Terms of service

These terms explain, in plain language, how the relationship between Recepvox and the business that uses the service is governed. Read them together with the service description, the privacy policy and the refund and cancellation policy. If two documents say different things, these terms prevail, except where the service description details a specific feature.

Current status: the service is in a testing stage. There are no real phone calls, real messages or active charges today. These terms apply once a business accepts a paid subscription in writing; until then, they describe how it will work.

1. The parties

• Recepvox (“we”): Recepvox, a service of [EMPRESA] LLC, located in Tampa, Florida, United States. Contact: [email protected] · phone and WhatsApp +1 (786) 788-4834.
• The business: the company or person that signs up for the service to serve its own customers. Whoever accepts on the business's behalf states that they are authorized to do so and are at least 18 years old.
• End customers: the people who call or message the business and are served by the assistant. They are not parties to this agreement; their information is handled under the privacy policy.

This is a business-to-business agreement. The service is not offered to consumers for personal use.

2. What the service is

A voice and text assistant, in Spanish and English, that serves the business's customers, answers with the information the business entered, takes orders, appointments or reservations, and shows them on the business's panel (the "Front Desk"). The full list of features, what exists today and what depends on outside providers is in the service description.

3. Sign-up and account

• To sign up, the business completes the guided setup: location details, hours, menu or services with prices, how customers are served, payments and sales tax.
• Before serving real customers, a Recepvox administrator reviews the setup with the business and creates its operating account. The business receives a Front Desk key that is shown only once.
• The business is responsible for keeping its keys secure and must tell us immediately if it suspects that someone else has access to them. Anything done with its key is treated as done by the business, unless it warned us first.
• Today the service is only offered to businesses located in states where we have checked the applicable rules (currently, Florida).

4. Free trial

• 7 days free, no card required. The period starts when the business confirms it is ready and the administrator activates the service, not when a plan is chosen.
• The trial does not turn into a paid subscription on its own. To continue, the business must accept a subscription separately.
• If it does not, the service stops answering when the trial ends and nothing is charged.

5. Plans, prices and taxes

• All three plans include the same features: Spanish and English, orders, appointments and reservations, the business panel, and transferring the call to a person when the customer asks.
• Payment is monthly, in advance. The first month is prorated for the days remaining.
• Each additional location costs US$99 per month.
• Prices do not include taxes. If a law requires tax on the service, it is added to the invoice.
• The subscription is charged through a payment processor (Stripe). Recepvox does not see or store card numbers.
• If we change a price, we give 30 days' notice. If the business disagrees, it may cancel at no cost before the change takes effect.
• Billing disputes: if the business believes a charge is incorrect, it must notify us in writing within 30 days of the invoice, stating the reason and the amount in dispute. While the dispute is resolved, it pays the portion it does not dispute. Confirmed errors are refunded in full.

6. Extra calls and cap

• Once the month's included calls are used, each extra call costs US$0.25.
• Cap: what is charged for extra calls in a month never exceeds the price of the plan itself. If that point is reached, we notify the business and discuss the matter before continuing.
• The panel shows a usage meter and alerts when 80% of the included calls is reached.
• If a business uses far more than its plan for several months in a row, we suggest a plan that suits it; we do not change it without its agreement.

7. Term, renewal and cancellation

• The subscription is month to month, with no minimum term and no exit fee. It renews each month until canceled.
• Cancel in writing (email or message) to [email protected] or by WhatsApp, up to 24 hours before the next charge.
• If the business cancels mid-month, the service keeps working until the last day of the paid month and is not charged again.
• Details are in the refund and cancellation policy.

8. Late payment

If a charge fails, we notify the business by email and WhatsApp and keep retrying for 5 days, with the service still running. From day 6 the assistant stops answering, and the business keeps access to its panel and data. Once payment is made, the service is reactivated immediately, with no reconnection fee. If the suspension lasts 90 days, the agreement ends and section 15 applies to the data. Suspension does not cancel amounts owed for months already used.

9. What the assistant does and its limits

• The assistant uses artificial intelligence and automated rules. It can misunderstand, especially with noise, accents or unclear requests. That is why it repeats the order for the customer to confirm and always offers to transfer to a person.
• The assistant answers with the information the business entered. If a price, hours or a dish is entered incorrectly, the answer will be wrong too.
• The business reviews each order, appointment or reservation on the Front Desk before preparing or confirming it, and decides whether to accept it.
• The assistant does not give medical or legal advice and does not confirm that a dish is safe for an allergy. If the customer mentions an allergy, it notes it on the order, so the business can see it and decide.

10. Not an emergency service

The assistant cannot contact 911 or emergency services and must not be used for that. The business keeps its regular line for any emergency.

11. Business obligations

The business agrees to:

• enter true and current information: prices, hours, taxes, availability, delivery areas, allergens and its own policies;
• follow the laws that apply to it as a merchant (consumer protection, taxes, health and food safety, pricing);
• not remove or change the recording notice (section 12) and not ask the assistant to collect data it does not need;
• not use the service for advertising, phone lists, impersonation or anything illegal (section 16);
• not request or receive card numbers, medical data, Social Security numbers or other sensitive data through the assistant;
• handle in person whatever the assistant cannot resolve.

12. Recording of conversations

• Florida requires the consent of all parties to record a conversation (Florida Statutes 934.03). That is why the assistant announces at the start of every call or chat that the conversation may be saved. The notice cannot be turned off, and the system does not allow a business to be activated without it.
• Today the system does not store call audio. It stores the text transcript, with name, phone, email and address masked, and deletes it after 35 days.
• If audio were ever stored, businesses would be told beforehand and the privacy policy would be updated.

13. Text messages (SMS) and WhatsApp

• The service only sends informational messages about an order, appointment or reservation the person made: the confirmation with the tracking link and the notice that it is ready. Never advertising.
• Messages go only to the person who gave their number for that transaction. The business cannot upload phone lists.
• The first message of each order explains how to stop receiving them: reply STOP. The opt-out is honored for that business immediately.
• There is a cap on messages per order. Message and data rates from the person's carrier may apply.
• Today messages are simulated: no real SMS or WhatsApp is sent until a provider is connected, and its registration is complete.

14. Payments from the business's customers

• If the business collects payment in advance, it does so with its own account at a payment processor (for example, Stripe). The money goes directly to the business.
• Recepvox does not collect, receive or store the money of the business's customers or their card data. The assistant never asks for card numbers.
• The business is responsible to its customer for the product, price, taxes, delivery and refunds of what it sells.

15. Data

• The data of the business and its customers belongs to the business. Recepvox handles it on the business's behalf and only to provide the service, as explained in the privacy policy.
• We do not sell data, do not use it for advertising and do not build profiles of end customers.
• End customers' personal data is deleted automatically 90 days after the order (transcripts, after 35).
• If the business stops using the service, it may request a copy of its data within 30 days. After 90 days we delete what remains, except what the law requires us to keep.

16. Acceptable use

The service may not be used to:

• send advertising, bulk messages or unsolicited calls;
• deceive people, impersonate another business or person, or claim the assistant is human when someone asks;
• handle health data, card data or information about children under 13;
• sell illegal products or services;
• try to access other accounts, bypass usage limits, copy the system or interfere with how it works.

If we detect such use, we may suspend the service immediately and notify the business.

17. Third-party providers

The service relies on outside providers: artificial intelligence and voice (Google), telephony and messaging, WhatsApp (Meta), payments (Stripe) and servers. Their operation does not depend on us alone. We choose recognized providers and share only what is needed, but we are not responsible for their outages or changes.

18. Availability and service changes

We make reasonable efforts to keep the service running, but there may be outages for maintenance or failures of the internet, telephony or a provider. If planned downtime affects service, we give notice beforehand. We may improve or change features; if we remove something important the business uses, we give 30 days' notice, and it may cancel at no cost.

19. Intellectual property

• The software, design and the Recepvox brand are ours. The business receives a license to use them while its service is active; it may not copy, resell or reverse engineer them.
• The business's name, logo, menu, prices and texts remain the business's. It allows us to use them only to provide the service.
• If the business sends us suggestions, we may use them to improve the service with no obligation to pay.

