Terms of Service

These Terms of Service ("Terms") govern your access to and use of TopoTopic (the "Service") at topotopic.com. By creating an account, accepting these Terms in the in-product review step, or using the Service, you agree to these Terms.

Operator and contracting party details (including pre-incorporation status and contact channels) are published in our Legal Notice / Imprint.

Until incorporation is complete, your agreement is with the pre-incorporation TopoTopic operator identified in our Legal Notice / Imprint. After incorporation, we may assign these Terms to the new entity and that entity will assume our obligations. We will update the Legal Notice when that happens.

TopoTopic is an independent service. Unless a written agreement or the Legal Notice says otherwise, the Service is not operated, endorsed, funded, supervised, guaranteed, or accepted for liability by any Non-Operator Participant (defined in Section 6).

If you do not agree with these Terms, do not use the Service. For how we handle personal data, see our Privacy Policy and Cookie Policy. Those documents describe data handling; this document is the contract.

TopoTopic is a workspace-based web app for capturing, organizing, retrieving, and acting on knowledge. The current shipped product includes surfaces such as Studio, Memo, Live, Library, Vault, Graph, Learn, and Messages, plus gated or experimental surfaces such as Newsstand, Connect, and the clustered planning view labeled Agents. Depending on your plan and configuration, the Service may support features such as:

• Capturing or importing content through Memo and Live from live audio, documents, media files, URLs, YouTube sources, and uploads.
• Reviewing and refining captured sessions in Library and editing audio ranges or exports in Studio.
• Retrieval with cited answers, voice-assisted interactions, summarization, keyword extraction, embeddings, and related automated processing in surfaces such as Vault and the assistant.
• Knowledge graph generation, visualization, recommendations, and practice workflows in Graph and Learn.
• Newsstand article workflows, including public-web research from broad interest topics and public-safe keyword refinements.
• Workspace collaboration, direct conversations and audio calls in Messages, people discovery and a workspace timeline in Connect, clustered planning in the Agents view, assistant action approvals in Messages, and optional sharing flows you choose to enable.

The Service changes over time, and certain features may be experimental, region-limited, or gated behind feature flags.

Beta notice.The Service is currently in pre-release (beta). Features may change, be modified, or be discontinued. Beta features are provided "as is" and "as available" except where warranties are required by law. We may introduce breaking changes and cannot guarantee availability, backward compatibility, or data migration for every beta feature. Your statutory rights, including mandatory warranty rights where they apply, are not affected by this notice.

You must be at least 16 years old to use the Service. By creating an account or using the Service, you represent that you meet this age requirement. The Service is not directed at children under 16.

If you are under the age of majority in your jurisdiction, you represent that your parent or legal guardian has reviewed and agreed to these Terms on your behalf.

You are responsible for your account credentials and for activity that occurs under your account. Do not share credentials with others. Notify us promptly at support@topotopic.com if you believe your account has been compromised.

The Service supports multiple sign-in methods, such as passkeys, Google sign-in, and, where enabled, email and password with two-factor codes. Availability may vary by configuration and environment. We may apply security measures to protect accounts, such as session limits, sign-in checks, device binding, and re-authentication before sensitive actions.

New registrations may be limited during the beta, and we may operate waitlists or signup caps.

Workspaces can be owned by individual users or organizations. If you join a workspace managed by an organization or another user, your use is also subject to any workspace rules and administrative controls.

Workspace administrators may be able to manage membership, settings, and workspace content visibility. If you do not want your content and activity visible to a workspace administrator, do not use that workspace.

By default, new content is private and workspace content is visible to authorized workspace members, not to the open internet. External public or unlisted sharing requires an explicit share action.

Session-level collaboration or share-link access can expose selected content to invited collaborators, accepted share recipients, or anyone with an active link, depending on the settings you choose. Share links can be revoked, but some links do not expire on their own until you revoke them.

Once you intentionally share content outside a private workspace, recipients may retain copies, screenshots, exports, or notes even after you later revoke access inside the Service.

If you request account deletion, content you contributed to shared workspaces may remain available to other members according to workspace roles, settings, and provenance history.

Definitions used in these Terms:

• Original Submission: the source material you provide (for example documents, URLs, recordings, uploads, transcripts, notes, and messages).
• Visible Derivative: user-visible revisions, annotations, summaries, or AI-assisted refinements generated from an Original Submission.
• Customer Content: Original Submissions, Visible Derivatives, and related content or metadata you provide or make available through the Service.
• Restorative Edit: an authorized action that restores a prior visible state without deleting historical events.
• Provenance Record: the hash-linked, append-only event history that links who changed what, when, and from which prior state, retained while the related content exists.
• Canonical Record: the combined evidentiary set of Original Submission plus the Provenance Record.
• Derived Data: service artifacts generated from Original Submissions or Visible Derivatives (for example embeddings, keywords, summaries, graph structures, and indexes).
• Service Data: telemetry, operational metrics, security and audit signals, and system metadata needed to run the Service.
• TopoTopic Parties: TopoTopic, the operator providing the Service, and its current and future affiliates, officers, directors, employees, contractors, agents, representatives, service providers acting on our behalf, and successors and assigns.
• Non-Operator Participants: people or organizations outside the TopoTopic Parties that may be connected with developing, supporting, facilitating, hosting, funding, reviewing, advising on, or providing services to TopoTopic, but that are not identified by TopoTopic as the operator or contracting party.

Non-Operator Participants do not become operators, controllers, processors, contracting parties, agents, representatives, fiduciaries, guarantors, or partners unless a written agreement or published TopoTopic legal notice expressly identifies that role.

You retain ownership of your Original Submissions.

You grant TopoTopic a worldwide, non-exclusive, royalty-free license to host, store, process, reproduce, adapt, and display your Original Submissions and Visible Derivatives to operate, secure, maintain, and support the Service features you request. This license extends to the service providers we use to operate the Service (see Subprocessors) and ends when the relevant content is deleted, subject to the retention limits described in the Privacy Policy.

This includes creating and using Derived Data needed for product operation (for example embeddings, keywords, summaries, graph structures, speaker-labeled transcript outputs, quality signals, and workflow metadata).

If you enable workspace collaboration, session collaborators, share links or tokens, or public or unlisted share surfaces, you instruct us to make the relevant content and derived outputs available according to those settings until the access is revoked or the content is deleted.

Non-destructive model. Edits, annotations, and AI-assisted refinements update Visible Derivatives. Original Submissions are preserved as part of the Canonical Record unless deletion is required by law or performed through account, workspace, or content deletion controls. If a collaborator makes a harmful change, a prior visible state can be restored for an authorized owner or admin without erasing change history. Where supported by the Service, required by law, or needed to resolve a dispute, we may preserve or produce Provenance Record timeline information showing who changed what, when, and from which prior state.

As between you and TopoTopic, we own the Service, the software, and Service Data (subject to applicable privacy law).

We do not use your Original Submissions to train or fine-tune general machine learning or AI models. When we use third-party AI providers to generate outputs you request, we contract with them, where available, to process Original Submissions only for requested Service workflows and not for general model training.

We may use Service Data and, where permitted, de-identified and aggregated Derived Data to operate, secure, debug, measure, and improve the Service. We do not use identifiable Customer Content for those purposes except to provide requested support, investigate abuse or security incidents, or comply with law.

You represent that you have the rights and permissions needed to upload and process Customer Content through the Service. This includes any permissions required to record audio, import media, and share content with others (for example, when you record other people, import third-party content, invite collaborators to a workspace, or create a public or unlisted share link).

TopoTopic is audio-first. Recording and transcription depend on feature requirements, including in-session speaker labeling and audio retention. These feature requirements are mandatory while those features are active.

If you send us feedback or suggestions about the Service, you grant us permission to use them without restriction or compensation; we will not name you publicly in connection with them without your permission.

Some features rely on automated processing and third-party AI providers to generate outputs such as transcriptions, speaker-labeled transcripts, summaries, keywords, embeddings, answers, and suggestions ("AI Output"). AI Output can be incorrect or incomplete and should be reviewed before you rely on it. We do not guarantee that AI Output is accurate, complete, suitable for your purpose, current, or compliant with your obligations.

Conversational and voice surfaces in the Service are automated AI assistants, not humans. AI-assisted features may include assistant interactions in Vault, Memo, Studio, and Messages; Newsstand article generation; and live translation or call workflows. These features may draft follow-up content or queue action requests such as Google Calendar events for your review and approval in Messages.

This may include sending portions of Customer Content, audio, URLs, public-safe topic or query text, and related metadata to service providers such as OpenAI, AssemblyAI, Google, or Anthropic when a requested feature or source integration routes through those providers. The current provider schedule is published at Subprocessors.

Newsstand uses broad interest topics and public-safe keyword refinements to request public-web research; topic selection may use an AI provider over redacted signals derived from your recent activity. Private workspace content, private session notes, and internal workspace identifiers are not sent as Newsstand web-search queries.

We label or contextualize AI-assisted outputs where product surfaces support it and provide guidance that AI outputs may be inaccurate.

You are responsible for how you use AI Output and for any decisions you make based on it. Do not use the Service for emergency services, safety-critical decisions, or decisions that legally require a qualified professional or human review.

TopoTopic does not provide legal, medical, employment, credit, tax, accounting, or other regulated professional advice through AI Output or other Service features.

You agree not to misuse the Service, including by attempting to circumvent security features, interfering with other users, or using the Service in a way that violates applicable law.

For more detail, see our Acceptable Use Policy, which is incorporated into these Terms. Good-faith security research is addressed in our Security and Responsible Disclosure policy.

During the beta, the Service is available free of charge and paid checkout is not generally enabled. Plan or allowance references shown in the product describe intended future packaging and current usage allowances, not a present payment obligation.

If we introduce paid plans, the price, billing cadence, and plan details will be presented to you at checkout before you commit to pay. Payments, invoices, subscription management, and the hosted billing portal are provided through third-party payment processors such as Stripe. We do not store full payment card numbers on our servers.

If you contract as a consumer in the EU or EEA, you will receive the pre-contractual information and statutory withdrawal instructions required by consumer law as part of the checkout flow, and any refund terms will be stated there. Statutory rights that cannot be waived remain unaffected.

If a future plan change reduces access or allowances you had during the beta, we will provide reasonable advance notice before the change takes effect.

We may suspend or terminate access to the Service if we reasonably believe you have violated these Terms, pose a security risk, or use the Service in a way that could create legal exposure for TopoTopic or others. Where reasonable, we will tell you the reason and give you a chance to respond.

We may also remove content, disable share links, revoke collaborator access, or restrict specific features while investigating suspected abuse, legal complaints, or security incidents.

You can stop using the Service at any time and request account deletion from the in-app settings. See the Privacy Policy for what happens to your data when you request deletion or deactivation.

We may change, add, or remove features, and we may interrupt the Service for maintenance, security, or operational reasons. During the beta we do not promise any particular availability level.

If we plan to discontinue the Service or a core capability in a way that would make your stored content inaccessible, we will make reasonable efforts to give you advance notice and a window to export your content using the built-in export tools. The Privacy Policy describes what exports currently include.

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, TopoTopic disclaims all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not guarantee that the Service will be uninterrupted, error-free, or that content will always be available without loss. Keep copies of material you cannot afford to lose.

These disclaimers do not exclude or limit warranty or other rights that applicable law grants you as a consumer and that cannot be contractually waived.

Nothing in these Terms excludes or limits liability for intent or gross negligence, for injury to life, body, or health, for claims under mandatory product liability law, or for any other liability that cannot be excluded or limited under applicable law, including mandatory consumer rights in your place of residence.

For slight negligence, the TopoTopic Parties are liable only for breach of essential contractual obligations (obligations whose fulfillment makes the proper performance of the contract possible in the first place and on which you may regularly rely), and in that case only for typical damage that was foreseeable when the contract was formed.

Subject to the two paragraphs above and to the maximum extent permitted by law, the TopoTopic Parties are not liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, data, use, or goodwill, arising out of or relating to your use of the Service, and their aggregate liability is limited to the greater of: (a) the amounts you paid to TopoTopic in the twelve months preceding the claim, or (b) one hundred euros (EUR 100).

To the maximum extent permitted by law, the same exclusions and limits apply to any Non-Operator Participant for claims alleging that the person or organization is responsible for the Service because of a connection with developing, supporting, facilitating, hosting, funding, reviewing, advising on, or providing services to TopoTopic.

If a third party brings a claim against the TopoTopic Parties or a Non-Operator Participant because of your unlawful use of the Service, your Customer Content infringing the rights of others, or your failure to obtain recording or sharing permissions required by law, you agree to compensate the affected party for the resulting damages and reasonable costs of defense, to the extent the claim is attributable to your fault.

This section does not apply to the extent a claim results from our own breach of these Terms or from circumstances you are not responsible for, and it does not limit rights that consumer law grants you.

We may update these Terms from time to time, for example when features change, when the legal entity operating the Service changes, or when the law requires it. If we make changes, we will update the "Last updated" date and the document version.

For material changes, we will ask you to review and expressly accept the updated Terms in the product before you continue using the Service. For non-material clarifications, continued use after the updated Terms become effective constitutes acceptance.

These Terms are governed by the laws of Austria, excluding its conflict-of-law rules. If you are a consumer, this choice of law does not deprive you of the protection of mandatory provisions of the law of the country where you habitually reside, and any mandatory consumer forum rules of that country remain available to you.

For disputes with users who are not consumers, the competent court at the operator's seat in Austria has exclusive jurisdiction.

We are neither obliged nor willing to participate in dispute resolution proceedings before a consumer arbitration board. You can always contact support@topotopic.com first; most issues are resolved directly.

Nothing in this section limits rights that cannot be waived under applicable law.

The TopoTopic Parties and Non-Operator Participants are intended third-party beneficiaries of Sections 12 through 16 of these Terms and may enforce those provisions.

We may assign these Terms to a legal entity that takes over operation of the Service, as described in Section 1 and the Legal Notice. You may not assign your account or these Terms without our consent.

If any provision of these Terms is found by a court of competent jurisdiction to be invalid or unenforceable, the remaining provisions continue in full force and effect.

Questions about these Terms can be directed to support@topotopic.com. This address is also the single point of contact for authorities and for user communications required under EU law, as described in the Legal Notice / Imprint.