Terms of Service — DeskPilot

These Terms of Service ("Terms") govern your access to and use of DeskPilot, operated by DeskPilotOS ("we," "us," or "our"). By creating an account or using the service you agree to be bound by these Terms. If you do not agree, do not use the service.

1. Service Description

DeskPilot is an AI-powered front desk agent for small businesses. The service provides:

Appointment scheduling — automated booking, confirmation, and calendar management
Call handling — an AI voice agent that answers inbound calls, captures customer information, and routes inquiries
Lead follow-up — automated follow-up messages via SMS and email to leads and booked customers
Appointment reminders — automated reminders sent to customers before scheduled appointments
Customer dashboard — a web interface for managing your DeskPilot configuration, viewing call history, and tracking bookings

DeskPilot is designed for general business scheduling use. Healthcare providers may use DeskPilot's HIPAA-compliant modules with an executed Business Associate Agreement — see Section 9 and deskspilot.net/hipaa.

2. Trial Terms

We offer a 14-day free trial for new accounts with the following conditions:

No credit card is required to start the trial.
Full service access is available during the trial period.
The trial begins on the date you create your account.
At the end of the trial, you may choose a paid subscription plan or your account will become inactive. No charges are applied if you do not subscribe.
One free trial per business entity. Duplicate accounts created to circumvent trial limits may be terminated.

3. Subscription Plans and Pricing

After your trial, DeskPilot is available on the following monthly subscription plans:

Plan	Price	Best For
Starter	$40 / month	Solo operators, low call volume
Pro	$60 / month	Growing businesses, higher call volume
Unlimited	$99 / month	High-volume businesses, full feature access

All prices are in USD and do not include applicable taxes.

4. Billing

Subscriptions are billed monthly on the 1st of each calendar month.
Your first billing cycle begins when your trial ends and you select a plan.
Payments are processed securely by Stripe. We do not store your payment card information.
If a payment fails, we will notify you and provide a grace period to update your payment method. Accounts with failed payments may be suspended after the grace period.
No refunds are issued for partial months, unused service, or features not used.

5. Cancellation Policy

You may cancel your subscription at any time with no penalty and no long-term commitment.

Cancel from your account settings or by contacting us at support@deskspilot.net.
Cancellation takes effect at the end of your current billing period. You retain access to the service until that date.
After cancellation, your account data is retained for 30 days to allow reactivation, then permanently deleted.
We do not offer refunds for the current billing period after cancellation.

6. Acceptable Use Policy

You may use DeskPilot only for lawful business purposes. You agree not to:

Use the service to send unsolicited messages (spam), phishing, or fraudulent communications
Violate any applicable federal, state, or local law, including telemarketing and recording consent laws in your jurisdiction
Impersonate another person or business
Attempt to reverse-engineer, scrape, or extract data from the service beyond normal use
Use the service in a way that could damage, disable, or impair our infrastructure
Resell or sublicense access to the service without written permission
Use DeskPilot healthcare modules to handle PHI without an executed Business Associate Agreement (see Section 9)

We reserve the right to suspend or terminate accounts that violate this policy, with or without notice.

7. Your Responsibilities

As a DeskPilot subscriber, you are responsible for:

Obtaining all necessary consent from your customers for call recording in your jurisdiction. Many states require all-party consent for call recording. You are solely responsible for compliance with applicable recording laws.
Ensuring the accuracy of information you configure in DeskPilot (business name, hours, services, booking rules).
Reviewing AI-generated communications for accuracy before relying on them for critical business decisions.
Maintaining the security of your account credentials and notifying us promptly of any unauthorized access.

8. Intellectual Property

All content, software, interfaces, designs, trademarks, and materials associated with DeskPilot are the exclusive property of DeskPilotOS and are protected by United States and international copyright, trademark, and other intellectual property laws.

DeskPilot™ and DeskPilotOS™ are trademarks of DeskPilotOS. You may not use these marks without our prior written permission.

Your subscription grants you a limited, non-exclusive, non-transferable license to access and use the service for your internal business purposes. No ownership interest is transferred to you.

You retain ownership of all data you input into DeskPilot (customer information, business configuration, etc.). By using the service, you grant us a limited license to process that data as necessary to provide the service.

9. HIPAA Compliance and Healthcare Use

DeskPilot is HIPAA-compliant for healthcare use. DeskPilotOS serves as a Business Associate under HIPAA for customers who execute a Business Associate Agreement (BAA). Healthcare providers (Covered Entities) must sign the BAA before activating healthcare-specific modules. The BAA is available at deskspilot.net/baa.

DeskPilot implements the following HIPAA technical safeguards:

Transmission security — All data is transmitted over TLS 1.2+ with HSTS enforced. No PHI is transmitted via unencrypted channels.
Encryption at rest — Data stored in DeskPilot databases is encrypted using AES-256 at the infrastructure level.
Audit controls — Append-only PHI access logs with 6-year retention per 45 CFR §164.312(b).
Access controls — Role-based access, domain-separated APIs, and session management per 45 CFR §164.312(a).
Breach notification — Automated breach detection, documented incident response procedures, and 60-day notification capability per 45 CFR §164.400–414.

Healthcare modules (dental, medical, VA) require BAA acceptance and are gated accordingly. Use of DeskPilot healthcare modules without an executed BAA is not permitted. See deskspilot.net/hipaa for the full compliance overview.

Your practice (as Covered Entity) remains responsible for: staff HIPAA training, Notice of Privacy Practices, patient authorization where required, state-specific call recording consent laws, and any compliance obligations specific to your facility type.

10. Limitation of Liability

To the fullest extent permitted by applicable law:

DeskPilot is provided "as is" and "as available." We make no warranties, express or implied, regarding uptime, accuracy of AI responses, or fitness for any particular purpose.
We are not liable for any missed appointments, lost revenue, customer dissatisfaction, or business interruptions arising from use of or inability to use the service.
Our total liability to you for any claim arising out of or relating to these Terms or the service shall not exceed the amount you paid us in the 12 months preceding the claim.
In no event shall DeskPilotOS be liable for indirect, incidental, special, consequential, or punitive damages.

Some jurisdictions do not allow limitation of certain warranties or liabilities. In those jurisdictions, our liability is limited to the maximum extent permitted by law.

11. Indemnification

You agree to indemnify and hold harmless DeskPilotOS and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the service in violation of these Terms; (b) your violation of any law or third-party rights; or (c) your customers' claims relating to AI-generated communications sent on your behalf.

12. Service Availability and Modifications

We aim to maintain high service availability but do not guarantee uninterrupted access. We may:

Perform scheduled maintenance with advance notice when feasible
Modify, update, or discontinue features with reasonable notice
Suspend access for violations of these Terms

We reserve the right to modify these Terms at any time. We will provide notice of material changes via email or in-app notification. Continued use of the service after the effective date of changes constitutes acceptance.

13. Termination

Either party may terminate the relationship at any time. We may suspend or terminate your account immediately for violations of these Terms, fraudulent activity, or non-payment. Upon termination, your license to use the service ends immediately.

14. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law provisions.

Any dispute arising from or relating to these Terms or the service shall be resolved first by good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration under the rules of the American Arbitration Association, in Broward County, Florida. You waive any right to a jury trial or class action.

15. Contact

For questions about these Terms, contact us at:

DeskPilotOS
Email: legal@deskspilot.net