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Terms of service

The rules of CauceOS in plain English first, then in detail.

Last updated · May 13, 2026

TL;DR — The 4 things that matter most

  • CauceOS assists, it does not diagnose. It is a support tool for professionals. Clinical, therapeutic, or HR judgment always rests with you.
  • You are responsible for consent. You must inform session participants that CauceOS is active. The bot announces its presence, but that does not replace your professional ethical obligation.
  • Cancel anytime from your dashboard, no penalty. After cancelling, you keep read-only access for 30 days to export your data.
  • Disputes: we try to resolve them in good faith first. If not, Florida (USA) law applies with binding arbitration.

Table of Contents

  1. Acceptance of terms
  2. Description of the service
  3. Your account
  4. Plans and billing
  5. Acceptable use
  6. Intellectual property
  7. Confidentiality and professional secrecy
  8. Disclaimers — service limitations
  9. Limitation of liability
  10. Account termination
  11. Disputes and jurisdiction
  12. Changes to the terms
  13. General provisions

1. Acceptance of terms {#acceptance}

By creating an account, signing in, or using CauceOS in any way, you accept these Terms of Service and our Privacy Policy. If you do not agree to any of these conditions, do not use the service.

Age requirement: you must be at least 18 years old, or the legal age of majority in your jurisdiction, whichever is higher.

Acting on behalf of an organization: if you register on behalf of a company, clinic, or organization, you represent that you have the legal authority to bind it to these terms. In that case, "you" refers to that organization, and you assume responsibility for ensuring all users within your organization comply.

These terms constitute a legally binding contract between you (or your organization) and CauceOS LLC.

2. Description of the service {#description}

CauceOS is an AI assistant designed for professionals who conduct 1-on-1 virtual sessions: psychologists, therapists, coaches, and human resources professionals.

The service includes:

  • Live transcription: a bot joins your virtual session and transcribes the audio in real time in the detected language.
  • Alert engine: the system detects configurable patterns during the session (silence duration, keywords, absence of open-ended questions, etc.) and notifies you on screen.
  • Contextual suggestions: AI-generated questions and notes to support the session.
  • Post-session reports: structured documents (SOAP, DAP, candidate assessment, etc.) generated from the transcript.
  • Management dashboard: interface for configuring the service, reviewing past sessions, and managing your subscription.

The availability of specific features depends on your subscription plan. CauceOS reserves the right to modify, add, or remove features with reasonable prior notice.

3. Your account {#your-account}

3.1 Registration and credentials

You are responsible for maintaining the confidentiality of your login credentials (email and password) and for all actions taken under your account. We strongly recommend enabling multi-factor authentication (MFA), available from /app/settings/security.

The following are prohibited:

  • Sharing your account or credentials with others.
  • Creating fake accounts, multiple accounts to circumvent plan restrictions, or accessing others' accounts.
  • Reselling or sublicensing access to the service.

3.2 Unauthorized access

If you suspect someone has accessed your account without authorization, notify us immediately at security@cauceos.com. We will take emergency security measures and assist you in regaining control of your account.

3.3 Organizations and Business accounts

On the Business plan, the primary organization administrator can manage access for other users. The administrator is responsible for assigning appropriate roles and permissions and for ensuring all users in the organization comply with these terms.

4. Plans and billing {#plans-and-billing}

4.1 Available plans

Current plans and pricing are published at /pricing. CauceOS offers:

  • Free plan: limited access with no credit card required.
  • Pro plan: monthly or annual subscription for one user.
  • Business plan: monthly or annual per-user subscription, minimum 3 users.

All prices are in USD and include applicable taxes based on the user's jurisdiction where required by law.

4.2 Billing and renewal

Your subscription renews automatically at the start of each billing period (monthly or annual, per your selection). We send an email notice at least 7 days before each annual renewal. If you do not wish to renew, you must cancel before that date.

4.3 Upgrades and downgrades

  • Upgrade (moving to a higher plan): the change takes effect immediately. Proration is applied for the remaining days of the current cycle.
  • Downgrade (moving to a lower plan): the change takes effect at the start of the next billing cycle.

4.4 Annual discount

Annual plans carry a 20% discount over the equivalent monthly price. Annual payment is collected in a single charge at the start of the period.

4.5 Refund policy

  • Within the first 14 days of a new paid subscription (not a renewal): you may request a full refund by writing to billing@cauceos.com.
  • After 14 days: there are no pro-rated refunds for early cancellation, unless legally required in your jurisdiction.
  • Automatic renewals: if you did not cancel in time and do not wish to continue, contact us within 7 days of the charge and we will evaluate refunds on a case-by-case basis.

4.6 Price changes

CauceOS may adjust prices with a minimum of 30 days' notice via email and in-app. The new price applies at your next renewal. If you do not accept the new price, you may cancel before it takes effect.

