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Terms of Service

WeEngage
Operated by InsightEQ Solutions LLC
Effective Date: August 26, 2026
Last Updated: October 3, 2026

Latest change (October 3, 2026, later the same day): Section 3.4 now also covers departments: an organization may group teams into departments, whose leaders see the department's insights and report the way a team's leaders see their team's. Organization-wide insights and reports name the departments a theme came from; teams are never named.

Earlier change (October 3, 2026): Section 3.4 now also covers team and organization reports, which never include quotes, and project reports, which work like client reports.

Earlier change (October 2, 2026): A facilitator on a Pro plan can create a client report from a client's insights, with quotes from participants' own responses. Section 3.4 adds that you choose which quotes go in and check that none names or points to a person.

Earlier change (October 2, 2026): A facilitator on a Pro plan can add a transcript from their own notetaker to a saved session so what was said out loud is part of its meeting digest. Section 3.2 adds what you confirm when you do: that the meeting was recorded with its participants' permission and that you have the right to use the transcript this way. WeEngage does not record or transcribe meetings and does not store transcripts you add. Section 3.4 is corrected to match: insights across meetings now include what was said out loud when, and only when, a transcript was added.

Earlier change (October 2, 2026): Pro can also be bought through the Zoom App Marketplace. Section 8 now says how that works: Zoom takes the payment and handles billing, cancellation, and refunds for those purchases, and neither removing the Zoom app nor deleting your WeEngage account cancels a subscription bought there (Section 11.1). Nothing changed for Pro or Team plans bought on weengage.app.

Earlier change (September 29, 2026): Organization-wide insights no longer require a finding to come from more than one team, and no longer say how many teams a finding came from. In every view, an insight still needs at least three meetings and each finding at least two of them (Section 3.4).

Earlier change (September 26, 2026): Accuracy sweep against how the app actually works. Section 2.2(F) and Section 6.2 no longer forbid using the service "by any method other than the public web interface": the Zoom and Teams apps and the API (for accounts we have enabled it on) are supported ways in. Section 3.4 now states the two-team rule as the app applies it. Section 4.5 now describes the personal-vs-organization declaration every account makes at sign-up, which is what actually decides who owns session data, rather than a plan name. Section 8 now covers the Team plan and the Early Adopter discount. Section 11.1 describes what deletion actually does: the account is marked deleted at once and purged after 90 days, sessions run for an organization pass to it, and a Pro subscription is not cancelled by deleting the account. Stripe, Vercel, Zoom, and Microsoft are added to the third-party lists in Sections 5.4, 9, and 10. Section 13 now names New York, where InsightEQ Solutions LLC is based, as the arbitration venue and governing law instead of California. Section 12 no longer promises an email 30 days before a material change, an in-app notice, or a separate acceptance step; changes are described at the top of this page, as they always have been. No change to your other rights or obligations.

Earlier change (September 25, 2026): Accuracy update to Section 3.4. Organization, team, client, and project insights are now built from meeting digests instead of saved conversation insights. Meeting digests are the structured records written, with names removed, when a meeting is ended with Save & End. Meetings marked Confidential are never included. Your commitments under Section 3.4 have not changed.

Earlier change (September 24, 2026): New Section 3.4 (Insights Across Meetings) covering organization, team, and client insights: they are a starting point for talking with people, not a replacement for it, and they may not be used to evaluate any individual or to make personnel decisions, even with consent. Section 2.2(D) now points to it.

Earlier change (September 11, 2026): Accuracy update. Session records are printed or saved as PDF from the session view in the app; the earlier references to downloading an HTML or JSON export (Sections 2, 3, 4, 6.1 and 6.2) described a button that was removed on August 26, 2026. No change to your rights or obligations.

Earlier change (September 5, 2026): Accuracy update. Section 8 now explicitly names Stripe as the third-party processor for Pro subscription payments, and states that card details are entered on Stripe's own hosted checkout page rather than collected by WeEngage — this was already how billing worked, just not previously named here.

