Terms of Service

1. Agreement to Terms

By using VoxPort AI services, you agree to these terms. If you don't agree, please do not use the service.

Company Details:

Legal Name: VOXPORT AI LIMITED
Company Number: NI705644
Registered Office: Unit 7 Main Street, Moira, Craigavon, Northern Ireland, BT67 0LE

2. Definitions

"Service" = VoxPort AI receptionist platform
"Client" or "Customer" = Business using the service
"Call Data" = Information collected during calls
"Account" = Your service subscription

3. Service Description

What We Provide:

AI-powered virtual receptionist service (white-labelled solution)
24/7 call answering and management
Appointment scheduling
Call routing and enquiry handling

GDPR-Focused Setup Included:

AI customised to your industry requirements
Data-minimisation principles applied
Call recording and retention settings configured
You retain full ownership and control of data

Service Availability:

Target: 99.5% uptime
Subject to scheduled maintenance
We may modify features with reasonable notice

4. Account Registration

Accurate information required
Maintain confidentiality of login credentials
You're responsible for all account activity
Notify us immediately of unauthorised access

5. Acceptable Use

Permitted: Lawful business purposes only

Prohibited:

Harassment, abuse, or illegal content
Attempting to breach security
Interfering with service operation
Spamming or unsolicited marketing
Violating third-party rights

6. Payment Terms

Subscription Fees:

Starting from £149 per month. Full pricing details available at voxport.ai/pricing

How Payment Works:

Rolling monthly subscription contract
First payment taken immediately when you sign up via secure Stripe payment link
Subsequent payments automatically charged on the same date each month
Payment collected securely via Stripe using your credit or debit card
Card details stored securely by Stripe (we never see or store your full card number)
No long-term commitment required

Accepted Payment Methods:

All major credit and debit cards (Visa, Mastercard, American Express)
Processed securely through Stripe's PCI-compliant platform

Failed Payments:

If a payment fails, we'll notify you immediately via email
You'll have 7 days to update your payment details in your account
We'll attempt to charge your card up to 3 times over 7 days
Service may be suspended if payment is not received within 7 days
No reconnection fees when payment is successfully processed

Cancellation:

You may cancel your subscription at any time with 30 days written notice
Email cancellation requests to: info@voxport.ai
No cancellation fees
Service continues until the end of your current 30-day notice period
Access to your data for export will be available during the notice period

Refund Policy:

14-Day Money-Back Guarantee:

If you're not satisfied with VoxPort AI, you can cancel within 14 days of your initial sign-up for a full refund, no questions asked.

After 14 Days:

Standard subscription fees are non-refundable
Exception: If you cancel with the required 30 days notice, and we receive your cancellation within the first 14 days of your billing cycle, we'll refund the unused portion of that month on a pro-rata basis
No refunds for partial months outside of these circumstances
Service continues until the end of your notice period or current billing cycle

Price Changes:

We may change subscription prices with 30 days advance written notice via email
Price changes apply from your next billing cycle after the notice period
If you don't accept the new price, you may cancel your subscription before the change takes effect
Current customers: Your pricing is guaranteed for your first 12 months from sign-up

VAT:

All prices shown exclude VAT
VAT will be added to your invoice at the current UK standard rate (currently 20%)
VAT is calculated based on your billing address
Example: £149/month plan = £178.80/month including VAT
VAT invoices available in your account dashboard

Billing Enquiries: Email: info@voxport.ai Response time: Within 2 business days

7. Data Protection Obligations

Data Protection Roles:

YOU (Customer) = Data Controller for caller data
VoxPort AI = Data Processor
Infrastructure providers = Sub-Processors

CRITICAL - Your Responsibilities as Data Controller:

Data Subject Rights Requests: YOU are solely responsible for responding to data subject rights requests from your callers (access, deletion, rectification, etc.) within legal timeframes (typically 30 days). Failure can result in ICO fines up to £17.5 million or 4% of turnover.
Lawful Basis: YOU must identify and document your lawful basis for processing caller data.
Informing Callers: YOU must inform callers that calls are recorded and processed by AI (e.g., through IVR message: "This call may be recorded...").
Privacy Notices: YOU must maintain your own privacy policy covering your use of VoxPort AI.
Data Retention: YOU determine how long to retain data and must ensure retention periods comply with applicable laws.
Compliant Use: YOU must ensure operational use complies with UK GDPR.

Our Role: VoxPort AI provides tools, configuration support, and assistance, but ultimate compliance responsibility rests with you.

Important: GDPR compliance is not automatic and depends on correct configuration and your governance.

8. Prohibited Data Types

DO NOT Use VoxPort AI to Collect:

❌ Payment card information (credit/debit cards, CVV)
❌ Bank account numbers or financial credentials
❌ National Insurance numbers, passport numbers
❌ Health information (without HIPAA package)
❌ Biometric or genetic data
❌ Special category data without proper safeguards

For Payment Processing: Use PCI-compliant processors (Stripe, PayPal). VoxPort AI is NOT PCI-DSS compliant.

For Healthcare: Contact info@voxport.ai before processing any health data. Additional packages required.

9. Sub-Processors

We use approved sub-processors to deliver our service.

Notice of Changes:

30 days advance notice for sub-processor additions/changes
You may object with reasonable grounds
If objection cannot be resolved, you may terminate without penalty

Current Sub-Processors: List available upon request to existing customers.

10. Fair Use Policy

All plans subject to fair use limits for platform stability.

Excessive Use: If your usage is excessive, abusive, or negatively impacts performance, we may:

Require plan upgrade
Apply overage charges
Temporarily throttle usage
Suspend service (if severe)
Terminate service (last resort, with notice)

11. Intellectual Property

VoxPort AI retains all IP rights in the platform
You retain rights to your business data
License to use service is non-exclusive, non-transferable

12. Limitation of Liability

To the maximum extent permitted by UK law:

Not liable for indirect, consequential, or incidental damages
Liability capped at fees paid in previous 12 months
Exceptions: Death/personal injury, fraud, regulatory violations

13. Termination

You may cancel with 30 days notice
We may suspend/terminate for breach of terms
Effect of termination: Data retention period, final payment
Certain clauses survive termination (confidentiality, limitations)

14. Governing Law

Governed by laws of England and Wales
Courts of England and Wales have jurisdiction
Consumer rights under Consumer Rights Act 2015 (if applicable)

15. Changes to Terms

We may modify with 30 days notice
Continued use = acceptance
Material changes require explicit consent

16. Contact

General Enquiries: info@voxport.ai Technical Support: info@voxport.ai Billing: info@voxport.ai Legal Matters: info@voxport.ai Registered Office: Unit 7 Main Street, Moira, Craigavon, Northern Ireland, BT67 0LE Company Number: NI705644

VoxPort AI Limited · Company Number NI705644 · info@voxport.ai · +44 7588 376834