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Terms of Service

Last updated: September 30, 2026

1. Acceptance of Terms

These Terms of Service (the "Terms") form a binding agreement between you ("Operator") and Velogics AI Inc. ("Velogics," "we," "our"). By creating an account, starting a free trial, or otherwise using the Velogics platform, you agree to these Terms, our Privacy Policy, and our Acceptable Use Policy. If you are accepting on behalf of a company, you represent that you have authority to bind that company. The Platform is for business use only, and by using it you confirm you are acting for a business and not as a consumer. If you have signed an order form or service agreement with Velogics, that agreement controls where it conflicts with these Terms.

2. Definitions

  • Platform, the Velogics operator portal at app.velogics.ai, the AI agents described on the marketing site, the chat, form and booking widgets, and any related dashboards and integrations.
  • AI Agent, an individual product within the Platform (e.g. AI Front Desk, AI Receptionist, AI Prospector).
  • End User, a lead, prospect, customer, or other individual you engage through the Platform.
  • Operator Content, anything you upload to or generate through the Platform, including your knowledge base, settings, prospect lists, CRM records, and conversation history.
  • Billing Period, the recurring monthly or annual cycle of your subscription.
  • Allowance, the amount of use included each month with an AI Agent (for example AI conversations, voice minutes, Owner Agent messages, review requests or emails), as listed on our pricing page or in your order form.
  • Top-up pack, extra allowance for the current month, at the price shown when you are asked to approve it.

3. Service Description

Velogics provides AI Agents and a shared workspace for service businesses. Every subscription starts with AI Front Desk, which includes the workspace, and other AI Agents can be added to it. What each AI Agent does and what is included with it are described on our website and in the operator portal, and may change as we improve the Platform. Features that are not generally available are identified as such (see §12).

Velogics provides software. We are not a party to any agreement between you and your End Users, such as a quote, a booking or a price, and we do not provide emergency, legal, tax, accounting or financial services.

4. Free Trial

Operators who start their AI Front Desk subscription themselves, from the billing page in the operator portal, get a 14-day free trial of AI Front Desk. A payment method is required to start the trial.

  • The trial begins when you start your subscription.
  • If you don't cancel before the trial ends, your paid subscription starts automatically and your payment method is charged. We email you a reminder before the trial ends.
  • You may cancel at any time during the trial and you won't be charged.
  • Other AI Agents are not part of the trial and are billed from the date you add them.
  • If the Velogics team sends you the link to start your subscription, you are billed from the start of service, without a trial, unless your agreement says otherwise.

5. Account & Billing

Subscriptions are billed in advance, monthly or annually, at the prices and with the allowances shown on our pricing page or in your order form. Any one-time setup fee is shown there too, and it is non-refundable.