Earlier change (September 2, 2026): Accuracy update. If a free trial ends without ever converting to a paying Pro subscription, sessions from that trial are now deleted after 7 days from the trial's end date instead of the previous 365-day window (Section 6.1) — this does not affect a genuine Pro subscriber who later cancels.

Earlier change (August 31, 2026): Rewrote Section 8 (Payment & Billing) to reflect that paid plans are live, not a future placeholder, and to state the actual billing, cancellation, and refund policy. Also corrected Sections 4.1, 6.2, and 11.1, which described PDF exports and a contact-us account-deletion process that no longer match how the app actually works. Removed a stray second line under the postal address in Section 16 that read as an unrelated second location.

1. Acceptance of Terms

By creating an account or using WeEngage, you agree to these Terms of Service and our Privacy Policy. If you do not agree, you may not use the service.

These terms apply to all users:

  • Facilitators: People who create accounts and run sessions
  • Participants: People who join sessions and submit responses (no account required)

2. Use of WeEngage

2.1 Permitted Uses

WeEngage is designed for:

  • Facilitating group decision-making, feedback, and collaboration
  • Running brainstorms, workshops, training sessions, and retrospectives
  • Generating AI-powered insights from group responses
  • Printing or saving session records for documentation and sharing within your organization

2.2 Prohibited Uses

You agree not to use WeEngage to:

A. Violate Laws

  • Use the service in violation of any applicable law, regulation, or legal process
  • Circumvent or bypass any security or authentication measures
  • Attempt to access the service with another person's account

B. Harm People or Groups

  • Coerce, manipulate, threaten, or deceive participants into providing responses
  • Collect responses under false pretenses
  • Use sessions to target, harass, or abuse individuals or groups

C. Misuse Participant Data

  • Use participant responses for purposes other than the stated meeting context (e.g., a "strategy session" should not secretly feed performance reviews)
  • Share participant responses or session records outside the facilitation group without explicit consent
  • Attempt to identify specific people from anonymous responses and misuse that information
  • Sell, license, or trade participant data to third parties
  • Use session data as a surveillance or monitoring tool against participants
  • Share data with law enforcement or third parties without participant knowledge (except where legally required)

D. Make Illegal or Unethical Decisions

  • Use session responses to make personnel decisions (hiring, firing, promotion, compensation, discipline) without participants' explicit knowledge and consent
  • Use anonymized responses to evaluate individual performance without consent
  • Make automated or solely algorithmic decisions that significantly affect a participant's legal status or opportunities
  • Use organization, department, team, or client insights for any personnel decision or to evaluate any individual, with or without consent (see Section 3.4)

E. Abuse the AI & Insights Features

  • Use AI insights to generate misleading or fraudulent claims about what participants said
  • Manipulate AI insights to misrepresent group opinions
  • Use AI insights in a way that violates a participant's privacy or dignity

F. Interfere with the Service

  • Attempt to reverse-engineer, disassemble, or decompile WeEngage
  • Probe, scan, or test the security of the service
  • Overload or spam the service with requests
  • Inject malware, scripts, or malicious code
  • Access the service by any method other than the web interface, the WeEngage apps for Zoom and Microsoft Teams, and the API where we have enabled it for your account
  • Attempt to bypass data retention or deletion policies

3. Your Responsibilities as a Facilitator

3.1 Account Security

You are responsible for:

  • Keeping your email and password secure
  • Not sharing your recovery codes with others
  • Notifying us immediately if you suspect unauthorized access
  • Logging out on shared computers

We are not responsible for unauthorized access due to your negligence.

3.2 Participant Consent & Transparency

You agree to:

  • Inform participants that responses may be AI-processed (the session entry banner does this, but you can reinforce it verbally)
  • If you add a meeting transcript to a session, you confirm that the meeting was recorded with the permission of its participants and that you have the right to use the transcript in this way. WeEngage does not record or transcribe meetings and does not store transcripts you add.
  • Inform participants about data retention (e.g., "your data will be kept for 7 days" for free tier)
  • Allow participants to submit anonymously if sensitive topics are discussed
  • Respect participant wishes if they ask not to be included in AI insights, including by removing their part of a transcript before you add it; WeEngage removes the names it can identify, not what a person said
  • Be transparent about who will see responses (other participants, facilitator, AI, etc.)

