Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and ProAiReception.com ("we," "us," or "our"), governing your access to and use of our AI-powered virtual receptionist services, website, and related platforms (collectively, the "Service").

By using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service. If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

ProAiReception.com provides an AI-powered virtual receptionist service ("Claire") that answers inbound phone calls, books appointments, captures leads, sends automated follow-ups, and runs outbound campaigns on behalf of your business. The Service includes:

• AI Voice Receptionist: 24/7 inbound call answering and lead qualification
• Appointment Booking: Automated scheduling with calendar integration
• Lead Capture: Collection and delivery of caller information
• Follow-Up Sequences: Automated check-in texts and emails
• Outbound Dialer: Proactive calling campaigns to past customers
• Integrations: Connection with third-party CRMs and tools

3.1 Account Creation — To use the Service, you must create an account and provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

3.2 Eligibility — You must be at least 18 years of age and have the legal capacity to enter into a binding contract. The Service is intended for business use or use in connection with an individual's trade, craft, or profession.

3.3 Account Security — You agree to: notify us immediately of any unauthorized use of your account; not share your account credentials with unauthorized parties; and ensure that all information you provide is accurate and up to date.

4.1 Compliance — You agree to use the Service in compliance with all applicable laws and regulations, including Canadian privacy laws (PIPEDA), anti-spam legislation (CASL), and applicable telemarketing and do-not-call regulations.

4.2 Acceptable Use — You agree NOT to use the Service to: engage in illegal, fraudulent, or deceptive activities; harass, abuse, or threaten others; transmit harmful code or malware; violate the rights of any third party; or make calls to numbers on any applicable do-not-call list.

4.3 Customer Content — You are solely responsible for the content of your AI receptionist script, any information or instructions you provide to configure the Service, and ensuring that your use of the Service complies with applicable laws.

4.4 Third-Party Integrations — If you connect the Service to third-party tools (e.g., CRMs, calendars), you are responsible for complying with those providers' terms of service. We are not liable for any issues arising from your use of third-party integrations.

5.1 AI Capabilities and Limitations — The Service uses artificial intelligence to interact with callers. While we strive for accuracy and reliability, AI systems have inherent limitations. You acknowledge and agree that: (1) We do not guarantee that calls will be completed successfully or that the AI will perform exactly as instructed. (2) AI-generated responses may contain errors or inaccuracies. We recommend reviewing and verifying all AI-generated content. (3) The AI receptionist does not make binding commitments on your behalf. You remain responsible for all commitments made through the Service. (4) As with all AI systems, the Service may occasionally generate responses that are incorrect, misleading, or fabricated ("hallucinations"). You should not rely on the Service for critical decisions without independent verification.

5.2 Call Recording and Transcription — At the beginning of each call, the AI will disclose that the caller is speaking with an AI and that the call may be recorded. Call recordings and transcripts are stored securely and used for quality assurance, service improvement, and compliance purposes.

5.3 Service Levels — We strive to provide reliable, uninterrupted service. However, we do not guarantee that the Service will be available at all times. We may perform maintenance or updates that could temporarily affect availability.

6.1 Privacy Policy — Our collection, use, and disclosure of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you agree to the terms of our Privacy Policy.

6.2 Data Processing — We process personal information on your behalf as a data processor under applicable privacy laws. We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest.

6.3 Data Retention — Call recordings and transcripts are retained for up to 12 months. You may request deletion of your data at any time by contacting us at support@proaireception.com.

6.4 Third-Party Providers — We use trusted third-party providers to deliver the Service, including Twilio (telephony), OpenAI/ElevenLabs (AI voice and language processing), Stripe (payment processing), and Google Cloud Platform (data hosting). All providers are bound by contractual obligations to protect your data in accordance with applicable privacy laws.

7.1 Subscription Plans — Our fees are set out in the pricing section of our website. By subscribing to a plan, you agree to pay the applicable fees.

7.2 Billing — Monthly plans are billed monthly in advance; usage-based charges for additional minutes or features may incur extra charges; and you are responsible for all applicable taxes.

7.3 Payment Processing — Payments are processed by our third-party payment processor. We do not store your full payment information on our servers.

