Terms of service

Last updated: 17 October 2026

1. About these terms

1.1 These terms are the agreement between you and Fyllio Ltd for using Minute Book (minute-book.com). "We", "us" and "our" mean Fyllio Ltd. "You" means the person using Minute Book or, for an organisation plan, the organisation and each of its members.

1.2 Fyllio Ltd is a company registered in England and Wales, company number 16520641. Our registered office is 11 Rockwell Road, Bolton, United Kingdom, BL6 4NT. You can contact us at hello@minute-book.com or through our contact form.

1.3 Please read these terms before you create an account. By creating an account or using Minute Book, you agree to them. Our privacy notice explains how we use personal information. You can download or print these terms at any time from this page, and we will email you a copy when you start a paid plan or a free trial.

1.4 Some parts apply differently depending on whether you are a consumer (an individual using Minute Book wholly or mainly outside your trade, business, craft or profession) or a business user (anyone else, including a freelance journalist or self-employed professional using it for work, and every organisation plan). We say where a part applies to only one of them.

1.5 If your organisation has signed an order form or written agreement with us, that document applies together with these terms. If they conflict, the order form or agreement wins.

1.6 Minute Book is not affiliated with or endorsed by the NHS, any Health and Social Care body, the judiciary or any organisation whose papers we hold.

2. Your account

2.1 You must be 18 or over to create an account.

2.2 We sign you in by sending a link to your email address. There are no passwords. Anyone who can read your email can sign in as you, so keep your email account secure. If your organisation uses single sign-on, you sign in through your organisation's system.

2.3 Each account is for one person. Do not share your account or sign-in links. If you think someone else has used your account, tell us straight away.

2.4 Information you give us, including for the press check, must be true and kept up to date.

3. Plans and prices

3.1 These are our plans. The Plans page and checkout always show the current price before you pay.

3.2 VAT. We are not registered for VAT and no VAT is charged on any plan. The prices shown are the total you pay.

3.3 Features being introduced. Some features, including coroners' reports, AI actions and the API, are being introduced in stages. Others depend on services we switch on separately: alert emails need our email service, and buying a plan on the site needs online payment. Where a feature is not yet available, the Plans page says so and does not offer it. We will not charge you for a feature before it is available to you.

3.4 Our copy depends on the publisher, not your plan. Whether you can open our copy of a document depends on the publishing organisation's reuse status (section 8.1). Where an organisation is shown as Extracts only, no plan opens our copy of its papers: you can search them, read short extracts and follow the free link to the original. Many organisations are Extracts only, so check the Coverage page before you choose a paid plan for this reason. Where an organisation has removed a document from its website, you can open our unchanged copy as an archived record of a public document, whatever the reuse status, and it counts towards your allowance like any other document; the publisher can ask us to remove it through our contact form or by email to hello@minute-book.com.

3.5 A link to the original of every document is always free on every plan.

4. Allowances and fair use

4.1 A document is one set of minutes, one board pack or one coroner's report. Opening a document means viewing or downloading our copy of the full document through Minute Book, which we offer only where the organisation's reuse status allows it (section 8.1).

4.2 Opening the same document again in the same calendar month does not count twice. Monthly allowances reset on the first day of each month (UK time) and unused allowances do not roll over.

4.3 Searching, reading short extracts and following a link to the original document never count towards an allowance. A short extract is a passage of up to about 50 words shown with a search result or citation.

4.4 "No monthly limit" and "unlimited" mean as much as one person needs for their own work, used by hand through the website. Where your plan includes the API, your organisation's programs can also use it within the limits in section 8.7. Other automated, bulk or shared use is allowed only where these terms or our written agreement expressly permit it. If your use is far beyond normal individual use, we will contact you before taking any action.

4.5 AI actions. Where your plan includes AI actions, the Plans page shows how many you get each month. An AI action is one summary of a document (for a coroner's report, together with its published responses), or one answer to a question about one document. Each summary or answer about one document counts as one action. On the Organisation and Enterprise plans, you can also ask a question across the papers in one of your folders or across one organisation's papers. This reads up to 30 pages from up to 12 documents and uses one action for every ten pages read, rounded up, so one to three actions. We show the number with the answer. Asking again uses the same number of actions even when we show a saved answer, including one first requested by someone else. Questions across papers are optional. Before anyone in your organisation can use them, an owner or administrator must confirm they are authorised to accept the specific multi-paper terms for the organisation and agree to start now. We record the terms version, time and account that agreed. The terms and charges for existing single-document AI actions stay unchanged. An action we can't complete does not count, such as one that fails, that we refuse, or that finds no page to answer from. An answer that says the document doesn't cover your question still counts. On the Organisation plan the actions are shared by everyone in the organisation (the monthly number for each seat, times the number of seats). On Enterprise, the written agreement sets out how they are shared. Unused actions do not roll over. We may pause AI actions for everyone for the rest of a day if our costs pass a daily limit, and a pause does not use up your allowance.

