Terms of Service

These Terms govern every agreement between us and you (“Customer”) for the use of the VoxPilot platform and any related services.

VoxPilot is offered exclusively to businesses and organizations, not to consumers. By entering into this agreement you represent that you are acting for purposes within your trade, business, or profession, and that the person accepting these Terms is authorized to bind the Customer.

Any terms the Customer proposes — in a purchase order, a vendor portal, or elsewhere — do not apply unless we agree to them in a signed writing.

VoxPilot answers inbound telephone calls with an AI voice agent, transcribes and summarizes them, and — where the Customer connects a calendar — books appointments. The agent works from the information the Customer provides.

VoxPilot is an automated assistant, not a person and not a guarantee. It can misunderstand a caller, mishear a name or a number, book the wrong slot, or fail to answer a call at all. The Customer remains responsible for its own business decisions, its appointments, and its communications with its own customers.

VoxPilot is not an emergency service and must never be presented as one. It does not connect callers to 911 or to any other public safety answering point, it does not transmit a location, and it does not work when the Customer’s internet, the telephone network, or an upstream provider is unavailable.

The Customer must not use VoxPilot as the sole means of reaching help in a medical, safety, or other urgent situation, and must not advertise it as such. Where the Customer’s business receives calls that may be urgent, the Customer is responsible for maintaining a separate, human-answered path and for telling its callers about it.

VoxPilot does not provide medical, veterinary, legal, tax, financial, or any other professional advice, and the Customer must not configure it to do so. Where the Customer operates in a licensed profession, the Customer alone is responsible for compliance with the rules of its profession, including any restriction on who may speak to a client or patient and on what may be said.

The Customer is responsible for everything that happens under its account and for keeping its credentials confidential. The Customer must notify us without undue delay if it suspects unauthorized access.

The Customer must not, and must not permit any third party to:

• use the service for any unlawful, fraudulent, harassing, or deceptive purpose;
• impersonate another person or organization, or configure the agent to deny that it is an AI when asked;
• place or facilitate robocalls, telemarketing, or bulk outbound campaigns except as permitted under § 7;
• attempt to reverse engineer the service, circumvent usage limits, or resell access without our written agreement;
• upload content that infringes another party’s rights.

We may suspend the service immediately, with notice as soon as reasonably practicable, where we have a good-faith belief that continued operation would break the law, endanger the network, or expose us or a third party to liability.

VoxPilot records and transcribes calls, because that is how the service works. Recording a telephone call is regulated in the United States, and the rules differ by state.

A number of states — including California, Florida, Pennsylvania, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, and Washington — require the consent of every party to the call. Which rule applies can depend on where the caller is, not only on where the Customer is.

The Customer is solely responsible for obtaining every consent and giving every notice that applies to the recording, transcription, storage, and analysis of its calls. We provide an announcement at the start of each call and the means to configure it; the Customer must keep that announcement enabled and must ensure it says what the applicable law requires. Disabling or weakening it is a breach of these Terms.

We do not advise the Customer on which state’s law applies to it. The Customer should take its own legal advice before recording calls.

Where the Customer uses any feature that places an outbound call or sends a text message, the Customer represents and warrants that it holds every consent required under the Telephone Consumer Protection Act (47 U.S.C. § 227), its implementing regulations, any applicable state mini-TCPA statute, and the rules of the carriers involved, including 10DLC registration where it applies.

The Customer must honor opt-out requests promptly and must maintain records of consent. We may require evidence of consent and may suspend outbound features where it is not produced.

Liability under the TCPA attaches per call and per message. The indemnity in § 16 covers claims arising from the Customer’s outbound communications.

Where we provide a telephone number, we license its use to the Customer for the term of the agreement; the Customer does not acquire ownership of it. Numbers are subject to the rules of the underlying carrier and of the Federal Communications Commission.

The Customer may port an eligible number away at the end of the term, subject to carrier requirements and to all amounts owed being paid. A number that is not ported within thirty (30) days after termination may be released and cannot be recovered.

Current plans, billed monthly in U.S. dollars:

• Solo — $199.00 per month, 1,000 minutes included
• Crew — $399.00 per month, 2,500 minutes included
• Scale — $899.00 per month, 6,000 minutes included

Optional modules are billed in addition at the price shown when they are selected. Minutes used beyond the included allowance are billed at $0.29 per minute. Annual plans are billed once in advance for the year.

New accounts begin with a free trial of 14 days including 150 minutes. A payment method is collected at sign-up but is not charged during the trial.

All amounts are exclusive of any applicable sales, use, or communications taxes.

The subscription renews automatically at the end of each billing period and the payment method on file is charged, until it is cancelled. Monthly plans renew monthly; annual plans renew annually.

