Terms of Service — AI Receptionist

1. Service Overview

The AI Receptionist is a virtual call-handling solution that automates reception duties using artificial intelligence. The Service is intended to support client call intake, appointment scheduling, and basic inquiries.

2. Fees and Billing

• Monthly Subscription: The monthly subscription rate will depend on the plan selected by the Client at the time of enrollment. The Provider may offer multiple tiers or custom subscription plans that include different minute allowances or features.
• Included Usage: Each plan includes a specific number of monthly call minutes, as stated in the plan the Client signs up for. Any usage beyond the included monthly minutes will be billed as overage.
• Plan Changes & Future Expansion: The Provider may introduce additional plans, enterprise packages, minute bundles, feature add-ons, or usage-based billing models in the future. The Client may request a plan upgrade at any time, and the Provider may approve or deny such changes at its discretion. Pricing and minute allowances may vary by plan type and may change over time.
• One-Time Setup Fee: $500 (non-refundable).
• Additional Account-Specific Charges: The One-Time Setup Fee covers standard onboarding and configuration. Any additional work required to meet Client-specific needs — including but not limited to custom workflows, integrations, scripting, data imports, platform configuration, migration services, or specialized call handling logic — may result in additional charges. These charges will be disclosed to the Client in advance and must be approved prior to commencement of work.
• Overage Fees: $0.75 per minute for usage exceeding the monthly minutes allotted under the Client's selected plan.
• Billing Cycle: Monthly, beginning on the subscription start date.
• Payments: All subscription payments are due in advance of each billing cycle.
• Non-Refundable Payments: The setup fee and all subscription payments are non-refundable, including for partial months or unused time.
• Cancellations: To avoid future charges, the Client must submit a cancellation request at least 7 days before the next billing date. Cancellations requested after that point will take effect at the end of the following billing cycle. No refunds or credits will be issued for partial or unused time.
• Overage Billing: Overage charges are calculated monthly based on actual usage and will be invoiced at the end of each billing cycle. Overage invoices must be paid within 15 days of the invoice date.
• Failed Payments: If a payment fails, access to the Service may be suspended until payment is successfully processed. Reinstatement may require clearing outstanding balances plus any applicable reactivation fees.
• Fee Changes: Provider may change subscription or overage rates with at least 30 days' written notice.
• No Chargebacks: By agreeing to these terms, the Client waives the right to initiate chargebacks for covered payments. All billing concerns must be submitted to support@companyperiscope.com within 7 days of billing.

3. Service Limitations and Disclaimers

The Provider's role is limited to receiving caller information and relaying it to the Client according to the Client's instructions. The Provider does not verify, validate, or take responsibility for the accuracy, completeness, or appropriateness of such information. All decisions, follow-ups, and actions based on caller information are solely the Client's responsibility.

The Provider does not provide medical, legal, financial, or professional advice of any kind. The Provider is not responsible for patient care, treatment decisions, or outcomes. Any reliance on information relayed by the AI Receptionist is at the Client's sole risk.

• Scheduling Errors: Provider is not liable for missed, double-booked, or improperly scheduled appointments.
• No Emergency Use: This service is not suitable for handling emergencies. In emergencies, users should dial 911. We are not liable for harm resulting from emergency-related reliance on the Service.
• Third-Party Platforms: Service delivery may depend on external platforms where services are running; Provider is not liable for service disruptions caused by third parties.

4. Client Responsibilities

Clients are responsible for:

• Providing accurate account and business information.
• Ensuring proper integration with existing calendar or scheduling systems.
• Monitoring usage to avoid overage charges.
• Instructing customers not to share sensitive personal or medical data with the AI.

5. HIPAA and Sensitive Data Disclaimer

The Provider uses secure third-party infrastructure for data storage, which follows HIPAA-compliant technical standards. However, the Service itself is not a HIPAA-compliant solution for the handling, processing, or transmission of Protected Health Information (PHI).

The Provider's role is limited to capturing caller information and relaying it to the Client as instructed. The Provider does not monitor, filter, or control what information callers may provide, and is not responsible for the accuracy, completeness, or sensitivity of such information.

