1. Agreement to these Terms
These Terms & Conditions ("Terms") are a binding agreement between you and RareMinds ("RareMinds," "we," "us," or "our"). They govern your use of our website at rareminds.ai and the services we provide, including our AI receptionist, business automations, and related setup, integration, and support services (together, the "Services"). By using our website, booking a demo, or purchasing the Services, you agree to these Terms. If you are using the Services on behalf of a business, you confirm that you have authority to bind that business, and "you" refers to that business.
2. The Services
RareMinds provides AI-powered call answering, appointment booking, lead capture, messaging, and workflow automation for businesses. The Services are configured for your business based on the information you provide to us, such as your services, pricing, service area, schedule, and call-handling preferences. You are responsible for the accuracy and completeness of that information and for keeping it up to date. The Services are intended for business use and are not offered to consumers for personal, family, or household purposes.
3. Calls, recording, and transcription
Calls handled through the Services may be recorded, transcribed, and processed by artificial intelligence in order to answer, route, summarize, and book appointments. Call recording laws vary by state and country, and some jurisdictions require the consent of all parties to a call. You are responsible for complying with the call recording, monitoring, and consent laws that apply to your business and your callers, including playing or displaying any notices required in your jurisdiction. We can configure recording disclosures and recording settings with you during onboarding.
4. Text messaging and telephone communications
Portions of the Services place calls and send SMS/text messages (for example, booking confirmations, missed-call text-backs, follow-ups, and review requests) using third-party communications providers, including Twilio. You agree to use these features only in compliance with applicable law and carrier rules, including the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, state telemarketing laws, and applicable Do-Not-Call registries.
You are responsible for obtaining and documenting any consent required from your customers before calls or text messages are placed to them through your account, and for honoring opt-out requests. Messages sent through the Services support standard opt-out and help keywords: recipients can reply STOP to unsubscribe and HELP for assistance, and message frequency varies while message and data rates may apply. You may not use the Services to send spam, unlawful robocalls or robotexts, or content prohibited by carrier policies, and we may suspend messaging features that create carrier or legal risk.
SMS program disclosure. By opting in on our website forms, you consent to receive marketing and informational SMS/text messages and/or phone calls from RareMinds LLC at the number you provide. Message frequency may vary. Message and data rates may apply. Reply STOP at any time to opt out; reply HELP for assistance or contact support@rareminds.ai. Consent is not a condition of purchase. Opt-in consent and phone numbers collected for SMS are not shared with third parties or affiliates for their marketing purposes. Carriers are not liable for delayed or undelivered messages. See our Privacy Policy for how we handle your information.
5. AI-generated interactions
The Services use artificial intelligence. AI systems can occasionally mishear, misunderstand, or produce inaccurate responses. We tune your receptionist with you before launch and provide tools to review calls, but we do not guarantee that every interaction will be error-free, that any specific number of calls will be answered or converted, or any particular business outcome such as increased bookings or revenue. The Services do not provide legal, medical, financial, or other professional advice. You are responsible for reviewing important information captured by the Services before relying on it.
6. Fees, billing, and payment
Fees for the Services are presented to you before purchase, in an order form, or in a written proposal. Unless stated otherwise, subscription fees are billed in advance on a recurring basis and renew automatically each billing period until cancelled. Setup or onboarding fees, where applicable, are due at the start of the engagement.
Payments are processed by Stripe, our third-party payment processor. By providing a payment method, you authorize us and Stripe to charge that payment method for all fees due, including recurring subscription charges, and you agree to Stripe's terms of service and privacy policy. We do not store full payment card numbers on our own systems. You are responsible for keeping your payment information current. If a payment fails, we may retry the charge and, after notice, suspend the Services until your balance is paid. Fees are exclusive of taxes, which you are responsible for where applicable. Unless required by law or expressly stated in your order, fees already paid are non-refundable; amounts paid for periods after the effective date of a cancellation by us without cause will be refunded pro rata. If you believe a charge was made in error, contact us before initiating a chargeback so we can resolve it with you.
We may change our prices with at least thirty (30) days' notice. Price changes take effect at your next renewal, and you may cancel before the renewal if you do not accept the new price.
7. Term, cancellation, and suspension
Your subscription continues until cancelled. You may cancel at any time by contacting us; cancellation takes effect at the end of the current billing period unless we agree otherwise in writing. We may suspend or terminate the Services if you materially breach these Terms, fail to pay fees when due, or use the Services in a way that creates legal, security, or carrier risk. Upon termination, your right to use the Services ends, and we will make your call data reasonably available to you for export for thirty (30) days, after which we may delete it in accordance with our Privacy Policy.
8. Your responsibilities
You agree to: (a) provide accurate business information and keep it current; (b) use the Services lawfully and only for legitimate business communications; (c) obtain all consents required from your customers for calls, recordings, and messages made through your account; (d) maintain the security of your accounts and integrations; and (e) not misuse the Services, including attempting to reverse engineer them, using them to harass or deceive, or reselling them without our written agreement.
9. Third-party services and integrations
The Services interoperate with third-party products such as Twilio (telephony and messaging), Stripe (payments), Google Calendar, cal.com, and your CRM or job-management software. Those products are governed by their own terms and privacy policies, and we are not responsible for their availability or performance. Whether a given integration is possible depends on whether your software supports connections with other applications. If a third party changes or discontinues an interface we rely on, we will use reasonable efforts to provide an alternative but may modify affected features.
10. Intellectual property
We own the Services, our website, and all related technology, templates, and know-how. You own your business information, your customer data, and your call recordings and transcripts. You grant us a limited license to use your data solely to provide and improve the Services for you, as described in our Privacy Policy. Feedback you give us about the Services may be used by us without restriction.
11. Disclaimers
Except as expressly stated in these Terms, the Services are provided "as is" and "as available." To the fullest extent permitted by law, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will be uninterrupted or error-free; telephony and messaging depend on carriers and networks outside our control.
12. Limitation of liability
To the fullest extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data, even if advised of the possibility. Our total liability arising out of or relating to the Services will not exceed the amounts you paid us for the Services in the twelve (12) months before the event giving rise to the claim. These limits do not apply to your payment obligations or to either party's liability that cannot be limited under applicable law.
13. Indemnification
You will defend and indemnify RareMinds against third-party claims arising from your business's goods or services, your customer communications sent at your direction, your violation of law (including telemarketing, messaging, and call-recording laws), or your breach of these Terms.
14. Governing law and disputes
These Terms are governed by the laws of the Commonwealth of Kentucky, without regard to conflict-of-laws rules. The parties will first attempt in good faith to resolve any dispute informally by contacting each other. Any dispute that cannot be resolved informally will be brought in the state or federal courts located in or serving Henderson County, Kentucky, and the parties consent to their jurisdiction.
15. Changes to these Terms
We may update these Terms from time to time. If we make material changes, we will notify you by email or through the Services before the changes take effect. Your continued use of the Services after the effective date of updated Terms constitutes acceptance of the changes.
16. Contact
Questions about these Terms? Contact us at support@rareminds.ai or through the contact form on our website.