The trial converts into a paid subscription at the end of the 14-day trial period unless it is cancelled before then. Cancelling during the trial costs nothing.

The Customer may cancel at any time in the dashboard under Billing, without contacting us and without giving a reason. Cancellation takes effect at the end of the current billing period; fees already paid for that period are not refunded, and the service remains available until the period ends. There is no minimum term.

If a charge fails, we may retry it and will notify the Customer. If an amount remains unpaid ten (10) days after it fell due, we may suspend the service until payment is made. Suspension does not reduce the fees that continue to accrue.

As between the parties, the Customer owns its business information, its call recordings, transcripts, and the contact details of its callers (“Customer Data”). The Customer grants us a non-exclusive license to process Customer Data solely to provide, secure, and support the service.

We own the VoxPilot platform, its software, and everything we create in operating it. Nothing in these Terms transfers our intellectual property to the Customer.

We do not use Customer Data to train foundation models and do not sell it. We may use aggregated, de-identified statistics that do not identify the Customer or any caller to operate and improve the service.

On termination the Customer may export its data from the dashboard. We delete Customer Data after the retention period set out in the Privacy Policy, unless the law requires us to keep it longer.

VoxPilot depends on services we do not control, including telephony carriers, speech and language model providers, payment processing, and hosting. Their outages, changes, and price increases affect the service.

We are not liable for the acts or omissions of these providers. Where a provider discontinues a capability, we may replace it with a comparable one.

We aim for high availability but do not commit to a service level under these Terms. Maintenance, upstream failures, and events beyond our reasonable control will cause interruptions.

The service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties, express, implied, or statutory, including any implied warranty of merchantability, fitness for a particular purpose, title, and non-infringement, and any warranty that the service will be uninterrupted, error-free, or that any transcription, summary, or booking will be accurate.

Some jurisdictions do not allow the exclusion of certain warranties; in those jurisdictions the exclusions above apply to the fullest extent permitted.

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost business, or lost or corrupted data, however caused and on any theory of liability, even if advised of the possibility.

Our total aggregate liability arising out of or relating to this agreement is limited to the fees actually paid by the Customer to us in the twelve (12) months immediately before the event giving rise to the claim.

These limits do not apply to the Customer’s payment obligations, to the Customer’s indemnity under § 17, or to liability that cannot be limited by law.

The Customer will defend, indemnify, and hold us harmless from any third-party claim, demand, proceeding, fine, loss, or expense (including reasonable attorneys’ fees) arising out of or relating to:

• the recording, transcription, or storage of a call without a consent or notice required by law (§ 6);
• any outbound call or text message made through the service (§ 7);
• the content the Customer supplies to the agent, and anything the agent says as a result of it;
• the Customer’s breach of these Terms or of any law applicable to it.

We will notify the Customer of the claim, allow the Customer to control the defense with counsel reasonably acceptable to us, and cooperate at the Customer’s expense. The Customer may not settle a claim in a way that imposes any obligation on us without our written consent.

We may change these Terms. We will give at least thirty (30) days’ notice of a material change by email to the address on the account and in the dashboard. If the Customer does not accept the change, the Customer may cancel before it takes effect; continued use after that date is acceptance.

These Terms are governed by the laws of the State of Florida, without regard to its conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Any dispute arising out of or relating to these Terms or the service will be resolved by final and binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. The seat of arbitration is Broward County, Florida. The arbitrator’s award may be entered in any court of competent jurisdiction.

Each party may bring claims only in its individual capacity, and not as a plaintiff or class member in any class, collective, or representative proceeding. The arbitrator may not consolidate the claims of more than one party. If this paragraph is held unenforceable, the entire arbitration agreement in this § 19 is void and disputes will be heard exclusively by the state or federal courts located in Broward County, Florida, to whose jurisdiction both parties consent.

Either party may seek injunctive relief in court to protect its intellectual property or confidential information without first arbitrating.

Notices to the Customer are given by email to the address on the account; notices to us go to info@voxpilot.de.

Assignment: the Customer may not assign this agreement without our written consent; we may assign it in connection with a merger, acquisition, or sale of substantially all our assets.

Force majeure: neither party is liable for a failure caused by an event beyond its reasonable control.

Severability: if a provision is held unenforceable, the remainder stays in force and the provision is replaced by an enforceable one that comes closest to its intent.

No waiver: failure to enforce a provision is not a waiver of it.

Entire agreement: these Terms, the Privacy Policy, and the Data Processing Agreement are the entire agreement between the parties about the service and supersede any prior understanding.

Language: the German Allgemeine Geschäftsbedingungen govern customers contracting for the German market. These Terms govern customers contracting for the United States market. Where a customer is subject to both, these Terms prevail for U.S. operations.