Legal

Terms of Service

These terms are the agreement between HGB Solutions Oy ("HGB", "we") and the organisation that uses HGB Mates ("Customer", "you"). By signing in to the console or using the service, you accept them on behalf of your organisation.

Last updated: September 30, 2026 · Effective: September 25, 2026

The service

HGB Mates provides AI teammates ("AI mates") that join your organisation's Zoom and Microsoft Teams meetings, answer by voice and in the chat from the systems you connect (such as Confluence, Jira and GitHub), record decisions and action items, and carry out actions after an authorised person approves them. Administrators manage the service in the console.

The service is currently in an early phase. Features may change as it develops.

Your license

We grant you a limited, non-exclusive, non-transferable, revocable right to use the service for your organisation's internal business purposes during your subscription.

You may not:

copy, modify, resell or make the service available to third parties;
reverse engineer, decompile or try to extract its source code or models, except where the law allows it;
share sign-in codes or access with people who are not authorised by your organisation;
use the service to build a competing product.

Acceptable use

You use the service lawfully and responsibly. In particular, you must not:

use it to record or listen to people without the information or consent the law requires;
instruct AI mates to deceive people, including hiding that they are AI;
process data you have no right to process, or special categories of personal data without a lawful basis;
attempt to break its security, overload it, or circumvent its approvals, permissions or plan limits.

You are responsible for the people your organisation lets use the console and for keeping access secure.

AI output and approvals

AI mates generate answers automatically. Answers can be incomplete or wrong; check important information against its source before relying on it.
An AI mate proposes; actions that change your systems wait for approval by a person your organisation authorised. You are responsible for what your approvers approve.
The service does not provide legal, financial, medical or other professional advice.

Meetings and consent

An AI mate states that it is an AI when it joins, and joins as "Name (AI)".
It listens only after the meeting host allows it, and the meeting platform shows participants a notice.
You are responsible for informing participants, including external guests, and for any consent required where you and they are located.

Your data

Your organisation owns its content: meeting content, documents, tickets, code activity, decisions and configuration.
You grant us the right to process it only to provide, secure and support the service. We do not use it to train AI models.
We process personal data as your processor under our data processing agreement and as described in the Privacy Policy.
When you connect Atlassian, GitHub or other systems, you confirm that you may grant that access. You can disconnect at any time.

Plans and payment

Plans and their limits (AI mates, meeting minutes) are shown on the plans page.
Online payment is not available yet. Choosing a plan sends us a request; nothing is charged. We activate plans by agreement with you, and any fees will be agreed in writing before they apply.
We may change plans and prices with at least 30 days' notice; changes apply from your next period.

Intellectual property

The service, its software, design, AI configuration and trademarks belong to HGB or its licensors. These terms give you no rights to them beyond the license above. Feedback you give us may be used to improve the service.

Availability and changes

We aim for a reliable service but cannot guarantee uninterrupted availability. It may be unavailable because of maintenance, updates, problems at third-party services (such as Zoom, Microsoft, Google Cloud, Atlassian or GitHub) or events beyond our control. We may change or discontinue features with reasonable notice when they are material to you.

Third-party services you connect are governed by their own terms; we are not responsible for them.

Limitation of liability

To the extent permitted by law:

neither party is liable for indirect or consequential damages, such as lost profits, revenue or data;
our total liability is limited to the fees you paid for the service in the 12 months before the event (or €100 if none were paid);
these limits do not apply to damage caused intentionally or through gross negligence, or where the law does not allow them.

Termination

You may stop using the service at any time and ask us to delete your organisation's data.
We may suspend or end access if these terms are seriously breached, if the service is used unlawfully, or if agreed fees are not paid, after notice where reasonable.
After termination, we delete your organisation's data as described in the Privacy Policy. Provisions that by their nature should survive (such as liability and governing law) remain in force.

Changes to these terms

We may update these terms. For material changes we notify administrators by email at least 30 days in advance. Continuing to use the service after the change means you accept the new terms.

Governing law

These terms are governed by the laws of Finland. Disputes are resolved by the District Court of Helsinki. If any provision is unenforceable, the rest remains in force.

Contact

Company: HGB Solutions Oy, Helsinki, Finland
Website: www.mates.hgb.fi
Legal questions: legal@hgb.fi
Support: support@hgb.fi