  • Prices: the price that applies to you is the one shown when you subscribe or add an AI Agent, at checkout or in your order form. If it differs from a price shown elsewhere on our website, the checkout or order-form price applies.
  • Price changes: we may change prices, allowances or top-up pack prices. We will give you at least 30 days' notice by email or in the operator portal, and the change applies from your first Billing Period that starts after the notice period, so an annual subscription keeps its price until it renews. If you don't agree, you can cancel before the change applies.
  • Currency: All fees and quotes are stated and charged in Canadian dollars (CAD), including for customers outside Canada. Any conversion to your local currency is performed by your card issuer at its own rate, and any resulting conversion or cross-border fee is yours.
  • Renewal: Subscriptions renew automatically at the start of each Billing Period using the payment method on file until cancelled.
  • Cancellation: You can cancel at any time from the billing settings in the operator portal or by emailing us. Cancellation takes effect at the end of the current Billing Period, and you keep access until then. If your order form or service agreement has a minimum term, that term applies.
  • Changes to your plan: An AI Agent added during a Billing Period is charged right away for the rest of that period. An AI Agent you remove stays active until the end of the Billing Period, with no refund for the remaining time.
  • Early-bird and earlier price plans: Early-bird rates granted before the window closed remain locked in for as long as the subscription remains continuously active. Lapsing or cancelling the subscription forfeits the early-bird rate. Subscriptions on earlier price plans keep their terms until we give notice of a change under "Price changes".
  • Allowances: each AI Agent includes a monthly allowance, shown on our pricing page or in your order form. Unused allowance, including any top-up pack, does not carry over to the next month, and usage is measured by the Platform's records.
  • Top-up packs: if you need more in a month, we ask before adding a top-up pack, and we charge for one only after it is approved, either at the time or through a standing approval you set in advance. An approval made through your account, including by someone you have given access to it or from a phone number registered as an owner on your account, is treated as yours. We keep a record of each approval.
  • When an allowance is used up: an AI Agent may stop, pause or work in a limited way until more allowance is available. Velogics is not responsible for leads, calls or messages that go unhandled during that time, including where a notice from us didn't reach you, so keep your account's contact details current.
  • Fair use: To protect deliverability and the service, the Platform applies fair-use safeguards, such as daily sending limits and gradual ramp-up for new email campaigns.
  • Failed payments: If a charge fails, we will retry and notify you. If payment is still outstanding after a 7-day grace period, we may suspend the account, followed by termination per §16.
  • Refunds: Fees, including setup fees and top-up packs, are non-refundable, including for partial Billing Periods and unused allowance, except where required by law or stated in these Terms.
  • Taxes: Prices exclude taxes. We charge applicable sales taxes, such as GST/HST, where required, and you are responsible for any other taxes owed on your subscription.

6. AI-Generated Content and Automated Features

The Platform uses third-party AI models (currently Anthropic Claude for text and ElevenLabs for voice) to answer chats, texts, emails and calls, summarise conversations, suggest replies, draft review replies and write campaign emails. Conversations with your End Users are answered automatically, based on your settings and knowledge base, and you can take over any conversation. Some output, such as review replies, waits for your approval before it is published. You are responsible for the accuracy of your knowledge base and settings, and for reviewing AI output you approve. AI output may contain errors; Velogics does not warrant that it will be factually correct, complete, or fit for any particular purpose.

AI disclosure: you are responsible for any disclosure the law requires that End Users are dealing with an AI, including in the website chat and on calls, texts and emails.

  • Your knowledge base speaks for you: the AI answers questions, gives prices and books appointments from your knowledge base, settings and calendar. You are responsible for keeping them current, and for honouring the bookings made and the information given from them.
  • Photos: when the AI looks at a photo a customer sends, what it says is an observation, not an inspection, a diagnosis or a quote.
  • Emergencies: Velogics is not an emergency service. The AI may not recognise an emergency, and any safety guidance it gives does not replace emergency services or your own emergency procedures.
  • Automated sorting and warnings: email sorting, possible-scam warnings, urgency flags and similar signals are automated and can be wrong. A real customer's email may be set aside, a genuine lead may be flagged, and a scam may not be flagged. Review what is set aside, and make your own decisions about who you deal with.

7. Account Security and the Owner Agent

  • You are responsible for activity under your account, for the team members you invite and the roles you give them, and for keeping sign-in details confidential. Tell us right away at admin@velogics.ai if you suspect unauthorised access.
  • If you use the Owner Agent, it can read your account data and make changes to it on your instructions, by text from a phone number registered as an owner on your account, or in the operator portal. Treat any link it sends you as private, keep your phone secure, and tell us right away if it is lost or its number changes.
  • What the Owner Agent does on your instructions, including approving a top-up pack, is treated as done by you.

8. Acceptable Use

Your use of the Platform is governed by our Acceptable Use Policy. Violating it may result in suspension or termination without refund.

9. Operator Obligations, Voice Services

AI Receptionist answers inbound calls to your business line. The Platform does not place outbound AI calls. Our voice provider records and transcribes each call to deliver the service, and the transcript appears in your inbox.

  • Recording consent: the standard greeting tells callers the call may be recorded. You are responsible for making sure your greeting complies with the recording-consent laws that apply to your callers, including U.S. states that require the consent of all parties, and you must not change it in a way that removes a notice the law requires.
  • Phone numbers: numbers provided through the Platform may only be used for your own business. You must not misrepresent which business is answering or calling back.
  • Recording retention & access: transcripts are handled as described in §6 of the Privacy Policy; you are responsible for any further sharing or use of them outside the Platform.

10. Operator Obligations, Email (AI Prospector, AI Loyalty Manager & AI Email Assistant)

  • Lawful basis: you may only send email through the Platform to recipients you have a lawful basis to contact under applicable anti-spam law (CASL in Canada, CAN-SPAM in the U.S., GDPR / PECR in the EU/UK, and equivalents elsewhere). For cold outreach, that generally means business addresses that are conspicuously published, with a message relevant to the recipient's role.
  • Prohibited lists: you may not upload purchased, rented, or harvested lists of personal email addresses, or other contacts who have not consented where consent is required. Velogics may review lists at any time.
  • Required content: every email must identify your business and include a valid postal address and a working unsubscribe mechanism. The Platform adds an unsubscribe link to campaign emails.
  • Suppression lists: the Platform keeps a per-Operator suppression list and applies unsubscribes as soon as they are received. You may not bypass this list or re-add opted-out recipients.
  • Forwarded inboxes: forward to Velogics only an inbox your business controls and is allowed to forward. Every new email to it, including from people who aren't customers, is processed so it can be sorted. Where the law requires, tell the people who write to it that their messages may be handled by a service provider using AI.
  • Keep your own records: the Platform is not an email archive, so keep your original mailbox.
  • Deliverability safeguards: new campaigns ramp up gradually, daily sending limits apply, and campaigns can pause automatically when bounces run high. Sustained bounce, complaint, or spam-report rates above industry norms (typically >0.3% complaints, >5% bounces) may trigger an account review or throttling to protect shared sending infrastructure.

11. Operator Obligations, SMS

  • Texting is governed by CASL in Canada and, for U.S. recipients, by the TCPA, carrier rules and the CTIA Messaging Principles. You may only send automated texts to people who have given the consent those laws require.
  • You are responsible for obtaining and documenting that consent, including for contacts you import or sync from another system (for example, a connected CRM). When you import contacts for the AI Loyalty Manager, you confirm that you have it.
  • Some AI Agents message customers automatically, for example after you mark a job completed. You confirm you have the consent the law requires for every message sent from your account.
  • Where a carrier registration (such as A2P 10DLC for U.S. numbers) is required, you must provide accurate business information for it.
  • The Platform honours opt-out replies (STOP and similar words) automatically. You must not message anyone who opted out unless they opt back in.
  • SHAFT content (sex, hate, alcohol, firearms, tobacco) and other restricted verticals are prohibited unless expressly approved in advance in writing by Velogics.

12. Coming Soon / Beta Features

Features identified as "Coming Soon", "Early Access", or "Beta" on the marketing site or inside the Platform are provided as-is, may change without notice, may contain defects, and carry no service-level commitment. Pricing for these features is target pricing until launch and may be adjusted at general availability; early-access customers will receive at least 30 days' notice of any material pricing change.

13. Third-Party Integrations

Velogics connects to third-party services on Operators' behalf, including Google Business Profile, Google Calendar, Microsoft Outlook, HubSpot, and Follow Up Boss. By connecting any third-party account to Velogics, you represent that:

  • You have the authority to grant Velogics access to the connected account on behalf of the business that owns it.
  • You are responsible for the content Velogics publishes to a connected service on your behalf, such as review replies you approve.
  • You will comply with each third-party service's own terms of service. Velogics does not waive, override, or alter any third-party terms.
  • When you ask for reviews, you will follow the review platform's rules, including Google's: don't offer anything in exchange for a review, don't ask for or post fake reviews, and don't stop or discourage customers from leaving a review because it might be negative.

Velogics complies with each integrated service's data-handling policies, including the Google API Services User Data Policy and its Limited Use requirements. See Privacy Policy § 11 for details. You may revoke Velogics' access at any time from the third-party service or by contacting us.

14. Intellectual Property and Confidentiality

  • Operator Content: you retain ownership of all Operator Content. You grant Velogics a worldwide, royalty-free licence to host, process, transmit, and display Operator Content solely to operate, secure, and improve the Platform for you.
  • AI Output: as between you and Velogics, you own the content the AI generates from your inputs (replies, drafts, summaries). Third-party AI providers' terms may impose their own conditions on AI output; you are responsible for compliance with those.
  • Platform IP: the Platform itself, including its software, UI, AI prompts, and documentation, is and remains the exclusive property of Velogics and its licensors. We grant you a non-exclusive, non-transferable right to use the Platform during your subscription.
  • Feedback: if you provide feedback or suggestions, we may use them without restriction or obligation.
  • Confidentiality: each party will keep the other's non-public information (including Operator Content, pricing in any order form, and non-public details of the Platform) confidential, use it only to perform or use the services under these Terms, and disclose it only to people who need it for that purpose and are bound to keep it confidential, or where the law requires. This does not cover information that is or becomes public through no fault of the receiving party, or that the receiving party already had or developed independently.

15. Service Availability

We work to keep the Platform available at all times, but availability depends in part on upstream third parties (telephony carriers, email providers, AI model providers, and Operator-connected systems). Scheduled maintenance will be communicated in advance where practicable. Unless a signed agreement says otherwise, Velogics does not offer a service-level agreement or service credits. Coming Soon and Beta features (see §12) carry no availability commitment.

16. Termination

  • By you: at any time, as described in §5. Cancellation takes effect at the end of the current Billing Period.
  • By Velogics for cause: immediately on notice if you materially breach these Terms (including the AUP, voice/SMS/email obligations, or non-payment) and fail to cure within 10 days of notice; or immediately on notice for repeated or egregious violations of telecommunications, anti-spam, or anti-fraud law.
  • By Velogics for convenience: on at least 30 days' notice, with a refund of any prepaid fees for the period after termination.
  • Effect of termination: your right to access the Platform ends, and outstanding fees through the end of the current Billing Period remain due. Your Operator Content is kept so you can reactivate, unless you ask us to delete it. You can ask us at any time to export it (contacts, quotes, jobs and invoices can also be exported from the operator portal) and to delete your account; we complete verified requests within 30 days, as described in §14 of the Privacy Policy.
  • Survival: sections that by their nature should survive termination, including fees owed and §§ 14, 17 to 20, 23 and 24, survive it.

17. Disclaimer of Warranties

Except as expressly stated in these Terms, the Platform and all AI output are provided on an "AS IS" and "AS AVAILABLE" basis without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, and uninterrupted operation. Velogics does not warrant any specific business outcome (such as call volumes, booking or conversion rates, deliverability rates, or review ratings). Velogics does not warrant that AI output, email sorting, possible-scam warnings, reports or accounting exports will be accurate or complete, or that the Platform will detect every scam, malicious file, malicious link or emergency.

18. Indemnification

  • By you: you will defend, indemnify, and hold harmless Velogics from any third-party claim arising out of (i) your Operator Content, (ii) your use of the Platform in violation of these Terms or the AUP, (iii) your violation of CASL, the TCPA, CAN-SPAM, GDPR, carrier messaging rules, recording-consent, or other communications laws, (iv) AI output you approved, published or sent, or (v) your dealings with your End Users, including the quotes, invoices, bookings and review requests sent from your account.
  • By Velogics: Velogics will defend you against any third-party claim that the Platform as provided by Velogics infringes a Canadian or U.S. intellectual-property right, and will pay damages finally awarded or settled, subject to your prompt notice and cooperation. This obligation does not apply to claims arising from (a) Operator Content, (b) modifications you or a third party make to the Platform, (c) AI output, or (d) use of the Platform in combination with software or services not provided by Velogics where the claim would not have arisen without that combination.

19. Limitation of Liability

To the maximum extent permitted by law, Velogics shall not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, or business interruption, arising out of or related to the Platform or these Terms, even if advised of the possibility. Velogics' total aggregate liability under or in connection with these Terms shall not exceed the amount you paid to Velogics in the 12 months preceding the event giving rise to the claim. These limits do not apply to (a) your indemnity obligations under §18, (b) breach of confidentiality, (c) gross negligence or wilful misconduct, or (d) liabilities that cannot be excluded by law.

Subject to the same exceptions, Velogics is not liable for loss caused by: (a) a fraud, a scam, or a malicious file or link sent to you or your End Users through the Platform, whether or not it was flagged; (b) leads, calls or messages the AI did not handle because an allowance was used up, an AI Agent was paused, or a message was sorted or flagged in error; or (c) decisions you make relying on reports, estimates, accounting exports or AI output.

20. Governing Law & Dispute Resolution

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there, without regard to conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply. Before starting a legal proceeding, the parties will try in good faith to resolve the dispute by written notice and discussion for 30 days. Any dispute that is not resolved that way will be decided exclusively by the courts of Ontario sitting in Ottawa, and both parties accept their jurisdiction. Either party may seek urgent injunctive relief in any court. To the extent the law allows, the parties waive any right to a jury trial. A signed order form or service agreement may set different dispute-resolution terms, and those terms apply to it.

21. Changes to These Terms

We may update these Terms from time to time. For material changes, we will give Operators at least 30 days' notice by email or in-product notice before they take effect. Continued use of the Platform after the effective date constitutes acceptance. If you do not agree to a material change, your sole remedy is to cancel under §5 before the change takes effect.

22. Miscellaneous

  • Assignment: you may not assign these Terms without our consent. We may assign to an affiliate or in connection with a merger, acquisition, or sale of assets.
  • Force majeure: neither party is liable for delays or failures caused by events beyond reasonable control, including network outages, third-party platform failures, and government actions.
  • Entire agreement: these Terms, the Privacy Policy, the Acceptable Use Policy, the DPA, and any signed order form or service agreement constitute the entire agreement and supersede prior agreements on the same subject.
  • Notices: we send notices to the email address of your account owner, or show them in the operator portal. You send notices to admin@velogics.ai. Email notices are effective when sent.
  • Relationship: the parties are independent contractors. Nothing in these Terms creates a partnership, agency, or employment relationship.
  • Severability: if any provision is unenforceable, the rest remains in effect.
  • No waiver: failure to enforce any provision is not a waiver of future enforcement.

23. Files, Links and Attachments

Customers and others can send you photos and files through the Platform, and their messages can contain links.

  • Velogics does not scan files or links for viruses or malware, and possible-scam warnings are not a guarantee.
  • Opening a file or following a link from someone you don't know is at your own risk. Keep the security software on your devices up to date, and treat unexpected attachments with care.
  • Velogics is not responsible for loss or damage caused by a file or link someone sends you through the Platform, or by a fraud or scam attempted through it, whether or not it was flagged.

24. Quotes, Invoices, Reports and Accounting

  • Velogics does not process payments. You collect payment in your usual way, and an invoice shows as paid when you record it.
  • You are responsible for the quotes and invoices you send, including their prices, taxes, tax numbers and payment terms, and for any contract they form with your customer. Velogics is not a party to it.
  • Reports and accounting exports are built from the records in your account. They cover the income side only (the invoices you issue and the payments you record, not expenses or payroll), and they are not accounting, tax or financial advice. Estimated values, such as the value of bookings based on your average job value, are estimates. Check the figures, and rely on your own accountant for your filings.

25. Contact

Velogics AI Inc., Ottawa, Ontario, Canada
Email: admin@velogics.ai
Phone: +1 (613) 383-5521