3.3 Ethical Use

You agree to:

  • Use WeEngage in good faith for its intended purpose (facilitation)
  • Respect participant privacy and dignity
  • Only use session data for the context in which it was collected
  • Keep any session record you print or save secure; do not leave copies on shared drives or send them via unencrypted email
  • Clarify with participants if you intend to use their data beyond the session (e.g., for a report, case study, or research)

3.4 Insights Across Meetings

Organization insights, team insights, and client insights are AI summaries of themes across several meetings. Organization, team, client, and project insights are built from meeting digests: short, structured records WeEngage writes, with names removed, when a facilitator ends a meeting with Save & End. Views shared with other people never include a meeting the facilitator marked Confidential, need at least three meetings, and each finding needs evidence from at least two of them. These insights are summaries of summaries. They can miss things, over-read a few meetings, or get things wrong (see Section 5.2). They reflect what was entered in WeEngage. What was said out loud reaches them only when the facilitator adds a meeting transcript to that session (Section 3.2); a meeting's own chat and anything outside the meeting never do.

A client or project report is made from that client's or project's meetings that are not marked Confidential, and can include quotes from participants' own responses, copied word for word and shown without names. You choose which quotes go in; check that none names or points to a person. A team, department or organization report is made the same way from team, department or organization insights and never includes quotes; a department report may say how many of its teams a theme came from, never which, and an organization-wide report names the departments a theme came from, or counts teams, never naming a team.

If you view, generate, print, or share these insights, you agree to:

  • Treat them as a starting point for conversations with the people involved, not a replacement for those conversations
  • Check what they suggest with the people and teams concerned before acting on it
  • Not use them to evaluate, rank, or single out any individual, or to try to work out who said what or which meeting something came from
  • Not use them, in whole or in part, as a basis for personnel decisions about anyone, including hiring, firing, promotion, compensation, performance reviews, or discipline

This applies even where participants have agreed to other uses of their own session data under Section 2.2(D). Consent given in one meeting does not extend to insights drawn across many.

If your organization gives people access to these insights, it is responsible for making sure they follow this section.

4. Intellectual Property

4.1 Your Intellectual Property

You own:

  • Session data you create (questions, responses, session context)
  • AI insights output (themes, tensions, follow-up questions)
  • Session records you print or save as PDF from the app
  • Any derivative works you create from your sessions

You grant us a license to:

  • Store your data (so you can retrieve it)
  • Process your data through Claude API (so AI insights work)
  • Display your data in the app (so you and your participants can see it)
  • Retain your data per the retention policy
  • Use anonymized, aggregated data to improve the service

4.2 Participant Intellectual Property

Participant responses belong to you (the facilitator) because:

  • Participants submit responses into your session
  • You created the session and own the session
  • Participants voluntarily provide responses with no ownership claim

Exception: Participants retain intellectual property in their original creative work, ideas, or confidential information they submit. If a participant shares a unique idea or confidential business information, you should:

  • Get explicit permission before using it outside the session
  • Attribute the idea to the participant if requested
  • Not use it to harm the participant

4.3 WeEngage's Intellectual Property

We own:

  • The WeEngage platform, code, interface, and technology
  • The algorithms and processes used for brainstorm clustering
  • The prompts and methods we use for AI insights
  • Any trademarks or logos

You have a license to use these only as part of using the service. You cannot:

  • Copy the code or interface
  • Create a competing product using our methods
  • Sublicense the technology to others
  • Claim ownership of WeEngage

4.4 AI-Generated Insights

Ownership: You own the AI insights output (it is derived from your session data, and you pay for the API usage via our service).

Attribution: If you publish AI insights, you should note that they were generated using Claude (Anthropic's AI model). Example: "Insights generated using Claude (Anthropic)."

Limitations: You may not claim that AI insights are human-written without disclosure.

4.5 Accounts Used on Behalf of an Organization

When you complete your profile, you declare whether your account is for personal use or on behalf of an organization, and you can change that declaration later in Edit Profile. Someone who joins WeEngage through an organization's invitation is recorded as on behalf of that organization.

