Terms of Service

Last updated: March 23, 2026

These Terms of Service ("Terms") govern your access to and use of the Kairvio platform, website, applications, and services (collectively, the "Service") operated by Kairvio ("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. Eligibility & Account Registration

You must be at least 18 years old and have the legal authority to enter into these Terms on behalf of yourself or your business. When you create an account, you agree to:

• Provide accurate, complete, and current information during registration and keep it updated.
• Maintain the confidentiality of your account credentials and accept responsibility for all activity under your account.
• Notify us immediately at support@kairvio.com if you suspect unauthorized access to your account.

We reserve the right to suspend or terminate accounts that contain false or misleading information.

2. Description of the Service

Kairvio is a cloud-based unified communication and business management platform designed for local service businesses. The Service includes, but is not limited to:

• Unified Inbox — SMS, voice calls, email, and social media messaging (including Facebook Messenger and Instagram Direct Messages) in a single inbox.
• Business Phone System — A dedicated business phone number with call routing, voicemail, and transcription.
• AI-Powered Features — AI Assistant, AI Voice Receptionist, Sales Co-Pilot, Auto-Text, Keyword Bot, Smart Follow-Ups, and Follow-Up Sequences powered by artificial intelligence.
• Scheduling & Calendar — Job scheduling, online booking, and appointment management.
• Invoicing & Payments — Quotes, invoices, and online payment collection via integrated third-party payment processors (e.g., Stripe).
• Customer Management (CRM) — Contact records, conversation history, and customer data management.
• Team Management — Multi-user accounts with roles, permissions, and job assignment.

Features and availability may vary by subscription plan. We reserve the right to modify, add, or remove features at any time with reasonable notice.

3. Subscription Plans, Billing & Cancellation

3.1 Free Trial

New accounts receive a 14-day free trial with access to Pro-tier features. No credit card is required to start a trial. At the end of the trial, you must select a paid plan to continue using the Service.

3.2 Paid Plans

Paid subscriptions are billed on a monthly or annual basis, depending on the plan you select. All fees are quoted in U.S. dollars and are non-refundable except as required by applicable law. Prices are subject to change with 30 days' prior notice.

3.3 Usage-Based Charges

Certain features (e.g., phone calls, SMS messages, AI usage) may incur usage-based charges in addition to your subscription fee. Current usage rates are available within the Service and on our pricing page. You are responsible for monitoring your usage.

3.4 Cancellation

You may cancel your subscription at any time through your account settings or by contacting support. Upon cancellation, you retain access to the Service through the end of your current billing period. We do not provide prorated refunds for unused time within a billing cycle.

3.5 Account Suspension

We may suspend or downgrade your account if payment fails or your account becomes past due. We will attempt to notify you before taking action.

4. Acceptable Use

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

• Send unsolicited bulk messages (spam), including but not limited to SMS, email, or social media messages.
• Harass, threaten, defame, or otherwise harm any person or entity.
• Transmit malicious code, viruses, or any software intended to damage or interfere with the Service.
• Impersonate any person or entity or misrepresent your affiliation with any person or entity.
• Violate any applicable local, state, national, or international law or regulation, including the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and applicable data protection laws.
• Use the Service for surveillance, profiling, or discrimination based on race, ethnicity, religion, gender, sexual orientation, disability, or any other protected characteristic.
• Use data obtained through the Service to make eligibility determinations for housing, employment, insurance, or credit.
• Access or use the Service to build a competing product or service.
• Attempt to reverse-engineer, decompile, or disassemble any portion of the Service.
• Circumvent any technical measures we use to provide or protect the Service.

We reserve the right to investigate and take action — including suspension or termination of your account — against anyone who violates these terms, at our sole discretion.

5. Your Data & Content

5.1 Ownership

You retain all rights to the data and content you submit to the Service ("Your Content"), including customer records, messages, invoices, and other business data. We do not claim ownership of Your Content.

5.2 License to Us

By submitting Your Content to the Service, you grant us a limited, non-exclusive, worldwide license to host, store, process, and display Your Content solely for the purpose of providing the Service to you. This license terminates when you delete Your Content or your account.

5.3 Data Portability

You may export Your Content at any time through the Service or by contacting support. We will provide your data in a commonly used, machine-readable format within a reasonable timeframe.

5.4 Data Deletion

You may request deletion of your data at any time by contacting support@kairvio.com. Upon receiving a deletion request, we will promptly delete the specified data from our active systems. Some data may be retained in backups for a limited period as required by law or for legitimate business purposes, after which it will be permanently deleted.

5.5 Content Responsibility

You are solely responsible for Your Content and the messages you send through the Service. You represent and warrant that you have all necessary rights and permissions to use and share the content you submit, and that Your Content does not infringe upon the intellectual property rights of any third party.

6. Third-Party Integrations & Platform Data

6.1 Third-Party Services

The Service integrates with third-party platforms and services, including but not limited to Meta (Facebook Messenger, Instagram), Stripe, Twilio, and others. Your use of these integrations is subject to the respective terms and policies of those third-party services in addition to these Terms.

6.2 Facebook & Instagram Integration

When you connect your Facebook Page or Instagram Professional Account to Kairvio, you authorize us to:

• Receive and display messages sent to your Facebook Page and Instagram Professional Account within the Kairvio unified inbox.
• Send replies to those messages on your behalf through the Kairvio interface.
• Access your Page name, profile information, and messaging data as permitted by the Meta Platform and the permissions you grant.

We will only access the data necessary to provide the messaging features you have enabled. We will not:

• Sell, license, or share your Facebook or Instagram data with third parties for their own purposes.
• Use your Facebook or Instagram data for advertising, marketing profiling, or any purpose other than providing the Service to you.
• Retain your Facebook or Instagram data after you disconnect the integration or delete your account, except as required by law.

You may disconnect your Facebook or Instagram account from Kairvio at any time through Settings > Integrations. Upon disconnection, we will cease accessing new data from these platforms and will delete stored messaging data within 30 days unless otherwise required by law or requested by you.

6.3 Meta Platform Data Deletion

In compliance with Meta Platform Terms, we provide a data deletion mechanism for data received through Facebook and Instagram. You or your end users may request deletion of data obtained through the Meta Platform by contacting support@kairvio.com with the subject line "Meta Data Deletion Request." We will process deletion requests promptly and provide confirmation of deletion.

6.4 Payment Processing

Payment processing is handled by Stripe. When you connect your Stripe account or when your customers make payments through invoices, payment data is processed directly by Stripe subject to their terms of service and privacy policy. We do not store full credit card numbers or bank account details on our servers.

6.5 Telecommunications

Voice calling and SMS services are provided through third-party telecommunications providers (e.g., Twilio). Use of these features is subject to applicable telecommunications laws and the terms of the underlying provider. Call recordings and transcriptions are stored securely and accessible only to authorized users on your account.

7. AI-Powered Features

Kairvio uses artificial intelligence to provide certain features, including but not limited to the AI Assistant, AI Voice Receptionist, Sales Co-Pilot, and automated follow-ups. By enabling these features, you acknowledge and agree that:

• AI-generated responses are based on the business information you provide and may not always be perfectly accurate. You are responsible for reviewing and monitoring AI interactions with your customers.
• AI features may use third-party AI services (e.g., Anthropic Claude) to process and generate responses. Your business data shared with AI features is processed in accordance with our Privacy Policy.
• You retain the ability to override, edit, or disable AI responses at any time.
• We are not liable for any damages arising from AI-generated content, including inaccurate information communicated to your customers.

8. SMS and Text Messaging Terms

Businesses using Kairvio may send transactional SMS messages to their customers, including appointment reminders, booking confirmations, invoices, quotes, missed call follow-ups, and two-way customer communications.

8.1 End User Consent

Businesses are responsible for obtaining proper consent from their customers before sending SMS messages. Consent is obtained when a customer provides their phone number by:

• Calling or texting the business
• Submitting a booking or inquiry form
• Providing their number in person

8.2 Opt-Out

Recipients may opt out at any time by replying STOP. Once opted out, no further messages will be sent. Recipients may reply HELP for assistance.

