Terms & conditions

1. Your agreement

These terms apply when an authorized business representative accepts a service order that incorporates them. Smiley Nichols LLC is the service provider; Smiley Nichols Reception is its service brand. The service order identifies the customer, authorized contacts, notice details and effective date. A written, mutually accepted service order controls if it expressly varies these terms. Browsing this website, making an inquiry or signing in alone does not accept a contract or authorize a payment. These are business-customer terms, not a contract imposed on people calling your business.

2. Scope and launch

We configure the AI receptionist for the intake, business-information responses, service-area checks, appointment workflows and reporting in your service order. You must approve business details, safety instructions and launch test results. Monthly service begins on the agreed go-live date. An appointment is confirmed only after the configured scheduling write succeeds; uncertain or failed operations require follow-up. External connections are available only after authorization and successful acceptance testing.

The receptionist is AI. It may misunderstand speech, make mistakes or be unavailable. It is not a human employee, licensed technician, professional adviser or emergency-response service. It must not invent prices, diagnose equipment or promise technician arrival times. Your staff remain responsible for reviewing follow-up work and delivering your services. People facing immediate danger should contact emergency services or the appropriate utility from a safe location.

3. Plans and setup fees

Standard prices are in US dollars, before applicable taxes. Capture costs $299 for setup and $199 per month, with 200 AI receptionist minutes; additional AI receptionist usage is $0.65/minute. Book costs $499 for setup and $349 per month, with 600 AI receptionist minutes; additional AI receptionist usage is $0.50/minute. Dispatch costs $750 for setup and $599 per month, with 1,200 AI receptionist minutes; additional AI receptionist usage is $0.40/minute. Additional work or a different scope requires an agreed written quote.

The setup fee is due before setup work starts. Monthly fees are billed in advance on the agreed monthly renewal date; the billing-period dates are shown on the subscription or invoice. Service renews monthly until canceled. If a monthly anniversary does not exist in a shorter month, the billing system uses the applicable month-end date. There is no annual commitment unless separately agreed. Price or plan changes require advance notice and agreement where required; they do not retroactively change completed periods.

4. AI receptionist minutes and additional usage

Included AI receptionist minutes apply to the subscription's stated billing period and do not roll over. AI receptionist minutes measure the recorded duration of genuine customer calls handled by the AI receptionist service. Failed attempts with no connected duration, internal tests and demo calls are excluded. A connected call can consume time even if no appointment results. We review missing or disputed duration records before finalizing additional-usage charges.

For each billing period, we add recorded receptionist call seconds across eligible calls and round that total up once to the next whole minute. We do not round each call up separately. Additional minutes equal the greater of zero or the rounded period total minus the included allowance. The additional-usage subtotal equals those additional minutes multiplied by your agreed per-minute rate. Calls are assigned to the period in which they start; exact period boundaries are used consistently. For example, 215 minutes on Capture means 15 additional minutes × $0.65 = $9.75 before tax.

Additional AI receptionist usage is billed in arrears after the period closes and the records are reviewed. Estimates and projected usage are not invoices. A displayed budget or usage warning does not by itself stop calls or change your allowance. An agreed hard limit must be separately confirmed in writing. A plan change during a period requires agreement on the effective date, any prorating and its minute allowance before charges are finalized.

5. Payment, taxes and billing questions

Invoices and authorized recurring payments are processed by Stripe. Eligible checkout pages may offer cards and US bank debit. Recurring charges and bank debits require the applicable customer authorization through the payment process; these terms alone are not a bank-debit mandate. Bank payments can remain processing before they succeed or fail. We do not ask you to send full card or bank details by email.

Applicable sales or similar transaction taxes are added where legally required, based on the service, customer location and any valid exemption. A displayed zero tax amount is not a general promise that the service is exempt in every jurisdiction. Supply an accurate billing and service address and any valid exemption documentation.

Contact support@smileynichols.com about a duplicate, incorrect charge or usage discrepancy. We will review the relevant records and correct confirmed errors. Report issues promptly; this request does not shorten nonwaivable legal rights. Unpaid invoices may receive reminders and permitted payment retries. If a payment remains unpaid, we may suspend service after notice when practical. No additional late fee is imposed by these standard terms.