If your account is declared to be on behalf of an organization, or belongs to a WeEngage organization (including one on the Team plan), that organization is the legal owner of the session data, AI insights, and printed or saved records created under the account — not the individual employee or contractor who happened to create a given session. In that case, "you" throughout this Section 4 means the organization, and any individual using the account does so as an authorized user on the organization's behalf, not as a personal accountholder. The organization is responsible for its own internal policies on which of its people may access, print, or delete session records, and for reassigning sessions when someone leaves (the app asks who should take them over when a member is removed, and passes them to an owner if a member deletes their own account).

If your account is declared to be for personal use, you own the session data personally, even if you use WeEngage at work.

5. Liability & Disclaimers

5.1 "As-Is" Service

WeEngage is provided "as-is" without warranties of any kind. We do not guarantee:

  • The accuracy of AI insights
  • That the service will be uninterrupted or error-free
  • That your data will never be lost or corrupted
  • That the service will meet your specific needs

5.2 AI Insights Limitations

Claude's insights may:

  • Misinterpret responses or miss important nuances
  • Generate insights that don't accurately reflect the group's intent
  • Hallucinate or invent connections that don't exist
  • Introduce bias or unfair characterizations

You are responsible for:

  • Reviewing the insights before relying on them
  • Checking the insights against original responses
  • Providing feedback to facilitators and participants if the insights are inaccurate
  • Not using AI insights as the sole basis for decisions without human review

5.3 Data Loss

While we take reasonable precautions, we are not liable for:

  • Data loss due to deleted sessions (after 90-day retention)
  • Accidental deletion of responses
  • Data corruption or unauthorized access due to factors outside our control (e.g., third-party breaches, force majeure)

Recommendation: Print or save important sessions regularly, and back up the copies.

5.4 Limitation of Liability

To the maximum extent permitted by law:

  • We are not liable for indirect, incidental, special, or consequential damages (lost profits, lost data, business interruption)
  • Our total liability to you is limited to the amount you paid us in the past 12 months (or $0 if you use the free tier)
  • We are not liable for third-party actions, including the services of Anthropic (Claude), Railway, SendGrid, Stripe, Vercel, Zoom, or Microsoft

5.5 No Legal or Professional Advice

WeEngage is a tool, not a substitute for:

  • Legal advice or counsel
  • Professional consulting or facilitation
  • Medical, mental health, or therapeutic advice
  • HR expertise or compliance counsel

If you use WeEngage for sensitive topics (health, legal, financial, HR decisions), you should also consult relevant professionals.

6. Your Data & Session Management

6.1 Data Retention

See the Privacy Policy, Section 5. Summary:

  • Free plan: Sessions deleted after 7 days
  • Pro plan: Sessions deleted after 365 days
  • Free trial that ends without upgrading: Sessions from that trial are instead deleted after 7 days from the trial's end date, not 365 — does not apply if you've ever actually paid for Pro
  • Audit trail: Soft-deleted data retained for 90 days, then permanently removed
  • Your responsibility: Print or save important sessions before they expire

6.2 Data Export & Portability

You can:

  • Print or save as PDF any individual session anytime, directly in the app (open it from Previous Sessions and choose Print Session)
  • Request a full export of your account and all its sessions bundled together (contact us — this isn't yet self-service)
  • Read your sessions from another system through the API, if we have enabled API access for your account (see the API guide)
  • Import your data into other tools (we're not responsible for third-party tools' compatibility)

You cannot:

  • Scrape the web interface or bulk-download sessions by any means other than the API
  • Export other users' data
  • Export participant data without participant consent (except within your session for facilitation purposes)

6.3 Session Deletion

When you delete a session:

  • It is soft-deleted (hidden from your view)
  • Participant responses are also deleted
  • It remains in our database for 90 days (for audits)
  • After 90 days, it is permanently deleted and cannot be recovered

Caution: Once deleted, a session cannot be recovered after 90 days.

