Last updated: June 3, 2026

Terms of Service

These Terms of Service ("Terms") govern your access to and use of RecordFlow ("Service"), operated by RecordFlow ("we", "us", or "our"). By using the Service, you agree to be bound by these Terms.

Service Operator

RecordFlow is operated by:
Adam Dobrawy
al. Jerozolimskie 89/43, 02-001 Warszawa, Poland
NIP: 7011027851
REGON: 388642835
VAT EU: PL7011027851

1. Service Description

RecordFlow is a cloud-based service that automatically archives Zoom cloud recordings to Google Drive. The Service connects to your Zoom account via OAuth to access recordings and to your Google Drive account to store archived files. Zoom VTT transcripts are additionally converted to native Google Docs for easier reading and search in Drive; the original VTT file is also archived. You may optionally enable transcript-only mode, which limits archiving to transcript files only. The Service may also send you transactional email notifications when recordings are archived, which you can enable or disable from your dashboard settings.

2. Account and Authentication

To use RecordFlow, you must authenticate with a valid Zoom account that has cloud recording enabled (requires a paid Zoom plan). You must also authorize access to a Google Drive account for file storage.

You are responsible for maintaining the security of your accounts. RecordFlow uses OAuth 2.0 with PKCE and never stores your Zoom or Google passwords.

Admin-managed deployments. RecordFlow offers a separate admin-managed Marketplace app that lets a Zoom account administrator archive recordings on behalf of other users in that Zoom account. If you install the admin-managed app, the following five clauses apply to you in addition to the rest of these Terms.

If you're installing the admin app for your team or organization, the next few paragraphs apply on top of everything else in these Terms.

Admin as controller. You are the data controller under GDPR (and equivalent laws in your jurisdiction) for the member personal data processed via the admin-managed app. RecordFlow acts as your processor under Art. 28 GDPR. Our processor obligations, sub-processor list, security commitments, and breach-notification commitments are set out in our Data Processing Addendum, which is incorporated into these Terms by reference; your acceptance of these Terms constitutes execution of that DPA.

Member notice warranty. You warrant that you have provided each member with the information required by GDPR Art. 14 (and any equivalent local-law notice — including any internal-policy notice required by your jurisdiction or by collective-bargaining arrangements) before enabling that member for sync.

Indemnification. You shall indemnify and hold RecordFlow harmless against any claim, loss, fine, or regulatory action brought by a member, by a data-protection authority, or by any third party arising from (a) your lack of authority to authorize the archival of that member's recordings, or (b) your failure to provide the notice required by the preceding paragraph. You will reimburse RecordFlow for reasonable legal costs incurred in responding to any such claim.

Employer / controller-fit warranty. A Zoom account administrator may not be the legal employer of, or have contractual or statutory control over, every Zoom user that appears in the account. You warrant that for each member you enable, you have the authority to archive that member's recordings. If you're not sure you do for someone, don't turn their toggle on.

When the admin app is removed. When the last admin on a Zoom account uninstalls the admin app, we delete every stored member record (names, emails, Zoom user IDs, per-member sync history) within 30 days of Zoom notifying us. You can also email support@recordflow.org to request deletion sooner — we'll respond within seven days. Recordings already copied to your Google Drive stay where they are; that's yours.

3. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or to violate any laws
  • Attempt to gain unauthorized access to the Service or its related systems
  • Interfere with or disrupt the integrity or performance of the Service
  • Use the Service to archive content you do not have the right to store or distribute
  • Reverse engineer, decompile, or disassemble any portion of the Service

4. Data Handling

RecordFlow streams recording files from Zoom's servers through our Cloudflare Worker and uploads them to your Google Drive. Recording content is held in memory only during the active transfer and is not permanently stored on our servers. Each sync operation has a maximum execution window of 8 minutes.

We store minimal user data required to operate the Service, including your Zoom user ID, email address, display name, and encrypted OAuth tokens. See our Privacy Policy for full details.

