Terms of Service

1. Agreement

These Terms of Service (“Terms”) are a binding agreement between you and the operator of VoxDesk (“VoxDesk”, “we”, “us”) governing access to and use of voxdesk.online, the VoxDesk dashboard and CRM, APIs, and the AI phone-answering service (together, the “Service”). By creating an account, clicking to accept, or using the Service, you accept these Terms on behalf of yourself and the business you represent and confirm you are authorized to bind that business. If you do not agree, do not use the Service.

IMPORTANT: Section 17 contains a binding arbitration provision and class-action waiver with a 30-day opt-out. It affects how disputes are resolved.

2. The Service

VoxDesk answers inbound calls for your business with an AI receptionist (“Sia”), qualifies callers, books appointments, sends confirmations and notifications, and escalates emergencies according to your configuration. The Service supports multiple industries, including HVAC (including plumbing and electrical), Roofing, Automotive and Towing, and Real Estate.

AI output is probabilistic. We engineer for accuracy, but we do not guarantee that every answer, transcription, booking, triage decision, or summary will be error-free or uninterrupted. You remain responsible for your business operations, for reviewing bookings and messages, and for how you act on information the Service provides.

3. AI disclosure and no professional advice

Sia identifies as an AI assistant, and a recording-and-AI disclosure plays at the start of calls by default. Several U.S. states require businesses to disclose the use of automated or AI systems in consumer interactions (for example, California's bot-disclosure laws and, for healthcare providers, Texas's AI-in-healthcare disclosure requirements effective 2026). You must keep AI and recording disclosures enabled unless you have independently confirmed that disabling them is lawful for your business in every jurisdiction where your callers are located.

The Service schedules appointments and takes messages. It does not provide, and must not be relied on for, legal, financial, or other professional advice. Sia directs callers reporting life-threatening situations to emergency services (911-first scripts). Customers remain solely responsible for their own disclosure and consent obligations to callers, including any state requirements to disclose AI use.

VoxDesk is not a HIPAA Business Associate by default, and the standard Service is not offered as a HIPAA-compliant system. Practices subject to HIPAA must not configure the Service to collect protected health information beyond the minimum needed to book an appointment (name, callback number, and a brief reason for the visit) unless a separate written Business Associate Agreement is executed with us.

4. Accounts and eligibility

You must be 18 or older and authorized to bind your business. The Service is for business use, not personal, family, or household use. Keep credentials confidential; you are responsible for all activity under your account. Provide accurate business information, the AI answers based on what you tell it, and inaccurate configuration is your responsibility.

5. Subscriptions, auto-renewal, and cancellation

Plans bill monthly or annually, in advance, through our merchant of record, Polar. YOUR SUBSCRIPTION AUTOMATICALLY RENEWS at the end of each billing period, and your payment method is charged the then-current rate for your plan, until you cancel. Prices, included minutes, and plan limits are those published on the pricing page at the time of purchase; we may change published pricing prospectively with at least 30 days' notice, effective at your next renewal.

Paid subscriptions begin immediately when you subscribe, with a card on file. They renew automatically each billing period until you cancel. We email a receipt after every charge.

Cancel anytime, online, from Settings → Billing, in no more steps than it took to subscribe, or by emailing support@voxdesk.online. Cancellation takes effect at the end of the current paid period, and the Service remains available until then. Usage beyond plan minutes bills at the published overage rate shown on the pricing page. Except where required by law, fees are non-refundable. These practices are designed to comply with the federal Restore Online Shoppers' Confidence Act (ROSCA) and state automatic-renewal laws.

6. Telephony, call recording, and SMS

Numbers provisioned through VoxDesk are carried on our telephony partner's network. Call forwarding from your existing number is controlled by you and your carrier and is reversible at any time, you always keep your own number.

Recording consent: calls handled by the Service are recorded and transcribed to deliver the product (summaries, bookings, CRM records). Federal law (18 U.S.C. § 2511) permits one-party-consent recording, but a number of states, including California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, New Hampshire, Pennsylvania, and Washington, require the consent of every party. The default disclosure at the start of each call is how consent is obtained. You must keep it enabled unless you have independently satisfied every applicable recording-consent law for you and your callers.

SMS: the Service sends booking confirmations and missed-call text-backs to callers who contacted your business, and reminders per your configuration. Under the Telephone Consumer Protection Act (TCPA) and FCC rules, AI-generated voices are treated as “artificial or prerecorded voice,” and outbound marketing calls or texts require prior express written consent, the Service is not built for cold outreach, and you must not use it that way. Recipients can revoke consent by any reasonable means, including replies such as STOP, CANCEL, or UNSUBSCRIBE, and revocations are honored within ten business days as required by FCC rules effective April 2025. Message frequency varies; message and data rates may apply; reply HELP for help.

7. Your data and ownership

As between you and VoxDesk, you own your business data: call recordings, transcripts, bookings, contacts, and CRM records generated for your account (“Customer Data”). You grant us a license to host and process Customer Data solely to provide, secure, and improve the Service. You can export Customer Data from the dashboard, and you are responsible for having a lawful basis to share caller information with us.

We use service providers (sub-processors) to run the platform, telephony and voice AI, database and authentication, hosting, queueing, email delivery, scheduling, and payments, as listed in the Privacy Policy. Aggregated, de-identified statistics that do not identify you or your callers may be used to operate and improve the Service. We do not use your call content to train third-party foundation models.

