Terms and Conditions

Effective date: July 22, 2026
Last updated: July 22, 2026

Welcome to RoboAgents.

These Terms and Conditions, referred to as the “Terms,” govern your access to and use of:

• roboagents.org
• Website content, forms, demonstrations and communications
• Any trial, consultation or demonstration made available through the website
• Any AI receptionist, automation or related service expressly made subject to these Terms

In these Terms, “RoboAgents,” “we,” “us,” and “our” refer to RoboAgents, an Ontario-based business. “You” and “your” refer to the person or organization accessing the website or using a service.

By accessing the website, submitting a form, requesting a demonstration or using a service governed by these Terms, you agree to these Terms.

Do not use the website or services if you do not agree.

1. Contact Information

RoboAgents
Ontario, Canada
Website: roboagents.org
Email: support@roboagents.org

2. Business-to-Business Services

RoboAgents primarily provides or intends to provide business-to-business AI receptionist and automation services.

By requesting or purchasing services on behalf of a dental clinic, company, partnership or other organization, you confirm that:

• You have authority to act for that organization.
• Information you provide is accurate.
• You are legally capable of entering into an agreement.
• Your use is for legitimate business purposes.

You must be at least the age of majority in your province, state or country to enter into a paid agreement with RoboAgents.

3. Website Information

The website provides general information about RoboAgents and its proposed or available services.

Website content may describe features such as:

• AI-assisted telephone answering
• New-patient or customer intake
• Lead capture
• Appointment-request support
• Call transfers
• Staff callbacks
• Frequently asked question responses
• Conversation summaries
• Workflow integrations
• After-hours call support

Actual features depend on:

• The selected service plan
• The client’s telephone and scheduling systems
• Available integrations
• The selected technology providers
• The approved configuration
• Technical and legal requirements

Website descriptions do not guarantee that every feature will be available for every client.

4. Separate Client Agreements

A dental clinic or other business purchasing RoboAgents services may be required to enter into a separate agreement, such as:

• Master Service Agreement
• Service Order
• Statement of Work
• Data Processing Addendum
• Business Associate or privacy agreement, where applicable
• Service Level Agreement
• Acceptable Use Policy

If a separate signed agreement conflicts with these Terms, the signed agreement will control for the applicable paid service.

A website form submission or demonstration request does not by itself require RoboAgents to provide services.

5. Demonstrations and Trials

RoboAgents may offer:

• Live telephone demonstrations
• Chat demonstrations
• Recorded demonstrations
• Limited trials
• Personalized demonstrations
• Pilot programs

Demonstrations are provided for evaluation purposes.

A demonstration may:

• Use fictional clinic information
• Use sample patient scenarios
• Have limited functionality
• Differ from the final production service
• Be changed or discontinued without notice

Do not provide real patient health information, payment information, health card numbers, passwords or other highly sensitive information during a public demonstration unless RoboAgents has expressly provided an approved secure process.

6. No Medical Advice

RoboAgents is a technology and automation provider. It is not a dental clinic, healthcare provider, emergency service or medical professional.

The website and AI receptionist services do not provide:

• Medical or dental diagnoses
• Clinical treatment decisions
• Prescriptions
• Emergency medical care
• Insurance-coverage guarantees
• Professional medical advice

An AI receptionist may provide information approved by a client clinic, collect caller information, or follow the clinic’s escalation instructions. It must not replace professional clinical judgment.

Anyone experiencing a medical or dental emergency should contact an appropriate healthcare professional or emergency service.

7. Artificial Intelligence Limitations

Artificial intelligence systems are probabilistic and may make mistakes.

AI-generated or AI-assisted responses may occasionally be:

• Incomplete
• Inaccurate
• Outdated
• Misinterpreted
• Repetitive
• Delayed
• Inappropriate for an unusual situation

RoboAgents does not guarantee that an AI receptionist will understand every caller, accent, language, request or background condition.

