Legal
Last updated: September 21, 2026
These Terms of Service ("Terms") govern access to and use of the AI-powered phone receptionist platform, mobile application, and website (collectively, the "Service") provided by Vanguard Reception AI ("Vanguard," "we," "us," or "our"). By creating an account, you agree to these Terms on behalf of the business you represent ("Client," "you," or "your").
The Service is offered exclusively to businesses and other commercial entities for use in their business operations. It is not offered to, and may not be used by, individual consumers for personal, family, or household purposes. By registering, you represent that you are authorized to bind the business you are registering on behalf of, and that you are at least 18 years old.
Vanguard provides an AI-powered voice assistant ("Riley" or successor assistants) that answers incoming phone calls on Client’s behalf, schedules appointments, logs call outcomes, and makes related information available through the Vanguard mobile app and website dashboard. The Service depends on third-party infrastructure described in Section 8 and may be affected by the availability and performance of those providers.
You must provide accurate, current information when creating an account and keep your login credentials confidential. You are responsible for all activity that occurs under your account, including activity by employees or team members you grant access to (including via PIN-based team member logins). Notify us promptly of any unauthorized use of your account.
Paid plans are billed monthly in advance, on a month-to-month basis, with no annual commitment. A free trial is available to new Clients as described on our website at the time of signup. The free trial runs for fourteen (14) days from the date your AI receptionist is activated, or for the trial minutes included (currently 100 minutes), whichever comes first. No credit card is required at signup and nothing is charged automatically when the trial ends. During the trial the Service is not functionally reduced: the same voice, the same AI model and the same assigned phone number are used as on a paid plan. When the trial ends, the AI receptionist stops answering and the phone number assigned to your business is released; your account, business profile and data remain available and you may select a paid plan at any time. One free trial per business; we may decline a trial where the same business, email address or phone number has already used one. Plan-included minutes, overage rates, and pricing are as described on our website and/or in-app at the time of your subscription and may change prospectively with notice. As of the effective date of these Terms the plans are: Starter, $49 per month with 250 included minutes; Essential, $149 per month with 1,000 included minutes; Professional, $279 per month with 2,000 included minutes; and Premium, $499 per month with 4,000 included minutes. Every paid plan, including Starter, includes the business website described below. Minutes used beyond those included in a plan are billed at the same per-minute rate as the minutes included in that plan: $0.20 per minute on Starter, $0.15 per minute on Essential, $0.14 per minute on Professional, and $0.125 per minute on Premium. How minutes are counted: each call is rounded up to the next whole minute, with a minimum of one minute per call. For example, a call lasting 30 seconds counts as one minute, and a call lasting 4 minutes and 10 seconds counts as five minutes. This applies both to the minutes included in your plan and to any minutes billed beyond them. The Service continues answering calls after the included minutes are used; it does not stop. The free trial does not bill overage: when the included trial minutes or the fourteen (14) day trial period run out, whichever comes first, the trial ends, you are asked to select a paid plan, and nothing is charged automatically. Your selected plan is recorded on your account when you complete signup and, once set, cannot be changed by you directly in the app or website; contact us to request a plan change.
Included business website: every paid plan, including Starter, includes a professional business website at no extra cost. Content updates (text, prices, hours, photos, contact information) are included as part of your subscription; full redesigns, additional pages, or structural changes are separate projects quoted individually. Website included while your subscription is active: the included website and its maintenance are available only while your paid subscription is active. If your subscription is canceled or ends, the website is deactivated at the end of your current billing cycle and shows a neutral notice instead of your business information. The free trial does not include a website.
You may cancel your subscription at any time, effective at the end of your current billing cycle; you will retain access to the Service through the end of the period already paid for. Canceling also deactivates the included website at the end of that period (see Section 4). Except where required by law, fees already paid are non-refundable, including partial-month fees upon cancellation. We may offer refunds or credits at our discretion in specific circumstances (e.g., a verified extended service outage attributable to us).
You are solely responsible for: (a) ensuring your use of the Service complies with all laws applicable to your business, including call recording and two-party/all-party consent laws, and any state law requiring disclosure that callers are interacting with an artificial intelligence system (this is provided as a convenience and is not legal advice; you remain responsible for determining what applies to your business); (b) the accuracy of information you provide about your business (hours, services, pricing, staff) that Riley relies on when speaking with callers; (c) reviewing appointments and call logs created by the Service before relying on them — see Section 7; (d) your own compliance with telemarketing, do-not-call, and caller ID laws to the extent applicable to your use of the Service.
