Terms and Conditions

Thank you for using HAMI Voice. These terms and conditions of use apply to your access to and use of the HAMI Voice platform and the services we provide. If anything in these Terms requires clarification, contact us at support@hami-voice.com and we will do our best to help.

If you have experienced technical problems while using the platform, please also contact support@hami-voice.com.

These terms and conditions (the "Terms") govern the agreement between NIRST LTD and both their Customers and Users (defined below), and their access to and use of the HAMI Voice web application, the website www.hami-voice.com, and the HAMI Voice mobile applications (together, the "Platform") and any products and services of whatever nature made available by NIRST LTD through the Platform (the "Services").

NIRST LTD is a company incorporated in Scotland under company number SC710095, with registered office at 4 Rubislaw Terrace, Aberdeen, AB10 1XE, United Kingdom. The Platform and Services are owned and operated by NIRST LTD.

"Customer" in these Terms means the person, company, or other organisation that holds the account on the Platform under which one or more Users access the Services.

"User" means any individual who is authorised to use the Platform on behalf of a Customer. An individual Customer may also be a User.

Please read these Terms carefully before using the Platform. By accessing the Platform, Customers agree to comply with and to procure that their Users will comply with, and be bound by, these Terms.

Unless explicitly stated otherwise, any new features that augment or enhance the Platform, and any newly added Services, will be subject to these Terms.

NIRST LTD may amend these Terms from time to time. Material changes will be notified to Customers in advance.

Last updated: 2026-05-10

USER ACCESS TO THE PLATFORM

  1. Subject to compliance with these Terms, NIRST LTD grants the User a limited, non-exclusive, non-sublicensable, non-assignable, revocable right to use the Platform on the device on which they install or access the Platform, and any supporting documentation, for the sole purpose of their own professional or business use for as long as their account is in operation.

  2. Users shall not:

    • use the Platform in any unlawful manner, for any unlawful purpose, or in any manner inconsistent with these Terms, or act fraudulently or maliciously, or transmit any material that is defamatory, offensive, or otherwise objectionable;
    • use the Platform in a way that could damage, disable, overburden, impair, or compromise NIRST LTD's systems or security or interfere with other Users or Customers;
    • decompile, disassemble, translate, reverse engineer, or otherwise attempt to derive source code from any portion of the Platform;
    • sell, sublicense, rent, lease, distribute, market, or commercialise the Platform or any modified version or derivative work thereof;
    • create, develop, or use any third-party software or services to circumvent, modify, or provide access in a way that violates the technical restrictions of the Platform;
    • act fraudulently or maliciously, including by hacking into the Platform or inserting malicious code or harmful data;
    • remove any product identification, proprietary, copyright, or other notices contained in the Platform;
    • modify or create a derivative work of any portion of the Platform;
    • use the Platform in violation of any applicable law or regulation;
    • publicly disseminate performance information or analysis (including benchmarks) from any source relating to the Platform.

  3. NIRST LTD will make reasonable endeavours to maintain User access to the Platform, but does not guarantee that the Platform or any Services will always be available or uninterrupted.

  4. NIRST LTD will attempt to make any descriptions or information provided to Users and Customers as accurate as possible, but does not warrant that any content on the Platform is accurate, complete, reliable, current, or error-free. NIRST LTD will not be liable in any way for any content, including any errors or omissions in any content, or any loss or damage of any kind incurred as a result of the use of, access to, or denial of access to any content on the Platform.

  5. Customers shall ensure that any User they authorise to access the Platform will comply with these Terms, and the Customer shall be liable for any acts or omissions of any such User that constitute a breach of these Terms.

  6. The Customer is responsible for using the export functionality provided by the Platform to maintain its own backup and archival copies of any User Data the Customer wishes to retain independently of the Platform. NIRST LTD's data-retention and deletion obligations are limited to those set out in these Terms and the Privacy Policy and do not constitute a backup or archival service.

