Terms of Service

1. Acceptance of Terms

By accessing or using FrontDeskAI services, you agree to be bound by these Terms and our Privacy Policy. These Terms constitute a legally binding agreement between you (the "User" or "Customer") and FrontDeskAI. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind such entity to these Terms.

If you do not agree to these Terms, you must not access or use our services. Your continued use of the platform signifies your acceptance of any modifications made to these Terms over time.

2. Description of Services

FrontDeskAI provides an AI-powered receptionist, CRM, and communication platform designed specifically for businesses, with a focus on healthcare and legal practices. Our services include, but are not limited to:

• Automated Call Answering: AI-driven voice interactions to handle incoming calls, provide information, and route inquiries.
• Multi-Channel Messaging: Integration with SMS/text messaging, WhatsApp, Facebook Messenger, and Instagram Direct.
• Web Chat: Intelligent chat widgets for your website to engage visitors in real-time.
• Appointment Scheduling: Automated booking and calendar management synchronized with your existing systems.
• Lead Qualification: AI-driven analysis of inquiries to identify and prioritize high-value leads.
• CRM & Analytics: A centralized dashboard for managing customer relationships and tracking performance metrics.

3. Account Registration

To access certain features of the platform, you must register for an account. By creating an account, you agree to:

• Be at least 18 years of age or the age of majority in your jurisdiction.
• Provide accurate, current, and complete information during the registration process.
• Maintain and promptly update your account information to keep it accurate.
• Maintain the security of your password and accept all risks of unauthorized access to your account.
• Notify us immediately at legal@frontdeskai.ai if you discover or suspect any security breaches related to the platform.

Each business entity is permitted only one primary account. Multiple accounts for the same business without prior written consent from FrontDeskAI may result in termination of services.

4. Acceptable Use

You are responsible for all activity that occurs under your account. You agree not to use the services to:

• Violate any applicable local, state, national, or international law or regulation.
• Transmit any unsolicited or unauthorized advertising, promotional materials, "junk mail," "spam," or "chain letters."
• Harass, abuse, or harm another person or entity.
• Attempt to reverse-engineer, decompile, or otherwise discover the source code or underlying algorithms of our AI models.
• Upload or transmit viruses, malware, or any other type of malicious code.
• Impersonate any person or entity, or falsely state or otherwise misrepresent your affiliation with a person or entity.
• Use the AI to make deceptive, fraudulent, or misleading claims to your customers or patients.

5. Intellectual Property

FrontDeskAI and its licensors own all right, title, and interest in and to the platform, including all AI models, software, hardware, designs, branding, documentation, and proprietary processes. These are protected by United States and international copyright, trademark, patent, and other intellectual property laws.

User Data: You retain all ownership rights to the data, information, and content you provide to the platform ("User Data"). By using the services, you grant FrontDeskAI a non-exclusive, worldwide, royalty-free license to process, store, and use your User Data solely for the purpose of providing and improving the services for you.

6. Payment Terms

FrontDeskAI is a subscription-based service. By selecting a subscription plan, you agree to the following:

• Billing: You will be billed in advance on a recurring basis (monthly or annually) depending on your chosen plan.
• Free Trial: New customers may be eligible for a 7-day free trial. At the end of the trial, your payment method will be charged unless you cancel before the trial expires.
• Automatic Renewal: Subscriptions automatically renew unless cancelled at least 48 hours before the end of the current billing period.
• Price Changes: We reserve the right to change our pricing with at least 30 days' notice.
• Refunds: Refunds are granted at our sole discretion, except where required by law.
• Late Payments: Failure to pay may result in the immediate suspension or termination of your access to the services.

7. Service Availability

We strive to provide a reliable platform and target a 99.9% uptime for our core services. However, we do not guarantee that the services will be uninterrupted or error-free.

Maintenance: We may perform scheduled maintenance from time to time. We will provide advance notice for any significant planned downtime.

Force Majeure: FrontDeskAI is not liable for any failure or delay in performance due to causes beyond our reasonable control, including natural disasters, acts of war, government actions, third-party service outages, or widespread internet connectivity issues.

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FRONTDESKAI PROVIDES THE SERVICES "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.

In no event shall FrontDeskAI, its directors, employees, or agents be liable for any indirect, consequential, incidental, special, or punitive damages, including loss of profits, data, or goodwill, arising out of or in connection with your use of the services.

Our total liability for any claim arising under these Terms shall not exceed the total fees paid by you to FrontDeskAI in the twelve (12) months preceding the event giving rise to the claim. We do not guarantee that AI-generated responses will be 100% accurate or error-free at all times.

9. Indemnification

You agree to defend, indemnify, and hold harmless FrontDeskAI and its affiliates from and against any and all claims, damages, obligations, losses, liabilities, costs, and expenses (including attorney's fees) arising from:

• Your use of and access to the services.
• Your violation of any term of these Terms.
• Your violation of any third-party right, including intellectual property or privacy rights.
• Any claim that your User Data caused damage to a third party.
• Your violation of any applicable laws or regulations.

10. Termination

By You: You may terminate your account at any time through the platform settings or by providing 30 days' written notice to support@frontdeskai.ai.

By Us: We may terminate or suspend your access to the services immediately, without prior notice or liability, if you breach these Terms or for any other reason we deem necessary to protect the platform.

Data Export: Upon termination, you may request an export of your User Data within 30 days. After this 30-day period, we reserve the right to delete all data associated with your account in accordance with our data retention policies.

11. Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Florida, United States, without regard to its conflict of law provisions.

Arbitration: Any dispute arising out of or relating to these Terms shall be resolved through binding arbitration in Miami, Florida, administered by the American Arbitration Association (AAA).

Class Action Waiver: You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action.

Small Claims: Notwithstanding the above, either party may bring an individual action in small claims court.

12. Modifications to Terms

We reserve the right to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. Notice may be provided via email or through a prominent notification on our platform.

What constitutes a material change will be determined at our sole discretion. By continuing to access or use our services after those revisions become effective, you agree to be bound by the revised terms.