20. Confidentiality

Each party keeps the other's non-public information (keys, customer data, agreed prices, technical details) confidential and uses it only for this agreement. This does not apply to information that was already public or that a law or court order requires to be disclosed. This obligation lasts while the agreement is in force and for 2 years after it ends.

21. Warranties

The service is provided “as is”. We do not guarantee that the assistant will never make mistakes, that there will be no outages or that the business's sales will increase. Nothing in this section limits rights that the law does not allow to be waived.

22. Limitation of liability

• The maximum amount either party may claim from the other under this agreement is what the business paid in the last 3 months.
• Neither party is liable for indirect damages: lost profits, lost customers or harm to reputation.
• These limits do not apply to fraud, willful misconduct or gross negligence, to the business's payment obligations, to infringement of the other party's intellectual property rights, or to anything the law does not allow to be limited.

23. Indemnification

If a third party makes a claim against Recepvox over something that is the business's responsibility (its information, prices, products, promises to customers or failure to follow the laws that apply to it), the business handles the claim and its reasonable costs, including attorneys' fees. We assume the same obligation if a third party claims against the business because the Recepvox software infringes someone else's intellectual property.

24. Suspension and termination

• We may suspend the service for late payment (section 8), prohibited use (section 16) or if a security risk requires it. Except in urgent cases, we give notice first and explain why.
• Material breach: if a party breaches an important obligation under this agreement, the other may terminate it by written notice if the breach is not corrected within 30 days of the notice. If the business terminates because of a material breach by Recepvox, we refund the prorated portion of what was prepaid and not used.
• Either party may end the agreement by canceling as described in section 7. When it ends, the assistant stops answering and section 15 applies to the data.

25. How problems are resolved

1. Good-faith discussion first. For any problem, write to the other party and allow 30 days to resolve it.
2. If not resolved, individual arbitration. The claim goes to arbitration in Hillsborough County, Florida, under the Federal Arbitration Act, not to trial. Either party may still use small claims court if the case qualifies.
3. No class actions or jury. The parties waive a jury trial and waive bringing claims as part of a group or on behalf of others.
4. Time limit. A claim must be started within 2 years of the event, unless the law sets a period that cannot be shortened.

26. Governing law

This agreement is governed by the laws of the State of Florida and the applicable federal laws of the United States.

27. Electronic acceptance and notices

• The business accepts these terms electronically, and that acceptance counts as a signature (federal E-SIGN Act and Florida Statutes 668.50). The date, time and accepted version are recorded.
• Notices are sent to the email or WhatsApp the business provided at sign-up. The business keeps that information up to date.

28. Changes to these terms

If we change these terms, we publish the new version with its date and, if the change is significant, give 30 days' notice. If the business disagrees, it may cancel at no cost before the change takes effect.

29. Other rules

• Force majeure: neither party is liable for failures caused by events beyond its reasonable control (natural disasters, widespread power or internet outages, massive provider failures).
• Assignment: the business may not transfer this agreement without our consent; we may transfer it to whoever continues the service, with notice.
• Severability: if a provision is found invalid, the rest remains in effect.
• Entire agreement: these terms and the documents they mention are the entire agreement about the service.
• Language: there are Spanish and English versions. If they differ, they are interpreted in good faith according to what this document says.
• Relationship of the parties: Recepvox and the business are independent parties; this agreement does not create a partnership, employment, franchise or agency relationship between them.
• No third-party beneficiaries: this agreement is solely between Recepvox and the business; no other person may enforce it.
• Changes in law: if a change in law, regulation or provider rules prevents or materially affects the provision of the service, we may adjust its terms or end the affected service, with notice and a refund of what was prepaid and not used.
• Survival: provisions that by their nature should continue survive the end of the agreement, including confidentiality, data, limitation of liability, indemnification and dispute resolution.
• Headings: section headings are for convenience only and do not change their meaning.

30. Contact

[EMPRESA] LLC · Tampa, Florida · [email protected] · Phone and WhatsApp: +1 (786) 788-4834