USER ACCOUNTS

  1. All Users must register an account on the Platform in order to access the Services (an "Account"). Customers may register Accounts on behalf of Users where they have the appropriate authority. Once registered, Users may access the Platform according to the plan applicable to the Customer's account.

  2. Users agree to provide true, accurate, current, and complete information about themselves when creating their Account, and to keep this information up to date.

  3. Users and Customers warrant that they have the right to use and share any material that they upload to the Platform, including any source documents uploaded to the AI Template Builder.

  4. NIRST LTD may suspend or terminate any Account without notice if it has reasonable grounds to believe that:

    • the Account information is untrue, inaccurate, out of date, or incomplete in a material way;
    • the Account is registered using an invalid email address or an email address that belongs to someone else;
    • more than one Account is opened with the same email address;
    • a User has given access to their Account to another individual or there are multiple individuals accessing one Account;
    • the User or Customer has materially breached these Terms.

  5. Users will receive service emails about their Account at the email address registered to their Account. NIRST LTD may also send marketing communications to Users and Customers, which they may opt out of at any time.

  6. Where you sign in with a password, the password must be kept secure at all times. Each User is responsible for maintaining the security of their Account access and will be responsible for any damage or losses caused by unauthorised access resulting from their failure to keep their password secure. Notify NIRST LTD immediately at support@hami-voice.com if you become aware of any unauthorised use of your Account.

TRIALS, PLANS, AND PAYMENT

  1. Free trial. New Customers receive a free trial of the Platform on signup. Trial usage is limited to a fixed number of survey sessions or a fixed time period, whichever is shorter, as described in-app at the time of signup. No payment details are required to start a trial.

  2. Paid plans. NIRST LTD intends to offer paid subscription plans ("Plans") for ongoing use beyond the trial. Plan details, pricing, and features will be set out on the Platform and presented to Customers at the point a Plan is offered for purchase. Where billing functionality is not yet enabled on the Platform, paid Plans are not available; Customers wishing to extend usage beyond the trial during this period should contact support@hami-voice.com.

  3. Where NIRST LTD makes paid Plans available, Customers agree to pay the fees in connection with any Plan purchased by them (including any applicable taxes) at the prices in effect when the fees and other charges are incurred. Each Plan will renew automatically in accordance with the term stipulated in the Plan, and the appropriate fees will be charged on each renewal date. NIRST LTD will bill all fees and charges automatically to the Customer's nominated payment method.

  4. NIRST LTD reserves the right to change the fees or introduce new charges. It will give Customers at least 10 business days' notice in advance of any such changes, and the new fees will apply from the Customer's next renewal date.

  5. The Services available to Users are subject to change. NIRST LTD may modify, withdraw, amend, or add to any Services or impose any requirements or restrictions on the use of any Plan. NIRST LTD will give Customers at least 10 business days' notice in advance of any material changes affecting paid Plans.

  6. Customers may cancel a Plan at any time through the Platform or by contacting support@hami-voice.com, which will stop any auto-renewal of that Plan. Notice of cancellation must be received at least 5 working days before the date of automatic renewal.

  7. There is no cash or redemption value for any part of a Plan. No refunds of payments are permissible at any time unless otherwise provided for in these Terms or required by law.

NIRST LTD RESPONSIBILITIES

  1. The Services and the Platform will be maintained only by NIRST LTD and its approved sub-contractors. Information about the support available is available by contacting support@hami-voice.com.
  2. Users are responsible for maintaining the security of their devices, and any password relating to the Platform.
  3. NIRST LTD will maintain appropriate administrative, physical, and technical safeguards designed to protect data provided on the Platform.

HIGH-RISK USE AND PROFESSIONAL ADVICE

  1. The Platform is a general-purpose data-collection, workflow, and reporting tool. It is not designed, intended, certified, or warranted for use as the sole or primary basis for:

    • decisions whose error could cause death, personal injury, or significant property damage, including but not limited to inspections of safety-critical equipment, lifting equipment, pressure systems, electrical installations, gas installations, fire safety systems, structural integrity, or medical devices;
    • submissions to any governmental, regulatory, or professional body where the submission carries legal or regulatory weight;
    • the provision of professional, legal, medical, engineering, surveying, financial, accounting, or regulatory advice; or
    • any decision where the Customer or a third party would be entitled to rely on the Platform's output as definitive without independent verification by a suitably qualified human being.

  2. Where the Customer or any User uses the Platform in connection with any of the contexts described in clause 1, the Customer warrants that a suitably qualified human will independently verify the relevant output before any reliance, sign-off, submission, or distribution. The Customer assumes all risk associated with such use.

  3. The Platform does not provide professional advice. Customers and Users must obtain advice on regulatory, legal, medical, engineering, financial, or other professional matters from appropriately qualified professionals.

  4. The Customer is solely responsible for determining whether the Platform meets the Customer's record-keeping, retention, evidential, and audit obligations under any law, regulation, contract, or industry standard applicable to the Customer, and for satisfying those obligations.

TEMPLATES

  1. Whether a survey template is authored manually by the Customer, generated by the AI Template Builder, or imported from any other source, the Customer warrants that the template has been reviewed and approved by the Customer before being deployed for use by Users. The ongoing fitness for purpose of any template — including the completeness of its fields, the correctness of its validation rules, the appropriateness of its instructions to Users, and its alignment with any regulatory or contractual requirement applicable to the Customer — is the Customer's sole responsibility.

PLATFORM-GENERATED DOCUMENTS

  1. Documents generated through the Platform — including PDF reports, exports, and any Customer-distributed deliverable — are produced by the Customer and remain the Customer's responsibility, regardless of whether the document carries any visible reference to these Terms, to NIRST LTD, or to any other terms.

  2. The absence of any visible terms reference, watermark, or attribution on a Platform-generated document does not waive, limit, or modify any provision of these Terms, and does not affect the Customer's obligations under the Templates, High-Risk Use and Professional Advice, Indemnification, or any other clause of these Terms.

  3. Where the Customer elects to display its own terms, contact details, branding, or other text on Platform-generated documents (for example via the Platform's PDF footer configuration), the Customer warrants that any text it elects to display: (a) does not misrepresent the source, accuracy, or fitness for purpose of the document; (b) includes appropriate disclaimers regarding the accuracy of AI-assisted outputs to the extent the Customer's relationship with the document recipient warrants; and (c) does not contradict or undermine these Terms.

AI-ASSISTED FEATURES AND VOICE RECORDING

HAMI Voice includes AI-powered features that enhance productivity and data collection:

  1. Survey Voice Assistant. Users may choose to use voice input when completing surveys. When voice mode is activated, the User's speech is recorded, transcribed by a third-party speech-to-text service (Soniox), and processed by an AI model to extract survey responses. Voice input is entirely optional; Users may always use manual text entry instead.

  2. AI Template Builder. Users may upload source documents (PDFs or images of forms) to be analysed and converted into a HAMI Voice template by an AI model. By uploading a source document, the Customer warrants that they have the right to provide the document for processing.

  3. Optional voice audio log. A Customer team administrator may enable a voice audio log feature for the team. When enabled, audio of voice survey utterances is retained for up to 14 days for debugging, audit, and quality purposes. Where audio log is enabled, Users are shown a consent disclosure before voice mode begins. The audio log is disabled by default and is not available unless the team administrator has expressly enabled it. Where a Customer enables the optional voice audio log, the Customer warrants that it will (a) obtain any consents required under applicable law from any individual whose voice may be recorded, including individuals who are not Users, (b) provide Users with appropriate instructions and training, and (c) be solely responsible for the lawful basis on which any recorded audio is processed.

By using voice features, Users consent to the recording, transcription, and AI processing of their speech as described above and in the Privacy Policy. Users may withdraw this consent at any time by discontinuing use of voice features.

AI-assisted features use third-party AI models. These providers process data solely for the purpose of delivering the relevant feature and do not use Customer or User data to train their models. Full details of third-party service providers are set out in the Privacy Policy.

