Terms of Service

Last Updated: January 2025

Please read these Terms of Service ("Terms") carefully before using Volexa AI ("Service", "we", "us", or "our"). By accessing or using the Service, you agree to be bound by these Terms.

1. Description of Service

Volexa AI is a cloud-based software platform that provides:

• Call recording ingestion and processing
• AI-generated transcription and summaries
• Contact and customer management features
• Searchable AI insights ("Ask Volexa")
• Analytics and reporting

The Service integrates with third-party platforms.

2. Beta Status and Experimental Features

The Service is currently offered as a beta release. You acknowledge and agree that:

• Features, functionality, and availability may change without notice;
• The Service may contain errors, bugs, or interruptions;
• Certain features may be modified, limited, or removed at any time;
• Data, settings, or configurations may be reset or migrated as the platform evolves;
• We do not guarantee stability, performance, or compatibility during the beta period.

3. Eligibility

You must be at least 18 years old to use the Service. By using Volexa AI, you represent and warrant that you meet this requirement and have the authority to enter into these Terms.

4. Account Registration and Security

You are responsible for maintaining the confidentiality of your login credentials and for all activities conducted under your account.

You agree to:

• Provide accurate account information
• Keep your credentials secure
• Notify us immediately of any unauthorized access or security breach

We are not liable for any loss or damage resulting from unauthorized use of your account.

5. Acceptable Use Policy

You agree not to:

• Use the Service for illegal or unauthorized purposes
• Violate any applicable laws, regulations, or third-party rights
• Upload or transmit harmful, abusive, defamatory, or fraudulent content
• Attempt to reverse engineer, decompile, or exploit the platform
• Interfere with system performance or security

We reserve the right to suspend or terminate access for violations of this policy.

6. Call Recording & Legal Compliance

You are solely responsible for compliance with all federal, state, and local laws governing call recording and data processing.

By using the Service, you represent and warrant that:

• You have obtained all required consents from call participants
• You are legally permitted to record, store, and process call data

Volexa AI is not responsible for ensuring your compliance with call recording laws.

7. Data Ownership and Usage

Your Data

You retain full ownership of all call recordings, transcripts, summaries, and other content you upload or generate through the Service ("Customer Data").

Our Usage

You grant Volexa AI a limited, non-exclusive license to process, store, and analyze Customer Data solely to provide and improve the Service.

We do not sell customer data.

8. Artificial Intelligence Disclaimer

The Service uses artificial intelligence and machine learning models to generate summaries, insights, and analytics.

You acknowledge and agree:

• AI-generated outputs may contain inaccuracies
• Outputs should not be relied upon as legal, medical, financial, or professional advice
• You remain solely responsible for verifying all outputs

9. Subscription Plans & Billing

Subscription Fees

Certain features require a paid subscription. By subscribing, you authorize us to charge your payment method according to your selected plan and seat count.

Billing Cycle

Subscriptions are billed monthly or annually in advance.

Payments

All fees are:

• Non-refundable
• Exclusive of applicable taxes
• Due immediately

Seat Management

You may add or remove user seats at any time. Charges will be prorated accordingly.

Failed Payments

Non-payment may result in suspension or termination of access.

10. Cancellation and Termination

You may cancel your subscription at any time. Access will continue until the end of the billing cycle. No refunds will be issued.

We reserve the right to suspend or terminate accounts that:

• Violate these Terms
• Engage in illegal activity
• Fail to maintain active payment

11. Service Availability

We strive to maintain reliable uptime but do not guarantee uninterrupted access.

You acknowledge that:

• Downtime may occur
• Maintenance and upgrades may temporarily affect availability

12. Third-Party Integrations

The Service integrates with third-party platforms, including RingCentral.

We are not responsible for:

• Third-party outages
• API changes
• Data loss caused by third-party systems

Use of third-party services is governed by their respective terms.

13. Intellectual Property

All platform software, designs, branding, and content belong exclusively to Volexa AI.

You may not:

• Copy
• Modify
• Distribute
• Reverse engineer
• Resell

Any part of the Service without prior written permission.

14. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE."

WE DISCLAIM ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not guarantee:

• Accuracy
• Reliability
• Error-free operation

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, VOLEXA AI SHALL NOT BE LIABLE FOR:

• INDIRECT DAMAGES
• LOST PROFITS
• BUSINESS INTERRUPTION
• DATA LOSS

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT PAID BY YOU IN THE PREVIOUS TWELVE (12) MONTHS.

16. Indemnification

You agree to indemnify and hold harmless Volexa AI from any claims, damages, losses, or legal fees arising from:

• Your use of the Service
• Violation of laws
• Call recording compliance failures
• Misuse of AI-generated outputs

17. Modifications to Terms

We may update these Terms at any time. Continued use of the Service after changes constitutes acceptance of the revised Terms.

18. Governing Law

These Terms are governed by the laws of the Commonwealth of Virginia, United States, without regard to conflict-of-law principles.

19. Contact Information

Volexa AI
Email: support@volexa.ai
Location: Virginia, United States