Terms of Service

Effective Date: July 1, 2026

1. Acceptance of Terms

By accessing or using the CallDesk AI platform at calldesk.me (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you are entering into these Terms on behalf of a business or legal entity, you represent that you have authority to bind that entity. If you do not agree to these Terms, do not use the Service.

2. Description of Service

CallDesk AI provides an AI-powered voice receptionist service for healthcare, dental, and medical practices. The Service answers inbound patient calls, schedules appointments, routes urgent calls, captures messages, and provides call analytics through a secure dashboard.

The Service is designed to supplement, not replace, qualified medical staff. CallDesk AI does not provide medical advice, diagnoses, or treatment recommendations to callers.

3. Eligibility

The Service is available to licensed healthcare practices and medical professionals operating in the United States. You must be at least 18 years old and authorized to enter into contracts on behalf of your practice.

4. Account Responsibilities

  • You are responsible for maintaining the confidentiality of your account credentials.
  • You must provide accurate, current practice information for AI configuration.
  • You are responsible for all activity that occurs under your account.
  • You must promptly notify us of any unauthorized access to your account.
  • You are responsible for configuring the AI receptionist with accurate practice information, hours, and protocols.

5. HIPAA Compliance and Business Associate Agreement

If you are a Covered Entity or Business Associate under HIPAA, a Business Associate Agreement (BAA) must be executed before CallDesk AI processes any Protected Health Information (PHI) on your behalf.

  • We will provide a BAA upon request prior to service activation.
  • You are responsible for determining whether a BAA is required for your use of the Service.
  • You must not transmit PHI through the Service without an executed BAA in place.
  • Both parties agree to comply with all applicable HIPAA regulations, including the Privacy Rule, Security Rule, and Breach Notification Rule.

To request a BAA, contact jonathan@calldesk.me.

6. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of healthcare regulations.
  • Configure the AI to provide medical advice, diagnoses, or treatment recommendations.
  • Interfere with or disrupt the Service or its infrastructure.
  • Attempt to reverse-engineer, decompile, or extract source code from the Service.
  • Use the Service to harass, spam, or mislead callers.
  • Share account credentials with unauthorized parties.
  • Exceed the call volume limits of your subscription plan through automated or artificial means.

7. Subscription and Payment

  • The Service is offered on a monthly or annual subscription basis as described on our pricing page.
  • Payment is due at the beginning of each billing cycle.
  • Overage charges for calls exceeding your plan limits will be billed at the rates specified in your plan.
  • We may change pricing with 30 days written notice. Price changes take effect at the next billing cycle.
  • All fees are non-refundable except as required by law or as stated in Section 8.

8. Cancellation and Termination

  • You may cancel your subscription at any time through your dashboard. Access continues through the end of the current billing period.
  • We may suspend or terminate your account for violation of these Terms, non-payment, or if required by law.
  • Upon termination, you may request export of your data within 30 days. After 30 days, we will delete your data in accordance with our retention policies and applicable law.
  • Sections 5, 10, 11, 12, and 13 survive termination.

9. Service Availability and Support

We strive to maintain 99.9% uptime for call-handling services. In the event of downtime:

  • We will provide status updates at status.calldesk.me.
  • Calls will fail over to your designated backup number (if configured).
  • Extended outages exceeding 4 hours may qualify for service credits as described in your plan terms.

Scheduled maintenance windows will be communicated at least 48 hours in advance and scheduled during low-traffic periods.

10. Intellectual Property

Our IP: The Service, including all AI models, algorithms, software, designs, and documentation, is owned by CallDesk AI and protected by intellectual property laws. These Terms grant you a limited, non-exclusive, non-transferable license to use the Service during your subscription.

Your Data: You retain all ownership rights to your practice data, call recordings, and patient information. You grant us a limited license to process this data solely for providing and improving the Service.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

  • We do not guarantee that AI responses will be error-free or appropriate in all circumstances.
  • The Service is not a substitute for trained medical reception staff for emergency situations.
  • You are responsible for configuring emergency call routing and verifying the AI handles urgent situations per your protocols.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CALLDESK AI SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR PATIENTS, ARISING FROM YOUR USE OF THE SERVICE.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Nothing in these Terms limits liability for gross negligence, willful misconduct, or matters that cannot be limited by law.

13. Indemnification

You agree to indemnify and hold harmless CallDesk AI from any claims, damages, or expenses arising from: (a) your violation of these Terms; (b) your misconfiguration of the AI receptionist; (c) your failure to execute a required BAA; or (d) your violation of applicable laws or regulations.

14. Governing Law and Disputes

These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles. Any disputes shall be resolved through binding arbitration administered by the American Arbitration Association, except that either party may seek injunctive relief in court for intellectual property matters or data breaches.

15. Modifications to Terms

We may modify these Terms at any time. Material changes will be communicated via email at least 30 days before taking effect. Continued use of the Service after the effective date of changes constitutes acceptance. If you do not agree to modified terms, you must cancel your subscription before they take effect.

16. Contact

For questions about these Terms of Service:

  • Email: jonathan@calldesk.me
  • Website: calldesk.me