Users and Customers acknowledge that:

  • AI-generated outputs (including transcribed speech, extracted field values, and AI-built templates) are provided as assistance and may not always be accurate. Users should verify AI-generated content before submission, sign-off, or distribution.
  • Voice transcription accuracy is materially affected by audio conditions (microphone quality, environmental noise, distance from microphone), speaker characteristics (accent, cadence, multiple speakers, speech impairments), and vocabulary (technical terms, proper nouns, jargon, non-English content). Users and Customers are responsible for evaluating whether transcription quality is acceptable for their use case and for correcting transcribed content before relying on it.
  • AI-assisted features depend on third-party AI, speech-to-text, text-to-speech, and storage providers. Outages, errors, latency, or quality regressions originating from those providers are within the "as is" and "as available" basis on which the Platform is provided and are excluded from NIRST LTD's liability under the Limitation of Liability clause.
  • Voice recordings are processed in real-time and are not stored by HAMI Voice or its speech-to-text provider beyond the duration of the processing session, except where the optional voice audio log has been enabled by the team administrator.
  • NIRST LTD does not use voice data for biometric identification, speaker recognition, or authentication.
  • Generated reports (including PDF outputs incorporating signatures) are produced from the data captured by Users in the course of using the Platform; the accuracy and completeness of those reports are the responsibility of the Users and Customers who produce, sign off, and distribute them. NIRST LTD's obligation to use reasonable skill and care extends to the operation of the Platform and does not constitute a warranty as to the correctness of any AI-generated content, transcribed text, or generated report. Signature images captured and embedded in PDF outputs are reproductions of an in-app drawing input and do not, by themselves, constitute qualified electronic signatures within the meaning of the UK eIDAS Regulation, eIDAS Regulation (EU) No 910/2014, or any successor regime; the Customer is responsible for determining the legal sufficiency of signatures captured in this manner for their intended purpose.

SUSPENSION AND TERMINATION

  1. NIRST LTD reserves the right to suspend or terminate access to any Account, the Platform, or the Services if it has reason to believe that the Customer or any of its Users has failed to comply with these Terms.

  2. Where NIRST LTD suspends access, it shall use commercially reasonable endeavours to provide notice of such suspension to the affected User and Customer, and to provide updates regarding resumption. NIRST LTD shall use commercially reasonable endeavours to resume providing access as soon as reasonably possible after the cause of suspension has been resolved. NIRST LTD will have no liability for any damage, liabilities, or losses (including any loss of data or profits) that the suspended User, any other User, or any affected Customer may incur as a result of a suspension.

  3. Where NIRST LTD terminates access:

    • all rights to use the Platform and the Services shall be immediately terminated;
    • the User must immediately cease any and all use of the Platform and the Services; and
    • the User must destroy or delete all copies of any associated software in their possession or control.

DATA PROTECTION

  1. For the purposes of this clause the following terms shall have the meanings given under Data Protection Laws: Controller, Personal Data, Processor, Personal Data Breach, Supervisory Authority, process, processing, processed, and Data Subject. "Data Protection Laws" means all laws that relate to data protection, the use of information relating to individuals, and the information rights of individuals, including the UK General Data Protection Regulation, the Data Protection Act 2018, and the EU General Data Protection Regulation 2016/679.