5. Press check (Journalist plan)

5.1 The Journalist plan is a press rate for people who work as journalists, editors, producers or researchers for a news or current affairs outlet, including freelances. To get it, you tell us who you work for and send evidence, such as a press card, a work email address or links to work you have published.

5.2 If you buy Journalist without a trial, you pay when you subscribe; you can also send evidence first and start a trial once approved (6.8). A person reviews your evidence and we aim to decide within five working days. Until we approve your check, you have the features of the Pro plan.

5.3 If we approve your check, Journalist features start straight away.

5.4 If we cannot approve your check, we will tell you why and you can choose either to:

• (a) move to the Pro plan on the same billing interval, and we refund the difference between what you paid and the Pro price for the same period; or
• (b) cancel, and we refund everything you paid for the Journalist plan.

If you do not choose within 14 days of our decision, we will cancel and refund you in full under option (b). You can also send more evidence and ask us to look again.

5.5 We may repeat the check once a year. If you no longer qualify, we will give you at least 30 days' notice before moving you to the Pro plan at your next renewal, and you can cancel instead.

5.6 We refund using the same payment method you used, within 14 days of your choice or of the end of the 14-day period.

6. Paying, renewal and price changes

6.1 Once online payment is switched on (section 3.3), payments for Pro, Journalist and Organisation plans are taken by our payment provider, Stripe, using Stripe Checkout, or for an Organisation plan by a Stripe invoice due within 30 days. You manage your payment details, invoices and plan in Plan and billing, which uses Stripe's customer portal. We never see your full card details.

6.2 You pay monthly or yearly in advance. Your subscription renews automatically at the end of each monthly or yearly period, and we take the next payment, until you cancel.

6.3 Reminders. If you pay yearly, we will email you at least 14 days before each renewal with the date, the amount and how to cancel. If you pay monthly, we will remind you at least every six months that your subscription is continuing, with the amount and how to cancel.

6.4 Changing plan. You can upgrade, downgrade or switch between monthly and yearly in Plan and billing. Stripe adjusts the charge in proportion to the time left in your current period, and Plan and billing shows you the amount before you confirm.

6.5 Price changes. We will give you at least 30 days' notice by email before a new price applies to you. The new price applies from your next renewal after the notice period ends. If you do not want to pay it, you can cancel before then and you will not be charged the new price.

6.6 Failed payments. If a payment fails, Stripe will try again over the following days and we will email you. If payment still fails, we may move your account to the Free plan. Anything you have saved stays in your account.

6.7 An Organisation plan is paid per seat, monthly or yearly in advance, and renews automatically like any other plan (section 6.2). An administrator can change the number of seats on the Members page; Stripe adjusts the charge in proportion to the time left in the period. To cancel an Organisation plan, contact us; the team keeps the plan until the end of the period paid for. Enterprise plans are invoiced as set out in the written agreement.

6.8 Free trials. Pro, and Journalist once we approve your press check, come with one free 14-day trial. An Organisation plan comes with one free 14-day trial for 3 seats. You don't need to give payment details to start a trial.

• During the trial you have the plan's features and pay nothing.
• If you add payment details during the trial, your plan continues when the trial ends. We take the first payment that day, at the price shown when you started, and the plan then renews under section 6.2.
• If you don't add payment details, or you cancel, you move to the Free plan when the trial ends and we take no payment.
• We will email you 3 days before the trial ends and on the day it ends. Each email gives the date, what you will pay (if anything) and a link to cancel.
• Nothing you saved is deleted when a trial ends. Folders and watched phrases beyond what your plan allows stay in your account, where you can read and delete them. You can't add to them, and extra watched phrases stop sending emails.
• There is one free trial per person and one per organisation. We may refuse a trial to someone who has already had one, including under another account or email address.

7. Cancelling

7.1 Cancelling at any time. You can cancel a paid plan at any time in Plan and billing. You keep your plan until the end of the period you have paid for, then move to the Free plan. We will not take any further payments. Apart from section 7.2, section 5.4, section 13 and anything else the law requires, we do not refund partial periods.