Clients are responsible for:

• Reviewing and approving information supplied to the system
• Providing accurate clinic details
• Establishing transfer and escalation rules
• Monitoring service performance
• Maintaining human review for sensitive situations
• Correcting inaccurate information
• Ensuring staff remain available where human assistance is required

8. Client Responsibilities

A business using RoboAgents services is responsible for:

• Providing accurate business information
• Keeping hours, services, policies and contact details current
• Approving scripts, FAQs and workflows
• Identifying calls requiring human involvement
• Maintaining appropriate staffing and escalation procedures
• Obtaining any notices or consents required by law
• Ensuring its telephone and scheduling systems are properly configured
• Protecting account credentials
• Limiting access to authorized personnel
• Following applicable privacy, healthcare, advertising and telecommunications laws
• Responding appropriately to patient or customer requests

The client remains responsible for its relationship with patients and customers.

9. Call Recording and Transcription

Depending on the configuration selected by a client, calls may be:

• Processed by an AI system
• Transcribed
• Summarized
• Categorized
• Recorded
• Reviewed for quality, troubleshooting, security or service improvement

Not every service will record or retain full audio.

Where recording or transcription is enabled, the client is responsible for ensuring that appropriate notices, consents and internal procedures are used where required.

RoboAgents may require the client to approve recording notices before activation.

You must not use RoboAgents to secretly or unlawfully record conversations.

10. Acceptable Use

You may use the website and services only for lawful, authorized purposes.

You must not use RoboAgents to:

• Break any law or regulation
• Misrepresent your identity or authority
• Impersonate another person or organization
• Collect information without a legitimate purpose
• Record calls unlawfully
• Send spam or unauthorized marketing messages
• Harass, threaten or discriminate against anyone
• Provide fraudulent or deceptive information
• Make false medical or insurance claims
• Attempt to diagnose or treat patients through unauthorized workflows
• Collect passwords or payment-card credentials through an AI agent without an approved secure process
• Upload malware or harmful code
• Interfere with the website or service infrastructure
• Attempt unauthorized access to accounts, systems or data
• Reverse engineer or copy protected service components except where legally permitted
• Use the service to build a competing product through unauthorized extraction
• Conduct excessive automated testing without permission
• Violate another person’s privacy or intellectual-property rights

We may suspend or terminate access where we reasonably believe these Terms have been violated.

11. Account Security

Where an account is provided, you are responsible for:

• Maintaining accurate account information
• Protecting passwords and authentication methods
• Restricting account access
• Promptly reporting suspected unauthorized access
• Activities conducted through your account

Notify support@roboagents.org immediately if you believe an account or integration has been compromised.

12. Third-Party Services

RoboAgents may depend on third-party providers for:

• Cloud hosting
• Artificial intelligence
• Speech recognition
• Text-to-speech processing
• Telephone services
• Messaging
• Appointment scheduling
• Customer relationship management
• Email delivery
• Website forms
• Analytics
• Advertising
• Payment processing
• Security and monitoring

Third-party services may have their own terms, privacy policies, limits and availability requirements.

RoboAgents is not responsible for an interruption, change, error or security problem caused solely by a third-party provider beyond our reasonable control.

We may replace or modify providers as our services develop.

13. Availability and Service Changes

We aim to provide reliable services but do not guarantee uninterrupted or error-free availability.

Services may be unavailable because of:

• Maintenance
• Software updates
• Telephone-network failures
• Internet outages
• Cloud-provider incidents
• Integration failures
• Cybersecurity events
• Power interruptions
• Events outside our reasonable control

We may change, improve, restrict or discontinue website features or demonstrations.

Material changes affecting paid services will be handled according to the applicable client agreement.

14. Appointments, Leads and Business Results

RoboAgents may help capture information and support appointment or callback workflows.

However, we do not guarantee:

• A particular number of calls
• New patients or customers
• Completed appointments
• Increased revenue
• Reduced staffing costs
• A particular conversion rate
• That callers will provide accurate information
• That a scheduling integration will always succeed
• That a lead will become a paying customer

The client is responsible for reviewing leads, confirming appointments and following up with callers.

Canadian law prohibits materially false or misleading marketing representations. For that reason, RoboAgents should only publish performance or savings claims that can be adequately supported.

15. Fees and Payment

Fees for paid services will be set out in a service order, proposal, invoice or separate agreement.

Unless otherwise stated:

• Fees are expressed in Canadian dollars.
• Applicable taxes are additional.
• Payments must be made by the stated due date.
• Usage charges may vary based on call volume, minutes, messages, integrations or other consumption.
• Clients are responsible for reviewing usage.
• Overdue amounts may result in service suspension.
• Third-party charges may be passed through where agreed.

No payment obligation arises solely from submitting a website contact form.

16. Cancellations and Refunds

Cancellation, renewal and refund rights for paid services will be described in the applicable proposal, service order or client agreement.

Unless a separate agreement states otherwise:

• Setup work already completed is non-refundable.
• Usage already consumed is non-refundable.
• Client-specific configuration work may be non-refundable.
• Cancellation does not remove outstanding payment obligations.
• Data export or deletion requests are subject to the applicable agreement and legal obligations.

Nothing in these Terms removes any non-waivable rights provided by applicable law.

17. Intellectual Property

The RoboAgents website and its original content may include:

• Branding
• Logos
• Text
• Graphics
• Designs
• Demonstrations
• Workflows
• Software configurations
• Documentation
• Training materials
• Audio or visual content

These materials are owned by RoboAgents or its licensors and are protected by applicable intellectual-property laws.

You may view the website for legitimate business-evaluation purposes.

You may not, without written permission:

• Copy substantial website content
• Republish our materials
• Remove ownership notices
• Sell or sublicense our content
• Use RoboAgents branding to suggest an unauthorized relationship
• Reproduce demonstrations for competing commercial use

18. Client Materials

A client may provide materials such as:

• Clinic information
• FAQs
• Call scripts
• Policies
• Branding
• Audio
• Documents
• Integration credentials
• Workflow instructions

The client retains ownership of its materials.

The client grants RoboAgents a limited right to use those materials only as reasonably necessary to:

• Configure the service
• Provide support
• Test approved workflows
• Maintain and improve the client’s service
• Meet legal and security obligations

The client confirms that it has the necessary rights and authority to provide those materials.

19. Feedback

If you provide suggestions, comments or ideas about RoboAgents, you allow us to use that feedback to improve our services without an obligation to pay you.

We will not publicly identify you as the source without permission.

20. Privacy

Our handling of personal information is described in our Privacy Policy.

By using the website, you acknowledge that website and service data may be handled according to that policy and any applicable client agreement.

Where RoboAgents processes information for a dental clinic, the clinic’s privacy policy may also apply.

21. Promotional Communications

Where permitted by law, RoboAgents may send promotional communications to individuals who:

• Subscribe
• Request marketing information
• Provide valid consent
• Have an applicable existing business relationship
• Otherwise qualify to receive messages under applicable law

You may unsubscribe using the link in a promotional message or by emailing:

support@roboagents.org

Unsubscribing from promotional messages does not prevent necessary service, security, transactional or inquiry-related communications.

22. Website Links

The website may contain links to third-party websites.

Links are provided for convenience and do not necessarily represent endorsement.

RoboAgents does not control third-party content, availability, security or privacy practices.

23. Disclaimer of Warranties

To the maximum extent permitted by law, the website and any free demonstration are provided on an “as is” and “as available” basis.

RoboAgents does not warrant that:

• The website will always be available
• Every error will be corrected
• AI responses will always be accurate
• The service will meet every business requirement
• Third-party integrations will remain available
• The website will be free from every harmful component
• Any demonstration reflects final production performance

Any specific warranties for paid services must be stated in the applicable signed agreement.

