Terms of Service

Effective date: 5 April 2026

1. Definitions

In these Terms of Service ("Terms"), the following definitions apply:

  • "Service" means the autoreceptionist.ai platform, including the AI-powered phone receptionist, appointment booking, call handling and all related features and functionality.
  • "We", "us", "our" means APPS 365 LTD, a company registered in England and Wales (company number 13955007), with registered address at 20-22 Wenlock Road, London, N1 7GU, England.
  • "You", "your" means the individual or business entity that registers for and uses the Service.
  • "Account" means the account you create to access and use the Service.
  • "Caller" means any person who telephones a number connected to the Service.
  • "Content" means any data, text, audio, transcripts, configurations, scripts or other materials you provide to or generate through the Service.
  • "Subscription" means the paid plan you select for ongoing access to the Service.
  • "Free Trial" means the initial 14-day period during which you may use the Service without charge.

2. Service Description

autoreceptionist.ai is an AI-powered phone receptionist service designed for UK small and medium-sized businesses. The Service:

  • Answers incoming telephone calls on your behalf using artificial intelligence
  • Responds to caller enquiries based on the information you provide about your business
  • Books appointments and manages scheduling according to your configured availability
  • Takes messages and forwards them to you via your preferred method
  • Provides call recordings, transcripts and summaries
  • Offers a web-based dashboard for managing your account, reviewing calls and configuring settings

3. Account Registration and Eligibility

3.1 Eligibility

To use the Service, you must:

  • Be at least 18 years of age
  • Be a resident of or operate a business in the United Kingdom
  • Have the legal authority to enter into these Terms on behalf of yourself or your business
  • Provide accurate and complete registration information

3.2 Account Responsibilities

You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activity that occurs under your account
  • Keeping your account information accurate and up to date
  • Notifying us immediately of any unauthorised access to or use of your account

3.3 One Account Per Business

Each business entity should maintain only one account. We reserve the right to merge or remove duplicate accounts.

4. Free Trial

4.1 Trial Period

New users are entitled to a 14-day free trial of the Service. The trial begins on the date you complete registration and activate the Service.

4.2 Trial Features

During the free trial, you will have access to the full features of the Service as described in your selected plan. We may impose reasonable usage limits during the trial period.

4.3 No Payment Required

You are not required to provide payment details to start a free trial. If you choose not to subscribe at the end of the trial, your access to the Service will be suspended.

4.4 Trial Data

Data generated during your free trial (including call recordings and transcripts) will be retained for 30 days after the trial ends. If you subscribe, this data will be carried over to your paid account.

5. Subscription and Billing

5.1 Subscription Plans

The Service is offered on a monthly subscription basis. Details of available plans, features and pricing are published on our website and may be updated from time to time.

5.2 Currency and Payment

All prices are quoted in British Pounds Sterling (GBP) and are inclusive of VAT where applicable. Payments are processed securely through Stripe. We accept major credit and debit cards.

5.3 Billing Cycle

Subscriptions are billed monthly on the anniversary of your subscription start date. Your subscription will automatically renew each month unless you cancel.

5.4 Price Changes

We may change our prices from time to time. We will give you at least 30 days' notice before any price increase takes effect. If you do not agree to the new price, you may cancel your subscription before the new price applies.

5.5 Failed Payments

If a payment fails, we will attempt to collect it again over the following days. If payment cannot be collected after reasonable attempts, we may suspend your access to the Service until payment is made.

5.6 VAT

APPS 365 LTD is registered for VAT (GB 411473233). VAT will be charged at the prevailing rate on all applicable charges. VAT invoices will be provided for each payment.

6. Acceptable Use Policy

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

  • Use the Service for any unlawful, fraudulent or harmful purpose
  • Use the Service to make or receive calls related to illegal activities
  • Attempt to gain unauthorised access to the Service, other accounts or any related systems
  • Interfere with or disrupt the integrity or performance of the Service
  • Upload or configure content that is defamatory, obscene, threatening, discriminatory or otherwise objectionable
  • Use the Service to send unsolicited marketing calls or spam
  • Resell, sublicense or commercially exploit the Service without our prior written consent
  • Reverse-engineer, decompile or attempt to extract the source code of the Service
  • Use the Service in a way that could damage our reputation or the reputation of our other users
  • Exceed any usage limits associated with your subscription plan

7. AI-Generated Content Disclaimer

7.1 Nature of AI Responses

The Service uses artificial intelligence to handle telephone calls. While we strive to ensure the AI provides accurate and helpful responses, you acknowledge and agree that:

  • AI-generated responses are based on the information you provide and may not always be perfectly accurate
  • The AI may occasionally misunderstand callers or provide incorrect information
  • The AI does not constitute professional advice (legal, medical, financial or otherwise)
  • You are responsible for reviewing the information and scripts you provide to the AI

7.2 No Guarantee of Accuracy

We do not guarantee that AI-generated responses, transcripts or summaries will be completely accurate. You should review call transcripts and not rely solely on AI-generated summaries for critical business decisions.

7.3 Your Responsibility

You are responsible for the accuracy of the business information, FAQs, scripts and other content you provide to configure the AI receptionist. We are not liable for errors in AI responses that result from inaccurate or incomplete information you have provided.

8. Call Recording and Consent

8.1 Call Recording

The Service records telephone calls for quality assurance, transcription and your review. Recordings are stored securely and managed in accordance with our Privacy Policy.

8.2 Your Consent Obligations

You are responsible for ensuring compliance with all applicable laws regarding call recording, including:

  • Ensuring callers are informed that their call may be recorded (the AI receptionist will include a standard notification, but you should verify this meets your legal requirements)
  • Complying with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 and any other relevant legislation
  • Obtaining any additional consent that may be required for your specific use case or industry

8.3 Regulatory Compliance

If your business operates in a regulated industry (such as healthcare, financial services or legal services), you are responsible for ensuring your use of the Service complies with all applicable regulatory requirements regarding call recording and data handling.

9. Intellectual Property

9.1 Our Intellectual Property

The Service, including its design, software, AI models, algorithms, branding and documentation, is owned by APPS 365 LTD or its licensors. These Terms do not grant you any right, title or interest in the Service beyond the limited right to use it in accordance with these Terms.

9.2 Your Content

You retain ownership of the content you provide to the Service, including business information, scripts and configurations. By providing content to the Service, you grant us a non-exclusive, worldwide, royalty-free licence to use, process and store that content solely for the purpose of providing and improving the Service.

9.3 Call Data

Call recordings, transcripts and associated metadata generated through the Service are your data. We process this data on your behalf as a data processor. You may download or delete your call data at any time through the dashboard.

9.4 Feedback

If you provide us with feedback, suggestions or ideas about the Service, we may use this feedback without restriction or obligation to you.

10. Data Protection and Privacy

10.1 Privacy Policy

Our collection and use of personal data is governed by our Privacy Policy, which forms part of these Terms.

10.2 Data Processing

In relation to call data and caller information, you are the data controller and we are the data processor. We process this data only on your instructions and in accordance with our data processing obligations under UK GDPR.

10.3 Your Obligations as Data Controller

As the data controller for caller data, you are responsible for:

  • Having a lawful basis for collecting and processing caller data
  • Providing appropriate privacy notices to callers
  • Responding to data subject requests from callers
  • Ensuring your use of the Service complies with UK GDPR and the Data Protection Act 2018

11. Service Availability

11.1 Uptime

We aim to provide a reliable service and target 99.9% uptime for the call-handling functionality. However, we do not guarantee uninterrupted or error-free service.

11.2 Scheduled Maintenance

We may carry out scheduled maintenance from time to time. Where possible, we will provide advance notice of planned downtime and schedule it during off-peak hours.

11.3 Unscheduled Outages

Unscheduled outages may occur due to technical issues, third-party service failures or other unforeseen circumstances. We will use reasonable efforts to restore the Service as quickly as possible and will keep you informed of significant outages.

11.4 Service Credits

If the Service experiences downtime exceeding the uptime target in any calendar month, you may be eligible for a service credit. Please contact us at info@apps365ltd.com to request a credit. Service credits are issued at our discretion and are applied to future invoices.

12. Limitation of Liability

12.1 Exclusion of Certain Losses

To the maximum extent permitted by law, we shall not be liable for:

  • Any indirect, incidental, special, consequential or punitive damages
  • Loss of profits, revenue, business, data or anticipated savings
  • Loss of goodwill or reputation
  • Damages arising from reliance on AI-generated content or responses
  • Losses resulting from inaccurate information you have provided to the Service
  • Losses arising from missed calls during service outages

12.2 Cap on Liability

Our total aggregate liability to you under or in connection with these Terms shall not exceed the total fees paid by you to us in the 12 months preceding the event giving rise to the claim.

12.3 No Exclusion of Certain Liabilities

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any other liability that cannot be excluded or limited under English law

13. Indemnification

You agree to indemnify, defend and hold harmless APPS 365 LTD, its directors, officers, employees and agents from and against any claims, liabilities, damages, losses and expenses (including reasonable legal fees) arising out of or in connection with:

  • Your use of the Service in breach of these Terms
  • Your violation of any applicable law or regulation
  • Content you provide to the Service that infringes the rights of any third party
  • Your failure to comply with call recording or data protection obligations
  • Any claim by a caller or third party arising from your use of the Service

14. Termination and Suspension

14.1 Termination by You

You may cancel your subscription and close your account at any time through the dashboard or by contacting us at info@apps365ltd.com.

14.2 Termination by Us

We may suspend or terminate your access to the Service immediately if:

  • You breach any material provision of these Terms
  • You fail to pay any fees due
  • We are required to do so by law
  • We reasonably believe your use of the Service poses a security risk or may cause harm
  • Your account has been inactive for more than 12 months

14.3 Effect of Termination

Upon termination:

  • Your right to use the Service ceases immediately
  • You remain liable for any outstanding fees
  • We will retain your data in accordance with our Privacy Policy and applicable law
  • You may request a copy of your data within 30 days of termination
  • After 30 days, we will delete your data unless we are required by law to retain it

15. Cancellation and Refunds

15.1 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. You will continue to have access to the Service until the end of the period you have paid for.

15.2 No Partial Refunds

We do not provide refunds for partial months of service. If you cancel mid-month, you will retain access until the end of that billing period.

15.3 Cooling-Off Period

If you are a consumer, you may have the right to cancel within 14 days of your first paid subscription under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. If you have used the Service during this period, you may be required to pay for the service used. To exercise this right, contact us at info@apps365ltd.com.

15.4 Refunds for Service Failures

If the Service is materially defective or unavailable for an extended period, we may, at our discretion, issue a full or partial refund. Please contact us to discuss.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you are a consumer, you will benefit from any mandatory provisions of the law of the country in which you are resident. Nothing in these Terms affects your rights as a consumer to rely on such mandatory provisions.

17. Dispute Resolution

17.1 Informal Resolution

We encourage you to contact us first if you have a complaint or dispute. Most issues can be resolved quickly and informally. Please email us at info@apps365ltd.com with details of your concern.

17.2 Formal Complaints

If we are unable to resolve a dispute informally within 30 days, either party may pursue formal dispute resolution. We will acknowledge complaints within 5 working days and aim to provide a full response within 20 working days.

17.3 Alternative Dispute Resolution

If you are a consumer, you may be entitled to use an alternative dispute resolution (ADR) service. You can find more information about ADR at gov.uk/consumer-protection-rights.

18. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to:

  • Natural disasters, floods, storms or extreme weather events
  • Epidemics or pandemics
  • War, terrorism, civil unrest or sanctions
  • Government actions, regulations or embargoes
  • Power outages or telecommunications failures
  • Failures of third-party services or infrastructure
  • Cyber-attacks, hacking or distributed denial-of-service attacks
  • Industrial action or labour disputes

If a force majeure event continues for more than 60 days, either party may terminate the affected services by providing written notice to the other party.

19. General Provisions

19.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and APPS 365 LTD regarding your use of the Service. They supersede all prior agreements, understandings and representations relating to the Service.

19.2 Severability

If any provision of these Terms is found to be invalid, illegal or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

19.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. A waiver of any provision is only effective if made in writing and signed by us.

19.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations under these Terms to a successor in the event of a merger, acquisition or sale of assets.

19.5 Third-Party Rights

These Terms do not confer any rights on any third party under the Contracts (Rights of Third Parties) Act 1999.

19.6 Notices

Notices to us should be sent to info@apps365ltd.com or by post to our registered address. Notices to you will be sent to the email address associated with your account.

20. Contact Information

If you have any questions about these Terms, please contact us:

  • Email: info@apps365ltd.com
  • Telephone: +44 (0)20 3890 3026
  • Post: APPS 365 LTD, 20-22 Wenlock Road, London, N1 7GU, England
  • Company number: 13955007
  • VAT number: GB 411473233
  • Website: www.apps365ltd.com