7.2 Your 14-day right to cancel (consumers). If you are a consumer, you can cancel a paid plan within 14 days of the day after you first subscribe, for any reason.

• When you subscribe, you ask us to start your plan straight away. You therefore pay for the days you had the plan before telling us you are cancelling, in proportion to the price for the whole period. We refund the rest.

• For example, if you cancel a £120 yearly plan after 10 days, we keep £3.29 (10 days out of 365) and refund £116.71.

• If you choose a yearly plan and it later renews for another year, you can also cancel within 14 days of the renewal date on the same basis.

• To cancel under this section, use Plan and billing, email hello@minute-book.com or use our contact form. Any clear statement that you want to cancel is enough.

• If your plan began with a free trial, you can also cancel within 14 days of the first payment after the trial, on the same basis.

• We refund using the same payment method you used, within 14 days of the day you tell us.

  7.3 Business users. If you are a business user, section 7.2 does not apply. You can still cancel at any time under section 7.1.

  7.4 Closing your account. You can close your account in Settings. If you have a paid plan, closing your account also cancels it. You can undo closure for 30 days. After that your account and profile are deleted, as explained in our privacy notice. Download anything you want to keep before then.

8. Using what you find

8.1 The documents belong to their publishers. Board papers belong to the organisations that published them, and coroners' reports are published by the judiciary. Minute Book shows each organisation's reuse status. Where an organisation publishes under the Open Government Licence, or has agreed to reuse, we show the full text. Otherwise we show extracts and a link to the original. Where the original has been removed from the organisation's website, we show our unchanged copy as an archived record of a public document (the organisation still owns it), and the publisher can ask us to remove it through our contact form or by email to hello@minute-book.com.

8.2 Quoting and citing. You may quote and cite what you find, for example in articles, reports, letters, legal work and research, as long as you say where it came from. We provide a citation for each passage. Please link to the original document where you can.

8.3 Republishing whole documents. If you republish a whole document or a large part of one, you must follow the original publisher's licence or permission, not ours. Coroners' reports are published on judiciary.uk under the Open Government Licence v3.0, which requires attribution.

8.4 Our work. Minute Book's search index, the way we collect, check, organise and present documents, our structured data (such as dates, draft or approved status and agenda items), citations, design and software are ours. They are protected by database right and copyright. Except as these terms allow, and except for the coroners' reports dataset, which you may reuse under the licence published with it, you must not copy or reuse a substantial part of them. This clause does not cover AI answers: see 8.6.

8.5 Your content. Your notes, folders and saved searches belong to you. You give us permission to store and process them only to provide Minute Book to you. A shared folder on an Organisation or Enterprise plan belongs to the organisation: its members can see what is saved in it, and it stays with the organisation when a member leaves, though what a member saved is removed if they close their account. Notes stay private to whoever wrote them. While the organisation has no live Organisation plan, its members can read its shared folders and an administrator can delete one, but nobody can otherwise change them.

8.6 AI answers. You may use an AI answer in your own work, as you would a quote (8.2). Say where it came from, and check it against the original first (9.7). An answer may repeat short passages of one or more documents, and those still belong to their publishers (8.1). Across all documents, the passages together stay within one short extract (4.3). You must not use AI actions to get round an organisation's Extracts only status, or to rebuild documents or our index (section 10).

8.7 The API, when available. If your plan includes the API, your organisation's administrators can make API keys for your organisation's own programs. Each key belongs to the organisation, not to a person, and your organisation is responsible for everything done with it. Keep keys secret: do not put them in web addresses, in code that runs in a browser, in email, chat, tickets or shared documents, or in anything you publish. If a key may have leaked, revoke it at once on the API keys page; we may also revoke a key, or all of your organisation's keys, where we think they are being misused or threaten the service, and your administrators will see on the API keys page that we did, with the date and the reason.

For existing contracts, these new API conditions and any change to an API entitlement apply only after the notice required by section 14.1 or an express agreement by someone authorised to act for your organisation. Until then, your existing terms and any promise of API access continue to apply. New Enterprise contracts may include the API on these terms when it becomes available.

