B09 — Communications and Video Call Terms
| Field | Value |
| Document ID | B09 |
| Version | 0.1.0 |
| Status | Draft for UK legal review |
| Classification | Public |
| Document owner | Legal / Compliance |
| Effective date | [Effective Date] |
| Review date | [Effective Date] + 12 months |
| Related documents | B01, B08, C01, C02, C03, C04, C05, C06, C10, C11 |
Xila Ltd — Communications and Video Call Terms
Version 0.1.0 — Draft for UK legal review
Effective date: [Effective Date]
These Communications and Video Call Terms ("Communications Terms") supplement the Terms of Service (B01) and apply when you use messaging, voice, video, meetings, group channels or related real-time communication features on Xila (collectively, "Communications Features").
Contact: support@xila.com · Website: https://www.xila.com
1. Scope
1.1 Communications Features may include direct messages, group chats, voice calls, video calls, screen sharing, meeting rooms, presence indicators, file sharing in conversations, and AI-assisted drafting or transcription where enabled.
1.2 These Communications Terms apply to all Users of Communications Features, including Business Users and use in connection with Marketplace, Rental, Recruitment and Events activity.
1.3 AI features within communications are also governed by the AI Services Terms (B08).
1.4 Capitalised terms have the meanings given in the Terms of Service unless defined here.
2. Lawful use and community standards
2.1 You must use Communications Features lawfully and in accordance with the Acceptable Use Policy (C03) and Community Standards (C04).
2.2 You must not use Communications Features to send Illegal Content, harass or threaten others, commit fraud, exploit minors, distribute intimate images without consent, promote terrorism or hate offences, or engage in other unlawful conduct.
2.3 Business Users must comply with PECR and the Marketing Communications Policy (C10) when sending promotional or marketing messages. You must have appropriate consent or lawful grounds.
2.4 You are responsible for the Content you send, record, store or share through Communications Features.
3. Not an emergency service
3.1 Xila is not an emergency communications service. Communications Features are not a replacement for telephone emergency services, medical emergency lines, police, fire, ambulance or crisis hotlines.
3.2 Do not rely on the Platform for emergencies. If you or someone else is in immediate danger, contact local emergency services using appropriate emergency numbers.
3.3 We do not guarantee that messages or calls will be delivered instantly, read, answered or acted upon in time-critical situations.
3.4 Location sharing or safety features, if offered, are supplementary tools only and do not create a duty of care equivalent to emergency services.
4. Privacy, monitoring and retention
4.1 Our processing of communications data is described in the Privacy Policy (C01). This may include metadata (such as timestamps, participants and device information) and, where necessary and lawful, message or call content.
4.2 No blanket monitoring claim. We do not represent that we monitor, review or preserve all private communications in real time.
4.3 We may process communications data for purposes including service delivery, security, abuse prevention, spam detection, user reports, legal compliance, billing and product improvement, as described in the Privacy Policy.
4.4 Retention periods vary by feature, Account type and legal requirements. Deleted messages may persist in backups for a limited period or where law requires retention.
4.5 Cookies and similar technologies related to web-based communications may be described in the Cookie Policy (C02).
5. Blocking, reporting and enforcement
5.1 You may be able to block Users, mute conversations, leave groups or restrict invitations using available controls.
5.2 To report Illegal Content, harassment or safety concerns, use in-Platform reporting tools or see the Online Safety and Content Reporting Policy (C05).
5.3 We may restrict, remove or suspend access to Communications Features where we reasonably believe there is breach, legal requirement, fraud risk, or threat to Users or Xila.
5.4 Appeals against moderation decisions are handled under the Content Moderation and Appeals Policy (C06).
6. Voice and video calls
6.1 Voice and video calls depend on internet connectivity, device capabilities and third-party infrastructure. Quality, latency and availability are not guaranteed.
6.2 You are responsible for your environment during calls, including background audio/video, confidentiality of surroundings, and compliance with workplace or professional obligations.
6.3 Do not use Communications Features while driving or operating machinery where doing so would be unsafe or unlawful.
6.4 Meeting links and invitations should be shared only with intended participants. You are responsible for managing access to private meetings where the Platform provides host controls.
7. Recordings, transcription and consent
7.1 Recording laws vary. Recording, storing or sharing calls or meetings may require consent or notice under applicable law (including UK data protection and surveillance law) and may be restricted in some jurisdictions or contexts.
7.2 Your responsibility. If you use Platform features to record, transcribe or otherwise capture communications, you are responsible for:
(a) providing appropriate notice to participants before recording starts;
(b) obtaining legally required consent;
(c) using and storing recordings lawfully and securely; and
(d) honouring requests to stop recording where required by law.
7.3 Where Xila provides a recording feature, the Platform may display notices or require host confirmation before recording begins. You must not circumvent these controls.
7.4 Xila may offer AI transcription or summarisation. Transcripts may contain errors. Review before relying on them for decisions or disclosures.
7.5 If Xila records communications for its own operational, safety or legal purposes, we will describe this in the Privacy Policy (C01) and apply appropriate safeguards.
8. AI in communications
8.1 AI may suggest replies, summarise threads, translate messages or participate in calls where enabled and disclosed.
8.2 You must review AI suggestions before sending them if they will be attributed to you or bind your organisation.
8.3 Do not use AI to impersonate others deceptively or to generate unlawful or harmful content in messages or calls.
8.4 See AI Services Terms (B08) for further requirements.
9. Files, links and third-party content
9.1 You may be able to share files or links in conversations. You must not distribute malware, phishing pages, unlawful material or content that infringes intellectual property.
9.2 Xila does not endorse third-party websites or services linked in messages.
9.3 Copyright complaints are handled under the Copyright and Intellectual Property Policy (C07).
10. Business and recruitment communications
10.1 Employers, recruiters, sellers and service providers using Communications Features for business purposes must comply with applicable law, including employment, consumer, marketing and records retention rules.
10.2 Candidates and customers should be cautious about sharing sensitive personal data in chat before verifying the other party's identity.
10.3 Business Accounts are responsible for Authorised Users' communications under the Business Account Terms (B02).
11. Third-party communications providers
11.1 Communications Features may rely on third-party carriers, RTC providers, notification services or telephony partners. Those services may have separate terms and technical limitations.
11.2 Xila is not responsible for third-party network failures, SMS delivery, PSTN connectivity or app store notification restrictions, except to the extent required by law.
12. Children and age restrictions
12.1 Communications Features are intended for Users aged 18 or over, consistent with the Terms of Service and Children's and Age-Appropriate Use Policy (C11).
12.2 Do not use Communications Features to contact, groom or exploit minors.
13. Availability and changes
13.1 We may modify, limit or discontinue Communications Features for maintenance, security, cost or legal reasons.
13.2 We may impose fair use limits, rate limits or storage caps.
13.3 We may update these Communications Terms in accordance with the Terms of Service.
14. Liability
14.1 Communications Features are provided "as is" and "as available" to the fullest extent permitted by law.
14.2 Xila is not liable for User conduct, missed messages, failed calls, unauthorised recordings by Users, or reliance on communications in emergencies, except to the extent liability cannot be excluded by law.
14.3 Liability caps and regimes in the Terms of Service apply.
15. Contact
Communications support: support@xila.com
Complaints: Complaints Policy (C13).
Change history
| Version | Date | Summary |
| 0.1.0 | 2026-07-15 | Initial Communications and Video Call Terms draft for UK legal review |