24. Limitation of Liability

To the maximum extent permitted by law, RoboAgents will not be liable for indirect, incidental, special, punitive, exemplary or consequential losses arising from the website or a free demonstration, including:

• Lost profits
• Lost revenue
• Lost opportunities
• Loss of goodwill
• Loss of data
• Business interruption
• Missed calls
• Missed appointments
• Decisions made using inaccurate AI output

For claims arising solely from use of the public website or a free demonstration, RoboAgents’ total liability will not exceed CAD $100, to the extent that such a limitation is legally enforceable.

Liability relating to a paid service will be governed by the applicable client agreement.

These limitations do not apply where liability cannot legally be excluded or limited.

25. Indemnification

To the extent permitted by law, you agree to compensate and protect RoboAgents, its owners, contractors and service providers from third-party claims arising from:

• Your unlawful use of the website or services
• Information or instructions you provide
• Your violation of these Terms
• Your infringement of another party’s rights
• Your failure to provide legally required notices or consents
• Your unauthorized recording or collection of information
• Your clinic’s medical, dental, insurance or treatment decisions

This section does not require you to indemnify RoboAgents for claims caused solely by RoboAgents’ fraud, wilful misconduct or liability that cannot legally be excluded.

26. Suspension and Termination

We may suspend or terminate access if:

• These Terms are violated
• Fees remain unpaid
• Use creates a security or legal risk
• A client provides unlawful instructions
• A service is abused
• A third-party provider requires suspension
• Continuing the service could harm patients, callers, clients or systems

Where reasonably possible, we will provide notice and an opportunity to correct the issue, unless immediate suspension is necessary.

You may stop using the public website at any time.

Termination of a paid service is governed by the applicable agreement.

27. Electronic Communications

You agree that we may communicate electronically regarding:

• Inquiries
• Demonstrations
• Agreements
• Service notices
• Security matters
• Account information
• Required legal notices

Ontario law generally recognizes electronic information and electronic contracts and states that a contract is not invalid only because it is electronic.

28. Governing Law

These Terms are governed by the laws of Ontario and the federal laws of Canada applicable in Ontario, without regard to conflict-of-law principles.

Subject to any mandatory rights or dispute provisions that cannot be waived, disputes relating to these Terms or the website will be brought before the courts located in Ontario.

29. Informal Dispute Resolution

Before starting formal proceedings, you agree to contact us and attempt to resolve the dispute informally.

Contact:

support@roboagents.org

Include:

• Your name
• Organization
• Contact information
• Description of the issue
• Proposed resolution

We will seek to review the concern within a reasonable time.

30. Force Majeure

RoboAgents will not be responsible for delay or failure caused by events outside our reasonable control, including:

• Natural disasters
• Severe weather
• Fire
• War
• Civil unrest
• Labour disruption
• Government action
• Internet or telephone outages
• Cloud-platform failures
• Cyberattacks
• Power failures
• Public-health emergencies
• Failures of third-party infrastructure

This provision does not excuse payment obligations already incurred.

31. Changes to These Terms

We may revise these Terms as our website, services, vendors or legal obligations change.

The updated version will be posted with a revised “Last updated” date.

Material changes affecting paid clients will be handled according to the applicable client agreement.

Continued use after an updated version takes effect indicates acceptance where legally permitted.

32. Severability

If any part of these Terms is found invalid or unenforceable, the remaining provisions will continue in effect.

The invalid provision will be interpreted or modified only to the extent necessary to make it enforceable where permitted.

33. No Waiver

A delay or failure to enforce a provision does not waive the right to enforce it later.

34. Assignment

You may not transfer your rights or obligations under these Terms without our written consent.

RoboAgents may transfer these Terms as part of a merger, reorganization, financing, asset sale or transfer of its business, subject to applicable law.

35. Entire Agreement

For use of the public website and demonstrations, these Terms and the Privacy Policy form the entire agreement between you and RoboAgents concerning that use.

For paid services, these Terms operate together with the applicable signed client agreement.

36. Contact Us

Questions about these Terms can be sent to:

RoboAgents
Ontario, Canada
Website: roboagents.org
Email: support@roboagents.org

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