. Governing law
9.1. The Terms are governed by the law of the Russian Federation.
9.2. Before going to court, the parties take steps to settle the dispute through negotiation; the period for responding to a claim is 30 (thirty) calendar days from its receipt.
9.3. Disputes are subject to consideration by the court at the Operator's location, unless otherwise provided by the agreement.
10. Final provisions
10.1. Notices of the Operator are deemed received when published in the Service or on the website, or when sent to the e-mail address provided by the User.
10.2. If any provision of the Terms is held invalid, the remaining provisions remain in force.
10.3. These Terms and the documents referred to in Section 1.6 constitute the complete set of terms for the use of the Service.
11. Operator's details and contact information
Full name: Общество с ограниченной ответственностью «Архитектурный Портал» (Architectural Portal LLC)
Short name: ООО «Архитектурный Портал» (Architectural Portal LLC)
OGRN: 1237700594779
INN: 9709098730
KPP: 770901001
Registered address: 105120, г. Москва, вн.тер. г. Муниципальный Округ Басманный, ул Нижняя Сыромятническая, дом 10, строение 2
Actual address: 105120, город Москва, улица Нижняя Сыромятническая, дом 10, стр. 2, этаж 8
E-mail: info@plancy.ru