Service terms

Version 1.4 · November 2026 · One page, on purpose

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, with decisions numbered and 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 and ask for revisions; we'll turn those around usually within one working 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 and 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 or replacing any provider that handles your content, so you can object. 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 and we’re happy to put one in place.

Guides and packs

When you buy a guide or pack, payment and delivery are handled by Payhip. What you may do with it depends on the licence stated on the product page and in the file. Because these are instant downloads, we don't offer refunds if you change your mind once you've downloaded one. If a file is faulty or won't open, email hello@thecommitteeroom.co.uk and we'll put it right or refund you. This doesn't affect your legal rights. Our guides and packs are general guidance, not legal, financial or professional advice.

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 total liability for any claim is limited to the greater of the fees paid or payable for our work in the 12 months before the claim and £1,000. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.
These terms are governed by Scots law. Either of us may bring proceedings in the courts of Scotland or of the part of the UK where your organisation is based.

Contact

hello@thecommitteeroom.co.uk: a person answers, usually within one working day.

Version 1.4, written in plain English in good faith. As the service grows these terms will be reviewed professionally; if we change them, existing work stays under the terms it was booked on.