Terms of Service

Version 1.18 — 31 October 2026. These terms are entered into with Hablexo Ltd, a company registered in England & Wales (company no. 17354416), registered office 167-169 Great Portland Street, 5th Floor, London W1W 5PF (“Hablexo”, “we”, “us”). Contact: hello@hablexo.com.

These Terms of Service (“Terms”) govern use of the Hablexo real-time translation service (the “Service”). They form a contract between Hablexo and either (a) the organisation named when an account is created on its behalf, or (b) a sole trader, freelancer, or other individual acting wholly or mainly in the course of their trade, business, craft, or profession (“you”, the “Customer”). The individual completing signup confirms that they are the Customer or are authorised to bind the named Customer. By creating an account, buying credit, or using the Service, the Customer agrees to these Terms, together with the Data Processing Addendum (the “DPA”) and, for the operator application, the software licence agreement that accompanies it (the “EULA”). If these Terms conflict with the EULA in relation to the Service, these Terms prevail; the DPA prevails on data-protection matters. An attendee who only receives captions, audio, or chat through an event link does not become a Customer or a party to these Terms; nor does a human translator the Customer admits to speak for an event. However, access to attendee features is subject to the attendee-facing notices, the Chat Rules and the acceptable-use requirements shown through the Service. You must take reasonable steps to bring those rules to attendees’ attention and enforce them during your events.

1. The Service

The Service captures live speech (and, optionally, on-screen text), transcribes and translates it, and delivers the results to attendees’ devices per language, with optional spoken audio and a translated chat forum. The Customer may also admit a live human translator for a language, in which case the translator’s speech is relayed to that language’s listeners and may additionally be transcribed to produce that language’s captions.

The Service is offered only for business and organisational use. You must not register for or buy it wholly or mainly for personal, family, or household use.

A declaration made during signup is evidence of the capacity in which you are acting, but it does not decide your legal status or remove any statutory right that cannot lawfully be excluded. If you cannot truthfully make the eligibility and authority declarations, do not create an account; contact hello@hablexo.com before proceeding.

Hablexo supplies and holds the speech-to-text and translation provider credentials, bears the provider cost, and bills your prepaid credit for usage. Any different arrangement applies only where Hablexo and the Customer have expressly agreed it in a written variation to these Terms.

2. Accounts

You must provide accurate registration details and keep them current, including the Customer’s legal or organisational name, customer type, country, and any registration details or eligibility information we reasonably request. If you register or act for an organisation, you represent and warrant that you have authority to bind it; if you register as a sole trader, freelancer, or professional, you represent and warrant that you are acting wholly or mainly in that capacity. We may ask for reasonable evidence of identity, eligibility, or authority.

The Customer is responsible for activity under its account, for everyone it authorises to use the account, and for keeping account credentials and passwords secure. Each event is delivered under a per-event key which attendees receive in a QR-code link; the event key provides light access control for attendee delivery, not a guarantee of confidentiality, and you are responsible for how widely you share it. You can replace an event key from your account.

3. Charges, credit, and metering

• Prepaid credit. The Service is pay-as-you-go: you buy credit in advance and draw it down as you use the Service. Prices, metering units, and top-up amounts are those of the published tariff in force at the time (the “Tariff”). There is no seat fee, no mandatory subscription, and no minimum spend.
• Metering. Usage is metered at the rates and in the units the Tariff sets. Only a language an attendee is using is translated and charged; a language nobody is using is never billed. Usage accrues continuously; you do not buy or round up to whole hours.
• Tariff stability. For tariff purposes an event means use under one event key. A key takes the Tariff in force when it first incurs usage and keeps it for its lifetime. Historical usage, closed events, and in-flight events are never re-rated.
• Starter credit. Any free starter credit is granted at our discretion and once only, may be usable only on the device it was granted on until you buy credit, and has no cash value.
• Auto-top-up (optional). If you enable auto-top-up, you authorise us to charge your saved payment method to refill your balance when it falls below the threshold you choose, within the limits you set. You can disable it at any time.
• No free usage. When your credit reaches zero and auto-top-up is off or unsuccessful, paid features stop until you top up. We do not extend credit. The ledger we maintain is the authoritative record of your usage and balance.
• Taxes. Displayed prices include any applicable VAT or equivalent indirect tax where required to be charged.
• Price changes. We may change the Tariff on reasonable notice. A new Tariff applies only to event keys that first incur usage after its effective date.

4. Payments

Payments, saved payment methods, top-ups, and receipts are handled by Stripe. Card details are processed by Stripe and never reach Hablexo’s systems; we hold only Stripe references and the card brand and last four digits. Your use of Stripe is subject to Stripe’s terms.

5. Refunds

Prepaid credit is consumed as you use the Service. Except as this section provides or applicable law requires, purchased credit is non-refundable. Unused credit does not expire while your account is active.

If you close your account, we refund unused purchased credit: to the original payment method where our payment provider can still reverse the payment, and otherwise by other means, in which case we write to you to arrange it. Promotional or starter credit has no cash value and is not refunded. You are told what will happen to any remaining credit before you confirm the closure.

If we discover that an account was opened for wholly or mainly personal, family, or household use, or by someone without authority to bind the named Customer, we may decline service, suspend the account while we verify the position, or close it. On closure for ineligibility we refund unused purchased credit as section 5.2 provides; promotional or starter credit has no cash value. This does not limit any refund or other remedy required by applicable law.

6. Acceptable use and Online Safety

You must not, and must not permit any attendee or third party to, create, upload, submit, communicate or share content that:

• is unlawful, threatening, fraudulent, defamatory, abusive or hateful;
• sexually exploits or otherwise presents a risk of harm to a child;
• encourages, assists or facilitates suicide, serious self-harm or criminal activity;
• constitutes harassment, grooming, intimate-image abuse or another unlawful communication;
• infringes intellectual property, confidentiality, privacy or other rights;
• contains another person’s personal information where the person sharing it is not entitled to disclose it; or
• is otherwise prohibited by the Chat Rules or Hablexo’s acceptable-use requirements.

You must not, and must not permit any attendee or third party to:

• attempt to bypass metering, event scoping, rate limits, or security controls;
• resell the Service or make it available to third parties except as expressly permitted — showing your own branding on an event changes its visual identity and grants no reseller rights, and operating events for your own clients as these Terms permit is not resale;
• introduce special-category or otherwise sensitive personal data beyond what is inherent in translating live speech, unless the Controller has a lawful basis and any further condition the law requires for it.

You are responsible for the content of your events and for its moderation, including what attendees submit to your chat forums and what a human translator you admit says. We provide moderation tools but do not review attendee content ourselves. You must deal appropriately and promptly with any content that is reported during your event.

The Service provides automatic screening of chat posts, which you configure for your events. You may invite moderators to help you moderate chat during your events.

“Chat Rules” means Hablexo’s standard chat rules, which the Service shows to attendees before they post.

You must not disable, circumvent or materially interfere with any reporting, moderation or safety feature made available through the Service.

You must not obscure, remove or interfere with notices identifying machine-generated content, translated audio, automated moderation or other safety information.

You must not require an attendee to use their real name in chat or to provide a reply address unless that is reasonably necessary and lawful.

You must comply with Hablexo’s reasonable child-safety instructions.

Children

Accounts are for adults acting for an organisation. No one under 18 may create or hold an account.

The Service is not designed for children, meaning anyone under 18. You must not make it available to children at your events unless you take responsibility for their use of it as this clause sets out. This applies to every kind of event, including schools and other education, places of worship and community events.

