Terms of Service

1. Who we are

VentroFlow is operated by [LEGAL ENTITY NAME], [ADDRESS] (“VentroFlow,” “we,” “us,” or “our”). You can reach us at hello@ventroflow.com.

These Terms of Service (“Terms”) apply to our website at ventroflow.com and to our AI phone receptionist service (the “Service”). “You” or “Client” means the business that signs up for the Service, and the person accepting these Terms on its behalf confirms they’re authorized to do so.

2. Agreeing to these Terms

By signing up for a plan, paying for the Service, or using it, you agree to these Terms and to our Privacy Policy. If you don’t agree, please don’t use the Service.

3. The Service

We set up and run an AI receptionist that answers phone calls for your business. Depending on the plan you choose, the Service can include:

• AI call answering during the hours your plan covers.
• Emergency triage: spotting urgent calls (like no heat or no cooling) and alerting your on-call technician.
• Calendar booking into the time slots you choose.
• Missed-call text-back to callers who hang up.
• Text summaries of each call, sent to you.

Our current plans:

• After-Hours: $149 per month, including 100 call minutes per month. Includes: Nights & weekends coverage; Emergency alerts to your on-call tech; Missed-call text-back; Call summaries by text.
• Full Coverage: $249 per month, including 200 call minutes per month. Includes: 24/7 answering; Emergency triage + tech alerts; Calendar booking; Missed-call text-back; Call summaries by text; Monthly script updates.
• High Volume: $449 per month, including 600 call minutes per month. Includes: Everything in Full Coverage; Priority support; Monthly call report; Custom call rules.

What’s included in your Service is the plan you choose at signup, or any plan you later switch to. Current plans and prices are always listed on our pricing section.

4. Setup

We build your receptionist using information you give us about your business: your services, service area, hours, booking rules, and on-call contacts. You then forward your business calls to the phone line we provide, and we help you do it. The Service starts answering once setup is complete and call forwarding is on.

5. Billing and payment

• Monthly subscription. Plans are billed monthly in advance through Stripe, our payment processor, using the payment method you provide. You authorize us to charge it each month until you cancel.
• Setup fee. A one-time setup fee of $497 is charged when you sign up, unless it’s waived under a promotion.
• Extra minutes. Calls keep getting answered after you use your plan’s included minutes. Extra minutes are billed at $0.35/min, on your next invoice.
• Month-to-month. There’s no long-term contract.
• Cancel anytime by emailing hello@ventroflow.com with [NOTICE PERIOD] notice. Your Service runs until the end of the billing period you’ve paid for, and you won’t be charged again.
• Refunds. See section 6 below.
• Taxes. Prices don’t include applicable sales or other taxes, which we add where required.
• Price changes. We may change our prices with [30] days’ notice by email. New prices apply from your next billing period after the notice ends.
• Failed payments. If a payment fails, we’ll let you know. If it isn’t resolved, we may suspend the Service (see section 15).

6. Refunds

• Monthly fees. Plans are billed monthly in advance and are non-refundable, including partial months. Cancelling stops your next charge, and your Service continues until the end of the month you've already paid for.
• Setup fee. Fully refundable if you cancel before we begin setup work. Once setup has started, the setup fee is non-refundable.
• Overage charges. Charges for extra minutes are non-refundable.
• Billing errors. If we charge you in error, we'll refund the full amount charged in error.
• Chargebacks. You agree to contact us first to resolve any billing issue before filing a dispute or chargeback with your bank or card issuer.

To request a refund, email hello@ventroflow.com.

7. AI and call-recording disclosure

Every call the Service answers opens by telling the caller they’re speaking with an AI assistant and that the call may be recorded. This disclosure is part of the Service. You may not disable, shorten, or remove it, or ask us to.

8. Not an emergency service

The Service is not an emergency service and does not replace 911 or other emergency services. It doesn’t contact emergency responders. Callers facing danger, such as a gas leak, fire, or carbon monoxide, should hang up and call 911.

Emergency triage is a convenience to help you prioritize. To the extent allowed by law, we are not liable for calls that are missed, delayed, dropped, or triaged incorrectly, or for alerts that aren’t delivered.

9. AI limitations

The Service uses artificial intelligence, and AI can make mistakes. It may mishear a caller, misunderstand a request, record wrong details, or book the wrong time. You’re responsible for reviewing bookings and call summaries and following up with your customers where needed.

10. Your responsibilities

You agree to:

• Give us accurate, up-to-date business information, including services, prices, hours, and policies to share with callers.
• Keep call forwarding to your VentroFlow line set up, and tell us about changes to your phone setup.
• Use the Service only for lawful purposes.
• Follow all laws on call recording and consent that apply to you and your callers, including all-party consent laws in states that require everyone on a call to agree to recording.
• Follow the Telephone Consumer Protection Act (TCPA) and other telemarketing and texting laws, and any laws that apply to how you contact and serve your own customers.
• Keep your account and any login details secure.

11. Text messaging (SMS) terms

VentroFlow sends text messages in these cases: to people who ask us to contact them through our website (for example, demo calls and follow-ups); to Clients (call summaries and alerts); and on behalf of Clients to their callers (for example, missed-call text-backs and appointment details).

• We send messages only to people who have given consent to receive them.
• Message frequency varies.
• Message and data rates may apply.
• Reply STOP to opt out at any time. Reply HELP for help, or email hello@ventroflow.com.
• Consent to receive texts is not a condition of purchase.
• Carriers are not liable for delayed or undelivered messages.

See our Privacy Policy for how we handle phone numbers and consent.

12. Testimonials and the founding member offer

We may offer founding members a waived setup fee in exchange for a testimonial after 30 days of using the Service. If you accept, you agree that:

• Your testimonial may be published on our website, together with a statement that your setup fee was waived.
• Your testimonial should be your honest opinion. It can be positive or negative, and it is never required to be positive.
• We won’t edit your testimonial in a way that changes its meaning.

We don’t ask for, and the offer doesn’t cover, reviews on Google or other third-party review sites.

13. Acceptable use

You may not use the Service to:

• Harass, threaten, deceive, or defraud anyone.
• Make unsolicited robocalls or send spam or unsolicited texts.
• Break any law or infringe anyone’s rights.
• Interfere with, overload, reverse-engineer, or try to gain unauthorized access to the Service or our systems.
• Resell the Service without our written permission.

14. Your data and our property

You own your business data and your customers’ information. We use it only to provide, secure, and improve your Service, as described in our Privacy Policy. We own the Service itself, including our software, scripts, and website, and we give you a limited, non-transferable right to use it while you’re subscribed.

15. Suspension and termination

We may suspend or end the Service if you don’t pay, if you break these Terms, or if your use creates legal, security, or safety risk. Where reasonable, we’ll tell you first and give you a chance to fix the problem. You can end the Service at any time as described in section 5.

16. No warranties

The Service is provided “as is” and “as available.” To the extent allowed by law, we make no warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We don’t promise that the Service will be uninterrupted or error-free, or that it will produce any particular number of calls, bookings, or revenue.

17. Limitation of liability

To the extent allowed by law, we’re not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, jobs, or customers. Our total liability for all claims relating to the Service is limited to the fees you paid us in the [3] months before the event that gave rise to the claim.

18. Indemnification

You agree to defend, indemnify, and hold harmless VentroFlow and [LEGAL ENTITY NAME] from any claims, damages, fines, and costs (including reasonable legal fees) arising from your misuse of the Service or your failure to follow these Terms or the law, including call-recording, consent, telemarketing, and texting laws.

19. Governing law

These Terms are governed by the laws of the State of New York, without regard to its conflict-of-law rules. Any dispute will be handled in the state or federal courts located in New York.

20. Changes to these Terms

We may update these Terms from time to time. If we make a material change, we’ll email Clients before it takes effect and update the “Last updated” date above. Continuing to use the Service after a change takes effect means you accept the updated Terms.

21. Contact us

[LEGAL ENTITY NAME]
[ADDRESS]
hello@ventroflow.com