Terms of Service

Steven Michael Ford d/b/a Volunteer AI (“Volunteer AI,” “we,” “us,” or “our”) Effective date: August 1, 2026

These Terms of Service (“Terms”) govern your access to and use of the AI receptionist and related services (the “Services”) provided by Volunteer AI. By signing an order form or agent sign-off, or by using the Services, you (“Client,” “you,” or “your”) agree to these Terms. If you do not agree, do not use the Services.

1. The Services

Volunteer AI provides an automated (“AI”) receptionist that can answer telephone calls on your behalf, greet callers, answer questions you have configured, book appointments, take messages, transfer calls, and send you summaries of calls. The specific features available depend on the plan you select, as described on our pricing page. We may add, change, or remove features over time.

The Services rely on your existing telephone number being forwarded or routed to the Services. You keep ownership of your telephone number.

2. Not for Emergencies

The Services are not an emergency service and must never be used to place or route calls to 911 or any emergency responder. The AI receptionist is an automated system that may be unavailable, delayed, or unable to understand a caller. Do not rely on the Services for any situation where a failure to answer, route, or relay a call could lead to injury, loss of life, property damage, or other harm. You are responsible for maintaining a separate, reliable means of handling emergencies.

3. The AI Is Automated — No Guarantee of Accuracy or Availability

You understand and agree that:

The AI receptionist is automated and may misunderstand callers, make mistakes, give incomplete or incorrect information, mis-book or miss appointments, or fail to answer, transfer, or record a call.
We do not guarantee that every call will be answered, that any particular information will be conveyed correctly, or that the Services will be uninterrupted or error-free.
You are responsible for reviewing call summaries and for verifying anything important (such as appointments, quotes, or commitments) before relying on it.
You should test the Services and confirm they meet your needs before they go live, and after any change you request.

4. Your Responsibilities

You agree to:

Provide accurate, current, and lawful information for us to configure the Services (hours, services, pricing, answers, transfer targets, etc.).
Use the Services only for lawful purposes and in compliance with all applicable laws, including telemarketing, consumer-protection, and privacy laws.
Be solely responsible for the content the AI is configured to say on your behalf and for the accuracy of that content.
Obtain any consents required from your callers (see Section 5).
Keep your account credentials and any admin links (including sign-off and form links) reasonably secure.

The Services may record and transcribe calls, and the AI may disclose that a call is being recorded. You are responsible for ensuring that recording and handling your callers’ calls complies with all applicable laws. While Tennessee permits recording with the consent of one party to the call, your callers may be located in states or countries that require all-party consent. You authorize us to record, transcribe, store, and process calls on your behalf, and you represent that you have the authority to do so.

6. Telephone Numbers, Forwarding, and Carriers

You authorize us to configure call forwarding or routing so that calls to your number reach the Services, and to provision telephone numbers as needed. Telephone transport depends on third-party carriers and networks that we do not control. We are not responsible for carrier outages, forwarding failures, number-porting delays, call quality, or other issues arising from your or a carrier’s network.

7. Third-Party Services

The Services are built on third-party platforms, which may include (without limitation) voice-AI, telephony, calendar/booking, and email providers. Your use of the Services may be subject to those providers’ terms, and their availability and performance are outside our control. We are not liable for any act, omission, outage, or data practice of a third-party provider.

8. Fees, Billing, and Taxes

Fees, included minutes, overage rates, and setup charges are as stated on our pricing page or your order form, which are incorporated into these Terms.
We bill for connected talk time as described in our published billing terms (for example, time rounding, and no charge for very short calls, spam, or our own test calls). Overage applies at the rate stated for your plan.
Unless stated otherwise, fees are billed monthly in advance and setup fees are billed at the start of work. Amounts are exclusive of taxes; you are responsible for applicable taxes.
Late or failed payments may result in suspension of the Services after notice.

9. Term, Renewal, Cancellation, and Refunds

Unless your order form states otherwise, the initial term is ninety (90) days, after which the Services continue month-to-month.
Either party may cancel with thirty (30) days’ written notice, effective at the end of the then-current billing period.
Setup fees are refundable in full before build work begins. Any additional assurance or satisfaction terms stated on your order form or pricing page apply.
Except as expressly stated, fees already paid are non-refundable.

10. Data, Privacy, and Security

We collect and process call data, recordings, transcripts, summaries, and the business information you provide in order to deliver the Services. We will handle this data as described in our Privacy Policy, published at volunteer-ai.com/privacy. We use commercially reasonable measures to protect data but cannot guarantee absolute security. The standard Services are not intended for protected health information (PHI) or other regulated data unless you have signed a separate, applicable agreement with us (for example, a Business Associate Agreement for a HIPAA-eligible plan).

11. Intellectual Property

We retain all rights in the Services, our software, configurations, prompts, and methods. You retain all rights in your business content and the information you provide. You grant us a limited license to use your content solely to provide and improve the Services for you. You may not copy, resell, reverse-engineer, or create derivative works of the Services.

12. Confidentiality

Each party may receive non-public information from the other. Each party agrees to use the other’s confidential information only to perform under these Terms and to protect it with reasonable care.

13. Disclaimer of Warranties

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT. We do not warrant that the Services will be uninterrupted, timely, secure, error-free, or that they will capture or handle every call.

14. Limitation of Liability

To the maximum extent permitted by law, Volunteer AI will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any lost profits, lost business, lost customers, lost revenue, or missed calls or appointments, even if advised of the possibility. Our total aggregate liability arising out of or relating to the Services will not exceed the amount you actually paid us for the Services in the three (3) months immediately preceding the event giving rise to the claim.

15. Indemnification

You agree to defend, indemnify, and hold harmless Volunteer AI and its owner(s) from any claims, damages, liabilities, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) the content you configure the AI to convey; (b) your use of the Services; (c) your callers or your handling of caller consent; or (d) your violation of these Terms or applicable law.

16. Changes to the Services or Terms

We may modify the Services or these Terms. If we make a material change to these Terms, we will provide notice (for example, by email or by posting an updated version with a new effective date). Your continued use of the Services after the change takes effect constitutes acceptance.

17. Governing Law and Disputes

These Terms are governed by the laws of the State of Tennessee, without regard to its conflict-of-laws rules. The exclusive venue for any dispute will be the state or federal courts located in Wilson County, Tennessee, and the parties consent to that jurisdiction.

18. Miscellaneous

Entire agreement. These Terms, together with your order form and our pricing and billing terms, are the entire agreement between the parties and supersede prior discussions.
Severability. If any provision is held unenforceable, the rest remains in effect.
Assignment. You may not assign these Terms without our consent; we may assign them in connection with a sale or reorganization of our business.
Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control.
Notices. Notices to us may be sent to [email protected].
No waiver. Failure to enforce a provision is not a waiver of it.

19. Contact

Volunteer AI — Steven Michael Ford (sole proprietor) Mount Juliet, TN 37122 Email: [email protected] Phone: 629-217-2310