7. Acceptable Use Policy for Sensitive Topics

7.1 We Support Responsible Use of Sensitive Topics

WeEngage can be used for sensitive facilitation, including:

  • Organizational change management
  • Conflict resolution
  • Performance feedback
  • Health & wellness discussions
  • Diversity & inclusion conversations

However, you must:

  • Enable anonymity if participants might feel unsafe
  • Be transparent with participants about data use
  • Use AI insights responsibly (review output for bias/accuracy)
  • Not make major decisions based on AI insights alone
  • Consider professional facilitation or consulting for high-stakes topics

7.2 We Do Not Support

  • Surveillance or coercive monitoring
  • Covert data collection (don't hide that responses are being collected)
  • Manipulative persuasion (don't mislead people into "voluntary" responses)
  • Personnel decisions without consent (secret performance evals, hidden reviews)
  • Collection of health/mental health data for non-therapeutic purposes
  • Discrimination or targeting based on responses

7.3 Human Facilitation Matters

AI insights are a tool to support facilitation, not replace it. For sensitive topics:

  • A trained facilitator should interpret the insights in context
  • Follow ethical guidelines for the topic (e.g., trauma-informed practice for health discussions)
  • Debrief participants after the session
  • Provide support resources if needed (e.g., mental health resources, conflict resolution coaching)

8. Payment & Billing

WeEngage offers a Free plan, a paid Pro plan ($29/month), and a Team plan for organizations ($25 per seat per month, two-seat minimum). New accounts start with a 30-day Pro trial, counted from the moment you confirm your email, that requires no payment method; if you don't add one before the trial ends, your account automatically moves to Free — you are never silently charged.

  • Team plan: An organization's owner starts it from the organization page and pays for every member's seat. Seats follow the roster: adding a member adds a seat, prorated on the next invoice, and removing one drops it, never below two. Every member has Pro while the plan is active. If the plan is cancelled it runs to the end of the paid period, then each member returns to their own plan. An owner already paying for Pro can switch that subscription to the Team plan in place; the exact charge is shown before anything happens.
  • Early Adopter offer: If you signed up with an Early Adopter invite code, you get Pro free for three calendar months, and afterwards a lifetime discount on Pro ($20 instead of $29 a month) tied to your account. The discount applies to Pro only and ends if the subscription is switched to a Team plan.
  • Payment processor: Payments are processed by Stripe, a third-party payment processor — when you upgrade, you're redirected to Stripe's own hosted checkout page to enter your card details. WeEngage never collects or stores your card number. See our Privacy Policy (Section 6.4) for what account information we share with Stripe.
  • Pro through the Zoom App Marketplace: Where WeEngage Pro is offered on the Zoom App Marketplace, you can buy it there instead, at the same $29 a month. That purchase is made from Zoom, under Zoom's own terms: Zoom takes the payment, and billing, payment methods, cancellation, and refunds for it are handled by Zoom in the marketplace, not through our billing portal or by us. Zoom sells Pro as licenses that the buyer assigns to people in their Zoom account; a WeEngage account has Pro for as long as Zoom reports a license for the Zoom user linked to it, and returns to its own plan when that license ends. Removing the WeEngage app from Zoom does not cancel a subscription bought there. The 30-day trial is the same for every account; the Early Adopter discount applies only to Pro bought on weengage.app. See our Privacy Policy (Section 6.6) for what we store to make this work.
  • Billing schedule: Pro and Team are billed monthly; there is no annual plan. You manage your subscription (update payment method, view invoices, or cancel) yourself at any time through your account's billing portal.
  • Cancellation: Cancelling takes effect at the end of your current billing cycle — you keep Pro access through the period you already paid for, and are not charged again after that. There is no prorated refund for the unused portion of a cycle. Deleting your account is the one exception to the timing: it cancels Pro immediately (Section 11.1).
  • Refunds: We do not offer refunds for amounts already charged. If you believe your situation warrants an exception, you can reach out to support@weengage.app and we'll review it case by case.
  • Invoices: Available anytime through your billing portal.

9. Privacy & Data Protection

See our Privacy Policy for details on:

  • What data we collect
  • How we use it (including AI processing via Claude)
  • Your rights and choices
  • Third-party processors (Railway, SendGrid, Anthropic, Stripe, Vercel, and Zoom when installed from its marketplace)
  • Data retention and deletion

These terms and the Privacy Policy are inseparable. If they conflict, the Privacy Policy controls data-related issues.

