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Terms of Service

Last updated: April 23, 2026

1. Acceptance of Terms

By accessing or using the FoxTrove Voice platform (the “Service”) operated by FoxTrove Systems, Inc. (“FoxTrove,” “we,” “us,” or “our”), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

2. Description of Service

FoxTrove Voice provides AI-powered voice receptionist services for businesses. The Service includes AI agents that answer phone calls, book appointments, capture leads, route calls, and integrate with third-party CRM and scheduling tools on your behalf.

3. Account Registration

You must provide accurate and complete information when creating an account. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorized access.

4. Subscription and Billing

The Service is offered on a monthly subscription basis. Pricing is as listed on our website at the time of purchase. Subscriptions automatically renew each month unless cancelled. You may cancel at any time through your account settings or by contacting support.

Each plan includes a set number of calls per month. Usage beyond the included calls may incur overage charges as described in your plan details. Refunds are handled on a case-by-case basis.

5. Free Trial

We may offer a free trial period. At the end of the trial, your subscription will begin unless you cancel before the trial expires. We will notify you before your trial ends and any charges are applied.

6. Acceptable Use

You agree not to use the Service to:

  • Violate any applicable law or regulation
  • Make or facilitate robocalls, spam calls, or unsolicited telemarketing
  • Impersonate any person or entity
  • Transmit any harmful, threatening, or fraudulent content
  • Interfere with or disrupt the Service or its infrastructure
  • Attempt to gain unauthorized access to other users' accounts or data
  • Use the Service in any way that could damage our reputation or goodwill

We reserve the right to suspend or terminate your account if we determine, in our sole discretion, that you have violated these terms.

7. Call Recording and AI Disclosure

All calls handled by the Service are recorded and transcribed. A disclosure is played at the beginning of every call informing the caller that the call is recorded and that they are speaking with an AI assistant.

  • You agree not to disable, circumvent, or modify the recording and AI disclosure that plays at the beginning of calls.
  • You are responsible for ensuring your use of the Service complies with the Telephone Consumer Protection Act (TCPA) and all applicable state recording consent laws.
  • For any outbound automated calls or SMS messages sent through the Service, you must have obtained prior express written consent from the recipient as required by the TCPA.
  • You agree to indemnify FoxTrove against any claims, fines, or damages arising from your failure to comply with TCPA or state recording consent requirements.

8. SMS Communications

The Service may send SMS messages on your behalf for appointment confirmations, reminders, and follow-ups.

  • You are responsible for ensuring that recipients have consented to receive SMS communications.
  • All SMS messages include opt-out instructions (reply STOP).
  • You agree not to use the SMS feature for unsolicited marketing or spam.
  • Standard message and data rates apply to recipients.
  • FoxTrove complies with TCPA and CTIA guidelines. You agree to comply with these requirements as well.

9. Your Data and Content

You retain ownership of all data you provide to the Service, including business information, knowledge base entries, and AI agent configurations. You also retain ownership of call recordings and transcripts generated through your use of the Service.

You grant us a limited license to use your data solely to operate, maintain, and improve the Service for your account. We will not use your data to train AI models for other customers or share it with third parties except as described in our Privacy Policy.

Aggregate Industry Data: We derive anonymized, aggregate insights from call outcomes across our platform (e.g., booking rates by industry, effective response patterns). This data contains no personally identifiable information, no proprietary business details, and no verbatim call content. Your call recordings, transcripts, CRM data, customer lists, pricing, and knowledge base content are never shared with or accessible to other customers. See our Privacy Policy for full details on what is and is not included in aggregate data collection. You may opt out of aggregate data collection by contacting us.

10. Customer Data and Caller Privacy

When your AI agent interacts with your customers (callers), you are the data controller for the personal information collected during those calls. You are responsible for ensuring that your use of the Service complies with applicable privacy laws, including providing any required notices to your customers about AI-assisted call handling and recording.

We act as a data processor on your behalf and will process caller data only in accordance with your instructions and our Privacy Policy.

11. Third-Party Integrations

The Service allows you to connect third-party services (e.g., Jobber, HubSpot, Google Calendar, Stripe). These integrations are governed by the respective third party's terms of service and privacy policies. We are not responsible for the availability, accuracy, or practices of third-party services.

