Legal Agreement

Terms of Service

Effective Date: November 2025•Last updated: November 2025

11. Acceptance of Terms

By accessing or using the Services of Mentor Coaching AI ("we", "us", "our", "the Platform"), you ("you", "User") agree to be bound by these Terms of Service ("Terms") and our Privacy Policy. If you do not agree to these Terms, you must not access or use the Services.

22. Description of Services

The Platform provides a Software-as-a-Service ("SaaS") tool enabling coaches, mentors, schools and organisations to upload coaching session materials (transcripts, audio, video), to use AI-based analytics, dashboards, seat-based license/subscriptions, and other related services as described on the Website https://mentorcoaching.ai. The service is offered to users as a support and reflection tool for their professional development. We reserve the right to modify, suspend or discontinue any part of the service (or features thereof) at any time, with notice to you where practicable. 2.1. How Mentor AI Evaluation Works Our platform's artificial intelligence model uses Natural Language Processing (NLP) technology to analyze transcripts. This process is not based on human-like understanding or conscious activity, but rather on purely linguistic and statistical modeling. Our model is designed to recognize specific language patterns associated with ICF competencies, question types (e.g., open-ended vs. closed-ended questions), reflective language use, goal-setting statements, affirmation and appreciation sentences, and other text-based indicators. Important Privacy Commitment: Our AI model does not learn from transcripts uploaded by you or use this data to improve its own overall performance, in order to protect your privacy at the highest level. Each transcript analysis is performed completely isolated from other users. 2.2. Limitations of Mentor AI Evaluation and Responsible Use This platform is designed as a support tool to inform and enrich your professional judgment, not to replace it. It is essential that you understand and accept the following limitations: • Text-Based Analysis: Artificial intelligence only analyzes written text. It cannot understand the context of the conversation, tone of voice, body language, emotional state, or unspoken intentions. • Interpretation and Margin of Error: Algorithms can produce erroneous or incomplete results. AI findings should be considered "data points" to be reflected upon, not "absolute truths." • Does Not Replace Human Mentoring: This service cannot replace the intuitive, holistic feedback that an experienced human mentor coach can provide. • Recommendation, Not Advice: The reports provided do not constitute legal, professional, or therapeutic advice. • Ultimate Responsibility Lies with the User: You are entirely responsible for interpreting AI analyses and making professional decisions. • Potential Biases: Like all AI systems, our model may contain unconscious biases from training data or algorithmic structure.

33. User Accounts and Registration

  • You must register an account to use the Services and provide accurate, complete and up-to-date information.
  • You are responsible for safeguarding your account credentials and any activity that occurs under your account.
  • If you are subscribing on behalf of an organisation, you represent that you are authorised to bind that organisation.
  • You agree to notify us immediately of any unauthorised access or use of your account.

44. Subscription, Billing & Payments

  • The Services are offered on a subscription basis under various plans and seat-based structure.
  • Payment is processed via our payment processor (e.g., Stripe). You must provide valid payment information.
  • Subscriptions automatically renew at the end of each billing period until cancelled.
  • You may cancel at any time via the account dashboard; cancellation becomes effective at the end of the current billing period.
  • Over-usage may be charged at the then-current excess rate.
  • We may change subscription fees or pricing on renewal with notice.
  • For users in Türkiye: You are responsible for any local taxes, duties or indirect tax arising from your subscription.
  • 14-Day Money-Back Guarantee: If you are not satisfied with our Services, you may request a full refund within 14 days of your first payment by contacting us at [email protected]. This guarantee applies once per user to the initial subscription purchase only.
  • After the 14-day period, no refunds are provided for subscription fees unless required by applicable law.

55. User Content

  • "User Content" means all materials you upload, post or transmit through the Services.
  • You retain ownership of your User Content. You grant us a non-exclusive, worldwide, royalty-free licence to store, reproduce, process, display and transmit that content solely for providing the Services.
  • You represent and warrant that you have obtained valid, explicit, informed, and documented consent from relevant individuals for processing this data, its analysis by AI, and its transfer abroad, in accordance with GDPR, Turkey's KVKK No. 6698, and applicable laws.
  • We may remove content that violates these Terms or for which we receive a valid takedown request.
  • You are responsible for backing up your own content; we are not liable for any loss of content.
  • Ensuring that user content is completely anonymized before uploading is your responsibility. You should not upload sensitive and special category personal data.

66. Acceptable Use / Prohibited Activities

You agree not to use the Services in a way that: • Violates any applicable law, regulation or professional standard • Infringes the intellectual property or privacy rights of any third party • Uploads content that is defamatory, obscene, abusive, discriminatory or otherwise objectionable • Attempts to reverse-engineer or access the Platform's source code, security systems or usage limits • Shares login credentials beyond permitted seat allocation • Uses the Services to train, develop or operate your own AI model without our express written permission • Uses the Platform in a way that violates professional coaching standards

77. Intellectual Property

  • We own all rights, title and interest in the Platform (software, documentation, user interface, trademarks, designs) excluding your User Content.
  • Nothing in these Terms grants you ownership of any Platform intellectual property.
  • You retain ownership of your trademarks, logos, and materials you upload.

88. Confidentiality and Data Privacy

  • We treat your User Content as confidential and process it in accordance with our Privacy Policy.
  • If you are an organisation subscriber, you warrant that you have obtained all necessary authorisations and consents.
  • We may aggregate and anonymise data which cannot identify individuals, and use such data for product improvement, research or marketing.

99. Disclaimers & Coaching Limitations

  • The Services are provided as a tool to assist in coaching; they are not a substitute for professional mentor coaching, supervision, legal advice, or medical treatment.
  • We do not guarantee any specific outcome and you are solely responsible for how you use the outputs.
  • Given that the Platform uses AI and machine learning, you acknowledge that outputs may be inaccurate, incomplete, or unsuited to your specific context.
  • The Services are provided "as is" and "as available".

1010. Limitation of Liability

• To the maximum extent permitted by law, our aggregate liability shall be limited to the amount you have paid us in the 12 months prior to the claim. • We shall not be liable for any indirect, incidental, special, consequential or punitive damages (including lost profits, loss of data or business interruption). • Some jurisdictions do not allow certain limitations; if you are a consumer in such a jurisdiction, some limitations may not apply.

1111. Indemnification

You agree to indemnify, defend and hold harmless Mentor Coaching AI and its affiliates from any claims, liabilities, damages, losses and expenses arising out of your breach of these Terms, violation of laws, uploading of unlawful content, or unauthorized use of the Services.

1212. Termination & Suspension

  • We may suspend or terminate your access if you breach these Terms or if required by law.
  • Upon termination: Your right to access ends immediately, we will provide data export opportunity, and any unpaid fees become due.
  • If you cancel your subscription, cancellation becomes effective at the end of the current billing period.
  • We will retain certain data after termination for legal, tax, security or analytics reasons, then delete or anonymise it.

1313. Data Export / Access

We provide mechanisms for you to export your User Content in commonly used formats (e.g. .csv, .json, .pdf). You are responsible for exporting your data within the export window following cancellation or termination.

1414. Changes to Terms

We may update these Terms at any time. We will publish the updated version with the "Last updated" date. We may provide notice via email or on-platform if changes are material. Your continued use after changes constitutes acceptance.

1515. Governing Law & Dispute Resolution

  • These Terms shall be governed by the laws of the Netherlands (unless mandatory law of your jurisdiction provides otherwise).
  • Any dispute shall be subject to the exclusive jurisdiction of the courts of the Netherlands (unless mandatory law provides otherwise).
  • For users in Türkiye: nothing in these Terms shall waive your mandatory consumer rights under Turkish law.

1616. Taxes

You are responsible for the payment of all local taxes, duties or other charges applicable to your subscription, including any Turkish VAT, digital services tax or other indirect tax.

1717. Miscellaneous

  • If any provision is held invalid, the remaining provisions remain in full force.
  • These Terms, together with the Privacy Policy, constitute the entire agreement.
  • Our failure to enforce any right shall not constitute a waiver.
  • You may not assign your rights without our prior written consent.
  • No third-party beneficiary rights are created.