Terms of Service

These Terms of Service (the “Terms”) are a binding agreement between AlwaysGreet LLC, a Washington limited liability company (“AlwaysGreet,” “we,” “us,” or “our”), and the person or entity accepting these Terms (“Customer,” “you,” or “your”). These Terms govern access to and use of alwaysgreet.com, the AlwaysGreet dashboard, our AI-powered inbound telephone receptionist, appointment-scheduling and message-intake tools, and related services (collectively, the “Services”).

These Terms incorporate by reference the Privacy Notice, Acceptable Use Policy, applicable order form or online checkout, and, where applicable, the Data Processing Addendum (“DPA”). If an order form expressly conflicts with these Terms, the order form controls only for that order. The DPA controls for processing of Customer Personal Data.

IMPORTANT: SECTION 18 CONTAINS AN AGREEMENT TO ARBITRATE DISPUTES INDIVIDUALLY, A CLASS-ACTION WAIVER, AND A JURY-TRIAL WAIVER. REVIEW IT CAREFULLY.

1. Eligibility, authority, and acceptance

You must be at least 18 years old and legally capable of entering a contract. If you use the Services for a company or other organization, you represent that you have authority to bind that organization. You accept these Terms by creating an account, clicking to accept, signing an order form, or using the Services after being presented with these Terms.

You may not use the Services if you are prohibited from doing so by applicable law, are located in a comprehensively sanctioned jurisdiction, or have previously been suspended for material misuse.

2. The Services

2.1 Current scope

The Services may answer inbound calls placed to Customer, identify themselves as an automated or AI receptionist, collect caller-provided information, take messages, answer configured business questions, and schedule appointments using Customer-approved availability and instructions.

The Services are not a human receptionist, emergency service, professional adviser, medical service, legal service, dispatch center, or guaranteed substitute for Customer personnel. Features may change as the Services develop. We will not materially reduce paid core functionality during a current subscription term without reasonable notice, except when necessary for security, law, third-party platform changes, or prevention of harm.

2.2 AI limitations and human oversight

AI output may be inaccurate, incomplete, delayed, inconsistent, or inappropriate. Customer must review its configuration, test call flows before activation, monitor results, correct errors, and maintain a reasonable human escalation process. Customer must not rely on the Services for decisions that could materially affect a person’s health, safety, legal rights, credit, insurance, employment, housing, education, or access to essential services.

The Services must not be configured to claim they are human. Customer must not remove or circumvent required AI, recording, or transcription notices.

2.3 No emergency use

The Services are not designed to receive, evaluate, or dispatch emergency requests. Customer must not market the Services as an emergency line. Customer must provide appropriate emergency instructions for its industry. The AI receptionist may direct callers to call 911 or another designated emergency number but cannot determine whether an emergency exists.

2.4 Message intake

When enabled, the Services may collect a caller’s name, callback number, reason for calling, stated urgency, and preferred callback time, then send a structured notification to Customer’s designated contact. AlwaysGreet does not guarantee that Customer receives, reads, or responds to a message. Customer is solely responsible for maintaining accurate notification destinations and responding to callers.

2.5 Appointment scheduling

Customer controls availability, service duration, eligibility rules, buffers, locations, and cancellation policies. Customer must review appointments and resolve conflicts. AlwaysGreet does not guarantee appointment availability, attendance, revenue, or compatibility with every third-party calendar. Customer remains responsible for providing the underlying service.

3. Accounts and security

Customer must provide accurate account information, maintain authorized administrators, protect credentials, and promptly notify support@alwaysgreet.com of suspected unauthorized access. Customer is responsible for activity under its account, including actions of employees, contractors, and invited users, except to the extent caused by AlwaysGreet’s breach of these Terms.

Customer must use multi-factor authentication when available and must not share administrator credentials. AlwaysGreet may suspend access reasonably believed to be compromised.

4. Customer configuration and responsibilities

Customer is responsible for:

• the accuracy, legality, and suitability of business information, scripts, knowledge sources, calendars, messages, and instructions supplied to the Services;
• testing the Services before routing live calls;
• maintaining a working backup method for receiving calls;
• ensuring that required notices, consents, licenses, and permissions are obtained;
• determining whether the Services are appropriate for Customer’s industry and jurisdictions;
• supervising outputs and promptly correcting known errors;
• honoring caller requests, including privacy, opt-out, and human-escalation requests; and
• complying with telecommunications, privacy, consumer-protection, accessibility, advertising, and industry-specific laws.

Customer may use the Services only for lawful business purposes and in accordance with the Acceptable Use Policy.

5. Calls, AI disclosure, recordings, and transcripts

5.1 Required disclosure

Customer authorizes AlwaysGreet to provide an opening disclosure substantially similar to: “Thanks for calling [Business]. I’m an AI receptionist. This call may be recorded and transcribed to assist you. How can I help?” Customer may customize the wording only if the alternative remains accurate and legally sufficient.

5.2 Customer’s consent responsibility

Call recording, monitoring, transcription, and AI disclosure laws vary by jurisdiction. Customer is the business receiving the call and determines the purposes and means for using call data. Customer is responsible for confirming that its notice and consent process is lawful for every applicable jurisdiction. Template language is provided as a convenience, not legal advice.

5.3 Recording modes

Customer may select, where technically available:

• Standard mode: persistent call audio and transcripts are available for up to 30 days by default; or
• Privacy mode: persistent audio storage is disabled, speech is processed transiently to operate the AI, and only the configured structured result, such as an appointment or message, is retained.

If a caller declines recording, Customer must configure the Services to stop persistent recording and either continue in Privacy mode, transfer the caller, or end the AI interaction. A caller cannot use an AI voice service without the service processing the caller’s speech in real time.

5.4 Retention and deletion

Unless a shorter period is configured, stored recordings and transcripts are retained for 30 days and then scheduled for deletion, subject to limited backup, security, fraud-prevention, dispute-preservation, and legal-retention requirements. Customer may delete supported call data earlier through the Services. Deletion from active systems may not instantly remove data from encrypted backups, which expire under our backup lifecycle.

6. Prohibited and regulated data

The Services are not offered as HIPAA-compliant at launch. Customer must not use the Services to create, receive, maintain, or transmit protected health information (“PHI”) or for healthcare workflows until AlwaysGreet and Customer have signed a Business Associate Agreement and AlwaysGreet has confirmed the applicable configuration in writing.

Customer must not ask callers to provide, and must not submit:

• payment-card numbers, bank credentials, or authentication codes;
• Social Security numbers, government identification numbers, or account passwords;
• medical histories, diagnoses, treatment information, or other PHI;
• precise biometric identifiers;
• information subject to export-control or classified-information restrictions; or
• other highly sensitive information that AlwaysGreet has not expressly agreed in writing to process.

Customer must configure appointment and message flows to minimize sensitive information. AlwaysGreet may remove prohibited data and suspend affected functionality.

7. Telephone numbers and third-party communications

Telephone numbers may be supplied, hosted, forwarded, ported, or connected through third-party carriers. Number availability, portability, caller ID, deliverability, emergency calling, and carrier acceptance are not guaranteed. Customer must not represent that an AlwaysGreet-provisioned number supports emergency calling unless expressly confirmed in writing.

Ownership and porting rights depend on the carrier, plan, and applicable law. Upon termination, Customer must complete any permitted port request within the period stated in the order form or carrier terms. AlwaysGreet may release numbers after that period where legally permitted.

8. Third-party services

The Services interoperate with providers such as telecommunications carriers, AI and speech providers, hosting providers, authentication services, calendars, and payment processors. Customer’s use of a third-party service may be governed by separate terms. AlwaysGreet is not responsible for third-party services, but remains responsible for its own obligations under these Terms and the DPA.

Customer authorizes AlwaysGreet to use subprocessors listed in the current Subprocessor Notice. We will provide notice of material new subprocessors as described in the DPA.

9. Trials, subscriptions, fees, and taxes

9.1 Free trial

If offered, the trial length, included usage, and conversion terms will be disclosed at signup. Unless checkout expressly states otherwise, a trial requiring a payment method automatically converts to the selected paid plan when the trial ends unless Customer cancels before conversion. Customer authorizes the disclosed recurring charge. We will provide any renewal notices required by law.

9.2 Monthly and annual plans

Paid plans renew automatically for successive periods matching the selected billing interval unless cancelled before renewal. Annual plans may include a discount in exchange for the annual commitment. Current prices, included usage, and overage rates are displayed at checkout or in an order form.

9.3 Usage and overages

Usage may be measured in connected call minutes, rounded as disclosed at checkout, plus applicable telephony or add-on usage. Customer authorizes charges for disclosed overages. We may offer usage alerts, but Customer remains responsible for monitoring usage. We will not silently move Customer to a higher-priced plan unless that practice is clearly disclosed and affirmatively accepted.

9.4 Cancellation and refunds

Customer may cancel through the account dashboard or by contacting support. Cancellation stops future renewal and takes effect at the end of the then-current paid term unless otherwise required by law. Fees are nonrefundable and non-creditable except where required by law, expressly stated in a written refund policy, or caused by a verified duplicate or erroneous charge. Customer retains access through the paid term unless the account is terminated for cause.

9.5 Price changes and taxes

We may change pricing for a future renewal by providing at least 30 days’ notice. Customer is responsible for applicable sales, use, communications, excise, and similar transaction taxes, excluding taxes on AlwaysGreet’s net income. We may collect taxes where required.

