Terms and Conditions

1. Definitions

• “Customer” — the business entity that subscribes to the Service. If you sign up on behalf of a business, you represent that you have authority to bind it, and “you” refers to that entity.
• “User” — an individual permitted by a Customer to use its workspace.
• “Caller” — any person who calls or texts a phone number connected to the Service by a Customer.
• “Customer Data” — configuration content, knowledge base material, and the calls, transcripts, messages, appointments, and other data generated through the Customer’s numbers or uploaded to its workspace.
• “Receptionist” — the AI voice agent configured for a workspace, including its prompt, tools, and integrations.

2. Accounts and workspaces

• You must be at least 18 years old and capable of forming a binding contract.
• Keep credentials confidential, enable multi-factor authentication where offered, and notify us immediately of unauthorized use. You are responsible for activity in your workspace.
• We may suspend or restrict a workspace if we reasonably believe it is compromised, abusive, or materially overdue on payment.

3. The Service

Romolo answers telephone calls with an automated AI receptionist, captures details, books appointments, sends SMS, transfers calls to your team, and reports outcomes in your console. We may modify features provided they do not materially reduce core functionality during a paid term.

3.1 AI limitations

• The Receptionist is automated. It can misunderstand, omit, or state things incorrectly.
• It does not provide medical, legal, financial, or other professional advice and must not be presented as doing so.
• Outcomes such as bookings and messages should be reviewed by your staff; you remain responsible for business decisions based on Receptionist output.

3.2 No emergency services

The Service must not be used as a contact point for emergency dispatch. It cannot place 911 or equivalent emergency calls and is not designed to handle emergencies. Configure urgent-situation routing so Callers are directed to emergency services where appropriate.

4. Acceptable use

You agree not to:

• Use the Service for unlawful, fraudulent, deceptive, harassing, or infringing purposes;
• Violate telemarketing, robocall, do-not-call, TCPA, spam-text, consumer-protection, or similar laws in any jurisdiction where your numbers operate;
• Record, transcribe, or monitor communications without all notices and consents required by applicable law, including two-party-consent states;
• Present the AI as a human when disclosure is legally required, or mislead Callers about who they are speaking with;
• Upload knowledge content containing unlawful material, malware, others’ confidential data without rights, or special-category data (e.g., health information) unless you have independently ensured lawful handling — the Service is not currently HIPAA-qualified and should not be used for protected health information;
• Circumvent rate limits, allow lists, confirmations, or security controls; probe or disrupt the platform; reverse engineer except as law permits;
• Resell or provide the Service to third parties as a competing offering without written agreement.

5. Your compliance responsibilities

You control how the Service interacts with your callers and are solely responsible for:

• Providing required call-recording notices and automated-assistant disclosures at the start of calls, including any required opt-outs;
• Lawfulness of SMS campaigns, including consent to text, STOP handling, and carrier/A2P registration requirements;
• Accuracy and legality of prompts, transfer rules, knowledge base content, and tool configurations;
• Responding to Caller privacy requests concerning your numbers and data;
• Maintaining your own backups of data you consider critical beyond the retention window you configure.

6. Third-party services

• The Service depends on contracted infrastructure subprocessors for telephony, messaging, realtime media, conversation processing, data storage, authentication, hosting, and billing, each under its own terms and availability.
• Integrations you enable (calendars, CRMs, webhooks) exchange data according to your configuration; those services’ terms also govern your use of them.
• We are not liable for third-party outages, changes, pricing actions, or terminations, though we will use reasonable efforts to mitigate and keep you informed. Provider-caused failures do not excuse unpaid fees.

7. Trials, fees, and billing

• Trial: Confirmed new accounts can try one browser practice call for up to 3 minutes without a card. After successful card verification, eligible accounts receive 10 additional free test minutes, once per customer and card, with a maximum of 3 minutes per test. Practice calls use simulated actions. Card verification does not start a subscription or authorize automatic charges.
• Fees: paid plans bill subscription fees in advance plus usage-based charges (for example per-minute and per-message costs passed through from providers). Usage metering recorded in the console is authoritative absent manifest error.
• Billing: fees are due when invoiced; late amounts may accrue interest at 1.5% per month or the maximum allowed by law, and unpaid workspaces may be suspended after notice.
• Taxes: fees exclude taxes; you pay applicable sales, VAT/GST, and telecom taxes except those on our income.
• Refunds: subscription fees are non-refundable except where required by law or stated in an order. We may offer credits for verified extended downtime caused solely by us.