8. Acceptable use

No unlawful, deceptive, or harassing use; no robocalling, telemarketing, cold outreach, spam, or artificial traffic; no calls or texts to numbers on the National Do Not Call Registry in violation of law; no impersonating another business; no attempts to probe, overload, or reverse-engineer the Service; no use that violates telephony, consumer-protection, or privacy laws, including the TCPA, the FTC Act, and state mini-TCPA statutes. We may suspend accounts that create legal, security, or network risk, with notice where practicable.

9. White-label and agency plans

Agency plans allow you to resell the Service to your clients under your own brand. You are responsible for your client relationships, your pricing, and representations you make to clients. These Terms flow through: your clients' use of the Service must comply with them, and you are responsible for ensuring that it does.

10. Intellectual property

The Service, software, prompts, vertical packs, designs, and branding, is our intellectual property or that of our licensors. We grant you a limited, non-exclusive, non-transferable right to use the Service for your business during your subscription. Feedback you send may be used without obligation.

11. Changes to the Service

We continuously improve the Service and may add, change, or retire features. If a change materially reduces core functionality you paid for, you may cancel and receive a pro-rata refund of prepaid, unused fees for the affected period, your exclusive remedy for such changes.

12. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT EVERY CALL WILL BE ANSWERED OR EVERY EMERGENCY CORRECTLY TRIAGED.

13. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS, REVENUE, OR DATA. OUR TOTAL LIABILITY FOR ALL CLAIMS IN ANY 12-MONTH PERIOD IS LIMITED TO THE AMOUNTS YOU PAID US FOR THE SERVICE IN THAT PERIOD. NOTHING IN THESE TERMS LIMITS LIABILITY FOR FRAUD, WILLFUL MISCONDUCT, OR LIABILITY THAT CANNOT BE LIMITED BY LAW.

14. Indemnity

You will defend and indemnify us against third-party claims arising from your business operations, your Customer Data, your breach of these Terms, or your violation of law (including call-recording consent, TCPA, and messaging regulations), except to the extent caused by our breach of these Terms.

15. Term and termination

These Terms apply while you use the Service. You may cancel at any time (Section 5); we may suspend or terminate for material breach, non-payment, or legal risk. On termination we make Customer Data available for export for 30 days, then delete it in the ordinary course as described in the Privacy Policy, except where retention is legally required.

16. Assignment and change of control

You may not assign these Terms without our written consent. We may assign these Terms and the Service, in whole or in part, without your consent in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all assets, provided the assignee assumes our obligations. Your account, subscription, and Customer Data may transfer to the successor under protections no less restrictive than these Terms and the Privacy Policy; we or the successor will notify you of any change of operator.

17. Dispute resolution, arbitration and class waiver

Most concerns can be solved fast: email support@voxdesk.online and we will work with you in good faith for 30 days before either party starts a formal proceeding.

If informal resolution fails, you and VoxDesk agree that any dispute arising out of or relating to these Terms or the Service will be resolved by BINDING INDIVIDUAL ARBITRATION administered by the American Arbitration Association under its Commercial Arbitration Rules (and, where applicable, its Consumer Rules), conducted in English by videoconference or, if required, in the U.S. federal judicial district where you are located. The Federal Arbitration Act (9 U.S.C. § 1 et seq.) governs this Section. Judgment on the award may be entered in any court of competent jurisdiction.

CLASS WAIVER: DISPUTES WILL BE ARBITRATED ONLY ON AN INDIVIDUAL BASIS. NEITHER PARTY MAY PARTICIPATE IN A CLASS, COLLECTIVE, OR REPRESENTATIVE ACTION AGAINST THE OTHER. Either party may instead bring an individual claim in small-claims court, and either party may seek injunctive relief in court for intellectual-property misuse or unauthorized access.

Opt-out: you may reject this arbitration provision by emailing support@voxdesk.online with the subject “Arbitration opt-out” within 30 days of first accepting these Terms; opting out does not affect any other section.

18. Governing law

These Terms and the Service are governed by the federal laws of the United States of America, including the Federal Arbitration Act, the TCPA, ROSCA, and the FTC Act, and, to the extent state law necessarily applies, by the substantive law of the U.S. state where your business has its principal place of business, without regard to conflict-of-law rules. Nothing in these Terms waives consumer protections that the law of your state grants you and does not allow to be waived. For claims not subject to arbitration, both parties consent to the jurisdiction of the U.S. federal courts.

19. General

These Terms plus the Privacy Policy are the entire agreement and supersede prior discussions. If a provision is unenforceable, the rest remains in effect. No waiver is implied by inaction. We are not liable for delays caused by events beyond reasonable control (carrier outages, upstream provider failures, force majeure). You represent that you are not subject to U.S. sanctions and will comply with U.S. export laws. Notices to you go to your account email; notices to us go to support@voxdesk.online. Electronic acceptance of these Terms satisfies any signature requirement under the federal E-SIGN Act.

20. Changes and contact

We may update these Terms; material changes will be announced by email or in-app at least 14 days before taking effect (30 days for pricing). Continued use after the effective date constitutes acceptance. Questions: voxdesk.online/contact or email support@voxdesk.online.