Service terms

What we do

You send us a recording (or notes) of your meeting, plus your usual minutes format if you have one. We produce draft minutes — decisions numbered, actions logged with owners and dates — and return them within two working days. The £19 rate covers a meeting up to 2 hours; each additional hour, or part of one, is £10 (so a 3-hour meeting is £29). AI does the first draft; a person reviews every set before it reaches you.

Approval and payment

• The minutes are drafts until your board approves them. Review them; ask for revisions — we'll turn those around the same day.
• When you're happy, we send a secure payment link (£19 per meeting, or as agreed). If you're not happy after revisions, you don't pay and we both move on, no hard feelings.
• Nothing here creates a subscription. Secretary Support (£49/month) is a separate, cancel-anytime arrangement agreed by email.

Your side of the bargain

• Your organisation is responsible for the lawful basis for recording: identify an appropriate basis under UK GDPR, tell attendees the meeting is being recorded and why (the chair saying so at the start, plus a line in the agenda, covers most cases), and take care with special-category or confidential information.
• Tell us if any agenda item is confidential or safeguarding-related — we'll minute it in neutral terms or leave a marked gap for you to complete.
• The approved minutes are your organisation's official record and your responsibility — we produce drafts; your board owns the final word.

Confidentiality and your files

• Your recordings and papers are used only to produce your minutes, stored encrypted, and permanently deleted 30 days after delivery (sooner on request).
• Nothing you send is ever used to train AI models. We use enterprise AI tools with training switched off.
• We treat everything you send as confidential and won’t share it with anyone outside the tools above, except where disclosure is required by law.

Working on your data — the formal bit

When you send us recordings and papers, your organisation is the data controller and we act as your data processor. In plain English, that means:

• We process your data only on your instructions — these terms plus your emails are those instructions.
• We use a small set of subprocessors: secure cloud storage, transcription and AI drafting tools (with training switched off), and our email provider. We’ll tell you before adding a new category. Where a provider processes data outside the UK, the transfer is covered by UK GDPR-approved safeguards.
• Data is encrypted in transit and at rest, and access is limited to the person doing your work.
• We’ll help with data-subject requests relating to material we hold, and tell you without undue delay if a breach affects your data.
• Recordings and transcripts are permanently deleted 30 days after delivery (sooner on request); the approved minutes are returned to you.
• We’ll answer reasonable questions your trustees need for their own compliance. If your charity requires a fuller signed data-processing agreement, ask — we’re happy to put one in place.

If something goes wrong

• If you're unhappy with the minutes, say so — we revise them, and if you're still unhappy after that, you don't pay.
• For anything else — how we've handled your data, how long something took, how we've behaved — email hello@thecommitteeroom.co.uk. There's no form and no set wording; however you raise it, we treat it as a complaint. We'll acknowledge it within 30 days (realistically the same week), investigate, keep you updated, and tell you plainly what we've concluded.
• On data protection specifically, you can complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113) at any time, whether or not you've raised it with us first.

The honest limits

• We provide governance administration, not legal, financial or professional advice. When something needs a solicitor or accountant, we'll say so.
• If audio is partly inaudible, we mark gaps clearly rather than guess. Our liability for any claim is capped at what you paid us for the work in question.
• These terms are governed by the law of England and Wales.

Contact

hello@thecommitteeroom.co.uk — a person answers, usually the same day, evenings included.