RecordFlow tracks meeting-level metadata (meeting topic, start time, sync status, Google Drive folder ID, and the identifiers of the recording files it has already transferred) to display sync progress on your dashboard and to avoid re-creating files you have deleted from your Drive. This data does not include recording content.

4a. Auto-Delete Feature (Optional)

RecordFlow offers an optional Auto-delete after archive feature that moves your Zoom cloud recordings to your Zoom Trash three days after they have been verified in your Google Drive. The feature is off by defaultand requires you to explicitly opt in from your dashboard, which triggers a separate Zoom OAuth consent screen requesting thecloud_recording:delete:meeting_recording scope.

Before each delete call, RecordFlow performs a live verification that every archived file for the meeting is present and not trashed in your Google Drive. If verification fails for any reason, RecordFlow refuses to issue the delete call and records the failure to its audit log. RecordFlow only ever uses Zoom's?action=trash endpoint — recordings remain restorable from your Zoom Trash for thirty days, which is Zoom's standard recovery window. RecordFlow does not provide a programmatic restore mechanism; recovery happens via the Zoom web interface.

You may also delete individual recordings from Zoom on demand via your sync history. The same archive-verification checks apply as for auto-delete.

You may turn auto-delete off at any time from your dashboard, which cancels any pending deletions but does not affect deletions already issued. If Zoom revokes the delete permission for any reason, RecordFlow detects this on the next call and pauses auto-delete for your account until you explicitly reconnect Zoom.

5. Third-Party Services

RecordFlow integrates with third-party services (Zoom and Google). Your use of these services is subject to their respective terms of service and privacy policies:

  • Zoom: Subject to Zoom's Terms of Service and acceptable use policies
  • Google: Subject to Google's Terms of Service and Google Drive's terms. RecordFlow uses the drive.file scope, which limits access to files and folders RecordFlow creates and to folders you explicitly select via the Google Picker during setup
  • Resend: Transactional email delivery for account, archive, and offboarding notifications. Subject to Resend's Terms of Service

Our use of Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

We are not responsible for the availability, accuracy, or reliability of these third-party services.

6. Intellectual Property

You retain all rights to your recordings and content. RecordFlow claims no ownership over any content you archive through the Service. We retain all rights to the Service itself, including its design, code, and documentation.

7. Service Availability and Limitations

We strive to maintain high availability but do not guarantee uninterrupted service. The Service depends on third-party APIs (Zoom, Google Drive, Cloudflare) and their availability. Sync operations are subject to:

  • Cloudflare Workers execution time limits
  • Zoom and Google API rate limits
  • File size and storage limitations of your Google Drive account

8. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, RECORDFLOW SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF DATA, LOSS OF RECORDINGS, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE. This limitation applies equally to recordings deleted from Zoom by the optional Auto-delete after archive feature: RecordFlow's pre-delete Drive verification is best-effort, and you remain responsible for any recordings you archive — RecordFlow cannot recover deletions issued during a Zoom Trash retention lapse, a Drive content change between verification and deletion, or any other failure outside our control.

10. Termination

You may stop using the Service at any time by logging out and revoking OAuth access through your Zoom and Google account settings. We may suspend or terminate your access if you violate these Terms or if required by law.

Upon termination, we will delete your stored user data within 30 days (and immediately upon Zoom app deauthorization). After deletion we send a single confirmation email to the address on file and discard it; see our Privacy Policy for full details. Recordings already transferred to your Google Drive will remain in your Drive, untouched.

11. Changes to Terms

We may update these Terms from time to time. We will notify users of material changes by updating the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the revised Terms.

12. Governing Law

These Terms are governed by the laws of Poland. Any disputes shall be subject to the jurisdiction of the courts in Warsaw, Poland, unless mandatory consumer protection laws of your country of residence provide otherwise.

13. Contact

If you have questions about these Terms, please contact us at support@recordflow.org.

Correspondence address:
Adam Dobrawy
al. Jerozolimskie 89/43, 02-001 Warszawa, Poland