Terms of Service

1. Business Identity, Scope, and Contact

These Terms of Service ("Terms") govern use of the website receptionflowai.com and the paid services provided by ReceptionFlow LLC ("ReceptionFlow," "we," "us," or "our"), trading as ReceptionFlow. By accessing our website or engaging our services, you (the "Client" or "user") agree to comply with and be bound by these Terms. If you do not agree, please do not use our website or services.

ReceptionFlow is a US-based agency serving local and regional service businesses nationwide. We offer three services, each available independently: Smart Site website development and monthly care, Google Reviews request automation and review management, and Google Business Profile Optimization and ongoing management. We do not offer AI chat agents, voice AI, paid advertising management, photography or video production, brand identity design, ongoing content or blog writing beyond initial launch, social media management outside Google Business Profile posts, or custom software development.

You can reach us at hello@receptionflowai.com or by mail at ReceptionFlow LLC, 30 N Gould St, Ste R, Sheridan, WY 82801. Our mailing address is for correspondence only and does not by itself establish the governing law or court venue for disputes.

2. Website Use and Prohibited Conduct

You may browse receptionflowai.com, read our content, and submit an inquiry or booking request without purchasing anything. Visiting a public page or submitting an inquiry does not authorize recurring charges or accept any paid-service provision. A paid service agreement is formed only as described in Section 4.

You agree not to use our website to submit false or misleading information, interfere with its operation, attempt to gain unauthorized access, scrape or copy content for competitive purposes, or use it for any unlawful, deceptive, harassing, adult, or otherwise prohibited purpose. We may restrict or terminate access to our website for conduct that violates these Terms or applicable law.

3. Authority to Purchase

By engaging our services, you represent that you are at least eighteen (18) years old and have the legal authority to bind the business on whose behalf you are acting. If you are purchasing on behalf of a business, you represent that you have the authority to authorize the fees, grant account access, and approve content and campaigns on that business's behalf.

4. How a Service Agreement Is Formed

These Terms apply to website use generally. A paid service agreement is formed only when you and ReceptionFlow both sign or otherwise agree to a proposal, order form, or service-specific agreement that identifies the service, scope, and fees. The information on our pricing page describes our standard offers but is not itself a binding offer or a signed agreement.

Where a signed proposal, order form, or service-specific agreement conflicts with these Terms, the signed document controls for the matters it addresses. If you believe two documents conflict, contact us before work begins so we can reconcile them. These Terms continue to apply to website use and to any matter the signed document does not address.

5. Service Scope and Deliverables

The scope of each service is defined in the signed proposal, order form, or service-specific agreement. The descriptions below summarize our standard offers. Your signed agreement controls the actual deliverables, quantities, and limits.

Smart Site

Build. A custom website with up to eight agreed core content pages, business-specific copy and design, mobile-friendly layout and navigation, one standard inquiry form, one existing calendar integration, basic CRM lead capture and internal notifications, page titles and meta descriptions, headings, internal links, and relevant structured data, analytics and Search Console setup where access is available, click and booking tracking where supported, redirect mapping for replaced URLs where platform access permits, one consolidated revision round, and a recorded walkthrough. Utility pages (thank-you, 404, and formatting of client-approved privacy, terms, and SMS policies) do not count toward the eight core pages. Legal drafting is excluded.

Monthly care. Hosting, SSL, platform maintenance coordination, and up to two minor content changes totaling 30 minutes per month. Unused time does not roll over. New pages, redesigns, custom integrations, domain registration, and ongoing content campaigns are outside the monthly scope and are quoted separately.

Google Reviews

Setup. Connection to one eligible Google Business Profile, branded email and SMS review-request templates, one standard completed-service trigger or a manual or customer-import process, an initial request plus up to two reminders, a direct Google review link, a neutral request page, downloadable QR assets, a staff request script, consent and opt-out configuration, and assistance with required messaging registration.

Monthly. Campaign management for up to 250 eligible customers per month, monitoring and responses for up to 100 new Google reviews per month, a routine response target of two business days, escalation of sensitive complaints for client approval, workflow checks, template adjustments, and monthly reporting. Messaging usage, phone number, and registration and carrier fees are billed separately at cost. Higher-volume plans are quoted individually.

Google Business Profile Optimization

Setup. A profile audit and access assistance, claiming and verification guidance where needed, primary and secondary category review, business description, services, hours, attributes, and service-area updates where supported, website and appointment links, upload and organization of up to 20 client-provided photos, a business name, address, and phone consistency check, and a baseline local visibility report and competitor review.

Monthly. Four Google Business Profile posts, up to eight client-provided photo uploads, hours, service, and business-information updates, monitoring for unexpected profile changes, monthly local rank tracking for up to five agreed search terms across one defined service area, a monthly performance report with a recorded explanation, and review of up to three local competitors. Review-request campaigns and review responses are part of the separate Google Reviews service.

6. Client Responsibilities, Access, and Approvals

Accurate information. You must provide accurate, complete, and current business information, including services, pricing, hours, licensing, and any regulated claims applicable to your industry. We rely on the information you provide and do not independently verify it.

Access. You must provide timely access to the accounts required to perform the services, including domain and DNS access for Smart Site, Google Business Profile management access for the Google services, and calendar and CRM connections where applicable. Delays in providing access extend delivery timelines.

Approvals. You are responsible for reviewing and approving website copy, review-request templates, review responses, and profile content before they go live. Approval by you constitutes acceptance of the content as accurate and compliant.

Consent and compliance. For the Google Reviews service, you are responsible for obtaining valid, documented, express consent from your own customers before we send any SMS or email message on your behalf, and for maintaining records of that consent. You must comply with the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, CTIA guidelines, applicable state messaging and privacy laws, and the terms of service of any third-party platform on which we act for you, including Google.

Regulated claims. If your industry restricts advertising claims, including medical, dental, legal, financial, and home-services licensing requirements, you are responsible for identifying those restrictions to us and for approving all published content before it goes live.

7. Fees, Recurring Billing, and Additional Charges

One-time fees. One-time build or setup fees are due in full before work begins. Smart Site is $1,997 to build. Google Reviews is $299 to set up per location. Google Business Profile Optimization is priced individually; contact us for a personalized quote.

Recurring fees. Smart Site monthly care is $97 per month and starts at launch. Google Reviews is $197 per month per location and starts when the service is activated. Google Business Profile Optimization monthly management is priced individually and starts when the service is activated. Monthly fees are billed in advance on a recurring basis.

Additional charges. For Google Reviews, messaging usage, phone number, and registration and carrier fees are billed separately at cost and are not included in the monthly price. Taxes, where applicable, are added to fees as required by law. Additional pages, redesigns, custom integrations, domain registration, and ongoing content campaigns are quoted separately before any work begins.

No bundle discounts. Each service is priced independently. We do not offer automatic bundle discounts or waived setup fees. Any discount or waiver applies only if it is stated in your signed agreement.

Rate changes. Future rate changes require at least 30 days' notice. Your current rate applies until any change is communicated. Rate changes do not apply retroactively to fees already paid or to existing clients under a signed agreement that fixes a rate for a stated period.

Late or failed payments. Late or failed payments may result in suspension of services. Suspension does not relieve you of fees already accrued.

8. Renewal, Cancellation, Refunds, and Termination

Renewal. Monthly services renew month-to-month with no minimum commitment unless your signed agreement states otherwise.

Cancellation by you. You may cancel any recurring service by written notice to hello@receptionflowai.com or support@receptionflowai.com. Cancellation takes effect at the end of your current billing period, and you will not be billed for subsequent periods. Cancel before your next renewal to stop future monthly charges.

Refunds. One-time fees are non-refundable once work has commenced. Monthly fees already paid are non-refundable except where required by law. You will not be charged for periods following a valid cancellation.

Cancellation by us. We may suspend or terminate services on written notice for non-payment, for breach of these Terms, for conduct that exposes us to legal or platform-enforcement risk, or if continuing the engagement would require us to violate applicable law or a third-party platform's terms.

Effect of termination. On termination, recurring services stop, our access to your accounts ends, and outstanding fees remain due. What happens to hosting, account access, content, domains, and transfer assistance after cancellation is confirmed during onboarding and in your signed agreement. We do not represent that website hosting continues after cancellation or that a site can be exported to any platform. Your Google Business Profile remains yours throughout.

9. Project Timelines, Revisions, and Additional Work

Timelines. A Smart Site build takes approximately two to three weeks after all required materials and access are received. Timelines depend on the promptness of materials, access, and approvals from you, and on the availability of third-party platforms. We will communicate any material delay.

Revisions. Smart Site includes one consolidated revision round. Monthly care includes up to two minor content changes totaling 30 minutes per month, with no rollover. Work beyond these limits is additional scope.

Additional work. Additional pages, redesigns, custom integrations, domain registration, ongoing content campaigns, and any work outside the agreed scope is quoted separately before it begins. We tell you the cost before we start.

10. Ownership, Licensing, and Account Access

Your content. You own your business name, marks, brand assets, photography, content you supply, and your customer data. On full payment of all amounts due, you own the website copy and page content we produced specifically for your business.

Our tools. We retain ownership of our underlying templates, design systems, code frameworks, workflows, automations, and methodologies. These are licensed to you for use in connection with your active service, not transferred. Third-party assets and platform licenses are subject to their own terms.

Account access. You grant us management access to your accounts, such as your Google Business Profile, for the purpose of delivering the services. You may revoke that access at any time. We do not request or store passwords where delegated access is available.

Transfer. On termination and provided all amounts due are paid, we will provide an export of your website content and reasonable assistance in transferring it, as confirmed during onboarding. Continued operation of the site requires you to arrange your own hosting and any third-party services. We do not guarantee that all functionality will operate identically after transfer.

11. Google Profile and Review Service Requirements

Profile ownership. Your Google Business Profile is and remains your property. We operate it under manager-level access that you grant and may revoke at any time. You are responsible for the accuracy of your business information and for your legitimate eligibility to manage the profile.

Real reviews only. Reviews must come from real customers describing genuine experiences. We do not create, purchase, solicit from non-customers, or incentivize reviews. We do not write reviews on your behalf. We do not filter, suppress, or selectively solicit reviews based on anticipated sentiment. Every eligible customer receives the same opportunity to leave an honest review.

Client responsibility for contact data. For Google Reviews, you must have appropriate authority and permission for any contact data you provide, and you are responsible for obtaining and documenting consent from your customers before we send messages on their behalf.

Our responsibility. ReceptionFlow remains responsible for its own processing and conduct. We do not shift every obligation onto clients, but clients remain responsible for their own consent records, regulated claims, and compliance with their industry's rules.

Platform control. Google controls verification, feature availability, moderation, review submission, publication, filtering, and removal. We do not control and are not liable for Google's enforcement decisions, algorithm changes, ranking outcomes, or removal of content.

Escalation. We escalate sensitive complaints and negative reviews for your approval before responding. If you do not respond to an approval request within the agreed window, we may publish a neutral, non-substantive acknowledgment.

12. Email and SMS Program Terms

We send our own service and, where you consent, marketing messages. We also send review-request emails and SMS messages on behalf of client businesses for the Google Reviews service. These are distinct programs.

Our own messages

• Service messages: appointment confirmations, scheduling updates, and account or service notices, sent to the contact information you provide. These do not require marketing consent.
• Marketing messages: special offers and service updates, sent only if you check the optional marketing consent box on our contact form. Marketing consent is not required to submit an inquiry or receive services.

SMS disclosures

• Frequency: message frequency varies based on your interactions and the services requested.
• Rates: message and data rates may apply.
• Opt-out: reply STOP to any message to opt out. You will receive a single confirmation.
• Help: reply HELP or email support@receptionflowai.com.

Accepting these Terms or browsing our website does not automatically authorize marketing texts. We use messaging providers to deliver authorized communications. Mobile opt-in data and SMS consent are not sold or shared with third parties or affiliates for their independent marketing. A2P registration and carrier approval support delivery but do not create consent or guarantee compliance on their own. Wireless carriers are not liable for delayed or undelivered messages.

Messages sent on behalf of clients. For the Google Reviews service, we send review requests on a client's instructions. The client business is responsible for its own sender disclosures, consent process, and registration. These agency Terms are not a substitute for a client's own messaging compliance. Our Privacy Policy describes how we handle messaging data.

13. Third-Party Platforms and Dependencies

Our services depend on third-party platforms and providers, including hosting providers, email and SMS delivery providers, calendar and CRM platforms, Google, and payment processors. We are not liable for their outages, errors, policy changes, price increases, feature removals, account enforcement actions, or discontinuation of service.

Where a third party materially changes its pricing or terms in a way that affects the cost of delivering your service, we may adjust your rate on at least 30 days' written notice, and you may cancel without penalty before the change takes effect.

14. No Guaranteed Business or Search Outcomes

We do not guarantee any specific revenue, lead volume, appointment volume, conversion rate, review volume, star rating, search engine ranking, map pack placement, profile verification, or inclusion or citation in AI-generated search results. We do not guarantee the removal of negative reviews or the restoration of a suspended profile.

Any figures, benchmarks, timelines, or examples discussed are illustrative only, reflect typical ranges rather than promises, and do not constitute warranties of future results. Search rankings, indexing, and AI-generated citation of your content are controlled by third parties. We implement recognized technical and structural practices but do not control or guarantee outcomes.

15. Warranty Disclaimer and Limitation of Liability

Our services are provided on an "AS IS" and "AS AVAILABLE" basis. ReceptionFlow expressly disclaims all warranties of any kind, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee uninterrupted or error-free service.

To the maximum extent permitted by law, ReceptionFlow LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost business, lost data, or reputational harm, whether incurred directly or indirectly.

The specific limitation of our aggregate liability, if any, is stated in your signed agreement. If no liability cap is stated in a signed agreement, our aggregate liability shall not exceed the total fees paid by you to ReceptionFlow in the twelve (12) months preceding the event giving rise to the claim, to the maximum extent permitted by law.

16. Dispute Handling and Governing Law

If a dispute arises, we encourage you to contact us first so we can attempt to resolve it informally. The governing law and court venue for any dispute, if not stated in your signed agreement, are subject to confirmation. Our Wyoming mailing address is for correspondence and does not by itself establish the governing law or exclusive court venue. We will confirm the governing law and dispute-resolution terms in your signed agreement before work begins.

17. Changes to These Terms

We may update or modify these Terms at any time by posting the new Terms on this page with an updated effective date. Material changes affecting recurring services will be communicated to active clients in writing. Your continued use of the services following an update constitutes acceptance of the new Terms. Changes do not apply retroactively to fees already paid or to existing clients under a signed agreement that fixes terms for a stated period.

18. Privacy Policy and Contact

Our Privacy Policy describes how we collect, use, and protect personal information and is incorporated into these Terms by reference.

If you have questions about these Terms, please contact us:

ReceptionFlow LLC
30 N Gould St, Ste R
Sheridan, WY 82801

General: hello@receptionflowai.com

Support: support@receptionflowai.com