Terms of Service

These terms are an agreement between you, the business using Vocalenda, and Vocalenda ("the Service"), operated from the United Kingdom. By creating an account or using the Service you accept and agree to be bound by these terms. If you do not agree to them, please do not use the Service.

By using our Google Calendar integration, you:

• Grant Vocalenda permission to access and modify your Google Calendar
• Understand that calendar changes made by our AI are based on voice instructions
• Acknowledge that you can revoke calendar access at any time
• Accept responsibility for verifying appointment accuracy

Your callers' details are yours, not ours. In data protection language you are the "data controller" and we are your "processor", but the plain meaning matters more than the labels: your business decides why its phone is answered and what happens to the people who ring it, and we only ever handle their details to do what you have asked us to do. We do not use them for our own purposes, we do not sell them, and we do not use them to advertise to anyone.

In practice that splits the work like this.

What we do for you:

• We tell every caller, at the start of every call, that they are speaking to an AI assistant and that the call is transcribed. This is said before your own greeting and cannot be edited or switched off, because it is how your callers are informed as the law requires
• We transcribe calls in real time so the assistant can book and manage appointments. Audio recordings are not kept; the written transcript is kept as part of your call history
• We keep your callers' details secure, name every company that touches them in our Privacy Policy, and help you answer anyone who asks about their data

What stays with you:

• If a caller asks what you hold about them, wants it corrected or wants it deleted, that request is yours to answer. Tell us and we will help you do it
• Do not use a caller's number for marketing unless they have agreed to it, or they are an existing customer and you give them a way to opt out. Answering their question or taking their booking is not agreement to be marketed to
• Only put information into your receptionist's settings that you are entitled to share with your callers
• If callers may mention health matters, for example at a dental practice, a massage therapist or a wellness business, that information carries extra duties under data protection law and those duties are yours as the practice

Our Data Processing Agreement forms part of these terms and sets all of this out in full: what we handle, for how long, our security and confidentiality commitments, the sub-processors you are authorising and your right to object to new ones, and what happens to your data when you leave. That is the written agreement data protection law requires between us, so you already have one and do not need to sign anything. Together with our Privacy Policy, it governs our handling of your callers' information. We record the date and version you accepted, and if we change them in a way that affects what you agreed to, we will tell you.

We strive to provide reliable service but cannot guarantee 100% uptime. We reserve the right to modify, suspend, or discontinue the service at any time with reasonable notice. Scheduled maintenance will be communicated in advance when possible.

Vocalenda shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities. Our total liability shall not exceed the amount paid by you for the service in the 12 months preceding the claim.

All content, features, and functionality of Vocalenda, including but not limited to software, text, graphics, and logos, are owned by Vocalenda or its licensors and are protected by copyright, trademark, and other intellectual property laws.

These terms are governed by and construed in accordance with the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

We reserve the right to modify these terms at any time. Material changes will be communicated via email or through the service. Your continued use of Vocalenda after such modifications constitutes acceptance of the updated terms.