8. Customer Data and ownership

• You own Customer Data. You grant us and our subprocessors a limited license to host, process, transmit, and display it solely to provide and secure the Service.
• You represent that you have the rights to submit Customer Data and to instruct its processing, including from Callers.
• We may generate aggregated, de-identified statistics from usage across customers to operate and improve the platform; these do not identify you or any Caller.
• Romolo retains all rights in the Service, software, models orchestration, dashboards, documentation, and brand. Feedback you give may be used freely without obligation.
• We do not use your call audio, transcripts, or knowledge base content to train foundation models.

8.1 On termination

For 30 days after termination you may export remaining data via console tools. After that, we delete Customer Data per our retention practices, except records we must keep for law, billing, or dispute resolution.

9. Confidentiality and security

Each party protects the other’s non-public information with at least reasonable care and uses it only to perform under these Terms. We implement administrative, technical, and physical safeguards described in our Privacy Policy; you agree not to weaken them (for example, by sharing passwords or session tokens).

10. Term and termination

• These Terms apply while you use the Service. Subscriptions renew per their billing cycle until cancelled in the console or by notice before renewal.
• You may stop using the Service and request workspace closure through support. We verify the request, arrange eligible exports and deletion, and explain any records retained for legal or financial obligations.
• We may terminate or suspend for material breach (including Sections 4–5), nonpayment after notice, or risk to the platform, other customers, or Callers, with notice where practicable.
• Sections 7 (accrued fees), 8 (surviving data rights), 9, and 11–17 survive termination.

11. Disclaimers

EXCEPT AS EXPRESSLY STATED, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION, THAT THE RECEPTIONIST’S ANSWERS OR BOOKINGS WILL BE ACCURATE OR COMPLETE, THAT PROVIDERS (TELEPHONY, MEDIA, AI) WILL BE CONTINUOUSLY AVAILABLE, OR THAT THE SERVICE WILL COMPLY WITH INDUSTRY-SPECIFIC REGULATIONS APPLYING TO YOUR BUSINESS.

12. Limitation of liability

• To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or lost profits, revenue, goodwill, or data, even if advised of the possibility.
• Each party’s aggregate liability arising out of or relating to the Service is capped at the total fees you paid us in the 12 months before the event giving rise to liability.
• Nothing limits liability that cannot be limited by law, including for gross negligence, willful misconduct, fraud, or your indemnification obligations for claims brought by Callers or third parties.
• You are responsible for regulatory exposure arising from how you use the Service with your callers; the cap above applies accordingly.

13. Indemnification

You will defend and indemnify Romolo against third-party claims, fines, and reasonable legal costs arising from (a) your use of the Service with your callers, (b) Customer Data, (c) breach of these Terms or applicable law, or (d) your integrations and configurations. We will defend you against third-party claims that the Service, as provided by us, infringes their intellectual property, subject to standard conditions, and may replace or terminate the affected functionality if defense is impractical.

14. Governing law and disputes

• These Terms are governed by Delaware law, excluding conflict-of-laws rules; either party may seek injunctive relief for IP misuse or security breaches in any competent court.
• Informal resolution first: send a description of the dispute to the address in Section 16; the parties will attempt good-faith resolution for 30 days.
• Arbitration: unresolved disputes will be settled by binding individual arbitration administered by the American Arbitration Association under its Commercial Rules, seated in Wilmington, Delaware (or, if you are a consumer where prohibited, your local county). Judgment may be entered in any court of competent jurisdiction.
• Class action waiver: disputes proceed individually; no class, collective, or representative actions. Either party may bring qualifying claims in small-claims court.
• You may opt out of arbitration within 30 days of first acceptance by emailing a clear opt-out statement.

15. Changes to the Terms or Service

We may update these Terms. Material changes take effect 30 days after notice via the console or email; continued use after that date constitutes acceptance, and you may cancel before it takes effect if you disagree. We may also add or remove beta features and will label them accordingly.

16. General provisions

• Entire agreement: these Terms, the Privacy Policy, and any order or plan terms you accept are the entire agreement regarding the Service.
• Assignment: you may not assign these Terms without consent; we may assign in connection with a merger or sale of substantially all assets with notice.
• Severability; waiver: invalid provisions are reformed to the minimum extent necessary; unexercised rights are not waived.
• Force majeure: neither party is liable for delays caused by events beyond reasonable control, including provider outages, natural events, labor disputes, or governmental action.
• Export; sanctions: you comply with export controls and sanctions and confirm you are not on restricted-party lists.
• Notices: notices to us go to the address below; notices to you go to your workspace email or console.

17. Contact

DVGM Advisory LLC d/b/a Romolo.ai, 8 The Green, Ste R, Dover, DE 19901, United States · support@romolo.ai. See also our Privacy Policy.