10. Third-Party Services

WeEngage uses third-party services:

  • Claude API (Anthropic): For AI insights, meeting digests, meeting chat, and the help chat
  • Railway: For data storage and hosting
  • SendGrid: For email delivery
  • Stripe: For payments and billing
  • Vercel: For frontend hosting
  • Zoom and Microsoft: If you use the WeEngage app inside Zoom or Microsoft Teams, those platforms host the panel it runs in

You agree that:

  • These services are subject to their own terms and privacy policies
  • We are not responsible for their actions or failures
  • If a third-party service changes terms or practices, we may need to update our service

We will notify you if a material change to a third-party service affects your data.

11. Termination & Suspension

11.1 Termination by You

You can delete your account anytime, yourself, from Edit Profile in your profile — no need to contact us. You'll be asked to type "delete" to confirm before it happens.

Upon deletion:

  • Your account is marked deleted at once and you lose access to WeEngage; your profile data is permanently removed 90 days later (Privacy Policy, Section 5.4)
  • Sessions you ran for an organization pass to that organization (Section 4.5); your other sessions are detached from any account, are visible to nobody, and are removed under the normal retention windows
  • Your saved meeting chats are deleted immediately
  • If you pay for Pro yourself, deleting your account cancels that subscription immediately. You are not charged again, and the unused part of the current billing cycle is not refunded (Section 8). If we can't reach our payment processor to cancel it, the account is not deleted and you're asked to try again
  • If your Pro was bought through the Zoom App Marketplace, deleting your WeEngage account does not cancel it. We cannot cancel a Zoom purchase for you; cancel it in the Zoom App Marketplace, or Zoom will continue to charge for it
  • If your card pays for an organization's Team plan, you must cancel that plan before the account can be deleted

11.2 Suspension by Us

We may suspend your account if you:

  • Violate these terms or the Privacy Policy
  • Use the service for illegal purposes
  • Abuse the service (spam, hacking, malware, etc.)
  • Violate third-party rights (copyright, harassment, etc.)

Before suspension: We will notify you of the violation and give you 14 days to fix it (except for serious violations like illegal activity).

11.3 After Termination

  • You lose access to your account and sessions
  • Session data remains per the retention policy
  • You may request data export before account deletion (within 30 days)

12. Changes to Terms

We may update these terms to:

  • Reflect changes to the service (new features, new tier)
  • Comply with laws
  • Improve clarity

How you'll know: When we change these terms, we update the Last Updated date and describe the change at the top of this page. Continuing to use WeEngage after a change means you accept the updated terms. If you disagree, you can delete your account.

13. Dispute Resolution & Jurisdiction

13.1 Informal Resolution

If you have a dispute, contact us first:

We'll work to resolve it within 30 days.

13.2 Binding Arbitration (US Users)

If we can't resolve it, you agree to binding arbitration instead of court:

  • Venue: Westchester County, New York
  • Arbitrator: JAMS or AAA
  • Costs: We'll pay arbitration fees; you pay your attorneys (if you want one)
  • Exceptions: Small claims court is allowed

13.3 Governing Law

These terms are governed by the laws of the State of New York, without regard to conflict of law principles.

13.4 International Users

For users outside the US, disputes are resolved:

  • First: Via informal negotiation
  • Then: Via mediation (we'll both agree on a mediator)
  • Finally: Via binding arbitration in Westchester County, New York (or per your local law if required)

14. Severability

If any part of these terms is found invalid, the rest remains in effect.

15. Entire Agreement

These Terms of Service, combined with our Privacy Policy, form the entire agreement between you and WeEngage. They supersede all prior agreements, discussions, or understandings.

16. Contact & Support

Questions or disputes?

Email: support@weengage.app
Postal Address:
InsightEQ Solutions LLC
980 Broadway #137, Thornwood, NY 10594

Response time: We aim to respond to disputes and inquiries within 10 business days.

End of Terms of Service

Document Version: 1.5
Date: September 26, 2026