4.7 Payment failures

If a payment fails, we send warning notifications and retry automatically. After 7 days of non-payment, access to the service may be limited. After 30 days, the account may be suspended. Your data is retained for at least 30 additional days before any deletion.

5. Acceptable use {#acceptable-use}

5.1 Permitted uses

CauceOS is designed exclusively to assist professionals in psychology, therapy, coaching, recruitment, managerial 1-on-1s, and HR conversations. Any use within that context and in compliance with applicable laws is permitted.

5.2 Prohibited uses

Using CauceOS for the following is prohibited:

  • Recording or transcribing sessions without the informed consent of all participants.
  • Covert surveillance of employees without their knowledge.
  • Formal medical, psychiatric, or psychological diagnosis (CauceOS is assistance, not diagnosis).
  • Uses that violate privacy, recording, or wiretapping laws in any applicable jurisdiction.
  • Processing data of people under 18 without the appropriate parental or guardian consent.
  • Illegal, deceptive, fraudulent, or harmful activities affecting third parties.
  • Reverse engineering, decompiling, or extracting CauceOS code, models, or algorithms.
  • Attempting to circumvent plan limitations, security measures, or access controls.
  • Using the service to train, fine-tune, or develop proprietary AI models.
  • Reselling or sublicensing the service without written authorization from CauceOS.

5.3 Participant consent

Before activating CauceOS in any session, you must obtain informed consent from participants. The CauceOS bot announces its presence when joining, but that automatic announcement does not replace your ethical and legal obligation to inform participants in advance.

6. Intellectual property {#intellectual-property}

6.1 Your content

The recordings, transcripts, alerts, and reports generated from your sessions are yours. CauceOS does not acquire ownership rights over the content of your sessions.

You grant us a limited, non-exclusive, non-transferable license to process, store, and transmit your content exclusively to the extent necessary to provide the service to you. This license ends when you delete your account or the specific content.

6.2 CauceOS property

The CauceOS platform (source code, designs, brand, models, algorithms, interfaces, documentation, and all associated software) is the exclusive property of CauceOS LLC and is protected by copyright, trademarks, and other intellectual property laws.

You may not: copy, modify, distribute, sell, sublicense, reverse engineer, or create derivative works of any CauceOS component without explicit written authorization.

6.3 Feedback

If you send us suggestions, ideas, or product feedback, you grant us the right to use it without restriction or obligation of compensation. You have no obligation to send us feedback.

7. Confidentiality and professional secrecy {#confidentiality}

7.1 CauceOS obligations

CauceOS treats the content of your sessions as highly confidential information. We apply technical and organizational measures to ensure that content is not accessed by unauthorized personnel or third parties not covered by sub-processor agreements.

See our Privacy Policy for details on sub-processors and security measures.

7.2 Your obligations as a professional

You are the professional responsible for maintaining confidentiality over session content. When using CauceOS:

  • You maintain the confidentiality and professional secrecy obligations imposed by your ethical code, professional license, and the laws of your jurisdiction.
  • You do not introduce into the system identifying information about third parties beyond what is strictly necessary for the provision of the service.
  • You manage downloaded reports and transcripts with the same level of confidentiality as any other session data.

7.3 Participant data protection

Patients, clients, and employees appearing in sessions are not CauceOS users and do not have a direct contractual relationship with us. However, we treat their information with the same protections as registered users. See the Privacy Policy for details on the legal basis for processing third-party information.

8. Disclaimers — Service limitations {#disclaimers}

Read this section carefully. It defines what CauceOS is and is not.

8.1 Not a medical device

CauceOS is not a medical device or diagnostic system. It is not certified as such by any health authority. It does not replace the clinical evaluation of a licensed mental health professional.

8.2 Alerts are signals, not diagnoses

Crisis alerts (words associated with self-harm, suicide, severe distress, etc.) are signals of potential risk situations that warrant your professional attention. They are not diagnoses. The decision about how to respond always rests with the professional. CauceOS cannot be held liable for consequences arising from failure to act on an alert or from acting solely on the basis of a system alert.

8.3 Suggestions are guidance only

Questions and notes generated during the session are contextual suggestions based on the ongoing transcript. They are not clinical, therapeutic, or HR instructions. Use them as complementary support for your professional judgment, never as a substitute for it.

8.4 Reports require professional review

Post-session reports (SOAP, DAP, assessments, etc.) are automatically generated drafts from the transcript. They must be reviewed, validated, and signed by the responsible professional before being incorporated into any clinical file, HR report, or official documentation. CauceOS is not responsible for the use of unreviewed reports.

8.5 Transcription accuracy

Transcription accuracy depends on factors such as audio quality, language, accents, and technical vocabulary. Transcripts may contain errors. It is the professional's responsibility to review transcripts before using them for any clinical or HR purpose.

