Terms of Service
These terms cover the Virtual Receptionist service from Ventus Media Group LLC ("we", "us"). By paying for or using the service, you ("you", "your business") agree to them.
1. The service
We set up and run a virtual receptionist that answers your business's phone calls using automated voice technology. Depending on how we configure it for you, it can answer questions, book, reschedule and cancel appointments, quote the price ranges you approve, transfer or flag urgent calls, record and transcribe calls, and send you call reports.
The receptionist only works from the information and rules you give us. You're responsible for keeping that information accurate and telling us when it changes.
2. Pricing and billing
- Setup fee: $500, charged once when you sign up. The setup fee is non-refundable because it covers the build work we do up front.
- Monthly plan: $599 per month, billed in advance on the same day each month, starting on your sign-up date. The plan includes 1,000 call minutes per month.
- Extra minutes: call minutes beyond the 1,000 included in a month are $0.40 per minute, billed after the month ends. Unused included minutes do not roll over to the next month.
- How minutes are counted: each call is counted in whole minutes, rounded to the nearest minute. Calls shorter than 30 seconds don't count. Call minutes are tracked automatically and appear on your monthly invoice. We'll share your monthly usage with you on request.
- Payments are processed by Stripe. You authorize us to charge your payment method on file each month until you cancel.
- If a payment fails, we'll let you know. We may pause the service if a payment is still unpaid 7 days later.
- We may change our prices with at least 30 days' notice. The new price applies from your next billing date after the notice period.
3. Cancellation
The plan is month-to-month, so you can cancel anytime from the Manage billing page or by emailing us. When you cancel, the service keeps running until the end of the month you've already paid for, then stops. We don't give refunds for partial months.
4. Your responsibilities
- Give us accurate information about your services, hours, prices and policies, and keep it up to date.
- Set up call forwarding with your phone carrier. You keep ownership of your phone number.
- Call recording notice: calls may be recorded and transcribed. Some states require every caller's consent before recording. You're responsible for making sure your use of recording complies with the laws that apply to your business and callers. We can add a short recording notice to the greeting if you ask.
- Don't use the service for anything unlawful, deceptive or abusive, including unsolicited marketing calls.
5. Health information
If your business is a covered entity under HIPAA (for example a dental, medical or imaging practice), our Business Associate Agreement is part of these terms and takes effect when you agree to them at checkout. Tell us before launch that you're a covered entity, so we can set up your receptionist to handle protected health information safely.
6. Service availability
We work to keep the receptionist available 24/7, but phone networks, carriers and the third-party providers we rely on can have outages. We don't guarantee every call will be answered, and the receptionist isn't a replacement for emergency services. If you know of an outage or problem, tell us and we'll fix it as quickly as we can.
7. Your data
Call recordings, transcripts and the details callers share belong to your business. We use them only to run and improve your receptionist and to send you reports. See our Privacy Policy for details. When you cancel, you can ask us for a copy of your call records within 30 days, after which we may delete them.
8. Limitation of liability
To the extent the law allows, we aren't liable for indirect or consequential losses, including lost profits or missed business. Our total liability for any claim related to the service is limited to the amount you paid us in the three months before the claim.
9. Changes to these terms
We may update these terms. If we make a material change, we'll email you at least 30 days before it takes effect. Continuing to use the service after that means you accept the updated terms.
10. Governing law
These terms are governed by the laws of the State of South Dakota.
Contact
Questions about these terms: samson@ventusmediagroup.com