Terms of Service

1. Who We Are

These Terms of Service apply to the AI receptionist and Google review automation services provided by CallClinch, a trading name of Andrew Richards, a sole trader based in Nottingham, England.

By using our services you agree to these terms. If you do not agree, do not use the services.

2. What We Provide

CallClinch provides an AI phone receptionist that answers inbound calls on behalf of your business, collects caller details, and sends them to you by SMS. The service also includes automated Google review requests sent to callers at a set interval after each call.

The service is designed to support your business communications. It does not replace human judgement and is not intended to manage emergencies, legal enquiries, complaints, or regulatory disclosures.

3. Nature of the AI

The receptionist is powered by artificial intelligence. While it is designed to handle calls reliably, it may occasionally mishear responses, misinterpret intent, or omit details depending on call quality, background noise, or caller phrasing.

You acknowledge these limitations and agree to review call summaries and SMS notifications before taking action based on them. The AI receptionist does not make binding commitments on your behalf.

4. Your Responsibilities

As the account holder you agree to:

• Test the service before using it for live calls
• Keep your contact number and business details up to date
• Notify us promptly of any technical issues or required changes
• Use the service only for lawful business purposes
• Not attempt to misuse, reverse-engineer, or interfere with the platform

You are solely responsible for how information gathered through the service is used within your business.

5. Acceptable Use

You must not use the service in any way that is unlawful, deceptive, or harmful to others. We reserve the right to monitor usage to maintain service quality and may suspend access if misuse is identified.

6. Limitations and Disclaimers

We do not guarantee that every call will be answered, processed correctly, or result in a business enquiry. Factors outside our control, including network issues, caller behaviour, and third-party platform availability, may affect performance.

CallClinch is not liable for missed calls, transcription errors, or business losses arising from use of the service. All information delivered through the service is considered informational only.

7. Fees and Payment

Pricing is agreed at the point of onboarding. Fees are billed monthly in advance. You are responsible for maintaining a valid payment method. If payment fails or is not received, we may pause or cancel the service without further notice.

All charges are non-refundable unless required by law or agreed in writing.

8. No Contract - Cancel Anytime

There is no minimum term. You may cancel the service at any time by contacting us at andrew@callclinch.co.uk. Access will continue until the end of the current billing period. No partial refunds are issued for unused days.

On cancellation, your business account data will be deleted within 30 days of the end of your final billing period. Call records and transcriptions follow the retention period set out in our Privacy Policy (90 days from the date of the call, automatically, regardless of contract status). You may request earlier deletion of either by contacting us directly.

9. Service Changes

We may update, add, or remove features at our discretion. We will give reasonable notice of any significant changes that affect how the service works. We reserve the right to suspend access if you breach these terms or if continued use poses risk to the platform or others.

10. Sub-Processors and Other Third-Party Providers

The personal-data subprocessors we rely on to deliver the service are listed in section 5 of our Privacy Policy, and are bound by the terms of Schedule 1 below. We will notify you of any intended changes to that list and give you the opportunity to object before the change takes effect.

We also rely on cron-job.org and Uptime Robot for task scheduling and uptime monitoring. These do not process personal data on our behalf. We are not responsible for the performance, availability, or accuracy of any third-party platform we depend on, and use of the service may be affected by the terms and limits of those providers.

11. Intellectual Property

All system logic, prompts, workflows, and platform design used in the CallClinch service remain the property of CallClinch. You may not copy, distribute, or reverse-engineer any part of the platform without written permission.

Call data collected on your behalf remains yours. We do not claim ownership of your business information or customer data.

12. Liability Limit

To the fullest extent permitted by law, CallClinch will not be liable for any indirect, incidental, or consequential damages including loss of income, business opportunity, or goodwill. Our total liability will not exceed the amount paid by you for the service in the 30 days prior to any claim.

13. Termination

Either party may end the service at any time. We may suspend or terminate access without notice if you breach these terms, misuse the service, or if continued use poses risk to others. Clauses relating to liability, intellectual property, and data use survive termination.

14. Governing Law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

Schedule 1: Data Processing Agreement

This Schedule forms part of the Terms of Service and applies whenever CallClinch processes personal data on your behalf in the course of providing the service.

1. Roles. You are the Data Controller. CallClinch is the Data Processor. CallClinch will only process personal data collected through the service (caller names, phone numbers, and call content) on your documented instructions, as set out in these terms, unless required to do otherwise by UK law.

2. Confidentiality. CallClinch ensures that anyone authorised to process personal data on its behalf is subject to a duty of confidentiality.

3. Security. CallClinch maintains appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage, taking into account the nature of the data processed.

4. Sub-processors. CallClinch uses the subprocessors listed in section 5 of our Privacy Policy. CallClinch will notify you of any intended changes to this list and give you the opportunity to object. Any subprocessor engaged by CallClinch is bound by data protection obligations equivalent to those in this Schedule.

5. Data subject rights. CallClinch will assist you, so far as reasonably possible, in responding to requests from individuals exercising their rights under UK GDPR (such as access, correction, or deletion requests) concerning data processed through the service.

6. Assistance with compliance. CallClinch will provide reasonable assistance to help you meet your obligations relating to the security of processing, breach notification, and data protection impact assessments, where relevant to the service.

7. Personal data breach. CallClinch will notify you without undue delay after becoming aware of a personal data breach affecting your data.

8. End of contract. On termination or cancellation, CallClinch will delete your business account data within 30 days. Call records and transcriptions are deleted automatically 90 days from the date of the call regardless of contract status, in accordance with the Privacy Policy. You may request earlier deletion of either, or UK law may require longer retention.

9. Audit. CallClinch will make available the information reasonably necessary to demonstrate compliance with this Schedule and will allow for audits, including inspections, conducted by you or an auditor you appoint, on reasonable notice.