8.3 Message Frequency

Message frequency varies. Messages are transactional and related to requested services.

8.4 Message and Data Rates

Standard message and data rates may apply.

8.5 Carriers

Supported carriers include AT&T, Verizon, T-Mobile, Sprint, and others. Carriers are not liable for delayed or undelivered messages.

8.6 Compliance

By using the SMS features of the Service, businesses agree to comply with the Telephone Consumer Protection Act (TCPA), the Cellular Telecommunications Industry Association (CTIA) guidelines, and all applicable federal and state regulations governing SMS communications.

9. Intellectual Property

9.1 Our Property

The Service, including its design, code, features, documentation, trademarks, and all related intellectual property, is owned by Kairvio and protected by applicable intellectual property laws. These Terms do not grant you any right, title, or interest in the Service except for the limited right to use it in accordance with these Terms.

9.2 Feedback

If you provide us with feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, non-exclusive, royalty-free license to use, modify, and incorporate that feedback into the Service without any obligation to you.

10. Copyright & DMCA Policy

We respect intellectual property rights and expect our users to do the same. If you believe content available through the Service infringes your copyright, you may submit a notice to our designated agent with the following information:

• A description of the copyrighted work you claim has been infringed.
• A description of where the infringing material is located within the Service.
• Your contact information (name, address, phone number, email).
• A statement that you have a good-faith belief the use is not authorized by the copyright owner, its agent, or the law.
• A statement under penalty of perjury that the information in the notice is accurate and that you are the copyright owner or authorized to act on their behalf.
• Your physical or electronic signature.

Send DMCA notices to: support@kairvio.com with the subject line "DMCA Notice." We will investigate and respond to all valid notices in accordance with applicable law.

11. Privacy & Data Security

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, store, and protect your data. By using the Service, you consent to the data practices described in our Privacy Policy.

We implement industry-standard security measures to protect your data, including encryption in transit and at rest. In the event of a data breach that affects your personal data, we will notify you and any relevant authorities as required by applicable law.

12. Service Availability & Modifications

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to notify you of planned downtime in advance.

We reserve the right to modify, update, or discontinue any part of the Service at any time. For material changes that significantly affect your use of the Service, we will provide at least 30 days' notice via email or in-app notification.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

IN NO EVENT SHALL KAIRVIO, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF REVENUE, LOSS OF PROFITS, LOSS OF DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY.

OUR TOTAL AGGREGATE LIABILITY FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

14. Indemnification

You agree to indemnify, defend, and hold harmless Kairvio and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; (d) Your Content; or (e) your infringement of any third-party rights.

15. Termination

Either party may terminate this agreement at any time. You may terminate by canceling your subscription and deleting your account. We may terminate or suspend your access to the Service immediately, without prior notice or liability, if you breach these Terms or if continued provision of the Service to you becomes impractical or unlawful.

Upon termination, your right to use the Service will cease immediately. You may request export of Your Content within 30 days of termination. After 30 days, we may delete Your Content from our active systems.

16. Dispute Resolution & Governing Law

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

Any dispute arising from these Terms or the Service shall first be resolved through good-faith negotiation. If a dispute cannot be resolved within 30 days of written notice, either party may pursue resolution through binding arbitration administered in accordance with the rules of the American Arbitration Association, with the arbitration taking place in Indiana. Either party may seek injunctive or equitable relief in any court of competent jurisdiction.

17. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date of the updated Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the Service and cancel your account.

18. General Provisions

• Entire Agreement. These Terms, together with our Privacy Policy, constitute the entire agreement between you and Kairvio regarding the Service.
• Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.
• Waiver. Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.
• Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign these Terms without restriction.
• Force Majeure. We shall not be liable for any delay or failure in performance resulting from causes beyond our reasonable control, including natural disasters, acts of government, internet or telecommunications failures, or pandemics.

19. Contact

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

• Email: support@kairvio.com
• Web: kairvio.com/contact