Terms of Service
Effective: February 2026
Welcome to The Call Taker. These Terms of Service ("Terms") govern your use of our website at thecalltaker.com and the AI receptionist services we provide. By using our site or signing up for our service, you agree to these Terms.
We've written these in plain English because nobody likes reading legal walls of text.
1. Service Description
The Call Taker provides an AI-powered virtual receptionist for HVAC companies. Here's what that means in practice:
- We set up an AI phone agent that answers calls to your business 24 hours a day, 7 days a week, 365 days a year.
- The AI receptionist greets callers, captures their information (name, phone, address, issue description), assesses urgency, and assures them someone will follow up.
- After each call, you receive a summary with the caller's details so you can follow up, confirm availability, and close the job.
- We handle the entire setup — you provide your business details and we configure everything.
The Call Taker is a call-answering tool, not a replacement for your technicians. The AI does not diagnose HVAC issues, quote prices, or make scheduling commitments on your behalf.
2. Pricing and Billing
- Monthly subscription: You pay a flat monthly fee based on the plan you select, such as After-Hours Capture, Revenue Recovery System, Operational Infrastructure, or a custom plan.
- No long-term contracts: All plans are month-to-month. You are not locked into any minimum term.
- Cancel anytime: You can cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. No cancellation fees, no penalties, no hassle.
- Setup fee: No setup fee. All plans include free setup and configuration.
- Overage charges: If your plan has a monthly call limit and you exceed it, additional calls are billed at a per-call rate. We'll notify you before this happens so there are no surprises.
- Payment method: Payments are processed via credit card or debit card through our payment processor. By subscribing, you authorize us to charge your payment method on a recurring monthly basis.
- Refunds: If you're not satisfied within the first setup review of your subscription, contact us for a full refund. After the pilot period, we do not offer refunds for partial months.
3. Service Level Expectations
We strive to deliver reliable, high-quality service. Here's what you can expect:
- Uptime: We aim for 99.9% uptime for our AI receptionist. Occasional maintenance or third-party outages may cause brief interruptions. We'll do our best to notify you in advance of any planned downtime.
- Setup time: Most HVAC companies are fully live within 48 hours of providing their business details.
- Call quality: Our AI uses the latest conversational voice technology. It sounds natural, understands context, and handles common HVAC-related conversations. It is not perfect — edge cases happen — and we continuously improve based on real call data.
- Support: We're available via email and phone during business hours. We respond to support requests within one business day.
The Call Taker is built on third-party AI and telephony infrastructure. While we manage and optimize the service, we cannot guarantee that the AI will handle every call flawlessly. If an issue arises, let us know and we'll fix it.
4. Your Responsibilities
To get the most out of the service, you agree to:
- Provide accurate business information (hours, services, service area, emergency protocols) during setup.
- Notify us promptly if your business details change (new hours, new services, etc.) so we can update the AI.
- Follow up on leads and call summaries in a timely manner — the AI captures the lead, but closing the job is up to you.
- Pay your subscription on time.
4a. SMS/Text Messaging Terms
By providing your phone number on our website, you consent to receive SMS/MMS text messages from The Call Taker. These messages may include appointment confirmations, service reminders, follow-ups, and promotional content about our services.
- Message frequency: Message frequency varies based on your interaction with our service.
- Opt-out: You may opt out of text messages at any time by replying STOP to any message you receive from us. You will receive a confirmation message and no further texts will be sent.
- Help: Reply HELP to any message for assistance, or contact us at thecalltakerai@gmail.com.
- Rates: Message and data rates may apply depending on your mobile carrier and plan.
- Carriers: Supported carriers include AT&T, Verizon, T-Mobile, Sprint, and most major US carriers. Carrier responsibility is not guaranteed for delayed or undelivered messages.
- Privacy: Your phone number and opt-in data will not be shared with or sold to third parties for their marketing purposes. See our Privacy Policy for full details.
Consent to receive text messages is not a condition of purchasing any service from The Call Taker.
4b. Age Restriction
You must be at least 18 years of age to use The Call Taker's services, submit forms on our website, or opt in to receive SMS/MMS text messages. By using our services or providing your phone number, you confirm that you are 18 years of age or older.
5. Acceptable Use
You agree not to use The Call Taker service to:
- Conduct any illegal activity or promote illegal services.
- Harass, threaten, or abuse callers or any other person.
- Misrepresent your business, credentials, or licensing.
- Use the AI receptionist for any business other than the one specified in your account (each business needs its own subscription).
- Attempt to reverse-engineer, copy, or resell the AI technology or our service.
- Send spam, unsolicited marketing, or robocalls through our platform.
If we determine that you're violating these terms, we reserve the right to suspend or terminate your service.
6. Intellectual Property
All content on the thecalltaker.com website — including text, design, code, graphics, and the AI receptionist technology — is owned by The Call Taker or our licensors. You may not copy, reproduce, or redistribute any of it without our written permission.
Your business name, logo, and information remain yours. By providing them to us, you grant us permission to use them solely for the purpose of configuring and operating your AI receptionist.
7. Limitation of Liability
We work hard to deliver a reliable service, but here's what we need you to understand:
- The Call Taker is provided "as is." We do not guarantee that the AI will answer every call perfectly, capture every detail accurately, or be available 100% of the time.
- We are not responsible for lost revenue, missed jobs, or any indirect damages that result from the AI mishandling a call, experiencing downtime, or any other service issue.
- Our total liability to you for any claim related to the service is limited to the amount you paid us in the 3 months prior to the claim.
- The AI receptionist does not provide medical, legal, or safety advice. If a caller describes a true emergency (gas leak, carbon monoxide, etc.), the AI will flag it as urgent — but you and your team are responsible for emergency response.
8. Termination
- By you: You can cancel your subscription at any time by emailing us. Your service will remain active through the end of your current billing period.
- By us: We may suspend or terminate your account if you violate these Terms, fail to pay, or engage in abusive conduct. If we terminate your account for reasons other than a violation, we'll provide a prorated refund for the remainder of your billing period.
- After termination: Once your service is terminated, the AI receptionist will stop answering calls. Any call data and summaries stored in our system will be retained for 90 days, after which it will be deleted. You can request your data before that.
9. Dispute Resolution
If there's ever a disagreement between us, let's try to resolve it like adults first. Email us and we'll work it out. If we can't resolve it informally, any legal dispute will be governed by the laws of the State of Tennessee and resolved in the courts of Wilson County, Tennessee.
10. Changes to These Terms
We may update these Terms from time to time. If we make significant changes, we'll update the effective date at the top of this page and, if you're an active subscriber, notify you via email. Continued use of the service after changes means you accept the updated Terms.
11. Contact Us
Questions, concerns, or just want to chat? Reach out: