Terms of Service

1. About These Terms

These Terms of Service ("Terms") form a legally binding agreement between you ("Contractor", "you", "your") and Rapid Reception Ltd, a company incorporated in England and Wales ("Rapid Reception", "we", "us", "our"), operating at rapidreception.co.uk.

By creating an account, activating a subscription, or using any part of the Rapid Reception platform, you agree to be bound by these Terms. If you do not agree, do not use the service.

These Terms apply to business customers only. Rapid Reception is a B2B service and is not intended for use by consumers as defined under the Consumer Rights Act 2015.

2. The Service

Rapid Reception provides an AI-powered telephony receptionist service ("Service") designed for UK home service contractors. The Service includes:

• Provisioning of a dedicated Twilio telephone number for call interception and routing.
• AI-driven voice and SMS interaction with your customers via OpenAI-powered agents.
• Call recording, transcription, and lead logging.
• A web dashboard for reviewing captured leads and call history.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where practicable.

3. Eligibility & Account Registration

You must be at least 18 years of age and be authorised to enter into contracts on behalf of your business to use Rapid Reception. By registering, you warrant that all information you provide is accurate, current, and complete.

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at support@rapidreception.co.uk if you suspect any unauthorised use.

4. Billing & Payment

Rapid Reception charges a monthly subscription fee of £100 per month (exclusive of VAT where applicable), processed via Stripe.

• Recurring billing. Your subscription renews automatically on the same day each calendar month. By providing your payment details, you authorise Rapid Reception to charge you on a recurring basis until you cancel.
• No refunds for partial months. We do not provide refunds or credits for partial months of service, unused periods, or downtime not attributable to our own negligence.
• Failed payments. If a payment fails, we will attempt to collect payment up to three times over seven days. We reserve the right to suspend or terminate your account for non-payment.
• Price changes. We will give you at least 30 days' written notice of any change to our subscription pricing before it takes effect.
• Cancellation. You may cancel your subscription at any time from your dashboard or by contacting us. Cancellation takes effect at the end of your current billing period. You will retain access to the Service until that date.

All payments are processed by Stripe, Inc. By using the Service you also agree to Stripe's Terms of Service.

5. Acceptable Use

You agree not to use the Service to:

• Engage in any fraudulent, deceptive, or illegal activity.
• Harass, threaten, or harm any third party.
• Violate any applicable law or regulation, including but not limited to UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003, and Ofcom regulations.
• Intercept calls from consumers who have not consented to call recording or AI handling where such consent is legally required.
• Attempt to reverse-engineer, copy, or replicate any part of the Rapid Reception platform.

We reserve the right to suspend or terminate your account immediately and without notice if we reasonably believe you are in breach of this clause.

6. Contractor Responsibilities & Compliance

You are solely responsible for:

• Call forwarding authorisation. Ensuring you have the legal right, and any necessary consent from your network operator, to forward your business telephone number(s) to the Twilio number we provision for you.
• Caller notification. Complying with all applicable laws regarding call recording and AI-assisted communications. Under UK law (and in many other jurisdictions), you may be required to inform callers that their call is being recorded and/or handled by an AI system before any processing begins. Rapid Reception can include a disclosure message at the start of each call, but the legal obligation to ensure compliance rests with you.
• Data controller obligations. Acting as the Data Controller for your customers' personal data processed through our Service, as described in our Privacy Policy.
• Accuracy of configuration. Ensuring that the AI knowledge base, system prompt, and any information you configure within the platform is accurate, lawful, and does not mislead your customers.

7. AI Service — Liability Disclaimer

Rapid Reception uses large language model technology (powered by OpenAI) to deliver the AI receptionist function. You acknowledge and agree that:

• AI limitations. AI systems can and do make errors, including generating inaccurate, incomplete, or misleading responses ("hallucinations"). Rapid Reception does not guarantee the accuracy, completeness, or fitness for purpose of any AI-generated response delivered to your customers.
• No liability for AI outputs. We are not liable for any loss, damage, or claim arising from incorrect information quoted by the AI, including but not limited to: incorrect pricing, incorrect availability, promises made to callers, or failure to capture a lead.
• No liability for missed leads. We are not liable for any business loss resulting from dropped calls, failed SMS delivery, system downtime, or leads that were not captured or were incorrectly processed.
• "As Is" service. The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

8. Limitation of Liability

To the fullest extent permitted by applicable law:

• Rapid Reception's total aggregate liability to you for any claims arising under or in connection with these Terms shall not exceed the total fees paid by you to Rapid Reception in the three (3) months immediately preceding the event giving rise to the claim.
• Rapid Reception shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of revenue, loss of data, loss of business, or loss of goodwill, even if we have been advised of the possibility of such damages.

Nothing in these Terms shall limit or exclude either party's liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.

9. Intellectual Property

All intellectual property rights in the Rapid Reception platform, software, branding, and content are owned by or licensed to Rapid Reception. Nothing in these Terms grants you any rights in or to the platform beyond the limited licence to use the Service during your active subscription.

You retain all intellectual property rights in the content you provide to configure the Service (e.g. your AI system prompt and business knowledge base). By providing this content, you grant Rapid Reception a non-exclusive licence to use it solely for the purpose of delivering the Service to you.

10. Third-Party Services

The Service relies on the following third-party providers whose terms also apply to your use of the relevant functionality:

• Twilio Inc. — telephony infrastructure, number provisioning, call routing, and recording.
• OpenAI, LLC — AI voice and language model processing.
• Stripe, Inc. — payment processing.

Rapid Reception is not responsible for any failure, outage, or policy change by these third-party providers that affects the Service.

11. Termination

Either party may terminate these Terms at any time:

• By you: Cancel your subscription via your dashboard or by contacting support. Access continues until the end of your paid billing period.
• By us: We may suspend or terminate your account immediately for breach of these Terms, non-payment, or if we reasonably believe your use of the Service poses a legal, regulatory, or reputational risk to Rapid Reception.

Upon termination, your right to access the Service ceases immediately. We will retain your data in accordance with our Privacy Policy before deletion.

12. Changes to These Terms

We may update these Terms from time to time. We will notify you by email at least 14 days before any material changes take effect. Continued use of the Service after that date constitutes your acceptance of the updated Terms.

13. Governing Law & Disputes

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) shall be governed by and construed in accordance with the law of England and Wales.

Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

14. Contact

For any questions regarding these Terms, please contact us at:

Rapid Reception Ltd
Email: legal@rapidreception.co.uk
Website: rapidreception.co.uk