10. Customer Data and privacy

10.1 Ownership

As between the parties, Customer owns Customer Data. “Customer Data” means information submitted by or for Customer or generated from Customer’s use of the Services, including business configuration, caller inputs, recordings, transcripts, appointments, and messages, but excluding AlwaysGreet technology, aggregated statistics, and de-identified data that cannot reasonably identify Customer or a person.

10.2 Limited license

Customer grants AlwaysGreet a nonexclusive, worldwide, limited license to host, copy, transmit, process, and display Customer Data only as necessary to provide, secure, support, and improve the Services; comply with law; enforce agreements; and prevent harm. AlwaysGreet will not use identifiable recordings or transcripts to train a general-purpose model or advertise to third parties without separate, explicit permission.

10.3 De-identified analytics

AlwaysGreet may create and use aggregated or de-identified data for security, capacity planning, reliability, benchmarking, and product improvement, provided it does not reasonably identify Customer or a caller and is not used to re-identify them.

10.4 Privacy roles

For caller information processed on Customer’s behalf, Customer generally acts as business/controller and AlwaysGreet acts as service provider/processor. The DPA applies where required. AlwaysGreet acts as an independent controller for account administration, billing, fraud prevention, security, and its own legal obligations as described in the Privacy Notice.

11. Confidentiality

Each party may receive nonpublic information that a reasonable person would understand to be confidential (“Confidential Information”). The receiving party will use it only to perform or exercise rights under the agreement, protect it using reasonable care, and disclose it only to personnel and providers bound by confidentiality and needing access.

Confidential Information excludes information lawfully known without restriction, independently developed, publicly available through no breach, or lawfully received from a third party. A party may disclose information when legally required after giving notice where permitted and reasonable assistance at the disclosing party’s expense.

12. Intellectual property

AlwaysGreet and its licensors own the Services, software, workflows, interfaces, documentation, trademarks, and improvements. Subject to payment and compliance, AlwaysGreet grants Customer a limited, nonexclusive, nontransferable, revocable right to use the Services during the subscription term for Customer’s internal business operations.

Customer may provide suggestions. Customer grants AlwaysGreet a perpetual, irrevocable, royalty-free right to use feedback that does not identify Customer or disclose Customer Confidential Information.

Customer represents that it has the rights necessary for Customer Data and instructions supplied to the Services.

13. Acceptable use

Customer must not:

• use the Services for outbound telemarketing, political calls, debt collection, emergency dispatch, healthcare/PHI, or high-impact decisions without express written approval;
• impersonate a person, conceal that callers are interacting with AI, or clone a person’s voice without documented authorization;
• harass, threaten, defraud, deceive, discriminate against, or exploit any person;
• violate do-not-call, consent, recording, privacy, or telecommunications laws;
• probe, scan, attack, reverse engineer, overload, or circumvent security or usage controls;
• upload malware or unlawful, infringing, or harmful content;
• resell or sublicense the Services except under a written partner agreement; or
• use the Services to develop a competing model or service through systematic extraction.

Additional rules appear in the Acceptable Use Policy.

14. Suspension and termination

Either party may terminate for material breach not cured within 10 days after notice, or immediately when the breach is incapable of cure, unlawful, fraudulent, threatens security or safety, or could expose a party to regulatory liability.

AlwaysGreet may suspend the minimum necessary portion of the Services for nonpayment, security risk, prohibited use, third-party platform suspension, or legal requirement. When practicable, we will provide notice and an opportunity to cure.

Upon termination, Customer’s access ends; accrued fees remain due; and each party must return or delete Confidential Information as required. Customer should export supported data before termination. Sections intended by their nature to survive will survive, including payment obligations, confidentiality, intellectual property, disclaimers, indemnity, limitations, disputes, and general terms.

15. Warranties and disclaimers

AlwaysGreet warrants that it will provide paid Services in a professional and workmanlike manner. Customer’s exclusive remedy for a proven breach is re-performance or, if re-performance is not commercially reasonable, a prorated refund for the materially affected period.

EXCEPT FOR THE EXPRESS WARRANTY ABOVE, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, ALWAYSGREET DISCLAIMS ALL IMPLIED OR STATUTORY WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, QUIET ENJOYMENT, AND WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE. ALWAYSGREET DOES NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION, ANY PARTICULAR REVENUE OR BUSINESS RESULT, OR THAT AI OUTPUT, TRANSCRIPTS, MESSAGES, APPOINTMENTS, CALL ROUTING, OR THIRD-PARTY SERVICES WILL BE ACCURATE OR COMPLETE.

Nothing in these Terms excludes a warranty that cannot lawfully be excluded.

16. Indemnification

Customer will defend, indemnify, and hold harmless AlwaysGreet, its affiliates, and their personnel from third-party claims, damages, penalties, judgments, and reasonable legal fees arising from: (a) Customer Data, scripts, instructions, products, or services; (b) Customer’s violation of law, including consent, recording, privacy, telecommunications, advertising, and industry rules; (c) Customer’s use of the Services contrary to these Terms; or (d) Customer’s gross negligence, fraud, or willful misconduct.

AlwaysGreet will defend and indemnify Customer from a third-party claim that the unmodified paid Services, when used as authorized, directly infringe a United States patent, copyright, or trademark. AlwaysGreet may modify or replace the affected Services or terminate them and refund prepaid unused fees. This obligation does not cover Customer Data, combinations not supplied by AlwaysGreet, continued use after notice, or use contrary to documentation.

The indemnified party must promptly notify the indemnifying party, allow control of the defense and settlement, and provide reasonable cooperation. No settlement may admit fault or impose nonmonetary obligations on the indemnified party without consent.

17. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES; LOST PROFITS, REVENUE, GOODWILL, OR BUSINESS; LOST OR CORRUPTED DATA; OR COST OF SUBSTITUTE SERVICES, EVEN IF ADVISED OF THE POSSIBILITY.

EXCEPT FOR EXCLUDED CLAIMS, EACH PARTY’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICES OR AGREEMENT WILL NOT EXCEED THE FEES PAID OR PAYABLE BY CUSTOMER TO ALWAYSGREET FOR THE SIX MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY. FOR A FREE TRIAL, ALWAYSGREET’S AGGREGATE LIABILITY WILL NOT EXCEED US$100.

“Excluded Claims” means Customer’s payment obligations; a party’s fraud, willful misconduct, or gross negligence; Customer’s indemnification obligations; Customer’s violation of AlwaysGreet intellectual-property rights; and liability that cannot be limited by law. AlwaysGreet’s security and confidentiality liability remains subject to the cap unless an order form expressly provides a separate cap.

The limitations apply regardless of legal theory and are an essential basis of the bargain.

18. Dispute resolution

18.1 Informal resolution

Before filing a claim, a party must send a written notice describing the dispute and requested relief to support@alwaysgreet.com and allow 30 days for good-faith resolution. Limitations periods are tolled during that period.

18.2 Governing law

Washington law governs, without regard to conflicts rules, except that the Federal Arbitration Act governs arbitration. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

18.3 Individual arbitration

Except for small-claims matters and claims seeking temporary injunctive relief for misuse of intellectual property, security credentials, or Confidential Information, disputes will be resolved by confidential, binding, individual arbitration administered by the American Arbitration Association under its applicable Commercial Arbitration Rules. The arbitration will occur remotely unless the arbitrator determines an in-person hearing is necessary. If in person, it will occur in King County, Washington, unless the parties agree otherwise.

18.4 Class and jury waivers

DISPUTES MAY BE BROUGHT ONLY IN AN INDIVIDUAL CAPACITY, NOT AS A PLAINTIFF OR CLASS MEMBER IN A CLASS, COLLECTIVE, CONSOLIDATED, REPRESENTATIVE, OR PRIVATE-ATTORNEY-GENERAL ACTION. THE ARBITRATOR MAY NOT COMBINE CLAIMS WITHOUT ALL PARTIES’ CONSENT. EACH PARTY WAIVES TRIAL BY JURY TO THE MAXIMUM EXTENT PERMITTED BY LAW.

18.5 Courts

For claims not subject to arbitration, the parties consent to exclusive jurisdiction and venue in state or federal courts located in King County, Washington.

If any part of the class waiver is unenforceable for a particular claim, that claim must proceed in court after completion of arbitration for arbitrable claims.

19. Changes to these Terms

We may update these Terms. Material changes will apply prospectively and will be notified through the Services, email, or the website at least 30 days before taking effect when reasonably practicable. Changes required for law, security, or new features may take effect sooner. Continued use after the effective date constitutes acceptance. Changes to arbitration will not apply to disputes of which we had actual notice before the change.

20. General terms

Neither party may assign the agreement without the other’s consent, except to an affiliate or in connection with a merger, reorganization, financing, or sale of substantially all relevant assets, provided the assignee assumes the obligations. Customer may not assign to a direct competitor of AlwaysGreet without consent.

Neither party is liable for delay caused by events beyond reasonable control, except payment obligations. Notices may be delivered electronically. These Terms, incorporated documents, and order forms are the complete agreement and supersede prior discussions about the Services. Amendments must be in writing or made under Section 19. Waiver must be explicit. If a provision is unenforceable, it will be modified only as necessary, and the rest remains effective. Headings are for convenience. “Including” means “including without limitation.” Electronic signatures and records are effective.

21. Contact