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 by the next working day for meetings up to 2.5 hours (longer meetings count as two). 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

• Make sure everyone at the meeting knows it's being recorded — the simplest way is for the chair to say so at the start. That consent is your organisation's responsibility.
• 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.

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.