These Terms of Service govern your use of the AI VOX voice receptionist service and website, operated by Sujal Samadhiya (sole proprietor d/b/a AI VOX). By using the service, you agree to these terms.
The service
AI VOX provides an AI voice receptionist that answers inbound calls, places outbound calls, books and reschedules appointments, sends confirmations, and provides a clinic dashboard. The specific features available depend on the plan you select.
Accounts and access
Clinic owners are responsible for the accounts they create and for the actions of staff they invite. You must keep credentials confidential, use a strong unique password, and notify us promptly of any suspected unauthorized access. We grant staff access on a role-based basis as configured by the clinic owner.
Business Associate relationship
For clinics that are HIPAA Covered Entities, AI VOX acts as a Business Associate. A Business Associate Agreement is executed before any PHI is processed, and that BAA governs the handling of PHI alongside these terms. Where these terms conflict with the BAA on matters of PHI, the BAA controls.
Acceptable use
- Use the service only for lawful purposes and in compliance with applicable healthcare and privacy laws.
- Do not attempt to access data belonging to other clinics, probe the system's security, or disrupt the service.
- Do not use the service to place calls that violate telemarketing, consent, or do-not-call laws. You are responsible for having any necessary consent to contact patients.
Fees and billing
Plan fees, the one-time setup fee, and any usage above your plan's included calls are billed as described at the time you sign up. Plans may be adjusted automatically to fit your real call volume so that you are billed fairly; we will not apply penalty overage rates without making lower-cost options available. Fees are billed in advance on a monthly basis unless agreed otherwise.
Cancellation
You may cancel at any time. On cancellation we provide an opportunity to export your data and then delete it according to our Data Retention & Deletion Policy.
Availability and disclaimers
We work to keep the service available and accurate, but it is provided "as is" without warranties of any kind. AI VOX is a receptionist tool; it does not provide medical advice and is not a substitute for professional clinical judgment. The clinic remains responsible for patient care and for the accuracy of its schedule.
Limitation of liability
To the maximum extent permitted by law, AI VOX is not liable for indirect, incidental, or consequential damages. Our total liability for any claim is limited to the fees you paid for the service in the three months preceding the claim.
Changes
We may update these terms from time to time. Material changes will be communicated to clinics, and continued use after an update constitutes acceptance.
Contact
Questions about these terms can be directed to work@theaivox.com.