Riley and any successor assistant use generative artificial intelligence and may produce incorrect, incomplete, or nonsensical output. You must independently verify any appointment, booking, or call outcome logged by the Service before relying on it for business-critical decisions. WE ARE NOT LIABLE FOR ANY LOSS ARISING FROM RELIANCE ON AI-GENERATED CONTENT WITHOUT INDEPENDENT VERIFICATION.
The Service is built on and depends on third-party infrastructure providers, including Vapi, Inc. (voice AI orchestration, which in turn uses its own subprocessors for language models, speech synthesis, and transcription) and Google Firebase/Google Cloud (authentication and data storage). We are not responsible for outages, errors, or data handling practices of these providers beyond our reasonable control, though we select and monitor them as part of operating the Service.
Call recordings, transcripts, and call logs are held by our voice-AI provider, Vapi, Inc. Under the Vapi service tier we currently use, Vapi retains this raw call data for up to 14 days and then deletes it. We do not keep copies of recordings or full transcripts, so we cannot provide a recording after that period — you are responsible for keeping any call information you need for your own records. Appointment details, call records (caller name as given, summary, duration, cost, outcome), usage data, and account information are stored in Google Firebase for as long as your account is active; we do not currently delete them automatically, and closing your account does not by itself trigger automatic deletion. You may delete your account and its data yourself from inside the app (Settings, then Delete account) or from the web dashboard, or ask us to do it by writing to support@vanguardreceptionai.com; we act on a verified request within seven days. Deleting the account stops the AI receptionist immediately, releases the Vanguard phone number assigned to your business, and deletes your account, business profile, appointments, call records, usage counters, team members and their PINs, support conversations and the included website. We keep only: a record that the account was deleted and when, a one-way hash of the email and phone used for the free trial so that it cannot be claimed twice, and records we are required to keep by law or for legitimate business purposes (for example, billing records).
Vanguard and its licensors retain all rights, title, and interest in the Service, including all software, branding, and underlying technology. You retain ownership of your business data (caller information, appointments, business profile) that you or your callers provide, and you grant us a license to use it solely to provide the Service to you.
Each party will protect the other’s confidential information with reasonable care and use it only to perform under these Terms, except as required by law.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI-GENERATED OUTPUTS WILL BE ACCURATE.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL VANGUARD RECEPTION AI’S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE EXCEED THE TOTAL FEES PAID BY CLIENT TO VANGUARD IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. IN NO EVENT WILL VANGUARD BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS OR LOST BUSINESS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
You agree to indemnify and hold Vanguard Reception AI harmless from any claims, damages, or expenses (including reasonable attorneys’ fees) arising from: (a) your breach of these Terms; (b) your failure to comply with call recording, AI disclosure, or other laws applicable to your business; or (c) your misuse of call recordings or caller data obtained through the Service.
These Terms are governed by the laws of the State of Kansas, without regard to its conflict-of-laws principles, except that the Federal Arbitration Act governs Section 16 (Dispute Resolution).
(a) Agreement to Arbitrate. Except for disputes that qualify for small claims court, you and Vanguard Reception AI agree to resolve any dispute arising from these Terms or the Service through final and binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, rather than in court, with the arbitration seated in Kansas.
(b) Class Action Waiver. You and Vanguard Reception AI agree that any dispute will be brought only in an individual capacity, and not as a plaintiff or class member in any purported class, collective, or representative proceeding.
(c) Right to Opt Out. You may opt out of this arbitration agreement by sending written notice to support@vanguardreceptionai.com within thirty (30) days of first accepting these Terms. If you opt out, disputes will be resolved in the state or federal courts located in Kansas, and you waive any right to a jury trial.
We may suspend or terminate your access for breach of these Terms, non-payment, or suspected fraudulent or unlawful use. Either party may terminate for convenience as described in Section 5. Sections 6, 7, 9-16, and 19 survive termination.
We may update these Terms from time to time. Material changes will be reflected by an updated "Terms Version" that you will be asked to accept the next time you sign in; continued use after acceptance constitutes agreement to the updated Terms.
If any provision of these Terms is found unenforceable, the remaining provisions remain in full force. These Terms, together with our Privacy Policy, constitute the entire agreement between you and Vanguard Reception AI regarding the Service. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. Notices to you may be sent to the email address on your account.
support@vanguardreceptionai.com — Vanguard Reception AI, Garden City, Kansas, USA.