Terms of Service

Please read these Terms of Service carefully before using the RepArena platform. By creating an account or using our services, you agree to be bound by these terms on behalf of yourself and the organisation you represent.

1. Acceptance of Terms

By accessing or using RepArena ("the Service"), you confirm that you have read, understood, and agree to these Terms of Service ("Terms"). If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms. If you do not agree, you must not use the Service.

These Terms constitute a legally binding agreement between you (and the organisation you represent) and Rep Arena Limited, a company registered in England and Wales (company number 16663384) ("RepArena", "we", "us", "our").

2. Description of Service

RepArena is a business-to-business software platform that enables sales teams to analyse call recordings, generate transcripts, and receive AI-powered coaching insights. The Service ingests call recordings and transcripts from third-party platforms connected by the user (including Zoom, Fathom, and Fireflies), processes them using artificial intelligence, and surfaces performance data, coaching recommendations, and analytics to team administrators and members.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice.

3. Eligibility

The Service is intended for business use only. By using RepArena, you represent that:

• You are at least 18 years of age.
• You are using the Service on behalf of a business, organisation, or other legal entity, not as a consumer.
• The person accepting these Terms on behalf of an organisation has the authority to do so.
• Your use of the Service complies with all applicable laws and regulations.

We do not knowingly provide the Service to individuals acting in a personal consumer capacity.

4. Account Registration and Responsibilities

To access the Service, you must create an account and provide accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your login credentials.
• All activity that occurs under your account.
• Ensuring that all users added to your workspace comply with these Terms.
• Promptly notifying us at team[at]reparena.ai if you become aware of any unauthorised use of your account.

The account administrator is responsible for managing user access within their workspace. RepArena is not liable for any loss resulting from unauthorised access to your account due to your failure to maintain credential security.

5. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

• Use the Service to process recordings without the knowledge or consent of the participants, where such consent is required by applicable law.
• Upload, transmit, or store content that is unlawful, defamatory, obscene, or infringes the intellectual property rights of any third party.
• Attempt to gain unauthorised access to any part of the Service or its underlying systems.
• Reverse engineer, decompile, or disassemble any component of the Service.
• Use the Service to transmit unsolicited commercial communications or malware.
• Resell, sublicense, or otherwise make the Service available to third parties without our written consent.
• Use automated tools to scrape, extract, or harvest data from the Service beyond normal API usage.

We reserve the right to suspend or terminate access for any violation of this section.

6. Third-Party Integrations

The Service connects with third-party platforms including, but not limited to, Zoom, Fathom, Fireflies, Slack, Google, Calendly, and Airtable. When you connect a third-party platform to RepArena:

• You are responsible for ensuring you have the right to share data from that platform with us.
• You must comply with the terms of service and applicable policies of each third-party platform.
• RepArena is not responsible for the availability, accuracy, or conduct of any third-party platform.
• Disconnecting a third-party integration may affect the availability of data previously ingested through that integration.

We are not affiliated with, endorsed by, or responsible for the third-party services you connect.

7. Data and Recordings

When you connect integrations or upload content to RepArena, you grant us a limited, non-exclusive licence to process that content solely for the purpose of providing and improving the Service.

• Call transcripts, participant data, and associated metadata are stored for the lifetime of your account.
• Your data is not sold to third parties.
• Your data is not used to train AI models that are shared with other customers without your explicit consent.
• Upon account closure, your data will be deleted within 30 days unless we are required by law to retain it for longer.

You are responsible for ensuring that any recordings or transcripts you process through RepArena comply with applicable recording consent laws in your jurisdiction and the jurisdictions of the call participants.

For further information on how we handle your data, please refer to our Privacy Policy.

8. Intellectual Property

All intellectual property rights in the Service, including its software, design, trademarks, and content created by RepArena, are owned by or licensed to RepArena Limited. These Terms do not transfer any intellectual property rights to you.

You retain ownership of any content you upload or connect to the Service. You grant RepArena a limited licence to process and display that content as necessary to provide the Service.

You must not use our trademarks, logos, or branding without our prior written consent.

9. Payment and Subscription

The Service is available on a paid subscription basis only. By subscribing, you agree to:

• Pay the applicable fees in advance for each billing period.
• Provide accurate and valid payment information at all times.
• Authorise us to charge your payment method on a recurring basis until you cancel.

Fees are non-refundable except where required by applicable law or as expressly stated in these Terms. We reserve the right to change pricing with at least 30 days' written notice. Continued use of the Service after a price change constitutes acceptance of the new pricing.

If a payment fails, we may suspend access to your account until payment is resolved. We use Stripe to process payments; your payment information is handled by Stripe in accordance with their terms and privacy policy.

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period, and no partial refunds are provided for unused time.

10. Termination

You may terminate your account at any time by contacting us at team[at]reparena.ai or through the account settings.

We may suspend or terminate your access to the Service at any time if:

• You breach these Terms and fail to remedy the breach within 14 days of notice.
• We are required to do so by law or regulatory authority.
• We reasonably believe your use of the Service poses a risk to other users or to RepArena.
• You fail to pay applicable fees.

Upon termination, your right to access the Service ceases immediately. We will delete your data within 30 days of account closure, subject to any legal retention obligations.

11. Disclaimer of Warranties

The Service is provided on an "as is" and "as available" basis without warranties of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that:

• The Service will be uninterrupted, error-free, or free of viruses or other harmful components.
• The results obtained through the Service will be accurate or reliable.
• Any AI-generated coaching insights or recommendations will be suitable for any particular purpose.

Nothing in these Terms limits or excludes any warranty that cannot be excluded under applicable law.

12. Limitation of Liability

To the fullest extent permitted by applicable law:

• RepArena's total liability to you for any claims arising under or in connection with these Terms shall not exceed the total fees paid by you to RepArena in the 12 months preceding the event giving rise to the claim.
• RepArena shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of data, loss of goodwill, or business interruption, even if we have been advised of the possibility of such damages.

Nothing in these Terms excludes or limits RepArena's liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.

13. Governing Law and Jurisdiction

These Terms and any disputes arising out of or in connection with them shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

14. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or by a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms.

15. Contact

If you have any questions about these Terms, please contact us at:

Rep Arena Limited (company number 16663384) Email: team[at]reparena.ai Website: b2b.reparena.ai