7.4 Refunds — Fees are non-refundable and non-cancelable once incurred. If you cancel your subscription, you will not receive a refund for the remainder of your billing period.

7.5 Price Changes — We reserve the right to change our fees at any time. We will provide you with at least 30 days' notice before any price change takes effect.

7.6 Fair Usage Policy — Clients are responsible for maintaining usage within the plan's fair usage limits. Occasional spikes are covered at no extra charge, but if a client consistently exceeds the included minutes, they are expected to upgrade to a higher tier. This ensures all users receive reliable, high-quality service without disproportionate usage impacting the system.

8.1 Our IP — All content, software, and technology comprising the Service, including the AI models, algorithms, and branding (collectively, "Our IP"), are owned by ProAiReception.com or our licensors. You are granted a limited, non-exclusive, non-transferable license to use the Service for your business purposes.

8.2 Your IP — You retain ownership of any content, scripts, or data you upload to the Service. You grant us a limited license to use your content solely to provide the Service.

8.3 AI Outputs — We do not claim ownership of the specific responses generated by the AI during your calls (e.g., appointment confirmations, lead details). These outputs are created based on your instructions and are considered your content. We do not use your call recordings, transcripts, or customer data to train our AI models. We may use aggregated, anonymized data to improve the Service, but this data will not identify you or your customers.

8.4 Feedback — Any feedback, suggestions, or ideas you provide regarding the Service may be used by us without compensation to you.

9.1 Termination by You — You may cancel your subscription at any time through your account settings or by contacting us. Cancellation will take effect at the end of your current billing period.

9.2 Termination by Us — We may suspend or terminate your access to the Service if you breach these Terms, fail to pay fees when due, if we believe your use of the Service poses a security or compliance risk, or if we discontinue the Service.

9.3 Effect of Termination — Upon termination, your access to the Service will cease. We may delete your data after a reasonable period, unless retention is required by law.

10.1 No Warranties — THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT ANY WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE DISCLAIM ALL WARRANTIES, INCLUDING, BUT NOT LIMITED TO, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

10.2 AI-Specific Disclaimers — AI-generated content may contain errors, inaccuracies, or biases. We do not warrant that the Service will be error-free. The Service does not provide legal, medical, financial, or other professional advice. AI models may reflect biases present in their training data.

10.3 Limitation of Liability — TO THE MAXIMUM EXTENT PERMITTED BY LAW: WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES; OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU IN THE 12 MONTHS PRECEDING THE CLAIM.

10.4 No Liability for Third Parties — We are not responsible for the acts or omissions of third-party service providers (e.g., Twilio, OpenAI) or for any issues arising from their services.

You agree to indemnify, defend, and hold harmless ProAiReception.com and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising out of or related to: your use of the Service; your violation of these Terms; your violation of any applicable law or regulation; or any claims that your content infringes third-party rights.

12.1 Governing Law — These Terms shall be governed by and construed in accordance with the laws of the province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of law principles.

12.2 Dispute Resolution — Any dispute arising out of or relating to these Terms or the Service shall first be attempted to be resolved through informal negotiation. If the dispute cannot be resolved informally, it shall be submitted to binding arbitration in accordance with the arbitration laws of the applicable province.

12.3 Class Action Waiver — You agree to bring any claims against us only in your individual capacity and not as part of any class or representative proceeding.

13.1 Entire Agreement — These Terms, together with our Privacy Policy, constitute the entire agreement between you and ProAiReception.com regarding the Service.

13.2 Severability — If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

13.3 Waiver — Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

13.4 Assignment — You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms without restriction.

13.5 Force Majeure — We shall not be liable for any delay or failure to perform resulting from causes outside our reasonable control, including, but not limited to, acts of God, war, terrorism, pandemics, strikes, or telecommunications failures.

We reserve the right to update or modify these Terms at any time. Any changes will be effective upon posting the updated Terms on our website. We will notify you of material changes via email or through the Service. Your continued use of the Service after any such changes constitutes your acceptance of the new Terms.

If you have any questions about these Terms of Service, please contact us: