Terms of Service

1. Agreement to Terms

These Terms of Service (“Terms”) form a binding agreement between MeltFlex s.r.o. (“MeltFlex”, “We”, “Us”, “Our”), a company registered in the Slovak Republic, and you or the entity you represent (“you”, “Customer”), governing your use of the AI phone receptionist service available at aireceptionistnow.com (the “Service”).

By creating an account, subscribing to a plan, or otherwise using the Service, you accept these Terms. If you do not accept them, do not use the Service. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.

Our Privacy Policy is incorporated into these Terms by reference and explains how personal data is handled.

2. The Service

The Service provides an AI-powered receptionist that answers inbound telephone calls to numbers you connect or provision through us. Depending on your configuration and plan, it may greet callers, answer questions from knowledge you supply, book appointments in calendars you connect, take messages, transfer calls, and send you summaries by email or SMS.

We may improve, modify, or discontinue features of the Service. Where a change materially reduces core functionality of a paid plan, we will give you at least 30 days’ notice by email, and you may terminate under Section 12.

3. Eligibility and Accounts

• The Service is offered for business use. You must be at least 18 years old and legally capable of entering into contracts.
• You must provide accurate account information and keep it current.
• You are responsible for safeguarding your account credentials and for all activity that occurs under your account.
• You must notify us promptly at info@meltflexai.com if you suspect unauthorised access.

4. Plans, Fees and Billing

4.1 Subscriptions. The Service is sold as a monthly or annual subscription. Current plans, inclusive allowances and prices are shown on our pricing page, which forms part of these Terms. Annual subscriptions are billed once a year at a discount to the equivalent monthly price.

4.2 Payment. Payments are processed by Stripe. By subscribing you authorise us, through Stripe, to charge your payment method on a recurring basis until you cancel. We do not store full card details.

4.3 Renewal. Subscriptions renew automatically at the end of each billing period at the then-current price, unless cancelled before the renewal date.

4.4 Usage beyond your allowance. Each plan includes a monthly allowance of call minutes and other limits. Usage above the included allowance, and any additional phone numbers, are charged at the rates published on the pricing page and billed in arrears.

4.5 Taxes. Prices are exclusive of VAT and other applicable taxes unless stated otherwise. Where you provide a valid EU VAT identification number, the reverse-charge mechanism may apply.

4.6 Price changes. We may change prices with at least 30 days’ notice by email. Changes take effect at your next renewal; if you do not accept them, you may cancel before that date.

4.7 Failed payments. If a payment fails, we may retry it and may suspend the Service until the balance is settled. Calls will not be answered while an account is suspended.

5. Cancellation and Refunds

You may cancel at any time from your account’s billing settings. Cancellation takes effect at the end of the current billing period. You retain access until that date, and we do not pro-rate or refund the unused remainder of a period except where required by law or where we have materially breached these Terms.

Consumers in the EU. If you are a consumer rather than a business, you have a statutory right to withdraw from a distance contract within 14 days. By starting to use the Service during that period you request that performance begin immediately, and you acknowledge that you will owe a proportionate amount for the Service used before withdrawal.

6. Your Responsibilities as Controller of Caller Data

This section is important and specific to a service that answers telephone calls.

6.1 Call recording and notice. The Service processes, transcribes and may record telephone calls. Laws on recording and monitoring calls differ by country and, in the United States, by state - some require the consent of all parties. You are solely responsible for determining what notice and consent the law requires in every jurisdiction you receive calls from, and for ensuring callers receive that notice, including by configuring your greeting accordingly. We provide the means to include such a notice; we do not determine whether your configuration is lawful.

6.2 Roles. As between you and us, you are the data controller for personal data of your callers and we act as your processor, as described in the Privacy Policy. A Data Processing Agreement is available on request at info@meltflexai.com.

6.3 Content you supply. You are responsible for the accuracy and legality of the business information, scripts, documents and knowledge sources you configure the AI to use, and for keeping them up to date.

7. Acceptable Use

You must not use the Service to:

• make or facilitate unsolicited marketing, robocalls, or automated dialling campaigns in breach of applicable law (including the TCPA, ePrivacy Directive, or equivalent national rules);
• impersonate another person or organisation, or misrepresent the AI as a human where the law requires disclosure;
• transmit unlawful, fraudulent, deceptive, harassing, or infringing content;
• handle special categories of personal data (such as health or biometric data) unless you have a lawful basis and have told us in advance;
• attempt to gain unauthorised access to the Service, probe or test its security, or interfere with its operation;
• reverse engineer, decompile, or attempt to derive the source code or underlying models of the Service, except to the extent this restriction is prohibited by law;
• resell, sublicense, or provide the Service to third parties as your own without our written agreement;
• exceed plan limits through artificial means, or share one account across separate businesses to avoid fees.

We may suspend an account immediately, without notice, where use presents a legal risk, a security risk, or a risk of harm to our telephony carriers or other customers.

8. Emergency Calls and Critical Use

The Service is not a telephone service for emergencies and must never be relied upon to reach emergency services. It cannot dial 112, 911, or any other emergency number, and it does not transmit caller location to emergency responders. You must not deploy it on any line advertised or used for emergency, medical, safety-of-life, or other critical response, and you must ensure an alternative means of contacting emergency services is always available to your callers.

9. Nature and Limits of AI Output

The Service uses automated speech recognition, large language models, and synthetic speech. These technologies are probabilistic. Output may be inaccurate, incomplete, or unexpected: the AI may mishear a caller, misinterpret a request, transcribe a name or number incorrectly, book an appointment at the wrong time, or fail to answer a call.

The Service is a business tool, not professional advice. It does not provide legal, medical, financial, or other regulated advice, and its output must not be relied upon as such. You are responsible for reviewing summaries, messages and bookings it produces, and for any decision you take on the basis of them.

10. Phone Numbers and Telephony

Phone numbers provisioned through the Service are supplied by our telephony providers and are licensed to you for the term of your subscription; you do not own them. Some numbers require regulatory documentation (such as proof of local address) before they can be activated. Number availability, portability, and any porting request are subject to carrier and regulatory rules outside our control. Numbers may be reclaimed after termination or prolonged non-payment, and once reclaimed cannot generally be recovered.

11. Third-Party Services

The Service integrates third-party providers, including telephony, speech and language model providers, payment processing, and any calendar or business tools you choose to connect. Your use of a connected third-party service is governed by that provider’s own terms, and we are not responsible for its availability, acts, or omissions. Revoking our access to a connected account may disable related features.

12. Term, Suspension and Termination

These Terms apply for as long as you hold an account. You may terminate at any time under Section 5. We may suspend or terminate your access if you materially breach these Terms and, where the breach is capable of being remedied, fail to remedy it within 14 days of notice; if required by law; or if your account remains unpaid.

On termination, your right to use the Service ends and your assistants stop answering calls. You may export your call data before termination. We retain and delete data as described in the Privacy Policy. Sections 6, 9, 13, 14, 15 and 17 survive termination.

13. Intellectual Property

We retain all rights in the Service, including its software, models, interfaces, and branding. Subject to these Terms and payment of applicable fees, we grant you a non-exclusive, non-transferable, revocable licence to use the Service for your internal business purposes for the term of your subscription.

You retain all rights in the content you supply and in your call data. You grant us a limited licence to host, process and transmit that content solely to provide, secure and support the Service. We do not use your call recordings, transcripts, or business content to train our own or third-party foundation models.

If you send us feedback or suggestions, you grant us a perpetual, royalty-free right to use them without obligation to you.

14. Availability and Disclaimer of Warranties

We aim to keep the Service continuously available but do not guarantee uninterrupted or error-free operation. Availability depends on telephony carriers, third-party AI providers, and the public internet. We may perform maintenance, and will use reasonable efforts to schedule planned maintenance outside peak hours.

To the fullest extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, accuracy, and non-infringement. Nothing in these Terms excludes statutory rights that cannot be excluded, including consumer rights under Slovak and EU law.

15. Limitation of Liability

To the fullest extent permitted by law, and except as stated below, our total aggregate liability arising out of or relating to the Service in any 12-month period shall not exceed the total fees you paid to us in the 12 months immediately preceding the event giving rise to the claim.

We shall not be liable for indirect, incidental, special, consequential or punitive damages, nor for lost profits, lost revenue, lost business, lost goodwill, or lost or missed calls, appointments or opportunities, even if advised of the possibility.

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited.

16. Indemnity

You agree to indemnify and hold us harmless against claims, damages, and reasonable costs arising from your use of the Service in breach of these Terms or applicable law, including claims brought by your callers relating to call recording, notice, or consent where you failed to meet your obligations under Section 6.

17. Governing Law and Disputes

These Terms are governed by the laws of the Slovak Republic, excluding its conflict-of-law rules and the UN Convention on Contracts for the International Sale of Goods. The courts of the Slovak Republic have exclusive jurisdiction, save that if you are a consumer you may also bring proceedings in the courts of your country of residence and benefit from the mandatory consumer protections of that country.

Consumers may also use the European Commission’s online dispute resolution platform at ec.europa.eu/consumers/odr.

18. Changes to These Terms

We may update these Terms to reflect changes in the Service, the law, or our practices. Changes will be posted here with an updated “Last Updated” date. For material changes we will notify active account holders by email at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance.

19. General

• Entire agreement. These Terms, the Privacy Policy, and the pricing page form the entire agreement between us regarding the Service.
• Severability. If a provision is held unenforceable, the remainder stays in force.
• No waiver. Failure to enforce a provision is not a waiver of it.
• Assignment. You may not assign these Terms without our written consent. We may assign them to an affiliate or successor in connection with a merger or sale of assets.
• Force majeure. Neither party is liable for failure to perform due to events beyond its reasonable control.

20. Contact

Questions about these Terms:

Email: info@meltflexai.com

MeltFlex s.r.o.

Bratislava, Slovak Republic

We aim to respond to all enquiries within 5 business days.