The API applies the website's source, reuse and draft-label rules: short extracts where the publishing organisation's reuse status is Extracts only (section 8.1), the full text where it allows it, a link to the original for every document, and the draft label on draft minutes, which you must keep with anything you quote from them. You must not use the API to copy, download or extract documents or data in bulk, other than through the data feeds included in your plan (section 8.8), to rebuild documents or large parts of them from extracts, to build a competing product or dataset, to train or improve machine-learning models without our written agreement, to find sales leads, follow tenders or market to the organisations whose papers we hold, or to harass, intimidate or target anyone named in a document (section 10). You must not get round the limits on requests, which are set out on the API page and may change with 30 days' notice to your administrators. We apply section 13.2 when restricting or stopping access. Results can contain personal information about people named in public documents. If your organisation decides why and how to use that information, it is a controller for that use. If it acts on another controller's instructions, its role and responsibilities follow that arrangement. You must handle the information in line with data protection law and tell us promptly if someone asks you to correct, restrict or remove information obtained from Minute Book, so we can assess the request too. Where the law requires us to notify recipients of a correction, restriction or erasure, we will do so. Sections 8.2 to 8.4 apply to what you do with the results. These limits on access to our service do not take away rights granted directly by a publisher's licence or by law.

8.8 Data feeds, when available. If your plan includes data feeds, your organisation's programs can download, through the API and within its limits (section 8.7), files listing what we hold: the details of each board paper (organisation, meeting, date, kind, draft label, the address it was published at and its reuse status, but none of its text), the coroners' reports we track with the published status of each recipient's reply, and the Care Quality Commission's ratings in its own words. Titles, named recipients, source addresses and other metadata can still contain personal information. The coroner tracker can take up to ten minutes to show a change already made in our database. Copies already downloaded cannot be recalled by Minute Book. Each page requested counts as one API request.

The feeds carry the same rules as the rest of the API and the website. They never contain text beyond what section 8.1 allows. The metadata feed leaves out excluded papers and papers whose originals we withhold; the coroner tracker uses the public tracker records and only confirmed links to board papers that are not excluded or withheld. They describe a coroner's report only in the words this site uses (section 9). We make data feeds available to an organisation only after we have agreed in writing what it will use them for, and you must use them only for that purpose. You must not use data feeds to find sales leads, follow tenders or market to the organisations whose papers we hold.

We record feed downloads for security and accountability, identifying the organisation, key, feed, format, requested starting date, time, row count and byte count, without storing the response body. The records are kept for 13 months. We may restrict or stop feeds used outside the agreed purpose, applying section 13.2. For existing contracts, these new feed conditions apply only after the notice required by section 14.1 or an express agreement by someone authorised to act for your organisation.

9. Accuracy and coverage

9.1 We show documents as the organisations published them. We are not responsible for what organisations wrote, or for whether it is accurate.

9.2 Text read from scanned pages can contain reading errors. We mark these documents. Always check wording against the original.

9.3 Draft minutes can change before a board approves them. We label drafts and check for updated versions, but we cannot promise to find every later change.

9.4 We do not hold every paper for every organisation. Each organisation's coverage is shown on the Coverage page. If we have not found something, we say "Not found in the papers we hold". That does not mean the organisation never discussed it.

9.5 Meeting dates. On paid plans we show board meeting dates as each organisation publishes them on its own website, with a link to the page and the date we read it. Organisations change and cancel meetings, and we may not notice at once. Where an organisation has published no date, we may show an Expected date that we have worked out from its past meetings. It is our estimate, not a date the organisation has published. Always check with the organisation before you rely on a date or go to a meeting.

9.6 Minute Book is a research tool. It is not legal, medical or professional advice. Check the original document before you publish or rely on something you find.

9.7 AI answers can be wrong. An AI answer is written by an AI model from the document text we send it. An answer across several papers uses only the pages that match your words, rather than every paper we hold. It is never a complete record of what an organisation discussed, and silence in it is not evidence that something was not discussed. It can misread, leave things out or get things wrong, and text read from scanned pages makes this more likely. Each answer is labelled AI-generated, and links to the pages it cites. If an answer says something was not found in the document, it means only that the model did not find it in that document's text. It does not mean the organisation never discussed it (9.4). Check every answer against the original before you rely on it, quote it or publish it.

10. What you must not do

You must not:

• copy, download or extract documents or data in bulk, including by scraping, crawling, scripts or other automated means, except through our coroners' reports dataset, an API included in your plan (including its data feeds, section 8.8), or as agreed with us in writing;
• share your account, pass on sign-in links or otherwise let others use your plan;
• get round allowances, limits or security measures;
• resell, sublicense or provide access to Minute Book to others, or use it to build a competing product or dataset, except for our coroners' reports dataset, which you may reuse under the licence published with it;
• use Minute Book to find sales leads, follow tenders or market products or services to the organisations whose papers we hold;
• use material from Minute Book to train or improve machine-learning models without our written agreement;
• use Minute Book to harass, intimidate or target anyone named in a document;
• break the law, including data protection, defamation and copyright law, in how you use what you find; or
• try to break into, disrupt, overload or probe for weaknesses in Minute Book, except under a responsible disclosure arrangement agreed with us.

