Terms of Service

These Terms of Service govern your access to and use of BookVAC, including the website, dashboard, APIs, AI receptionist tools, phone integrations, lead capture tools, notifications, and related services.

By creating an account, starting a subscription, connecting a phone number, configuring an AI receptionist, or otherwise using BookVAC, you agree to these Terms. If you are using BookVAC for a business, you represent that you have authority to bind that business.

BookVAC is software for HVAC businesses. It can answer or receive forwarded calls through supported voice providers, collect caller information, create leads and booking requests, generate summaries, show transcripts, and notify the business owner by mobile web-app notifications, email, browser push, or in-app alerts.

BookVAC does not guarantee appointments, dispatch technicians, diagnose HVAC problems, quote guaranteed prices, provide emergency services, or act as the HVAC contractor. All customer work, scheduling, pricing, licensing, safety decisions, and follow-up belong to your business.

You are responsible for keeping login credentials secure and for all activity under your account. You must provide accurate account, business, billing, and contact information.

You may not let unauthorized people access BookVAC, attempt to bypass security controls, scrape the service, overload the system, reverse engineer private APIs, or use BookVAC for unlawful or abusive activity.

You are responsible for following laws that apply to your calls, recordings, call forwarding, email notifications, browser notifications, mobile web-app notifications, marketing, and customer communications. This includes any required consent, disclosures, opt-outs, and recordkeeping.

If you use call recording or AI call handling, you should make sure callers receive any required notice that the call may be recorded and handled by an AI assistant.

You may not use BookVAC notifications, connected providers, or customer communication tools to send spam, deceptive messages, or unauthorized marketing.

BookVAC may use AI systems to classify calls, summarize transcripts, extract customer details, create booking requests, and decide whether a lead appears urgent.

AI output may be incomplete, delayed, inaccurate, or based on misunderstood audio or transcript text. You agree to review important information before contacting customers, confirming jobs, quoting prices, dispatching staff, or making business decisions.

BookVAC may escalate or flag urgent calls, but it is not an emergency response system. You should maintain your own emergency procedures and backup contact methods.

BookVAC's Premium plan starts with a 7-day free trial when available, is $249.99 per month after the trial, covers one HVAC business, and includes up to 10 hours of AI-handled calls each month unless a different written agreement applies. Usage is measured in AI-handled call minutes during each billing period. Unused minutes do not roll over. Calls above the included monthly amount may be blocked, limited, or require purchasing more minutes or a written upgrade. Prices may exclude taxes, telecom fees, provider charges, or usage fees charged by third-party services.

Payments are processed by Stripe. BookVAC does not store full card numbers. A valid card may be required before the free trial starts. By starting the trial or subscribing, you authorize Stripe to charge $249.99/month automatically after the trial and on each renewal until you cancel.

You can cancel through BookVAC billing tools or by contacting support. Stripe may be used to manage payment methods. Canceling during a free trial ends Premium access immediately. Canceling a paid subscription stops future renewals at the end of the current billing period, and does not automatically refund past charges unless required by law or approved by BookVAC.

BookVAC may connect with third-party services such as Stripe, Twilio, Retell AI, Vapi, OpenAI, Resend, Google Analytics, Google Ads, Fly.io, Render, and other infrastructure or communications providers.

Those providers may have their own terms, limits, outages, fees, compliance rules, and account requirements. BookVAC is not responsible for third-party downtime, rejected messages, provider policy changes, phone number availability, or deliverability issues outside BookVAC's control.

Your use of BookVAC may involve personal information, including caller names, phone numbers, emails, addresses, transcripts, recordings or recording links, lead notes, and service requests.

Our handling of personal information is described in the Privacy Policy. You are responsible for having any customer-facing notices, consents, and privacy disclosures required for your business.

You are responsible for reviewing lead information, confirming accuracy, contacting customers, scheduling work, preserving business records you need, and complying with laws that apply to your customer communications.

BookVAC uses reasonable administrative, technical, and organizational safeguards designed to protect account, business, call, lead, transcript, message, and billing-related information. However, no internet, telecom, AI, hosting, payment, or communications service can be guaranteed to be completely secure or error-free.

You are responsible for protecting your login credentials, limiting account access, exporting or preserving business records you need, and using BookVAC in a lawful way.

To the maximum extent permitted by law, BookVAC is not responsible for security incidents, data loss, unauthorized access, unavailable records, or disclosure of lead or call data caused by your credentials, your devices, your staff, your configuration choices, your third-party providers, or events outside BookVAC's reasonable control.

If BookVAC becomes aware of a security incident involving personal information, BookVAC will investigate and provide notices required by applicable law.

BookVAC may update, improve, limit, suspend, or discontinue parts of the service. We try to keep the service reliable, but we do not promise uninterrupted or error-free operation.

We may modify these Terms from time to time. Updated Terms will be posted on this page with a new last updated date. Continued use after changes means you accept the updated Terms.

BookVAC is provided as software as a service. To the maximum extent allowed by law, the service is provided without warranties of merchantability, fitness for a particular purpose, non-infringement, or uninterrupted availability.

To the maximum extent allowed by law, BookVAC will not be liable for lost profits, lost revenue, lost jobs, lost data, business interruption, special damages, indirect damages, consequential damages, or damages caused by third-party providers, AI mistakes, caller behavior, missed calls, telecom issues, or your business decisions.

To the maximum extent allowed by law, BookVAC's total liability for any claim will not exceed the amount you paid to BookVAC in the three months before the event giving rise to the claim.

Nothing in these Terms limits liability where the law does not allow it, including liability for willful misconduct, fraud, or legal obligations that cannot be waived.

You agree to defend, indemnify, and hold BookVAC harmless from claims, damages, liabilities, costs, and expenses arising from your business operations, your use of BookVAC, your customer communications, your violation of these Terms, your violation of law, or content and data you submit to the service.

Questions about these Terms can be sent to legal@bookvac.net.