8.6 Service availability

The service is provided "as is" and "as available." We do not guarantee uninterrupted availability (100% uptime) or complete absence of errors. We make every effort to maintain high availability and to notify of incidents in advance, but we are not responsible for losses arising from service interruptions.

9. Limitation of liability {#limitation-of-liability}

To the maximum extent permitted by applicable law in your jurisdiction:

9.1 Exclusion of indirect damages

CauceOS LLC, its directors, employees, agents, and providers shall not be liable for indirect, incidental, special, punitive, or consequential damages, including (without limitation): loss of profits, loss of data, loss of goodwill, business interruption, or any damage arising from the use of or inability to use the service, even if advised of the possibility of such damages.

9.2 Total liability cap

The total aggregate liability of CauceOS LLC for any claim related to the service, regardless of the cause of action (contract, tort, strict liability, or other), shall not exceed the total amount you paid for the service in the 12 months prior to the date of the event giving rise to the claim, or USD 100, whichever is greater.

9.3 Exceptions

These limitations do not apply in cases of intentional fraud, death, or personal injury caused by CauceOS's gross negligence, or where applicable law in your jurisdiction prohibits these exclusions (in which case the limitations apply to the maximum extent permitted).

10. Account termination {#termination}

10.1 Voluntary cancellation

You may cancel your subscription at any time from /app/settings/billing. Cancellation takes effect at the end of the current billing period. During that period, you retain full access to the service. Afterwards, you have read-only access for 30 days to export your data.

10.2 Termination by CauceOS

We may suspend or terminate your account if:

  • You materially violate these terms or the Privacy Policy.
  • Your activity threatens the security, availability, or integrity of the service or other users.
  • There is reasonable suspicion of fraud or unauthorized use.
  • We have a legal obligation to do so.

In cases of termination for cause, we will attempt to notify you in advance unless doing so would compromise service security or is legally inadvisable. In the event of termination, your data remains accessible for at least 30 days for export, except in cases of fraudulent or illegal activity.

10.3 Effects of termination

Upon termination (for any reason), your rights to use the service cease. Provisions of these terms that by their nature should survive termination (intellectual property, limitation of liability, disputes, general provisions) will remain in effect.

11. Disputes and jurisdiction {#disputes}

11.1 Amicable resolution

Before initiating any formal proceeding, the parties commit to attempting to resolve the dispute in good faith for at least 30 days via legal@cauceos.com.

11.2 Binding arbitration

If the dispute is not resolved amicably, it will be resolved through binding individual arbitration administered in accordance with the rules of the American Arbitration Association (AAA), applying the law of the State of Florida, USA.

Class action waiver: you agree that any dispute will be resolved on an individual basis and not as part of any class action, collective proceeding, or representative litigation.

11.3 Exceptions to arbitration

The following disputes are excluded from mandatory arbitration and may be brought before competent courts:

  • Intellectual property claims (trademark infringement, copyright, trade secrets).
  • Requests for urgent injunctive relief.
  • Disputes under USD 10,000 that the claimant prefers to resolve in small claims court.

11.4 Consumer rights

The above provisions do not limit the consumer protection rights granted to you by the mandatory law of your jurisdiction (including the EU, UK, and LATAM jurisdictions with consumer protection legislation). In those cases, the competent courts of your jurisdiction of residence may be competent to hear the dispute.

12. Changes to the terms {#changes}

We may modify these terms at any time. For material changes (that significantly affect your rights or obligations), we will notify you:

  • By email to the address registered in your account.
  • Via a visible notice within the application.
  • With a minimum of 30 days' notice before the changes take effect.

If you continue using the service after the effective date, you accept the new terms. If you do not accept them, you may cancel your account before that date without penalty.

For non-material changes (editorial corrections, clarifications with no effect on your rights), we update the "Last updated" date without prior notice.

13. General provisions {#general-provisions}

  • Entire agreement: these terms and the Privacy Policy constitute the entire agreement between you and CauceOS regarding the use of the service and supersede any prior agreements.
  • Severability: if any clause of these terms is held invalid or unenforceable by a competent court or arbitrator, the remaining terms remain fully in effect.
  • No waiver: CauceOS's failure to exercise or enforce any right or clause of these terms does not constitute a waiver of that right.
  • Assignment: you may not assign or transfer your rights or obligations under these terms without CauceOS's prior written consent. CauceOS may assign these terms, in whole or in part, to an affiliated, successor, or acquiring entity, with reasonable prior notice.
  • Force majeure: CauceOS shall not be liable for failures due to causes beyond its reasonable control (natural disasters, third-party infrastructure failures, governmental actions, etc.).
  • Language: the English and Spanish versions of these terms have equal legal weight. In the event of an interpretive conflict, both versions will be considered along with the intent of the parties.

Legal contact: legal@cauceos.com

Support: hello@cauceos.com

Security: security@cauceos.com