Terms of Service

1. Acceptance of Terms

By accessing or using KaiVox AI (the "Platform"), you ("User", "Tenant", or "you") agree to be bound by these Terms of Service ("Terms") and all applicable laws and regulations. If you do not agree, you may not use the Platform.

These Terms constitute a legally binding agreement between you and KaiVox AI ("KaiVox AI", "we", "us", or "our").

2. Description of Service

KaiVox AI is a Software-as-a-Service (SaaS) platform that provides:

• AI Voice Receptionist: Automated inbound call handling powered by large language models
• Appointment Scheduling: Staff, service, and calendar management with booking capabilities
• CRM & Customer Intelligence: Customer profiles, lead pipeline, and retention tools
• Omnichannel Messaging: SMS, WhatsApp, and email communication management
• Analytics & Reporting: Business intelligence dashboard and call analytics
• Knowledge Brain: AI-powered FAQ and knowledge management
• Front Desk Operations: Digital queue management and visitor check-in
• Industry Vertical Packs: Pre-built AI configurations for 12 business verticals

We reserve the right to modify, suspend, or discontinue any part of the Platform at any time, with reasonable notice where possible.

3. Account Registration & Eligibility

• You must be at least 18 years of age to use KaiVox AI
• You must register with accurate, current, and complete information
• Each business may maintain one active account (additional accounts may be provisioned under Enterprise plans)
• You are responsible for maintaining the confidentiality of your login credentials
• You are responsible for all activity that occurs under your account
• You must notify us immediately of any unauthorized use of your account

We reserve the right to refuse account registration or cancel an account if we determine, at our sole discretion, that a user is not eligible.

4. Subscription Plans & Billing

4.1 Plan Types

KaiVox AI offers three subscription tiers:

• Starter: Entry-level plan with a monthly call minute quota and basic features
• Pro: Mid-tier plan with higher quota, advanced analytics, and priority support
• Enterprise: High-volume plan with unlimited staff, agency features, and dedicated support

Full plan details and current pricing are available at kaivoxai.com/pricing.

4.2 Billing Cycle

• Subscriptions are billed monthly in advance, on the date you first subscribed
• Payments are processed automatically via Stripe (global) or Razorpay (India)
• All prices are shown in USD unless otherwise specified

4.3 Wallet System (Pay-As-You-Go)

• Each plan includes a monthly quota of call minutes
• Once the quota is exhausted, usage is deducted from your Wallet balance at a per-minute rate
• Wallet credits can be purchased in advance and do not expire while your account is active
• If your wallet balance reaches zero, the AI receptionist will pause call handling until the wallet is topped up

4.4 Price Changes

We may change subscription prices at any time. We will give you at least 30 days' notice before any price change takes effect. Continued use after the notice period constitutes acceptance of the new price.

5. Free Trial

• KaiVox AI offers a 14-day free trial with no credit card required
• The free trial includes limited features; full features require a paid subscription
• At the end of the trial, your account will be restricted to trial features unless you choose to subscribe
• We do not automatically charge you at the end of the trial period. You must actively subscribe to continue
• We reserve the right to modify or cancel the free trial offer at any time

6. Cancellation

• You may cancel your subscription at any time from your Dashboard → Billing page
• Upon cancellation, you will retain access to all paid features until the end of your current billing period
• After the billing period ends, your account will revert to free-tier access
• Your data will be retained for 90 days after cancellation, after which it will be permanently deleted
• No prorated refunds are issued for cancellations mid-period. See our Refund Policy.

7. Refund Policy

All fees paid to KaiVox AI are subject to our Refund Policy. In general, subscription fees and wallet credits are non-refundable. Please read the full policy before subscribing.

8. Acceptable Use

Your use of KaiVox AI is subject to our Acceptable Use Policy. You agree not to use the Platform for any illegal, abusive, or harmful purposes. Violations may result in immediate account suspension or termination without refund.

9. AI & Call Recording

By using KaiVox AI, you:

• Grant permission to process calls through our AI systems, including transcription and sentiment analysis via OpenAI
• Acknowledge that AI responses are generated automatically and may occasionally be imperfect, inaccurate, or incomplete
• Accept responsibility for informing your callers that they may be speaking with an AI and that calls may be recorded, as required by the laws of your jurisdiction
• Agree not to rely on AI responses as professional medical, legal, financial, or other regulated advice

KaiVox AI is a communication tool. You are responsible for your own business decisions and the quality of service provided to your customers.

10. Intellectual Property

Our property: The KaiVox AI platform, software, source code, designs, logos, AI models, documentation, and all related intellectual property are owned by KaiVox AI and protected by intellectual property laws. You may not copy, modify, distribute, or reverse-engineer any part of the Platform.

Your property: Your business data, customer data, call recordings, and uploaded content remain your property. By using KaiVox AI, you grant us a limited licence to process and display your data solely to provide the Platform services to you.

Feedback: If you provide suggestions or feedback about the Platform, we may use that feedback without obligation to you.

11. Data & Privacy

Your use of KaiVox AI is subject to our Privacy Policy. By using the Platform, you consent to our collection and use of information as described in the Privacy Policy. You are responsible for obtaining any necessary consents from your end-customers before sharing their data with us.

12. Limitation of Liability

To the maximum extent permitted by applicable law:

• KaiVox AI provides the Platform "as is" and "as available" without warranties of any kind, express or implied
• We do not guarantee that the Platform will be uninterrupted, error-free, or completely secure
• We are not liable for any lost revenue, missed calls, missed appointments, or business losses arising from use or inability to use the Platform
• We are not liable for any actions taken or not taken by callers based on AI responses
• Our maximum total liability to you for any claim arising out of or relating to these Terms shall not exceed the amount you paid to us in the one month immediately preceding the claim

Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability, so some of the above may not apply to you.

13. Indemnification

You agree to indemnify, defend, and hold harmless KaiVox AI, its directors, employees, and agents from and against any claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Platform in violation of these Terms
• Your violation of any applicable law or regulation
• Your violation of any third-party rights, including privacy rights of your customers
• Content uploaded by you or generated under your account

14. Termination

We may suspend or terminate your account at any time, with or without notice, if we determine (at our sole discretion) that you have:

• Violated these Terms or our Acceptable Use Policy
• Failed to pay subscription fees or have persistent wallet failures
• Engaged in fraud, abuse, or illegal activity using the Platform
• Provided false information during registration
• Repeatedly triggered automated abuse detection systems

Upon termination, your right to access the Platform ceases immediately. No refund will be issued for any remaining subscription period. We will retain your data for 90 days before permanent deletion (unless legal requirements mandate longer retention).

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of India, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of India, India.

For users in the European Union, nothing in these Terms affects your rights under EU consumer protection law.

16. Contact