Where children may attend an event, you must:

• switch on the “Children may attend” setting for that event, or set it to apply to all your events;
• have someone you appoint review and approve chat posts during the event, or keep chat switched off;
• ensure that children’s use of the Service is lawful, appropriate to their age, and consistent with your own safeguarding policies and supervision arrangements;
• where a child is below the age at which the law that applies to them allows them to consent for themselves (13 in the UK; between 13 and 16 in EU countries), obtain any consent from a parent or guardian that the law requires;
• give children and their parents or guardians, in a form they can understand, any information the law requires; and
• as controller, deal with any request from a child, parent or guardian about the child’s personal data, in line with the Data Processing Addendum.

As between you and Hablexo, you are solely responsible for complying with the laws that apply to children’s use of the Service at your events, including those on online safety, safeguarding and data protection.

We may suspend your account under section 11 if we reasonably believe the Service is being used with children in breach of this clause.

7. Your content and data protection

For each event, the Customer is either (a) the controller of the speech, captions, slides, chat content, and attendee personal data where it decides the purposes and means of that processing, or (b) a processor acting for a third-party controller, for example where an AV supplier operates an event for its client. In case (b), the Customer warrants that the controller has authorised it to appoint Hablexo and to pass the controller’s instructions to us. Hablexo acts as processor or sub-processor, as applicable, under the DPA.

Event content is handled in memory on Hablexo’s servers and discarded; we keep no transcript or recording. The operator application stores some content on your own device, which you manage as controller or for your client: see section 10 of the DPA and the Privacy Notice. You are responsible for authorised instructions, for informing attendees, and for a lawful basis.

8. Software

The operator applications (desktop and mobile) are licensed, not sold, under the EULA that accompanies them. We may release updates; some updates may be required for continued use of the Service.

9. Availability and accuracy

The Service is provided “as is” and “as available”. We do not warrant that it will be uninterrupted or error-free. Machine captions and translations can be wrong; you must assess their suitability for your event and use the human translator feature, or a certified translation or verbatim record, where accuracy is critical. The Service has operating limits, which may change. We commit to no uptime or service level unless separately agreed in writing.

10. Liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or exemplary damages, or for loss of profits, revenue, data, goodwill, or business interruption, arising out of or relating to the Service or these Terms.

Subject to the rest of this section, Hablexo’s total aggregate liability arising out of or relating to the Service, these Terms or the EULA in any 12-month period (the first such period starting on the date these Terms are accepted) is limited to the total charges you paid us in the 12 months before the event giving rise to the claim (adjusted pro rata if that event occurs within the first 12 months), but is never less than £100 or more than £1,000,000.

Hablexo’s total aggregate liability for losses arising from a breach of the DPA is not subject to the limit above. It is limited instead to £1,000,000.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud.

11. Suspension and termination

We may suspend or terminate the Service or an account for non-payment, for breach of these Terms, or where required to protect the Service or comply with law. You may close your account at any time. On termination your right to use the Service ends; data is handled as set out in the DPA and the Privacy Notice (billing records are retained as required by law). Sections 3 (accrued charges), 5, 7, 9, 10, and 12–13 survive termination.

12. Changes to these Terms

We may update these Terms. Material changes take effect on reasonable notice (for example by email or through your account); continued use after the effective date is acceptance. Each version is dated and identified by a version number; the version in force for you is the one you accepted at signup or a later version accepted after its effective date.

13. Governing law, language, and general

Language. These Terms are made in English, and English is the language of the contract and of all notices, consents and communications under it. Where we provide a translation of these Terms, the DPA or the EULA, it is provided for convenience only and the English text prevails if the two conflict. Nothing in this paragraph affects any mandatory right you have under the law of your country of establishment to be given information in another language.

These Terms are governed by the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales, without prejudice to any mandatory rights in your country of establishment. These Terms, the DPA, and the EULA are the entire agreement between the parties regarding the Service and supersede prior understandings. If any provision is unenforceable, the rest remain in force. You may not assign these Terms without our consent; we may assign them to a successor of the business.

Hablexo Ltd · Registered in England & Wales · Company No. 17354416 · Registered office: 167-169 Great Portland Street, 5th Floor, London W1W 5PF · hello@hablexo.com

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