1. Agreement and operator
These Terms form an agreement between you and Adam Collins, trading as Officer Scribe for access to Officer Scribe at https://officerscrbe.app and through Discord (the Service). By installing, authorising, accessing or using the Service, you agree to these Terms. If you use the Service for a guild, community, business or other organisation, you confirm that you have authority to accept these Terms for it.
Do not use the Service unless you agree to these Terms, the Privacy Policyand, where you control personal data processed through the Service, the Data Processing Addendum.
2. Eligibility and authority
- You must be at least 18 years old.
- You must be legally able to enter into these Terms.
- You must comply with Discord's applicable terms, policies and community rules.
- You may install Officer Scribe only where you have the required Discord authority, including Manage Server where requested.
- You must ensure that every person invited to participate through Officer Scribe is also at least 18.
3. What the Service does
Officer Scribe may provide:
- Discord meeting scheduling, invitations, agendas and attendance responses;
- voice recording, transcription, summaries, decisions and action extraction;
- meeting history, editing, search, analytics, reminders and notifications;
- guild role, permission, safety, retention and configuration controls; and
- recruitment cards based on an officer-submitted Raider.IO link, public Raider.IO data, public Warcraft Logs data and optional officer notes.
Features may be added, changed, restricted or removed as the Service develops. Some features depend on Discord, OpenAI, Raider.IO, Warcraft Logs and hosting providers outside our control.
4. Closed beta
The current beta is provided free of charge to test reliability, accuracy and usefulness. During beta:
- there is no guaranteed availability, uptime, support response time or service level;
- features, limits, data structures and integrations may change without maintaining backwards compatibility;
- reasonable usage, storage, meeting-length and rate limits may be applied;
- access may be paused or withdrawn at any time; and
- you are responsible for maintaining any separate copy of information you cannot afford to lose.
A planned price or future feature shown on the website is not a promise that the commercial service will launch on that date, at that price or with that feature. No payment is taken during the current closed beta unless a separate written agreement clearly says otherwise.
5. Discord accounts and access
The Service uses Discord OAuth and server permissions. You are responsible for your Discord account, its security and all activity performed through it. Do not share authentication tokens, bot secrets or access credentials. Guild administrators are responsible for configuring officer roles, permissions, channels and access appropriately and for removing access when it is no longer required.
Officer Scribe may rely on permission information returned by Discord. A Discord permission, role or API failure may temporarily grant too little or too much functional access. Report any suspected access problem immediately and avoid placing material that is unsuitable for the authorised officer group in the Service.
6. Recording and attendee responsibilities
The guild, server administrator and meeting host are responsible for the decision to record.Before starting a recording, the host must:
- tell every attendee clearly that Officer Scribe will record and transcribe the meeting;
- explain the purpose, likely outputs and how attendees can raise an objection;
- confirm that the guild has authority and a lawful basis to record in every relevant jurisdiction;
- respect anyone who declines and avoid recording them;
- ensure no participant is under 18; and
- avoid recording confidential, regulated or sensitive information that is not necessary for guild administration.
Officer Scribe supplies a visible notice and host-confirmation tools, but it cannot hear private warnings given before it joins, determine whether every person understood the notice, verify legal consent or police private conversations. Starting a recording is the host's express confirmation that these responsibilities have been met. Remaining in a Discord channel is not treated by Officer Scribe as a substitute for any consent or other lawful basis required by law.
7. Your content
As between you and Officer Scribe, you and the relevant guild retain ownership of content you lawfully provide, including meeting speech, agendas, notes and edits. You grant Officer Scribe a limited, non-exclusive licence to host, copy, transmit, transform and display that content only as reasonably necessary to provide, secure and support the Service and comply with law.
You confirm that:
- you have the rights and authority needed to provide the content;
- processing it through the Service does not breach law, confidence, privacy, intellectual property or another person's rights; and
- your instructions to Officer Scribe are lawful.
8. AI-generated transcripts and minutes
Transcripts, summaries, decisions, actions, deadlines, speaker labels and recruitment insights may contain errors. Accents, overlapping speech, connection quality, specialist names and background noise can reduce accuracy. Evidence verification reduces risk but does not guarantee correctness.
AI output is an administrative draft. An authorised human must review it before relying on it for recruitment, discipline, loot, roster, performance, financial, employment, legal, medical or other material decisions. You remain responsible for decisions made using the output.
9. Recruitment Assistant
Recruitment Assistant operates only from a character link deliberately submitted by an officer. It may retrieve public character, progression and ranking information from Raider.IO and Warcraft Logs and place it in the guild's selected Discord forum. Officer Scribe does not guarantee that public profiles are current, complete, correctly matched or suitable evidence of a person's ability or conduct.
Do not use the feature for harassment, blacklisting, unlawful discrimination, automated rejection or sharing private applicant information outside the authorised recruitment group. Officer notes must be fair, relevant and appropriate.
10. Acceptable use
You must not use the Service to:
- record anyone secretly, unlawfully or after they have declined;
- process data about anyone under 18;
- harass, threaten, stalk, discriminate against, defame or exploit another person;
- collect passwords, payment details, government identifiers or unnecessary special-category data;
- infringe privacy, confidentiality, copyright, database, trademark or other rights;
- upload malware, interfere with the Service, bypass rate limits or probe security without written permission;
- resell, sublicense or provide the Service as part of another product without written agreement;
- misrepresent AI output as a guaranteed or independently verified fact; or
- use the Service for unlawful activity or in breach of Discord's rules.
11. Privacy and data processing
The Privacy Policyexplains how Officer Scribe handles personal data. Where Officer Scribe processes meeting content on a guild's behalf, the Data Processing Addendum applies. The current service-provider list is published at /subprocessors and deletion instructions are available at /data-deletion.
A guild administrator may delete stored guild content using the dashboard. When the bot is removed, the disconnected workspace is normally retained for up to three months to allow reconnection or export and is then scheduled for deletion, subject to backups, disputes and legal obligations.
12. Third-party services
Discord, OpenAI, Vercel, Railway, Neon, Raider.IO and Warcraft Logs have their own services, availability, security controls and terms. Officer Scribe is not responsible for a failure or change in a third-party service, public profile or API. Your use of those platforms remains subject to their own agreements. Officer Scribe is not affiliated with or endorsed by Blizzard Entertainment.
13. Suspension and termination
You may stop using the Service and remove the bot at any time. We may suspend or terminate access where reasonably necessary to protect users or systems, investigate abuse, comply with law, respond to a platform requirement, enforce these Terms or manage the beta. Where practical, we will explain the reason and provide an opportunity to resolve it.
Sections intended to survive termination—including ownership, liability, disputes, privacy and lawful retention—continue to apply after use ends.
14. Officer Scribe intellectual property
The Service, software, branding, website design, documentation and original materials are owned by Officer Scribe or its licensors. These Terms give you a limited, revocable, non-transferable right to use the Service for its intended purpose. They do not transfer ownership. Feedback may be used to improve the Service without payment or obligation, but we will not publish your confidential content as feedback without permission.
15. Service standard and disclaimers
We will use reasonable care and skill in providing the Service. Because this is an evolving beta, it is otherwise provided on an "as available" basis. We do not promise uninterrupted access, permanent retention, perfect security, error-free transcription, complete recruitment data or that the Service will meet every guild's requirements.
Nothing in these Terms excludes rights or remedies that cannot lawfully be excluded, including any mandatory rights you have as a consumer.
16. Liability
Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, deliberate misconduct, or any liability that cannot lawfully be limited.
Consumers
Where you use the Service as a consumer, we are responsible for loss or damage that is a foreseeable result of our breach of these Terms or failure to use reasonable care and skill. We are not responsible for business losses or loss caused by your unlawful recording, failure to review AI output, Discord configuration, third-party services or events outside our reasonable control.
Business and organisational users
To the maximum extent permitted by law, Officer Scribe is not liable for indirect or consequential loss, loss of profit, revenue, opportunity, reputation, anticipated savings or corrupted data. Our aggregate liability arising from the free beta is limited to £50. Once paid service begins, aggregate liability will be limited to the fees paid for the affected Service during the twelve months before the event giving rise to the claim. These limits do not apply to the liabilities that cannot be limited above.
17. Changes to the Service or Terms
We may update these Terms as the Service, law or commercial model changes. Material changes will be published and, where reasonable, highlighted through the website or support Discord. Continued use after the effective date means you accept the updated Terms. Where a change materially disadvantages you, you may stop using the Service before it takes effect.
18. Governing law and disputes
These Terms are governed by the laws of England and Wales. The courts of England and Wales have non-exclusive jurisdiction. If you are a consumer living elsewhere, this does not remove mandatory protections or rights to bring proceedings that apply in your home jurisdiction.
Please raise disputes first by emailing ambcollins123@gmail.com so there is a reasonable opportunity to resolve them informally.
19. Contact
Contact Adam Collins, trading as Officer Scribe at ambcollins123@gmail.com. A correspondence address is available upon legitimate request.