11. Changes to the service

11.1 We are developing Minute Book and may add, change or remove features. We will not make changes that significantly reduce what you have paid for during a paid period. If we make a change that is significantly worse for you, we will tell you in advance and you can cancel and receive a refund for the rest of the paid period.

11.2 New features may have their own conditions, which we will show you before you use them.

11.3 We aim to keep Minute Book available at all times but cannot promise it will never be interrupted, for example for maintenance or because of problems with our providers or the websites we collect from.

12. Our responsibility to you

12.1 What we never exclude. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to limit or exclude.

12.2 If you are a consumer. We must provide Minute Book with reasonable care and skill and as described. If we do not, you have legal rights, which these terms do not affect. You can get advice from Citizens Advice. We are responsible for loss or damage you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill. We are not responsible for loss that was not foreseeable. If you are a consumer, we are not responsible for loss of profit, business or business opportunity you suffer because you used Minute Book for business purposes.

12.3 If you are a business user. Subject to section 12.1:

• we are not liable for loss of profit, revenue, business, goodwill or anticipated savings, or for indirect or consequential loss;
• we are not liable for loss arising from your reliance on the content of documents published by others, or from your failure to check an original as section 9 asks; and
• our total liability arising from or in connection with these terms in any 12-month period is limited to the greater of the fees you paid us in the 12 months before the event giving rise to the claim and £100.

We do not give any warranty that Minute Book is complete, error-free or fit for a particular purpose, except as these terms or an order form expressly state.

12.4 Your responsibility. If you are a business user, you are responsible for claims made against us by others arising from your breach of section 10.

13. Suspending or closing accounts

13.1 We may suspend or close your account if you seriously or repeatedly break these terms, if we must do so by law, or to protect Minute Book, other users or people named in documents.

13.2 Unless the problem is serious or urgent, we will contact you first, explain the problem and give you a reasonable chance to put it right.

13.3 If we close a paid account without good reason under section 13.1, or because we stop providing Minute Book, we will refund the unused part of your subscription. We will give at least 30 days' notice if we stop providing Minute Book.

14. Changes to these terms

14.1 We may change these terms, for example when we add features or the law changes. We will email account holders about important changes at least 30 days before they apply.

14.2 If you do not agree to a change, you can cancel before it applies. If the change is significantly worse for you and you have a paid plan, we will refund the unused part of your subscription.

14.3 Changes needed urgently for legal or security reasons may apply sooner. We will tell you as soon as we can.

15. Complaints

15.1 If you are unhappy with Minute Book, please tell us at hello@minute-book.com or through our contact form. We will acknowledge your complaint within five working days and aim to reply in full within 20 working days.

15.2 Complaints about personal information go to privacy@minute-book.com and are handled as set out in our privacy notice.

15.3 If you are a consumer and we cannot resolve your complaint, we will tell you in writing whether we will use an alternative dispute resolution scheme.

15.4 Complaints about NHS care, a coroner or the content of an organisation's papers should go to that organisation.

16. Law and disputes

16.1 These terms are governed by the law of England and Wales.

16.2 If you are a consumer, you can bring a claim in the courts of England and Wales. If you live in Scotland, you can also bring a claim in the Scottish courts. If you live in Northern Ireland, you can also bring a claim in the Northern Irish courts. If you are a consumer, you also keep the protection of any mandatory rules of the law of the country where you live.

16.3 If you are a business user, the courts of England and Wales have exclusive jurisdiction.

17. General

17.1 These terms, together with our privacy notice and any order form, are the whole agreement between us about Minute Book.

17.2 We may transfer our rights and duties under these terms to another organisation, for example if our business is sold. We will tell you, and if you are a consumer we will make sure the transfer does not reduce your rights. You may not transfer your account or plan to someone else without our written agreement.

17.3 Nobody else has any rights under these terms, apart from you and us.

17.4 If a court decides that part of these terms is invalid, the rest still applies.

17.5 If we do not enforce a right straight away, we can still enforce it later.

17.6 We will contact you at the email address on your account. You can contact us at hello@minute-book.com.