Terms of Service

1. Acceptance of Terms

By accessing or using the Strata AI platform (strataai.org), operated by XWNK Enterprises LLC, doing business as Strata AI ("Strata AI," "we," "our," or "us"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our platform. These terms apply to all users of the platform, including financial advisors and their authorized team members.

2. Description of Service

Strata AI is an AI-powered communication and productivity platform designed for financial advisors. Our services include AI-assisted email generation, client relationship management, meeting recording and AI-powered note-taking, document analysis, market research tools, writing style calibration, team collaboration and sharing features, automated meeting bot joining, and integrations with third-party services such as Zoom, Microsoft Outlook, and others.

3. User Accounts

To use certain features of the platform, you must create an account. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized use of your account
• Ensuring that the information you provide is accurate and current
• Maintaining the security of any team-shared content and ensuring team members comply with these terms

3A. Writing Style Calibration

Strata AI offers a writing style calibration feature that analyzes samples of your writing or voice recordings to learn your communication style. By using this feature, you acknowledge and agree that:

• Writing style profiles are generated from content you voluntarily provide (text samples, voice recordings, or past emails).
• Your writing style profile is stored securely and associated with your account. It is not shared with other users or used for any purpose other than personalizing AI-generated content for you.
• Voice recordings submitted for calibration are processed by third-party transcription services and are not retained beyond the processing window.
• You may delete your writing style profile at any time through the platform settings.
• AI-generated content that mimics your writing style is still AI-generated and must be reviewed before use in professional communications.

3B. Team Collaboration & Sharing

Strata AI provides team collaboration features including folder sharing, team invitations, assistant seats, shared meeting notes, and organizational structures (households and organizations). By using these features, you acknowledge and agree that:

• When you share folders, meeting notes, or other content with team members, those team members will have access to the shared content in accordance with the permissions you set.
• You are responsible for ensuring that shared content does not violate any confidentiality obligations you have to your clients or your firm.
• Team administrators can invite and remove team members. Removing a team member revokes their access to all shared content.
• Shared content remains subject to the same data security and encryption standards as all other data on the platform.
• You may revoke sharing permissions at any time through the platform interface.

4. Acceptable Use

You agree not to:

• Use the platform for any unlawful purpose or in violation of any applicable regulations
• Upload, transmit, or distribute any content that is harmful, offensive, or infringes on the rights of others
• Attempt to gain unauthorized access to any part of the platform or its related systems
• Use the platform to send spam, unsolicited communications, or misleading content
• Reverse engineer, decompile, or disassemble any part of the platform
• Use AI-generated content in a manner that misrepresents it as human-written when disclosure is required by law or regulation

5. AI-Generated Content

Strata AI uses artificial intelligence to generate communications, summaries, recommendations, and other content. While we strive for accuracy, AI-generated content may contain errors or inaccuracies. You are solely responsible for reviewing, editing, and approving all AI-generated content before sending it to clients or using it in any professional capacity. Strata AI does not provide financial, legal, or investment advice, and AI-generated content should not be construed as such.

5A. AI Output Usage Restrictions

AI-generated content produced by Strata AI is provided for your personal professional use only. You may not sell, distribute, sublicense, or transfer AI-generated outputs to third parties as a standalone product or service. You retain the right to use AI-generated content in your professional communications with clients after review and approval. You may not use the platform to build a competing product or service, or to systematically extract AI-generated content for resale or redistribution.

6. Data Processing & Your Role as Data Controller

When you use Strata AI to process information about your clients — including meeting transcripts, contact details, financial data, and communications — you act as the Data Controller and Strata AI acts as the Data Processor. This means:

• You determine the purposes and means of processing your client data through your use of the platform.
• We process your data solely to provide the services you have requested and in accordance with your instructions as expressed through your use of the platform.
• We do not sell, rent, or share your data with third parties for their own marketing or commercial purposes.
• We do not use your client data to train AI models or for any purpose other than delivering the services to you.
• You are responsible for ensuring you have the appropriate legal basis (e.g., client consent, legitimate interest) to input your clients' data into the platform.

7. Meeting Transcripts & Recording Data

When you use Strata AI's meeting recording and transcription features, the following data handling practices apply:

• Meeting recordings and transcripts are processed using third-party transcription services (see Section 8: Sub-Processors) and stored in our secure database.
• All transcript data is logically isolated per user account. Each user can only access their own meeting transcripts and recordings through the platform.
• Raw audio recordings held by third-party transcription services are automatically deleted after processing is complete. Strata AI does not retain raw audio files on third-party infrastructure beyond what is necessary for transcription.
• Transcripts stored in our database are associated with your user account and protected by the same access controls that govern all user data on the platform.
• You may delete any meeting transcript at any time through the platform. Deletion removes the transcript, summary, action items, and all associated AI-generated content from our database.
• You are responsible for informing meeting participants that the meeting is being recorded and transcribed, and for obtaining any required consent in accordance with applicable laws and your firm's compliance policies.

8. Sub-Processors & Third-Party Services

To deliver our services, Strata AI engages the following categories of third-party sub-processors that may process your data:

• Meeting Transcription: We use Recall.ai and Deepgram to record and transcribe meetings. Audio data is transmitted to these services for real-time or batch transcription and is subject to their respective data processing terms. Raw audio is not retained by these services beyond the processing window.
• AI Language Processing: We use large language model providers to generate email drafts, meeting summaries, action items, and other AI-powered features. Data sent to these providers is used solely for generating responses and is not retained for model training.
• Cloud Infrastructure: Your data is stored on secure cloud infrastructure with encryption at rest and in transit. Database access is restricted to authenticated application processes.
• Payment Processing: Stripe processes all payment transactions. We do not store credit card numbers or payment credentials on our servers.
• Calendar & Communication Integrations: When you connect Zoom, Microsoft Outlook, or Google Calendar, data is exchanged with those services under your authorization and their respective terms.

We maintain contractual obligations with each sub-processor to ensure they handle your data in accordance with applicable data protection standards. We will notify users of material changes to our sub-processor list.

9. Data Security & Access Controls

We implement robust security measures to protect your data. Strata AI is currently undergoing a SOC 2 Type 2 examination, which evaluates the design and operating effectiveness of our security controls over a sustained observation period. Our security practices include:

• All data is encrypted in transit using TLS 1.2 or higher.
• Database storage uses encryption at rest.
• User data isolation is enforced at the application layer — every database query is scoped to the authenticated user's account.
• Authentication is managed through secure OAuth protocols with session-based access tokens and two-factor authentication.
• We follow a Secure Software Development Lifecycle (SSDLC) that integrates security into every phase of development — from requirements and design through coding, testing, deployment, and monitoring. Our SSDLC practices include input validation on all API endpoints, parameterized database queries to prevent injection attacks, code review for all changes, and locked dependency files to prevent supply chain attacks.
• Rate limiting is applied to authentication endpoints and administrative access to prevent brute force attacks.
• Administrative access to production systems is restricted and logged. Platform administrators do not access individual user data in the ordinary course of business.
• The platform includes an administrative impersonation feature that allows the platform owner to temporarily access a user's account for support and troubleshooting purposes. Every impersonation session is logged in the audit trail with the administrator's identity, the impersonated user, and timestamps. Impersonation is restricted to the platform owner and cannot be delegated. This capability is used solely for resolving support requests and diagnosing technical issues.
• Audit logs track account-level actions including meeting creation, data exports, account changes, and administrative impersonation sessions.
• We conduct periodic reviews of our security practices and access controls as part of our SOC 2 Type 2 compliance program.

10. Data Retention & Deletion

We retain your data for as long as your account is active and as needed to provide you with our services. Our data retention practices include:

• Meeting transcripts and AI-generated notes are retained until you delete them or close your account.
• Raw audio data held by third-party transcription services is automatically purged after transcription processing is complete.
• Upon account termination, we will delete your data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., billing records, dispute resolution).
• You may request a full export of your data at any time by contacting us at [email protected].
• You may request deletion of specific data (individual meetings, contacts, conversations) at any time through the platform interface.

11. Third-Party Integrations

The platform offers integrations with third-party services including Zoom, Microsoft Outlook, Google Calendar, and Wealthbox CRM. When you connect a third-party service, you authorize Strata AI to access and use your data from that service as described in our Privacy Policy. All third-party integrations follow the principle of least privilege — we request only the minimum permissions necessary to deliver the requested functionality. OAuth tokens for connected services are stored encrypted in our database and are immediately deleted when you disconnect the integration. Your use of third-party services is also subject to those services' own terms and policies. We are not responsible for the availability, accuracy, or practices of third-party services. For detailed information about how each integration handles your data, please refer to our Security page.

12. Intellectual Property

The Strata AI platform, including its design, features, code, and branding, is the property of XWNK Enterprises LLC and is protected by intellectual property laws. You retain full ownership of any data you input into the platform, including client information, meeting transcripts, and communications. By using the platform, you grant us a limited, revocable license to process your data solely for the purpose of providing our services. This license terminates when you delete your data or close your account.

13. Data and Privacy

Your use of the platform is also governed by our Privacy Policy, which describes how we collect, use, and protect your information. By using the platform, you consent to the data practices described in our Privacy Policy.

14. Limitation of Liability

To the maximum extent permitted by law, XWNK Enterprises LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the platform. This includes, but is not limited to, damages for loss of profits, data, business opportunities, or goodwill. Our total liability for any claim arising from these terms shall not exceed the amount you paid us in the twelve months preceding the claim.

15. Disclaimer of Warranties

The platform is provided "as is" and "as available" without warranties of any kind, whether express or implied. We do not warrant that the platform will be uninterrupted, error-free, or free of harmful components. We disclaim all warranties, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

16. Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our platform of any change in ownership or uses of your personal information, as well as any choices you may have regarding your information. Following any such transfer, the acquiring entity will remain bound by the terms of this agreement with respect to your data until you are notified of changes and given the opportunity to opt out.

17. Termination

We reserve the right to suspend or terminate your access to the platform at any time, with or without cause, and with or without notice. Upon termination, your right to use the platform ceases immediately. You may also terminate your account at any time by contacting us. Upon termination, we will delete your data in accordance with Section 10 (Data Retention & Deletion). Sections of these terms that by their nature should survive termination will remain in effect.

18. Changes to Terms

We may modify these Terms of Service at any time. We will notify you of material changes by posting the updated terms on this page and, where practicable, by email notification. Your continued use of the platform after changes constitutes acceptance of the revised terms. We encourage you to review these terms periodically.

19. Governing Law

These Terms of Service shall be governed by and construed in accordance with the laws of the United States. Any disputes arising from these terms shall be resolved through binding arbitration in accordance with applicable rules.

20. Contact Us

If you have any questions about these Terms of Service, our data handling practices, or wish to exercise your data rights, please contact us at [email protected].