1.0 · Effective 1 June 2026

End User Agreement

IMPORTANT — PLEASE READ CAREFULLY. By clicking “I Accept” (or any equivalent button), or by accessing or using the Nguma platform or website in any way, you confirm that you have read, understood, and agree to be bound by this End User Agreement. If you do not agree, do not click “I Accept” and do not access or use the Nguma platform or website.

1. About this Agreement

This End User Agreement (Agreement) is a binding contract between you (you or End User) and Nguma Pty Ltd (ABN 36 695 423 851) (Nguma, we, us or our). It governs your access to and use of the Nguma platform, including any associated websites, applications, booking interfaces, meeting rooms, transcription services, generated outputs, and supporting features (collectively, the Platform).

The Platform is licensed to organisations under a separate Software-as-a-Service agreement with Nguma. In this Agreement, the organisation that has convened or is hosting the meeting in which you are participating, or that has otherwise invited you to use the Platform, is called the Convening Organisation.

You access the Platform either as a person authorised by a Convening Organisation (for example, an employee, contractor, panel member or hiring manager) or as an individual invited to attend a meeting hosted on the Platform (for example, a candidate, interviewee, witness or other meeting participant). This Agreement applies to all End Users.

2. Eligibility and acceptance

You must be at least 18 years of age and have the legal capacity to enter into a binding contract to use the Platform. You accept this Agreement by clicking “I Accept” (or an equivalent control), by signing in to the Platform, or by otherwise accessing or using the Platform. Each such act constitutes your agreement to be bound by the version of this Agreement then in force.

3. The Platform and what it does

The Platform enables Convening Organisations and their invitees to organise, conduct, record, transcribe, and produce structured outputs from meetings and interviews. Core functions include:

  • scheduling and booking of meetings, including time-slot management and notifications;
  • hosting or facilitating audio and/or video meetings (whether through Nguma’s own meeting interface or through integrated third-party tools);
  • recording the audio and, where applicable, video of meetings;
  • producing automated transcriptions of meeting content using artificial intelligence (AI) and machine-learning technologies;
  • generating structured outputs from those transcriptions, such as summaries, audit-trail records, and other documents aligned to the purpose for which the meeting was convened; and
  • storing, retrieving, and sharing those recordings, transcriptions, and outputs in accordance with the Convening Organisation’s configuration and instructions.

You acknowledge that the Platform uses AI to process audio and produce transcriptions and outputs. AI-generated outputs may contain errors, omissions, or inaccuracies. They are intended to assist users and Convening Organisations, not to replace human review or judgement. The Platform does not, and is not designed to, make automated decisions about candidates, employment, eligibility, or any other matter affecting an individual.

The Platform is hosted on infrastructure located in Australia. Nguma uses Cloudflare as its primary hosting and edge-services provider.

4. Recording, transcription and AI processing

By accepting this Agreement, you acknowledge and agree that, when you participate in a meeting conducted through the Platform, the meeting may be recorded and transcribed, including by using artificial intelligence (AI) and machine-learning technologies, and that recordings, transcripts and outputs may be generated and made available to the relevant Convening Organisation for the purposes described in this Agreement and the Nguma Privacy Policy.

Before recording commences for a meeting, the Platform will present a notice stating that the meeting is about to be recorded and transcribed. You must confirm that you understand and consent to that recording and transcription before the recording commences. If you do not provide that confirmation, you must not proceed with the meeting on the Platform and should raise the matter with the meeting host or the Convening Organisation.

You acknowledge that:

  • the recording and transcription may capture your voice, your spoken words, and, if video is enabled, your image;
  • the recording, transcription and outputs may contain personal information about you and other participants, including sensitive information disclosed during the meeting;
  • the resulting recordings, transcripts and outputs may be accessed by the Convening Organisation and persons authorised by it; and
  • Nguma generally processes those recordings, transcripts and outputs on behalf of, and in accordance with the instructions of, the Convening Organisation.

You may withdraw your consent to recording and transcription at any time by ceasing to participate in the meeting and notifying the meeting host. Withdrawal of consent does not affect the lawfulness of any recording, transcription or processing carried out before withdrawal.

5. Account security and authentication

Where you access the Platform using credentials (for example, a username, password, single sign-on, multi-factor authentication, or one-time link), those credentials are personal to you. You must not share, transfer, or allow any other person to use them. You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account or invitation link, except to the extent caused by Nguma’s negligence or breach of this Agreement.

You must notify Nguma and your Convening Organisation immediately if you become aware of, or suspect, any unauthorised access to or use of your account, credentials, or invitation link. You must not attempt to access any part of the Platform, or any data within it, that you are not authorised to access.

6. Acceptable use

You must use the Platform lawfully, ethically, and in accordance with the legitimate instructions of your Convening Organisation. Without limiting that obligation, you must not:

  • use the Platform for any purpose that is unlawful or that infringes the rights of any person;
  • use the Platform to record, transcribe, or process meetings or material that you are not authorised to record, transcribe, or process;
  • upload, transmit, or input into the Platform any content that is unlawful, harassing, defamatory, obscene, discriminatory, threatening, or that incites violence or hatred;
  • upload, transmit, or input into the Platform any malware, virus, worm, ransomware, or other malicious code;
  • attempt to interfere with, disrupt, or compromise the integrity, security, or performance of the Platform;
  • attempt to probe, scan, penetration-test, or test the vulnerability of the Platform without Nguma’s prior written consent;
  • reverse-engineer, decompile, or disassemble any part of the Platform, except to the extent expressly permitted by law;
  • use the Platform, or any data obtained from it, to train, fine-tune, or improve any AI or machine-learning model that is not part of the Platform;
  • impersonate any person or misrepresent your identity, affiliation, or authority; or
  • use the Platform in any manner that could reasonably be expected to bring Nguma or the Convening Organisation into disrepute.

