VaaniMitra Terms of Service

1. About VaaniMitra

VaaniMitra is a business communication and automation platform designed to help businesses spend less time on repetitive communication and follow-up work.

Depending on your plan and the features you use, VaaniMitra may include:

• AI voice agents and AI receptionists;
• Inbound and outbound calling;
• Call recording and transcription;
• AI-generated call summaries;
• Lead qualification and lead management;
• CRM and customer management;
• Appointment scheduling;
• WhatsApp and other messaging automation;
• Gmail and email automation;
• Google Calendar integrations;
• Business workflow automation;
• Analytics and reporting;
• APIs and webhooks;
• Third-party integrations; and
• New AI and automation features introduced in the future.

VaaniMitra is continuously evolving. Features, integrations, pricing, usage limits, and availability may change as we improve the Platform. For details on how personal data, voice recordings, transcripts, and business communications are processed across all VaaniMitra services, please review our Privacy Policy.

2. Who Can Use VaaniMitra

You must be at least 18 years old and legally capable of entering into a binding agreement to use VaaniMitra.

If you are using VaaniMitra on behalf of a company, clinic, organization, or other business, you confirm that you have the authority to accept these Terms on its behalf.

You are responsible for making sure that your use of VaaniMitra is permitted under the laws and regulations that apply to your business.

3. Creating and Managing Your Account

Some VaaniMitra features require an account. When creating an account, you agree to provide information that is accurate and reasonably up to date.

You are responsible for:

• Keeping your login credentials secure;
• Protecting access to your account;
• All activity carried out through your account;
• Keeping your account and billing information accurate;
• Managing access for employees or team members; and
• Telling us promptly if you believe your account has been accessed without permission.

Please do not share your login credentials in a way that could compromise your account or the security of the Platform. We may ask you to verify your identity or account information when reasonably necessary for security or account protection.

4. Plans, Subscriptions, Usage, and Payments

VaaniMitra may offer different types of plans, including monthly subscriptions, annual subscriptions, usage-based plans, pay-as-you-go services, credit-based plans, add-ons, enterprise or custom plans, and free or trial access.

The price and included usage for your plan will be shown on the relevant pricing page, subscription page, order form, or other applicable agreement. Depending on your plan, additional charges may apply for additional call minutes, telephony usage, messaging, AI processing, additional users, storage, or premium integrations.

Unless otherwise stated:

• Subscription fees are charged according to your selected billing cycle;
• Usage charges may apply when you exceed your included limits;
• Applicable taxes and government charges may be added;
• Payments are generally non-refundable once the relevant service or usage has been provided; and
• You authorize us or our payment provider to charge the payment method associated with your account.

Refunds, if any, will be handled at our sole discretion or as required by applicable law. If a payment fails or remains overdue, we may restrict or suspend access to paid features until the payment issue is resolved.

5. Using VaaniMitra Responsibly

We want VaaniMitra to be useful without becoming a tool for spam, abuse, or harmful activity. You agree to use VaaniMitra only for lawful and legitimate purposes.

You must not use VaaniMitra to:

• Send unlawful spam;
• Harass, threaten, or abuse people;
• Conduct fraud or deceptive activities;
• Impersonate another person or organization;
• Send misleading or fraudulent communications;
• Collect personal information without appropriate authorization;
• Distribute malware or harmful content;
• Circumvent security controls;
• Gain unauthorized access to another account;
• Interfere with the Platform or its infrastructure;
• Reverse engineer or attempt to extract the source code of VaaniMitra except where permitted by law;
• Copy, resell, or misuse VaaniMitra without authorization;
• Abuse calling, messaging, or telephony infrastructure;
• Violate privacy, telecom, consumer protection, or data protection laws;
• Violate WhatsApp, Meta, Google, telephony provider, AI provider, or other third-party policies; or
• Use VaaniMitra in a way that could reasonably harm VaaniNova, our users, service providers, or other people.

You are responsible for the messages, calls, content, and other communications sent through your account.

6. AI Features and Their Limitations

VaaniMitra uses AI to understand conversations, generate responses, summarize calls, extract information, classify interactions, and automate business workflows. AI is powerful, but it is not perfect.

You understand that:

• AI-generated responses may sometimes be inaccurate;
• AI may misunderstand a person's words, intent, accent, language, or context;
• Transcriptions may contain errors;
• AI-generated summaries may leave out important information;
• Automated actions may not always produce the result you expect; and
• AI-generated information should be reviewed when accuracy is important.

You remain responsible for how you configure and use VaaniMitra. VaaniMitra should not be treated as a replacement for professional legal, medical, financial, or other expert advice. If an AI-generated response or action could significantly affect someone's health, safety, finances, employment, legal rights, or other important interests, appropriate human review should be used.

7. AI Calling, Call Recording, and Automated Communications

VaaniMitra may allow you to make or receive calls using AI voice agents, record conversations, transcribe calls, or send automated communications. If you use these features, you are responsible for complying with the laws and rules that apply to your business and location.

This may include requirements relating to:

• Call recording and caller notification;
• Consent and telecommunications regulations;
• Consumer protection, privacy, and data protection;
• Automated communications and Do-Not-Call (DND/TRAI) requirements; and
• Messaging platform policies.

If your business enables call recording, we recommend providing an appropriate automated notice at the beginning of the call, explaining, where appropriate, that the call may be recorded, transcribed, processed by AI, or otherwise handled for the purposes described by your business.

You are also responsible for making sure that your AI agent does not make misleading claims or communicate in a way that violates applicable law. VaaniNova provides the technology; we do not determine the specific legal requirements that apply to your business.

8. Your Customer Data and Your Responsibilities

VaaniMitra may allow you to store and process information about your customers, leads, patients, clients, employees, and other contacts (names, phone numbers, email addresses, call recordings, transcripts, messages, appointment info, CRM records).

Depending on the situation, your business may act as the Data Fiduciary, while VaaniNova may act as a Data Processor or service provider. You are responsible for:

• Deciding why and how customer information is processed;
• Providing appropriate privacy notices;
• Obtaining required consent or other lawful authorization;
• Using customer information only for appropriate purposes;
• Setting appropriate retention periods;
• Managing access to customer information;
• Responding to applicable privacy requests; and
• Complying with applicable data protection laws.

You should not upload or connect information to VaaniMitra unless you are authorized to do so.

9. WhatsApp, Email, Calendar, and Other Integrations

VaaniMitra may connect with third-party services (WhatsApp, Google Calendar, Gmail, telephony providers, AI providers, speech-to-text/TTS providers, payment gateways, cloud infrastructure, CRM platforms, analytics).

When you connect a third-party service, VaaniMitra may exchange information with that service to provide the functionality you requested. Your use of a third-party service is also subject to that provider's own terms and privacy policy. We are not responsible for third-party service availability, outages, API changes, pricing, or direct third-party processing.