The Client acknowledges and agrees that:

• The Provider is not responsible for ensuring HIPAA compliance in how caller data is used, transmitted, or stored once it is relayed to the Client.
• The Provider shall not be held liable for any disclosure, misuse, or breach of PHI or other sensitive information resulting from callers voluntarily sharing such information with the Service.
• All responsibility for compliance with HIPAA or other privacy laws in connection with the use of caller data rests with the Client.

6. Account Security

Client is responsible for maintaining the confidentiality of access credentials and usage of the platform. Any unauthorized use must be reported immediately.

7. Service Modifications

Provider may modify or update the Service at its sole discretion, including software upgrades, maintenance, or feature changes.

8. Intellectual Property

• All rights to the AI workflows, prompts, scripts, and service models remain the exclusive property of Provider.
• Clients may not copy, reverse-engineer, decompile, or create derivative works of the underlying system.

9. Limitation of Liability

To the fullest extent permitted by law:

• Provider is not liable for indirect, incidental, or consequential damages, including but not limited to loss of business, revenue, or goodwill.
• Provider shall not be liable for any content, statements, or information provided by callers, nor for the Client's use or misuse of such information.
• Provider is not liable for inappropriate, offensive, or unlawful content provided by callers.
• Provider shall not be liable for delays, interruptions, or failures caused by events beyond its reasonable control, including but not limited to internet outages, third-party platform failures, natural disasters, government actions, or changes in law ("Force Majeure Events").
• Liability Cap: In no event shall Provider's total aggregate liability exceed the lesser of (a) the fees paid by the Client in the 30 days preceding the claim, or (b) $500.

10. Indemnification

Client agrees to indemnify and hold harmless the Provider against all claims, damages, and liabilities arising out of misuse or unlawful use of the Service.

11. Dispute Resolution and Governing Law

• This Agreement shall be governed by the laws of the State of Florida.
• Any disputes shall be resolved by binding arbitration in accordance with the rules of the American Arbitration Association. Venue shall be in Florida.

12. Termination

Either party may terminate the Agreement at any time by submitting a written cancellation request. To avoid additional charges, the Client must submit a cancellation request at least 7 days before their next billing date. Any cancellation received after that point will apply to the next billing cycle, and the Client will remain responsible for all charges through the end of the current term.

Upon termination:

• Access to the Service will remain active through the period already paid for by the Client.
• All data and recordings will be deleted 30 days after service termination, unless otherwise required by law.
• Any outstanding usage fees, including overages, will be invoiced and must be paid within 15 days.

The Provider reserves the right to terminate service immediately in cases of payment failure, misuse, suspected fraud, or unlawful use of the Service.

13. Data Collection & Privacy

• Provider may collect caller names, phone numbers, call content, recordings, and transcripts. Data is stored securely on third-party infrastructure.
• Retention Period: Up to 30 days unless otherwise required by law or requested by Client in writing. Provider does not guarantee backup or recovery after the retention period.
• All caller data captured by the Service is considered Client Data. Once relayed, the Client assumes full ownership, control, and responsibility for the use, storage, retention, and security of such data. The Provider has no liability for Client's use or misuse of caller data after transmission.

14. No Warranty

Service is provided "as-is" and without warranty of any kind, including merchantability or fitness for a particular purpose.

The Provider does not warrant the accuracy, completeness, timeliness, or reliability of any information captured or relayed by the AI Receptionist. All risks arising from reliance on such information rest entirely with the Client.

15. Accessibility Disclaimer

• The AI Receptionist may not meet accessibility requirements for users with hearing, speech, or other impairments.
• Clients are responsible for ensuring service suitability for their customers' accessibility needs.

16. Entire Agreement

This Agreement constitutes the entire agreement between the Client and Provider, superseding all prior agreements or understandings, whether written or oral.

17. Acknowledgment and Acceptance

By clicking "I Agree," signing below, or submitting payment, the Client acknowledges and agrees to be legally bound by this Agreement.