Terms of Service

ProMAS provides an AI-powered front office platform that answers inbound phone calls, books appointments, sends reminders, and escalates complex inquiries on behalf of your business. The Service is provided on a subscription basis as described on our pricing page.

ProMAS is a technology platform, not a licensed healthcare, legal, or financial services provider. You remain solely responsible for the professional advice and services your business provides to its clients.

• You must be at least 18 years old and have the legal authority to bind your business to these Terms
• You must provide accurate and complete registration information
• You are responsible for maintaining the security of your account credentials
• You must notify us immediately at legal@promas.ca if you suspect unauthorised access to your account

Subscriptions are billed monthly or annually in Canadian dollars. Prices are as listed at the time of purchase and are subject to change with 30 days' notice.

Free trial. All plans include a 14-day free trial with 300 minutes included. Your trial ends when either your 14 days expire or your 300 minutes are used, whichever comes first. Your payment method is collected at the start of the trial but you will not be charged until day 15. You may cancel at any time before day 15 with no charge.

Cancellation. You may cancel your subscription at any time from your dashboard. Cancellation takes effect at the end of the current billing period. We do not offer prorated refunds for partial months except where required by law. Upon cancellation, your ProMAS number will be released within 7 days. If you wish to keep your ProMAS number, you must port it out before cancelling or within 7 days of cancellation.

Minute overages. Included minutes do not roll over. If your minutes are exhausted, the AI receptionist will stop answering calls and you will be notified. Additional minutes can be purchased as top-up bundles from your dashboard.

All payments are processed by Stripe. By providing a payment method you authorise ProMAS to charge that method on a recurring basis per your selected plan.

You agree not to use the Service to:

• Violate any applicable law or regulation
• Mislead or deceive callers about the nature of the AI receptionist
• Record calls without complying with applicable notification and consent requirements under Canadian law
• Transmit spam, unsolicited communications, or harassing content
• Attempt to reverse-engineer, copy, or compete with the Service
• Circumvent usage limits or access controls

Call recording notice. Under Canadian law, at least one party to a call must consent to its recording. By enabling call recording in ProMAS you confirm that you have implemented an appropriate caller notification (for example, a recorded announcement) and that your use complies with applicable law. ProMAS is not liable for your failure to obtain required consents.

You retain ownership of all content you upload to ProMAS, including knowledge base documents, business information, and caller data generated through your use of the Service.

You grant ProMAS a limited licence to process, store, and use your content solely to provide and improve the Service for your account. We do not use your content or your callers' data to train general-purpose AI models or share it with third parties for their own purposes.

The AI receptionist is designed to handle routine front-office tasks. You acknowledge that:

• AI systems can make errors. ProMAS does not guarantee that every call will be handled perfectly
• The AI receptionist is not a substitute for human judgment in urgent or complex situations
• You are responsible for reviewing transcripts and following up on any calls that required human attention
• ProMAS recommends enabling email escalation for missed or complex calls

We target 99.5% monthly uptime for the call-handling service. Planned maintenance will be communicated in advance where possible. ProMAS is not liable for downtime caused by third-party telephony providers, internet outages, or events outside our reasonable control.

The ProMAS platform, branding, software, and all related materials are the exclusive property of ProMAS and its licensors. These Terms do not grant you any rights in our intellectual property beyond the limited right to use the Service as described herein.

To the maximum extent permitted by applicable Canadian law, ProMAS's total liability to you for any claim arising out of or related to these Terms or the Service will not exceed the fees you paid to ProMAS in the three months preceding the claim.

ProMAS is not liable for indirect, incidental, consequential, or punitive damages, including lost revenue or lost appointments, even if advised of the possibility of such damages.

You agree to indemnify and hold harmless ProMAS and its officers, employees, and contractors from any claims, losses, or damages (including legal fees) arising from your use of the Service, your violation of these Terms, or your failure to comply with applicable law, including call recording consent requirements.

Either party may terminate the relationship at any time. ProMAS may suspend or terminate your account immediately if you breach these Terms, fail to pay, or engage in conduct that puts other users or the platform at risk. Upon termination, your data will be retained for 90 days before deletion, during which time you may request an export.

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles. Any disputes will be resolved in the courts of Ontario.

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

Questions about these Terms: