Last updated: January 15, 2025
Sotabox is an AI-powered content management and knowledge platform. Our products—including Smart Library, Smart Workspace, and AI Tools—make it easier for people to organize knowledge, collaborate on projects, and leverage artificial intelligence to get work done more efficiently. Since our products are cloud-based, you can access them through the web and through any number of device types (e.g., desktop, laptop, tablets, and smartphone devices) that you choose.
This document, the Sotabox Terms of Service ("Terms"), outlines the terms regarding your use of our products. These Terms are a legally binding contract between you and Sotabox, so please read carefully. If you do not agree with these Terms, do not register or use any of the Services.
By using, accessing, or browsing the Sotabox Service, platform, and products including applications, mobile software, websites, or other properties owned or operated by Sotabox, or by registering for a Sotabox account ("Services"), you are agreeing to be bound by these Terms for the Services provided by Sotabox ("Sotabox" or "we").
If you are using the Services on behalf of an organization, you are agreeing to these Terms for that organization and promising to Sotabox that you have the authority to bind that organization to these Terms (in which event, "you" and "your" will refer to that organization) unless that organization has a separate paid contract in effect with us, in which event the terms of that contract will govern your use of the Services.
In order to use the Service, you must be legally permitted to accept these Terms.
In order to operate and provide the Services, we collect certain information about you. We use and protect that information as described in our Privacy Policy. You acknowledge your use of the Services is subject to our Privacy Policy and understand that it identifies how Sotabox collects, stores, and uses certain information.
We reserve the right to modify these Terms. We will post the most current version of these Terms at www.sotabox.com (the "Site"). If we make material changes to these Terms, we will notify you via the Services and/or by email to the address associated with your account. If you do not accept the changes, you must stop using and cancel your account by emailing cancel@sotabox.com. Your continued use of our Services after we publish or send a notice about our changes to these Terms means that you are consenting to the updated terms.
You may also receive supplemental terms which apply specifically to you and amend these Terms. In the event of a conflict between those supplemental terms and these Terms, the supplemental terms will take precedence and govern to the extent of the conflict.
Certain aspects of the Services may require you to obtain an account by completing a registration form and designating a user ID and password. When registering with Sotabox you must: (a) provide true, current, and complete information about yourself on the registration form and (b) maintain such information so it continues to be true, current, and complete.
You are entirely responsible for all materials and information that you upload, post, or otherwise transmit via the Services (please also see our Acceptable Use Policy in Section 10). If your account includes an administrative console, that console may include options to configure your use of some of the features in the Sotabox Services.
Only you may use your Sotabox account and you are responsible for all aspects of your account. Each user must have a separate account. You may not share, loan, or transfer your ID or password. If you become aware of any unauthorized use of the Services or your account, or have any questions about your account, please contact Sotabox Support via support@sotabox.com.
You get to choose what email address(es) you register for an account. Please be aware, however, that if the domain of the email address associated with your account is owned or controlled by an organization (such as your work or school) and that organization establishes a direct relationship with us, then your account may become subject to the management of that organization after a reasonable attempt to notify you of the change.
Fourteen (14) days after that notice attempt, if you do not change the email address associated with your account to one not owned or controlled by that organization, you agree that your account—and any Content associated with your account—may become directly managed by the organization.
If an organization provided you with your account (e.g., an employer or school), or if you agree to have your account managed by an organization, you understand that this organization has rights to your account and may: (a) manage your account (including suspending or canceling the account); (b) reset your password; (c) view your usage and profile data; and (d) manage, modify, and/or delete the Content in your account.
By registering with Sotabox or signing up for Services, you understand and consent to us sending you (including via email, SMS, and/or in-app messaging) information regarding the Services, such as: (a) notices about your use of the Services; (b) updates to the Services and new features; (c) administrative messages; and (d) marketing materials regarding Sotabox's products and services.
Please review your settings in your account to control the service notifications you receive from us. You may unsubscribe from commercial content at any time by emailing privacy@sotabox.com or by using the unsubscribe link in our emails.
We call all the electronic documents, files, data, and information that you upload and store on your account "Content". All Content uploaded by you into your account is yours! We don't control, verify, or endorse the Content that you or others put on the Services. You are responsible for: (a) all Content in your Sotabox account(s) and that you share through the Services; and (b) making sure that you have all the rights you need in relation to the Content.
You agree to provide Sotabox the right to transmit, process, use, and disclose Content and other information which we may obtain as part of your use of the Services but only: (i) as necessary for us to provide the Services, (ii) as otherwise permitted by these Terms, (iii) as otherwise required by law, and/or (iv) to respond to an emergency.
Important: We do not use your Content to train our AI models. Your data remains private and is only processed to provide the Services you have requested.
Sotabox respects the intellectual property of others and will respond to notices of alleged copyright infringement that comply with the law. We reserve the right to delete or disable Content alleged to violate copyright laws or these Terms and reserve the right to terminate the account(s) of violators.
If you believe there has been a violation of your intellectual property rights, please contact us at legal@sotabox.com with the following information: a description of the copyrighted work, where the infringing material is located, your contact information, a good faith statement, a statement of accuracy, and your signature.
During your use of the Services, Sotabox may share with you information that is confidential, sensitive, or should be kept secret. For example, product roadmaps, technical information, security audit reviews, and business plans should always be considered confidential to Sotabox.
Similarly, we agree that your Content, payment information, and information contained in your account is confidential to you.
We both agree that: (i) we will treat each other's information with the same degree of care that we treat our own confidential information; (ii) will use each other's confidential information only in connection with these Terms and the Services; (iii) only share the information with others who have a need to know; and (iv) not share the information with any third party except as allowed in these Terms.
The Services are provided from data centers located in various regions. By using and accessing the Services, you understand and agree to the storage and processing of Content in accordance with our data residency policies. Enterprise customers may have options to select specific data residency locations.
You agree you will not, nor will you encourage others or assist others to, harm the Services or use the Services to harm others. You must not:
We retain the right to block or otherwise prevent delivery of any type of communication to or from the Services to protect the Service and our customers.
We reserve the right to suspend or terminate your access to the Service at any time if: (a) you are in breach of these Terms; or (b) your use of the Services could cause a risk of harm or loss to Sotabox or our other users; or (c) Sotabox declines to renew your Subscription Period.
When reasonable and as permitted by law, Sotabox will provide you reasonable advance notice of this change as well as an opportunity to correct any actions that led to Sotabox's decision.
You understand that if your account is suspended or terminated, you may no longer have access to the Content that is stored with the Services.
Upon termination you may request access to your Content within fourteen (14) days following termination; otherwise, any Content you have stored with the Services may not be retrievable.
Sotabox may make deployments of changes, updates, or enhancements to the Services or modifications to Sotabox's default settings at any time. We may also add or remove functionalities or features, or we may suspend or stop the Services altogether.
Sotabox may make available to you optional third-party applications, services, or products ("Third-Party Products"). These Third-Party Products are not necessary for the use of the Services and your use of the Third-Party Products is solely between you and the applicable third-party provider.
Sotabox makes no warranties of any kind and assumes no liability of any kind for your use of such Third-Party Products.
All contents of the Site and Services including but not limited to logo, design, text, software, technical drawings, configurations, graphics, other files, and their selection and arrangement belong to Sotabox, and/or its suppliers, affiliates, or licensors.
Sotabox or its licensors own and reserve all rights, title, and interest in and to the Services and all hardware, software, and other items used to provide the Services, other than the rights we expressly grant to you to use the Services.
If you provide comments, suggestions, and recommendations to Sotabox about a Service (collectively, "Feedback"), you are automatically assigning this Feedback to Sotabox.
The Services include AI-powered features including but not limited to: Chat with Files, Insight Search, Deep Research, Meeting Transcription, AI Risk Tracking, and Shared Agents (collectively, "AI Features").
15.1 AI Output. You are solely responsible for the production, use, and retention of outputs generated using AI Features in compliance with these Terms and all applicable laws.
15.2 No Human Review. AI Feature outputs are not human generated or filtered by humans and cannot be represented by you as human work product. Sotabox is not responsible for the accuracy, completeness, or biases of the output.
15.3 No Training on Your Data. Sotabox will not train AI models using your Content, queries, or outputs without your explicit consent.
15.4 Your Responsibility. You have sole responsibility for verifying the accuracy of AI-generated content, ensuring compliance with applicable laws, and obtaining necessary consents for processing personal data through AI Features.
15.5 Intellectual Property. Sotabox shall not be responsible for any use of AI Features which relies on queries that infringe on any proprietary right of a third party.
TO THE EXTENT NOT PROHIBITED BY LAW, SOTABOX AND ITS AFFILIATES (AND ASSOCIATED SERVICE PROVIDERS) (A) PROVIDE THE SERVICES "AS IS", "WITH ALL FAULTS" AND "AS AVAILABLE", (B) MAKE NO REPRESENTATIONS OR WARRANTIES OR CONDITIONS WHETHER EXPRESS OR IMPLIED (E.G. WARRANTY OF MERCHANTABILITY, SATISFACTORY QUALITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT), AND (C) DO NOT GUARANTEE THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE OR FREE OF HARMFUL COMPONENTS, OR THAT THE CONTENT WILL BE SECURE OR NOT OTHERWISE LOST OR DAMAGED.
IF YOU ARE DISSATISFIED WITH ANY PORTION OF THE SERVICE OR WITH THESE TERMS OF SERVICE, YOUR SOLE AND EXCLUSIVE REMEDY IS TO DISCONTINUE USE OF THE SERVICES.
To the extent not prohibited by law, you will defend Sotabox against any cost, loss, damage, or other liability arising from any third party demand or claim that any Content or information provided by you, or your use of the Services: (a) infringes a registered patent, trademark, copyright, or other intellectual property right of a third party; or (b) violates applicable law or these Terms.
TO THE EXTENT NOT PROHIBITED BY LAW, IN NO EVENT WILL SOTABOX AND ITS AFFILIATES BE LIABLE FOR: ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, COVER OR CONSEQUENTIAL DAMAGES HOWEVER CAUSED, UNDER ANY THEORY OF LIABILITY.
THE AGGREGATE LIABILITY OF SOTABOX RELATING TO THE SERVICES WILL BE LIMITED TO THE GREATER OF: (A) ONE AND A HALF (1.5) TIMES THE MOST RECENT MONTHLY OR YEARLY FEE THAT YOU PAID FOR THAT SERVICE; OR (B) ONE HUNDRED DOLLARS ($100 U.S.D.).
Nothing in these Terms shall exclude or limit liability for death or personal injury, fraud, fraudulent misrepresentation, or any liability that cannot be excluded or limited by law.
You must comply with all domestic and international export laws and regulations that apply to your use of the Services.
If you reside in the United States, you agree that the Terms will be governed by the laws of the State of Delaware, U.S.A. regardless of conflict of laws principles. All claims can only be litigated in the federal or state courts in Delaware, USA.
If you reside outside of the United States, you agree that the Terms shall be governed by the laws of England and Wales. All claims can only be litigated in London, England.
To the extent not in conflict with applicable law, you may only resolve disputes with us on an individual basis and may not bring a claim as a plaintiff or class member in a class, consolidated, or representative action.
You can sign up for a trial for some of the Services and your trial period starts on the day you create the trial account and lasts for fourteen (14) days, unless otherwise indicated. If you are on a trial, you may cancel at any time until the last day of your trial.
If you do not cancel your account and we have told you the account will be converted to a paid subscription at the end of the trial period, then you authorize us to charge your payment method for that specific Service.
Sotabox offers both free and paid Services. If you choose to subscribe to a paid Service, you agree to pay the fees ("Fees") as quoted to you when you purchase that Service. You are responsible for all charges related to using the purchased Service.
Sotabox reserves the right to change its prices at any time; however, if we have offered a specific duration and Fee for your use of the Service, we agree that the Fee will remain in force for that duration.
If you do not cancel in accordance with these Terms, the subscription for the Service will automatically renew at the then-current price for the next subscription period.
For information about refunds, please see our Refund Policy.
If you select a paid Service, you must provide us with current, complete, accurate, and authorized payment method information. You authorize us to charge your provided payment method for the Services you have selected.
We may bill: (a) in advance; (b) at the time of purchase; (c) shortly after purchase; or (d) on a recurring basis for subscription services.
You understand that failure to pay any charges or fees may result in the suspension or cancellation of your Services.
Monthly Subscription Plan. The subscription period will be for one month and will automatically renew unless you cancel at least three (3) business days prior to the renewal date.
Annual Subscription Plan. The subscription period will be for one year and will automatically renew for additional one-year periods unless you cancel at least three (3) business days prior to your renewal date. Note that under the Annual Subscription Plan you will not be permitted to cancel, reduce seats, or downgrade until the anniversary date.
If you select the Monthly Subscription Plan, you can switch to the Annual Subscription Plan at any time. If you select the Annual Subscription Plan, you may not change to the Monthly Subscription Plan until the end of the one-year term.
If you are purchasing a Sotabox subscription plan: (a) you are required to have a Sotabox account for each user, (b) you will only receive the features and functionality included in your specific subscription plan, (c) you are responsible for setting your configurations, and (d) you are responsible for managing your users' activity.
If Sotabox provides you with a report showing that your organization has more users than purchased accounts, then you will promptly (within seven days) purchase additional accounts or remove the excess users.
Your use of the Service may include use of optional downloadable user software ("Software"). This Software may update automatically on your device. Sotabox gives you a personal, worldwide, royalty-free, non-assignable, and non-exclusive license to use the Software for the sole purpose of enabling you to use and enjoy the benefit of the Service.
26.1 API Access. Subject to these Terms, Sotabox grants you a limited, non-exclusive, non-transferable license to access and use the Sotabox API solely for the purpose of integrating with and accessing the Services.
26.2 Rate Limits. Your use of the API is subject to rate limits as specified in your subscription plan. Exceeding these limits may result in temporary suspension of API access or additional fees.
26.3 Restrictions. You will not: (a) use the API to build a competing product; (b) attempt to reverse engineer the API; (c) use the API to damage the Services; (d) share your API credentials with any third party.
If you have purchased an Enterprise or Enterprise Plus plan, additional terms may apply as specified in your enterprise agreement. Enterprise features may include: SSO and SAML authentication, custom data residency, dedicated account management, custom integrations, enhanced security controls, and custom SLA terms.
28.1 Severability; Entire Agreement. These Terms apply to the maximum extent permitted by relevant law. If a court holds that we cannot enforce a part of these Terms, the rest will remain in effect. This is the entire contract between you and us regarding the Service.
28.2 Assignment and Transfer. We may assign our rights and obligations under this contract at any time without notice. You may not assign this contract without our written consent.
28.3 Independent Contractors. Sotabox and you are not legal partners or agents; instead, our relationship is that of independent contractors.
28.4 Waiver. The failure of either of us to enforce any provision will not be construed as a waiver of that provision.
28.5 Government Terms. If you are a U.S. government entity, elements of the Sotabox Service are provided as "Commercial Items" as defined at 48 C.F.R. 2.101.
28.6 Mobile Restrictions. Do not use the Service in a way that distracts you from obeying traffic or safety laws.
28.7 Children's Privacy. Sotabox does not direct that you create user accounts if you are under 18 or on behalf of individuals under 18.
If you have any questions about these Terms, please contact us:
By submitting this form, you acknowledge and agree that Sotabox will process personal information in accordance with the Privacy Policy.