You authorize us to access and transmit data to connected third-party services as necessary to provide the integration features you enable. You can disconnect any integration at any time.

12. AI-Generated Content

The Service uses artificial intelligence to generate responses during phone calls, create summaries, and provide analytics. While we strive for accuracy, AI-generated content may contain errors or inaccuracies. You acknowledge that AI responses are not a substitute for professional advice and should be reviewed for accuracy when used for business decisions.

13. AI Transparency and Compliance

In compliance with the Colorado AI Act (SB 205) and applicable regulations, FoxTrove discloses that the Service uses artificial intelligence for consumer-facing voice interactions, content generation, and automated decision-making.

  • All callers are informed at the beginning of each call that they are interacting with an AI assistant.
  • You agree not to represent AI-generated responses as human-generated communications.
  • AI models used by the Service (including those provided by OpenAI) process call content in real time but do not retain it for model training purposes.

14. Service Availability

We aim for high availability but do not guarantee uninterrupted service. We may perform maintenance that temporarily affects availability. We will provide reasonable notice of planned maintenance when possible. We are not liable for any downtime, data loss, or missed calls resulting from service interruptions.

15. Limitation of Liability

To the maximum extent permitted by law, FoxTrove shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunities, arising from your use of the Service.

Our total liability for any claim arising from or related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

16. Disclaimer of Warranties

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. FOXTROVE DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY DEFECTS WILL BE CORRECTED. FOXTROVE DOES NOT WARRANT THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY AI-GENERATED CONTENT, TRANSCRIPTIONS, OR ANALYTICS PRODUCED BY THE SERVICE.

17. Force Majeure

Neither party shall be liable for any failure or delay in performing obligations under these Terms due to causes beyond its reasonable control, including but not limited to: natural disasters, pandemics, government actions, war, terrorism, cyber attacks, utility or telecommunications failures, or outages of third-party service providers (including VAPI, OpenAI, Supabase, or Vercel). The affected party shall provide prompt notice and use reasonable efforts to mitigate the impact.

18. Dispute Resolution

Before initiating any formal proceedings, the parties agree to attempt to resolve disputes informally. Either party may initiate the informal process by sending written notice describing the dispute. The parties will attempt to resolve the dispute within 30 days.

If the dispute is not resolved informally, it shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall take place in Denver, Colorado. The arbitrator's decision shall be final and binding.

CLASS ACTION WAIVER: YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. IF THIS CLASS ACTION WAIVER IS FOUND TO BE UNENFORCEABLE, THE ENTIRETY OF THIS ARBITRATION PROVISION SHALL BE NULL AND VOID.

Small claims court: Either party may bring an individual action in small claims court in Denver County, Colorado, for disputes within the court's jurisdictional limits.

19. Indemnification

You agree to indemnify and hold harmless FoxTrove, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

20. Modifications to Terms

We may modify these Terms at any time by posting the revised terms on our website. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the modified Terms.

21. Termination

Either party may terminate this agreement at any time. You may cancel your subscription through your account settings. We may terminate or suspend your account for violation of these Terms or for any other reason with reasonable notice. Upon termination, your right to use the Service ceases immediately. We will retain your data for 30 days after termination, after which it will be permanently deleted.

22. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Colorado, without regard to its conflict of law principles. Any disputes arising from these Terms shall be resolved in the state or federal courts located in Denver County, Colorado.

23. General Provisions

  • Entire Agreement: These Terms, together with the Privacy Policy and any order forms or service agreements, constitute the entire agreement between you and FoxTrove regarding the Service and supersede all prior agreements and understandings.
  • Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.
  • Waiver: The failure of FoxTrove to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.
  • Assignment: You may not assign or transfer these Terms without our prior written consent. FoxTrove may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.
  • Survival: Sections relating to intellectual property, limitation of liability, indemnification, disclaimer of warranties, dispute resolution, and any provisions that by their nature should survive, will survive termination of these Terms.
  • Notices: Notices to you will be sent to the email address associated with your account. Notices to FoxTrove should be sent to legal@foxtrove.ai.

24. Contact Us

If you have questions about these Terms, please contact us at:
FoxTrove Systems, Inc.
PO Box [TBD]
Colorado, United States
Email: legal@foxtrove.ai