  2. Insofar as NIRST LTD acts as a Processor on the Customer's behalf, it shall:

    • only Process Personal Data for the duration of these Terms unless otherwise expressly provided, and only to the extent necessary for the provision of the Platform and Services to the Customer and its associated Users (the "Purpose");
    • implement appropriate technical and organisational measures to protect Personal Data against unauthorised or unlawful processing and against accidental loss, destruction, damage, alteration, or disclosure;
    • process Personal Data only on the Customer's documented instructions and as set out in these Terms, except to the extent that any processing is required by applicable laws;
    • notify the Customer where it reasonably believes any of the Customer's instructions infringe Data Protection Laws;
    • assist the Customer, at the Customer's expense, in their compliance with their obligations under Data Protection Laws in respect of security of processing, data protection impact assessments, response to a Personal Data Breach, and consultations with a Supervisory Authority, in each case insofar as it is able taking into account the nature of the processing and the information available;
    • ensure that personnel authorised to process Personal Data have committed themselves to confidentiality;
    • not appoint a sub-processor without giving the Customer prior notice (the current list of sub-processors is set out in the Privacy Policy and updated from time to time);
    • not transfer Personal Data to a country or territory outside the United Kingdom and European Economic Area except with the Customer's prior consent or on its instructions, and only with appropriate safeguards in place;
    • notify the Customer without undue delay if it receives any request from a Data Subject in relation to the Customer's Users, any complaint or request relating to Data Protection Laws, or any correspondence from a Supervisory Authority;
    • notify the Customer in the event NIRST LTD becomes aware of any Personal Data Breach affecting the Customer's data;
    • delete or return all Personal Data upon the termination of the processing activities carried out under these Terms, save where required by law to retain it; and
    • provide to the Customer, at its request, evidence of compliance with this clause.

  3. The provisions of this clause shall survive termination or expiry of these Terms.

CONFIDENTIALITY

  1. Each party undertakes that it shall not at any time disclose to any person any confidential information concerning the business, affairs, customers, clients, or suppliers of the other party, except as permitted in clause 2 below.

  2. Each party may disclose the other party's confidential information:

    • to its employees, officers, representatives, subcontractors, or advisers who need to know such information for the purposes of carrying out the party's obligations under these Terms; and
    • as may be required by law, by a court of competent jurisdiction, or by any governmental or regulatory authority.

  3. Neither party shall use the other party's confidential information for any purpose other than to perform its obligations under these Terms.

  4. This clause shall survive termination of these Terms.

INTELLECTUAL PROPERTY RIGHTS

  1. The Platform, the Services, and any documentation or materials relating to them are owned by NIRST LTD and are protected by copyright, trademarks (registered and unregistered), database rights, design rights, and other intellectual property rights.

  2. By using the Platform and agreeing to these Terms, Users and Customers do not acquire any intellectual property rights in the Platform, Services, or any associated documentation or materials, whether implied or expressed.

  3. NIRST LTD acknowledges that Users and Customers own all rights, titles, and interests in any data and content uploaded by them to the Platform, including survey templates they author, source documents uploaded to the AI Template Builder, survey responses, photos, and signatures ("User Data"). Users and Customers grant to NIRST LTD a non-exclusive, royalty-free, worldwide licence to host, store, reproduce, transmit, and otherwise process the User Data solely as necessary to provide the Platform and Services. This licence ends when the User Data is deleted from the Platform, save where retention is required for legal or backup purposes for the period set out in the Privacy Policy.

  4. If a User or Customer sends any communications or materials to NIRST LTD suggesting or recommending changes to the Platform or Services, including new features or functionality, or any comments, questions, or suggestions ("Feedback"), NIRST LTD is free to use such Feedback irrespective of any other obligation between the parties. Users and Customers grant to NIRST LTD all rights, titles, and interests in any Feedback, and NIRST LTD is free to use any ideas, know-how, concepts, or techniques contained in the Feedback for any purpose.

INDEMNIFICATION

  1. Customers and Users agree to indemnify and hold NIRST LTD, and any of its parents, subsidiaries, affiliates, associated companies, and any of their respective directors, officers, members, employees, agents, and service providers, harmless against any loss, damage, claim, cost, or liability arising out of any claim asserted by a third party that:

    • (a) arises out of or relates to the Customer's or any User's breach of these Terms; or
    • (b) arises out of or relates to the Customer's or any User's use of, distribution of, signing off on, or reliance on any output produced through the Platform — including AI-generated content, transcriptions, AI-built or Customer-authored templates, generated reports, and PDF outputs — including any claim that such output was inaccurate, incomplete, misleading, or unfit for the third party's purpose.