You must not use the Platform to make any decision about a candidate, employee, or other individual that has legal or similarly significant effects without meaningful human review of the relevant materials.

7. Privacy and personal information

Nguma handles personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Nguma Privacy Policy, as updated from time to time. You should read the Privacy Policy before accepting this Agreement.

You must not input into the Platform any personal information about another person unless you are authorised to do so and that person has been informed of the use of the Platform to the extent required by applicable law.

8. Intellectual property

Nguma owns, or is licensed to use, all intellectual property rights in the Platform, including all software, source code, models, prompts, configurations, designs, logos, trade marks, and documentation. Nothing in this Agreement transfers any of those rights to you.

As between Nguma and the Convening Organisation, the Convening Organisation owns the recordings, transcripts, and outputs generated through use of the Platform in respect of its meetings, subject to the rights granted to Nguma under the Convening Organisation’s SaaS agreement.

To the extent that you contribute material to a meeting (for example, by speaking, by sharing a document, or by typing into the Platform), you grant Nguma and the Convening Organisation a non-exclusive, royalty-free, worldwide licence to record, transcribe, store, reproduce, adapt, and use that material for the purposes of providing and operating the Platform and delivering the relevant outputs to the Convening Organisation.

Nguma will not use Convening Organisation Materials to train, fine-tune, or otherwise improve any general-purpose AI or machine-learning model, except as expressly permitted by the relevant Convening Organisation’s SaaS agreement.

9. Confidentiality

You acknowledge that the Platform, and the recordings, transcripts, and outputs accessed through it, may contain confidential information of Nguma, the Convening Organisation, and other meeting participants. You must keep that information confidential, must not disclose it to any person other than as authorised by the Convening Organisation or required by law, and must not use it for any purpose other than the purpose for which it was made available to you. This obligation continues after your access ends.

10. Suspension and termination

Nguma may suspend or terminate your access to the Platform at any time, with or without notice, if Nguma reasonably believes that you have breached this Agreement, your continued use poses a risk to the Platform or to any person, your access has been terminated or withdrawn by the Convening Organisation, or Nguma is required to do so by law.

11. Disclaimers

The Platform is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, Nguma makes no representations or warranties to End Users in relation to the Platform, including any representation or warranty that the Platform will be uninterrupted or error-free, that any recording, transcript, or output will be complete or accurate, or that the Platform will meet your specific requirements.

Nothing in this Agreement excludes, restricts, or modifies any guarantee, right, or remedy that you may have under the Australian Consumer Law or any other law that cannot be excluded, restricted, or modified by agreement.

12. Limitation of liability

To the maximum extent permitted by law, Nguma is not liable to you for any loss of profit, revenue, business, opportunity, data, or goodwill; any loss arising from any decision made on the basis of any recording, transcript or output produced by the Platform; or any indirect, special, incidental, punitive or consequential loss or damage.

To the maximum extent permitted by law, Nguma’s aggregate liability to you for all claims arising out of or in connection with this Agreement or your use of the Platform is limited to AUD 1,000. You acknowledge that you do not pay Nguma for use of the Platform as an End User, and that these limitations reflect that fact and the allocation of risk between the parties.

13. Your indemnity

You indemnify Nguma against any loss, liability, damage, cost or expense, including reasonable legal costs, that Nguma reasonably suffers or incurs arising from any third-party claim to the extent caused by your breach of the account security, acceptable use, privacy, or confidentiality provisions of this Agreement; your fraudulent, wilful or unlawful act or omission in connection with your use of the Platform; or your infringement of any third-party intellectual property, privacy or other rights through your use of the Platform.

14. Changes to the Platform and this Agreement

Nguma may modify, update, suspend, or discontinue any part of the Platform at any time. Where reasonably practicable, Nguma will give advance notice of material changes that affect End Users.

Nguma may amend this Agreement from time to time. Where the change is material, Nguma will notify End Users by reasonable means (which may include presenting the updated Agreement at the next sign-in or invitation acceptance and requiring re-acceptance). Continued use of the Platform after the effective date of an amendment constitutes acceptance of the amended Agreement.

15. General

This Agreement is governed by the laws of the Commonwealth of Australia and, where applicable, the laws of New South Wales. You submit to the non-exclusive jurisdiction of the courts of New South Wales and of the Federal Court of Australia.

This Agreement, together with the Nguma Privacy Policy, constitutes the entire agreement between you and Nguma in relation to your use of the Platform as an End User. If any provision of this Agreement is or becomes unenforceable, the remaining provisions will continue in full force and effect.

16. How to contact Nguma

Nguma Pty Ltd
Suite 11, 450 Elizabeth Street, Surry Hills NSW 2010
Email: [email protected]
Phone: 1300 423 678