1 Who We Are

These Terms incorporate our Privacy Policy (by reference).

2 Eligibility & Accounts

• B2B: The Service is intended for businesses/founders.
• Age: You must be 16+ to use the Service.
• Account security: Keep your credentials confidential and notify us of any suspected breach.
• Accurate info: Provide accurate information and keep it updated.

3 Service Description

Staffify AI is an AI-powered business communication platform. The Service includes, but is not limited to:

• AI Telephony: Inbound and outbound AI-powered phone call handling, call routing, IVR menus, call recording, and voice recognition for caller identification on your behalf.
• Voice & Text Widgets: Embeddable AI-powered voice and text chat widgets for your websites. Visitors who interact with your widgets may provide personal information (name, email) and their conversations are transcribed and stored on your behalf.
• SMS Messaging: Sending and receiving SMS messages via the platform. Standard carrier rates may apply to recipients. You are responsible for obtaining any required consent before sending SMS messages and for honoring opt-out requests.
• CRM Integrations: Connecting third-party CRM platforms (e.g., HubSpot, Salesforce, Zoho, Pipedrive, Monday.com, Zendesk) via OAuth. You authorize us to store OAuth tokens and sync data between the Service and your connected CRM solely to provide the integration.
• Knowledge Base: Uploading documents (PDF, DOCX, TXT, up to 50 MB per file) and crawling website URLs to build an AI knowledge base for your assistants. You are responsible for ensuring you have the right to upload and use all content you provide.
• Property Management: Tenant portal, building/property management, and maintenance request handling. Tenant personal data is processed on your behalf as data controller.
• Webhooks: Configuring webhook endpoints to receive event notifications. Webhook payloads may contain personal data. You are responsible for securing your webhook endpoints and handling received data in compliance with applicable privacy laws.
• Appointments & Calendar: Appointment booking and calendar integration for scheduling.

You retain ownership of your content, configurations, and outputs you create using the Service, subject to third-party licenses and applicable law.

We may add, change, or remove features at any time. If we discontinue a material feature, we'll provide reasonable notice.

4 Acceptable Use

You agree not to:

• Violate laws or third-party rights (IP infringement, doxxing, harassment).
• Upload malware, try to hack, bypass security, or interfere with the Service.
• Scrape, index, or benchmark the Service (incl. competitor analysis) without written consent.
• Use automated signups or spam.
• Generate or request unlawful, violent, hateful, sexual, or otherwise harmful content.
• "Jailbreak" AI models or use outputs for high-risk professional advice (medical, legal, financial) without appropriate human review.

We may suspend or terminate accounts that violate this section.

5 Billing & Taxes

• Usage-based pricing: The Service uses usage-based pricing. You are charged based on actual usage (e.g., per-minute call rates, per-message rates). Rates are agreed upon during onboarding or as displayed in your account.
• Pricing & Currency: Prices are shown in USD and exclude VAT; we collect taxes where required.
• Payment processor: Payments are handled by Stripe.
• Cancellation: You can cancel anytime. Upon cancellation, any remaining account balance is forfeited; no refunds.
• Chargebacks: You agree not to file chargebacks, because of our no refund policy (Section 7). If you initiate a chargeback, we may assess an administrative fee up to 25% of the disputed amount, where permitted by law, and/or suspend the account while the dispute is pending.

6 Account Balance & Top-ups

How It Works

Your account balance is deducted in real time as you use the Service (calls, messages, widget sessions, etc.). You fund your account by purchasing balance top-ups.

• Balance top-ups remain available while your account is active.
• Balance is non-transferable, non-refundable, and has no cash value.

Cancellation/Termination: Upon termination or cancellation, any remaining balance is forfeited. No refunds.

7 No Refunds

8 AI Output, Safety & Responsibility

• Informational use only: AI outputs may be inaccurate or incomplete. They are provided "as is", are not professional advice, and require human review.
• Your responsibility: You are responsible for how you use outputs, including complying with laws, third-party rights, and licensing.
• Safety controls: We may filter or refuse prompts/outputs we deem unsafe or unlawful.

9 Intellectual Property

• Our IP: We (and our licensors) retain all rights in the Service, platform components, models, prompts, templates, documentation, and brand.
• Your Content & Customer Apps: You retain ownership of your content and Customer Apps created with the Service. You grant us a limited license to host, process, transmit, display, and back up your content solely to provide the Service.
• Feedback: If you provide suggestions, you grant us a perpetual, irrevocable, royalty-free license to use them without restriction.
• Publicity: We may use your name/logo to identify you as a customer (website, marketing), unless you opt out by emailing info@staffifyai.com.

10 Third-Party Services & Integrations

The Service relies on and integrates with third-party providers. Their own terms of service apply, and their outages or changes may impact the Service. Key provider categories include:

• Payment processing — Stripe
• Telephony & SMS — our telephony provider
• Speech services — our speech-to-text provider
• Calendar & analytics — our calendar and analytics providers
• CRM platforms — when you connect them (e.g., HubSpot, Salesforce, Zoho, Pipedrive, Monday.com, Zendesk)

OAuth tokens: When you connect third-party integrations (e.g., calendar, CRM platforms), you authorize us to store and use your OAuth access and refresh tokens solely to maintain the integration. You can revoke access at any time by disconnecting the integration in your account settings or revoking access from the third-party provider directly.

11 Data, Privacy & Security

We process personal data as described in our Privacy Policy, which is incorporated into these Terms.

• Data export: Before account deletion, you may request a reasonable export of your content.
• Deletion: Post-termination, we delete active data within 30 days; backups roll off within 30 days thereafter.
• DPA: A Data Processing Addendum is available for B2B customers upon request.

Data Retention Policy

Use of Conversation Data

We may use anonymized conversation data, transcripts, and interaction patterns to improve and train the AI models that power the Service. Personal identifiers (phone numbers, names, emails) are stripped before any data is used for training purposes. You may request anonymization of your data at any time by contacting info@staffifyai.com. Call recordings are never used for AI training and are automatically deleted after 90 days.

Widget Visitors

Visitors who interact with your embedded voice or text widgets are your end-users. You are the data controller for their personal data. You are responsible for providing appropriate privacy notices to your website visitors about the use of AI-powered widgets, conversation recording, and any data collection. We process widget visitor data on your behalf as a data processor.

Property Management Tenants

If you use our property management features, tenant personal data (contact details, maintenance requests, portal activity) is processed on your behalf. You are the data controller for your tenants' data and are responsible for appropriate privacy notices and legal bases.

Voice Recognition & Caller Identification

The platform uses voice biometric technology to identify repeat callers across all businesses on the platform. When a person calls a phone number or uses a voice widget powered by the Service, a voiceprint (a numerical representation of voice characteristics) is automatically created and stored to recognize them on future interactions. Voiceprints enable faster service by pre-filling previously collected information such as name, email, and language preference. Because voiceprints are stored at the platform level, personal information collected during a call with one business may be used to identify the same caller when they contact a different business on the platform.

Voice recognition is active on all calls and voice widget sessions processed through the platform. You may enable or disable a pre-recorded disclosure message per AI assistant that informs callers about call recording and voice recognition. You are the data controller for your callers' biometric data and are solely responsible for:

• Enabling the disclosure message or otherwise informing callers about voice recognition in compliance with applicable laws
• Complying with biometric data regulations in your jurisdiction, including but not limited to GDPR Article 9, the Illinois Biometric Information Privacy Act (BIPA), and similar laws
• Obtaining any required consent from callers before biometric data processing occurs

We act as data processor for voiceprint data and process it solely for the purpose of caller identification. Voiceprints are stored as irreversible numerical embeddings that cannot be used to reconstruct a person's voice. Callers may request deletion of their voiceprint by contacting you or by emailing support@staffifyai.com.

If you cancel your account, interaction logs associated with your business are removed, but voiceprints may be retained on the platform for caller identification purposes across other businesses. Callers may request full deletion of their voiceprint at any time.

GDPR Right to Erasure: EU users may request anonymization of their personal data. We anonymize identifying information (phone numbers, names, emails) while retaining anonymized data for platform analytics. Contact info@staffifyai.com to exercise this right.

12 Availability, Support & Maintenance

• Uptime commitment: We target 99% monthly uptime for the Service, measured as the percentage of minutes the core platform is available in a calendar month. Scheduled maintenance windows (announced at least 24 hours in advance) are excluded from the calculation.
• Support: You can contact us at info@staffifyai.com; we aim to respond on a best-efforts basis.
• Maintenance: We may perform scheduled or emergency maintenance; we'll provide notice where feasible.

13 Term & Termination

• By you: You may cancel at any time in your account settings. Access continues until the end of the current paid term.
• By us (for cause): We may suspend/terminate immediately for material breach, non-payment, abuse, security risk, or legal risk.
• By us (for convenience): We may discontinue features or the Service with 30 days' notice.
• Effect of termination: See Credits (Section 6) and Data (Section 11). Sections relating to IP, fees, confidentiality, disclaimers, liability, dispute resolution, and other provisions survive termination.

14 Disclaimers

15 Limitation of Liability

• To the maximum extent permitted by law, our aggregate liability for all claims arising out of or relating to the Service is limited to the greater of (a) USD $100 or (b) the amounts you paid us for the Service during the 12 months immediately preceding the event giving rise to the claim.
• We are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenues, savings, goodwill, or data, even if advised of the possibility.
• Nothing in these Terms limits liability that cannot be limited by law.

16 Indemnification

You will defend, indemnify, and hold harmless Staffify AI and its affiliates, officers, directors, and employees from and against any claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• (a) your content;
• (b) your use of the Service;
• (c) your violation of laws or these Terms; or
• (d) any Customer Apps you create or deploy.

Note: We do not provide a provider IP indemnity at launch. We may offer a limited IP indemnity for enterprise customers under a separate agreement.

17 Export Controls, Sanctions & Anti-Abuse

You may not use the Service in or for the benefit of embargoed countries, denied parties, or for prohibited end uses. You must comply with applicable export and sanctions laws.

18 Governing Law & Venue

These Terms and any dispute or claim (contractual or non-contractual) are governed by the laws of the Netherlands, without regard to conflict-of-laws rules. The courts of Amsterdam, Netherlands have exclusive jurisdiction, except that either party may bring a claim in small-claims court where permitted.

19 Changes to Terms

We may modify these Terms from time to time. If we make material changes, we will notify you (e.g., email or in-app). Changes take effect on the next renewal. If you object, you may cancel before the effective date.

20 Miscellaneous

• Entire agreement: These Terms (and documents referenced) form the entire agreement.
• No waiver: Failure to enforce a provision isn't a waiver.
• Severability: If a provision is invalid, the rest remains enforceable.
• Assignment: You may not assign these Terms without our consent; we may assign in connection with a merger, acquisition, or sale of assets.
• Notices: We may notify you via email or the Service.