  2. Where a Customer initiates a dispute with its payment card issuing bank, NIRST LTD will become liable for a non-refundable administration fee. Where the dispute is successfully challenged by NIRST LTD or withdrawn by the Customer, the Customer agrees to indemnify NIRST LTD and pay this administration fee in full. NIRST LTD reserves the right to suspend access to Accounts associated with the Customer until such fees are paid. Before disputing any charge with their issuing bank, Customers are encouraged to contact support@hami-voice.com.

LIMITATION OF LIABILITY

  1. NIRST LTD will use reasonable skill and care to operate the Platform. However:

    • the Platform and the Services are provided on an "as is" and "as available" basis. NIRST LTD does not make any warranties, claims, or representations with respect to the Platform or the Services including, without limitation, quality, performance, non-infringement, merchantability, or fitness for use for a particular purpose. NIRST LTD does not represent or warrant that availability or use of the Platform or the Services will be uninterrupted, timely, secure, error-free, or virus-free. NIRST LTD cannot accept responsibility for a failure of a User's internet provider or mobile network, or any losses or damage suffered as a result.
    • NIRST LTD will use reasonable endeavours to ensure that the Platform and the Services do not contain or promulgate any viruses or other malicious code.
    • The transmission of information via the Internet is not completely secure. Although NIRST LTD takes appropriate technical and organisational measures to guard against unauthorised or unlawful processing of User and Customer information, NIRST LTD cannot guarantee its security. Any transmission of information is at the User's or Customer's own risk.

  2. NIRST LTD will not be liable for any fault in the Platform or Service unless a claim is notified to it via the Platform or by email to support@hami-voice.com within 28 days of the fault, or when the User or Customer ought to have been aware of the fault.

  3. NIRST LTD, its agents, directors, officers, shareholders, employees, and subcontractors will not be liable to Users, Customers, or anyone else, whether in contract, tort (including negligence, breach of statutory duty, or another tort) or otherwise:

    • for any loss of revenue, data, sales or business, agreements or contracts, anticipated savings, profits, opportunity, goodwill or reputation, or for any business interruption; for any loss or corruption of data; or
    • for any indirect, special, or consequential loss, damage, costs, or other claims, howsoever caused or arising, including where arising directly or indirectly from any failure or delay in performing any obligation under these Terms caused by matters beyond its reasonable control.

  4. Except as expressly stated elsewhere in these Terms, all representations, warranties, conditions, and other terms, whether express or implied (by common law, statute, collaterally, or otherwise) are excluded, except in the case of fraud or where such exclusion is not permitted by law.

  5. NIRST LTD's total liability to Customers and Users shall not exceed the total sums paid to NIRST LTD in relation to that Customer's use of the Platform or Services (excluding taxes) over the 12 months preceding the event of a claim or connected series of claims.

  6. Nothing in these Terms shall restrict or exclude any liability that cannot be excluded by law and, in particular, liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation shall not be limited or excluded in any way.

  7. This clause shall survive termination of these Terms.

GENERAL

  1. If any provision of these Terms is or becomes invalid, unenforceable, or non-binding, the parties shall remain bound by all other provisions. In such event, such invalid provision shall nonetheless be enforced to the fullest extent permitted by applicable law.

  2. No person who is not a party to these Terms shall have any right to enforce any term under the Contracts (Rights of Third Parties) Act 1999.

  3. NIRST LTD may assign or transfer any of its rights or sub-contract any of its obligations under these Terms to any third party. Customers and Users may not assign or transfer any of their rights or sub-contract any of their obligations under these Terms except with NIRST LTD's consent in writing.

  4. Except as set out in these Terms, no variation of these Terms shall be effective unless it is in writing and signed by the parties (or their authorised representatives).

  5. These Terms, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter or formation, shall be governed by and construed in accordance with the laws of England and Wales. Each party irrevocably agrees that the courts of England and Wales shall have non-exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation.