Terms and Conditions

These terms and conditions (hereinafter: Terms) govern the use of the website and web application Zapisnik.si (hereinafter: Application), operated by Lara Spremo s.p., Resslova ulica 4, 6330 Piran - Pirano (hereinafter: Operator).

By registering a user account, using the Application (including during the free trial), or paying a subscription, the user is deemed to have read, understood and agreed to these Terms. If the user does not agree to the Terms, they must not use the Application.

The Application is generally intended for use by organisations (business users). When the user uses the Application on behalf of an organisation, they declare and warrant that they are authorised to do so. Provisions that apply exclusively to consumers apply only if the user acts as a consumer and to the extent they cannot be validly excluded.

The user confirms that they are of legal age or otherwise have appropriate authority to use the Application and that they will use the Application in accordance with these Terms, applicable law and instructions within the Application.

Lara Spremo s.p.
Resslova ulica 4, 6330 Piran - Pirano
Company registration number: 9047484000
Tax number and VAT ID: SI 62605011
Email: info@zapisnik.si

• - Organisation: a legal entity or natural person on whose behalf the Application is used and which is the subscriber of the service.
• - Organisation administrator: a user with administrative rights who manages organisation settings, users and subscription/payments.
• - User: a registered person who uses the Application within an organisation.
• - Role: the level of rights in the Application (viewer, user, administrator).
• - Price list: the valid price list of packages and add-ons published in the Application or on the website.
• - Packages: service package tiers (e.g. MINI, STANDARD, PRO) that differ in scope of use (e.g. number of users, number of groups/departments, server storage) and transcription scope (e.g. included transcription hours per billing period), as defined in the Price list.
• - Add-ons: purchases (e.g. additional users, additional groups/departments, additional storage, additional transcription scope, etc.) in accordance with the valid Price list.
• - Transcription: automatic speech-to-text conversion that runs simultaneously (in real time) during a session and may be used in preparing the final minutes.
• - Transcription scope: the amount of transcription (e.g. number of hours per billing period) included in the chosen package and/or add-ons, as defined in the Price list.

The Application is intended to support the management of meetings/sessions, preparation of agendas, conducting of votes (regular, extraordinary and correspondence sessions), creation of (automatic) minutes after sessions, and management of the archive of minutes and associated materials. Functionality may differ depending on the selected package and add-ons.

The Application may include functionality of automatic speech-to-text transcription, in which the discussion transcript is available simultaneously during the session, while the final minutes are generally created after the session ends.

The Application may enable automatic speech-to-text transcription, running simultaneously (in real time) during a session or meeting. The transcription is intended to support following the discussion and preparing the final minutes.

The user understands and agrees that automatic transcription is an automated service and may therefore contain errors, omissions, inaccuracies or misinterpretations, especially in cases of lower audio quality, overlapping speech, dialects, technical terminology or environmental noise.

The transcription scope (e.g. hours per billing period) depends on the selected package and any add-ons, as set out in the valid Price list. If the transcription scope is reached or exceeded, the Operator reserves the right to temporarily limit transcription until the start of the next billing period or until activation of an appropriate add-on/package.

The Operator does not warrant the complete accuracy, completeness or suitability of the transcription and is not liable for any consequences arising from reliance solely on the transcription without additional review or confirmation by the user or organisation.

The final minutes are created after the session ends based on data collected in the Application (including resolutions, votes and transcription), whereby the organisation is responsible for reviewing the minutes, supplementing or correcting them as necessary and approving them in accordance with its internal procedures.

The organisation is responsible for ensuring it has appropriate legal bases (e.g. notice to participants, consents or other lawful basis) for transcription and processing of participants' speech, in accordance with applicable law.

• - The Application may only be used by registered users.
• - Upon registration, the user provides: first name, last name, username, email address and password; phone number is optional.
• - The user is obliged to ensure the accuracy and timeliness of data and to safeguard their login credentials and all devices and access paths to the Application.
• - Each user uses the Application in accordance with their role. Roles are assigned and revoked by the organisation administrator.
• - The user must immediately notify the Operator of any unauthorised use of the account or reasonable suspicion of abuse (at podpora@zapisnik.si).
• - The user/organisation must not share user accounts contrary to permissions, nor enable account use by persons not authorised to do so.

A user who registers and enters the details of their organisation obtains a 30-day free trial for their organisation. The trial is without obligation, without payment and without entering payment card details.

After the free trial expires, the subscription is not activated automatically and no automatic charge takes place. To use the Application after the trial expires, the organisation settles a pro forma invoice for the selected package; after payment, the Application is available for the paid period (month or year) in accordance with the selected package and any add-ons.

By activating the trial, the user confirms that they had the opportunity to familiarise themselves with the operation and features of the Application; therefore, after the trial expires they cannot assert claims solely on the basis that the features of the Application were not known to them.

The Application is available in different packages that vary by scope of use (e.g. number of users, number of groups/departments, server storage) and transcription scope (e.g. included transcription hours per billing period). The organisation may also activate add-ons as needed (purchase of additional users, groups/departments, storage, additional transcription hours, etc.).

All packages and add-ons are charged in accordance with the valid Price list published in the Application or on the website. Prices are listed exclusive of or inclusive of VAT according to the marking in the Price list; the Operator is a VAT taxpayer. The Operator reserves the right to change the Price list; changes apply from publication onwards, unless otherwise determined for existing subscriptions.

In the event of a package change (e.g. downgrade), the organisation is obliged to align actual usage (users, groups/departments, storage and transcription scope) with the limits of the new package before or at the latest upon the change taking effect, otherwise the measure from section 14 may apply.

• - Billing period: in advance for 1 month or 1 year.
• - Payment method: via Stripe within the Application or based on a pro forma invoice (where enabled).
• - The organisation administrator is responsible for arranging and correctness of the subscription, package and add-ons and is deemed to act on behalf of and for the account of the organisation.
• - Add-ons may be activated in accordance with the valid Price list.
• - Billing in case of late payment: if the organisation renews the subscription late after the paid period has expired, the new payment first counts towards covering the period from the expiry of the last subscription to the day of the new payment (so that no unpaid period of use or storage occupancy arises), with any remainder counted towards the next period. Example: if the subscription expires on 25/1 and the organisation pays on 30/1 for 1 month, the subscription is valid from 25/1 to 25/2.
• - The Operator may, for administrative, security or accounting reasons, request additional clarifications or confirmation of payment-related data (within the scope of applicable law).

• - Monthly subscription: paid in advance for a full month and cannot be cancelled for the current billing period. Termination is possible for the next period, but the amount already paid for the current month is not refunded.
• - Annual subscription: may be cancelled. In this case, the proportional part of the paid subscription is refunded, reduced by granted discounts and benefits. Processing fees for the refund of the proportional part of the annual subscription amount to EUR 90.00 + VAT.
• - A request to cancel the annual subscription is submitted in writing to info@zapisnik.si. The refund is processed within 30 days at the latest from receipt of the complete request and the data needed to process the refund.

Support is available to users generally by email: podpora@zapisnik.si from 9:00 to 16:00. For urgent cases, a free telephone number 080 34 83 is available. Extended support may apply to certain packages, as set out in the Price list or package description.

The support service and IT maintenance reserve the right to resolve complaints or customer requests within 15 business days at the latest, where this is objectively possible given the nature of the request.

The server infrastructure generally performs daily backups. Backups are intended primarily for restoring the system in the event of technical issues and do not replace the organisation's own internal backups.

The Operator is not liable if a backup is not created due to reasons on the side of the hosting or infrastructure provider (e.g. outage, service failure, provider restrictions or conduct). In such cases, the user must address any claims arising from the failed backup directly to the hosting provider.

Manual data exports are possible on request by the user/organisation via podpora@zapisnik.si. The response/execution time is generally up to 10 business days (depending on the scope and complexity of the request). The organisation may request a manual export free of charge once per month; each additional request is charged in accordance with the valid Price list.

After the paid period expires and if the subscription is not renewed in time, the organisation's access to the Application and data may be limited or disabled. Access is generally blocked the day after the paid period expires.

If the subscription is not renewed, the Operator may carry out deletion of the organisation's data. The deletion is carried out within 6 months at the latest from the expiry of the paid period, unless the law or contractual relationship requires otherwise.

The organisation is obliged to take timely care of exporting or storing its data. Manual export options are described in section 12. Backups and manual data exports.

In the event of exceeding the limits of the selected package (e.g. number of users, number of groups/departments, server storage or transcription scope), the Operator reserves the right to temporarily limit the use of the Application or limit the use of individual features, even if the subscription is paid and active. This applies particularly in cases of package change (e.g. downgrade), where the organisation exceeds the permitted limits after the change.

Usage is re-enabled or restrictions cease when the organisation aligns usage with the limits (e.g. removes excesses) or activates an appropriate add-on/package in accordance with the valid Price list.

If the organisation makes a payment before data deletion, access is generally reactivated. The billing is carried out such that the payment first counts towards covering the period from the expiry of the last subscription to the day of payment (so that no unpaid period arises), with the remainder counted towards the future period, in accordance with the rule from section 9.

The Operator endeavours to ensure uninterrupted operation of the Application, but does not warrant continuous availability or flawless operation. Due to maintenance, upgrades, security reasons or other technical circumstances, temporary interruptions or restrictions of operation are possible. The Operator may modify, upgrade or discontinue the Application at any time (in case of discontinuation, where reasonably feasible, it will notify users).

The Operator may occasionally publish updates, upgrades or new versions of the Application. The user undertakes to use the up-to-date version and to observe published notices and instructions where these are necessary for safe and proper operation.

Personal data protection is described in more detail in the Privacy Policy. By registering and using the Application, the user agrees to the Privacy Policy and these Terms.

The organisation generally acts as the controller of personal data for content it creates and manages in the Application, while the Application Operator generally acts as the processor to the extent necessary for providing the service. The organisation is responsible for ensuring the lawfulness of processing, informing individuals and exercising rights in accordance with applicable law.

The organisation is obliged to provide appropriate legal bases and internal authorisations for entering and processing personal data in the Application (e.g. participants, votes, attachments, materials) and, where necessary, informing individuals and exercising their rights. The Operator is not liable for the unlawfulness of processing arising from the organisation's content or instructions or from inadequately arranged authorisations within the organisation.

The Operator may access server and technical data to the extent necessary for maintenance, system upgrades and troubleshooting, taking into account confidentiality and security measures.

In the event of a security incident that could affect the operation of the Application or data security, the Operator will, where necessary and feasible, notify the organisation administrator via the organisation's contact email listed in the Application. The organisation and users are obliged to cooperate in reasonable mitigation of the incident's consequences, including: immediate password change, sign-out from all sessions/devices (where enabled), resetting access and enabling 2FA (if the functionality is available), and implementing other reasonably necessary measures recommended by the Operator to protect the account and data.

The Operator does not have its own servers but uses server infrastructure from providers (rental). Servers are generally located within the EU/EEA; however, the Operator reserves the right to arrange otherwise as needed, taking appropriate safeguards into account where relevant.

The Operator is not liable for non-operation, outages, delays or other disruptions caused by force majeure or factors outside the Operator's reasonable control, including (but not limited to) outages or restrictions of hosting providers, cloud infrastructure, telecommunications, internet connections, electricity supply, third-party services (e.g. payment service providers) or measures of competent authorities.

• - The user must not use the Application for unlawful purposes or in a manner that could harm the Operator or third parties.
• - Abuse, attempts at unauthorised access, system overloading, introducing malicious code, circumventing security mechanisms or sharing accounts contrary to permissions are prohibited.
• - The use of automated tools or procedures to access, export, copy or process content and data from the Application (e.g. scraping, bots) is prohibited, unless the Operator expressly enables this or grants written permission.
• - Attempts at reverse engineering, decompilation, disclosure of source code or circumvention of technical limitations or security mechanisms of the Application are prohibited, except to the extent expressly permitted by applicable law.
• - The user/organisation is solely responsible for content they enter, upload or create in the Application, and warrants that they have all necessary rights and legal bases for the use and processing of such content.
• - The user undertakes not to enter special categories of personal data into the Application (e.g. data on health, religious or political beliefs, etc.), unless this is necessary and the organisation has an appropriate legal basis and adequate safeguards.
• - The user is responsible for all activities performed under their account or within their organisation.
• - Circumventing subscription or free trial systems is prohibited (e.g. creating multiple accounts to obtain multiple free trials or using third parties to bypass restrictions).
• - The user must not disclose security vulnerabilities or carry out vulnerability tests without the Operator's prior written permission; any vulnerabilities should be reported to podpora@zapisnik.si.

The Operator reserves the right, for security reasons, to temporarily restrict access, require password changes, perform forced sign-out from all sessions, restrict or reset access rights and recommend or require enabling 2FA (if the functionality is available), where this is reasonably necessary to protect the Application, the organisation or users.

The Operator reserves the right to remove a user from the Application and prohibit use (temporarily or permanently) if their conduct contradicts the purpose of the Application, presents a risk of abuse or a security risk, or violates these Terms. In such cases, the user is generally not entitled to a refund of already paid amounts.

All intellectual property rights in the Application (code, graphical design, texts, trademarks, documentation) belong to the Operator or its licensors. The user obtains a limited, non-transferable right to use the Application for internal needs during the subscription period.

Content created or uploaded to the Application by users (e.g. minutes, files, materials) remains the property of the user/organisation. The user warrants that they have the rights to publish and use such content and that the content does not infringe third-party rights.

All rights are reserved. Copying, reproduction, distribution or public communication of elements of the Application or website (including graphical design, texts, documentation) without prior written permission of the Operator is not allowed, except to the extent necessary for normal use of the Application.

The user undertakes not to publicly publish or distribute comparative tests, measurements or benchmarks of the Application without prior written consent of the Operator, unless such restriction is not permissible under applicable law.

The user/organisation warrants that for the use, uploading, processing and any distribution of materials used in the Application (including audio recordings, texts, presentations, documents and attachments), they have arranged all necessary rights, including copyright and related rights and industrial property rights (e.g. trademarks, designs, patents), and that by using the Application they do not infringe third-party rights. The Operator is not liable for third-party claims arising from the content of the user/organisation, and the user/organisation is obliged to compensate the Operator for damages and costs incurred as a result of such claims (to the extent permitted by applicable law).

The Operator may market its own services and advertising spaces within the Application (e.g. banners, notifications, pop-ups), for which no special user consent is required, as this is part of the Application's functionality. The Operator may enable disabling of such displays in exchange for an add-on payment to the subscription in accordance with the valid Price list.

The Application or website may contain links to third-party websites or services (e.g. payment service providers). The Operator is not liable for the content, policies or practices of these third parties. The user uses linked services at their own risk and in accordance with the terms of third parties.

The user/organisation agrees that the Operator does business and communicates with them electronically, generally via email and/or notifications within the Application, including sending notifications, reminders, subscription information and invoices (e-invoices), unless otherwise specified in these Terms or applicable law.

The user/organisation is responsible for ensuring that the email address associated with the account or organisation is accurate and up-to-date and for ensuring messages are received (e.g. that messages are not blocked or redirected to spam). A message is deemed served when sent to the last known email address of the user/organisation, unless applicable law provides otherwise.

The user/organisation must not, without prior written consent of the Operator, transfer, assign or otherwise dispose of rights or obligations arising from the use of the Application or subscription to third parties (including allowing third parties to use the account or subscription), particularly if this would mean circumventing package limits or the free trial (e.g. "double" free trial).

The Operator may at any time transfer the Application, its rights and obligations from this relationship, or business related to the Application, to a third natural or legal person (e.g. in the event of reorganisation, sale or transfer of business). In such cases, the Operator undertakes that the rights and position of users/organisations from this relationship will not be changed for the worse. The Operator will, where reasonably feasible, notify users of the transfer.

The user uses the Application at their own risk. The Operator is not liable for damage that would arise due to improper or negligent use of the Application by users or because users enable unauthorised use (e.g. password sharing, inadequate rights management).

The Operator takes reasonable security measures, but the user understands that complete security on the internet does not exist. The Operator is not liable for damage arising from factors outside its reasonable control (e.g. internet connection disturbances, operation of user devices, third-party errors).

Limitations of liability also apply to automatic transcription functionality (including simultaneous transcription), as the transcription result depends on numerous factors (e.g. audio quality, overlapping speech, noise, dialects, terminology) and may be inaccurate or incomplete.

If damage arises to the user due to wilful or negligent conduct of the Operator, the Operator is liable cumulatively up to a maximum of 75% of the invoiced amount excluding VAT to the individual organisation. The limitation applies cumulatively to all users in an individual organisation. The Operator is not liable for indirect damage, lost profit, loss of data or reputation, unless the law provides otherwise.

If any provision of these Terms is invalid or unenforceable, this does not affect the validity of the remaining provisions. The invalid or unenforceable provision shall be replaced by a provision that, in meaning and purpose, is closest to the original intent.

The Operator reserves the right to change or supplement these Terms. The amended Terms enter into force upon publication in the Application or on the website, unless otherwise determined for a specific change. The user will, where reasonably feasible, be notified of material changes via the Application and/or via the email address associated with their user account. Continued use of the Application after the amended Terms enter into force means that the user/organisation agrees to the amended Terms. If the user/organisation does not agree to the changes, they must stop using the Application and arrange to terminate the subscription before the end of the billing period.

The parties will resolve any disputes amicably. If an amicable resolution is not possible, the substantively competent court in Koper shall have jurisdiction over disputes, deciding under the law of the Republic of Slovenia.

These Terms apply from 20 January 2026 onwards ("effective date") and apply to all registrations, access and use of the Application from this date onwards. For an individual user/organisation, they take effect on the day they become acquainted with and accept them (e.g. by registering, logging in, using the Application or paying the subscription).

Lara Spremo s.p.
Resslova ulica 4, 6330 Piran - Pirano
Company registration number: 9047484000
Tax number and VAT ID: SI 62605011
Email: info@zapisnik.si
Support: podpora@zapisnik.si | 080 34 83