6. Cancellation and service cutoff

You may cancel renewal in the Stripe customer portal, when available for your subscription, or by emailing support@smileynichols.com before the next renewal. Cancellation takes effect at the end of the current paid service period unless an earlier date is expressly agreed. You remain responsible for authorized setup work, fees already due and additional minutes used through the cutoff. The final additional-usage invoice may arrive after cancellation.

At the effective cancellation time, the receptionist stops accepting new calls for the canceled service. We coordinate restoration of your normal call routing; you must update any forwarding controlled by your own phone carrier. Cancellation does not release your telephone number or automatically delete historical records. Authorized export and deletion requests are handled under our privacy notice. We may restrict unlawful or compromised use immediately when necessary to protect the service or others.

7. Refunds

If you cancel before setup work begins, the setup fee is refundable. Once setup work has begun, we may retain the documented value of completed setup work and approved, nonrecoverable third-party costs, up to the setup fee; any remaining balance is refunded. If we cannot deliver the agreed setup, we refund unearned amounts. Additional scope and costs require your approval.

Monthly fees are not prorated or refunded for unused time or unused included minutes when you cancel for convenience during a paid period, except where law or a written agreement requires otherwise. Confirmed duplicate or erroneous charges are corrected or refunded. If we end service for our convenience before a paid period finishes, we refund the unused prepaid portion. Refund requests go to support@smileynichols.com; approved refunds are submitted to the original payment method where possible, and processing time depends on the payment provider and bank. Nothing here limits a refund or other remedy required by law.

8. Customer responsibilities and acceptable use

Keep services, exclusions, approved prices, service areas, hours, policies and calendar capacity accurate. Maintain authority to connect your business systems and provide customer information. Keep workspace access private and report suspected compromise. Use only your assigned access; do not share operator credentials, bypass tenant controls, introduce malicious content or conduct disruptive testing.

Your business is responsible for appropriate caller notices, permissions and lawful instructions for its use of AI, transcription and customer data, including requirements based on caller location. Do not use the service for fraud, impersonation, harassment, emergencies or unlawful activity, or intentionally collect payment-card details, government identifiers, health records or other unnecessary sensitive information. Contact us if sensitive information is received accidentally.

9. Data, availability and responsibility

You retain rights in your business content and records and authorize the processing necessary to provide the agreed service. Smiley Nichols LLC retains rights in its software and reusable templates. The privacy notice explains information handling. Any required data-processing agreement must separately record the parties' instructions and responsibilities.

Hosting, voice providers and connected systems can fail. We do not promise uninterrupted or error-free service, a particular number of leads, recovered revenue or a service level that is not expressly agreed. Illustrative demo data and opportunity estimates are not actual results or guarantees. Neither party's fraud, willful misconduct, nonwaivable duties or mandatory legal remedies are excused by these terms.

10. Notices, disputes and changes

Send service, cancellation and billing notices to support@smileynichols.com and use the additional notice details in your accepted service order. We send account notices to your designated business contact. Start a dispute by describing the issue and requested resolution so both parties can attempt to resolve it. Indiana law governs to the extent permitted by applicable mandatory law. These terms impose no mandatory arbitration, class-action waiver or jury-trial waiver; any separate draft arbitration page is not part of this agreement.

We date updates to these terms and give advance notice of material changes where required. Publishing a revision does not retroactively change an accepted order or completed billing period. Keep a copy of the accepted service order, applicable terms version and payment authorization.

11. Optional Google Maps estimates

Driving estimates use Google Maps when configured and selected. By using that functionality, you agree to be bound by the Google Maps/Google Earth Additional Terms of Service. Estimates exclude live traffic and are not guaranteed arrival times or turn-by-turn navigation. Confirm the start and destination in your maps application, follow road conditions and use the workspace only while safely parked. The privacy notice explains opt-in location sharing and how to stop it.

Google Maps/Google Earth Additional Terms of Service