Terms of Service
Last updated: 17 October 2026, version 1.0
These Terms govern use of the website frontdeskagentshq.com and the AI front-desk services ("Service") provided by Andrés Martínez Gómez, trading as Frontdesk Agents, Avda. de la Fama, 19, 30008 Murcia, Spain ("we", "us"). Contact: hello@frontdeskagentshq.com. By accepting an order form online (ticking the acceptance checkbox and completing checkout), signing one, or using the Service, the client ("Clinic", "you") agrees to these Terms.
1. Eligibility
The Service is offered only to businesses (not consumers) and is not available, for now, to clinics located in the United States, the United Arab Emirates or Canada. If we determine after purchase that a clinic is ineligible, we cancel before go-live and refund all amounts paid, including tax. Ineligible clinics must not share patient data with us.
2. Service
We provide AI agents that answer calls and messages (phone, WhatsApp and web chat, depending on plan and country), answer FAQs, and book or reschedule appointments in your systems. The Service is administrative only: it does not give medical advice, diagnose, triage emergencies or replace clinical staff. Agents direct callers to emergency services or clinic staff when appropriate.
3. Pilot and fees
- Pilot: USD 500 for 30 days, payable in advance, setup included. The 30-day pilot starts on the Go-Live Date: the day the agent starts handling real patient conversations for the Clinic. If go-live is delayed by the Clinic (for example, intake, access or approvals not provided), the pilot starts on day 15 after payment instead. Delays caused by us (or our vendors) extend that 14-day period day for day. If we can't go live within 30 days after payment for reasons not caused by the Clinic, the Clinic may cancel for a full refund of the pilot fee.
- Guarantee: the pilot is covered by the guarantee in our Refund Policy: a full refund if fewer than 5 booked appointments are made during the pilot, provided the Clinic meets the conditions there, including routing at least 50 inbound conversations to the agent. The guarantee applies only to the pilot fee, never to renewal months.
- Auto-renewal: unless the Clinic cancels during the pilot (written notice received before 23:59 on day 30, Clinic's local time; no renewal charge), the Service renews automatically every month on the selected plan: Base USD 497/month or Upgrade USD 1,497/month, billed in advance. We send a renewal reminder at least 7 days before the pilot ends. By ticking the acceptance checkbox at checkout, the Clinic agrees to this automatic renewal.
- Plans: plan contents and fair use are set out in the Pilot Agreement. Additional locations and usage beyond fair use are available only by separate written agreement.
- Plan changes: upgrades take effect immediately and are prorated; downgrades take effect from the next billing period.
- Channels by country: offered channels vary by country; the guarantee counts only offered channels.
- Taxes and payment: all prices are in USD and exclude applicable taxes. If our checkout shows a price converted into the Clinic's local currency, that converted amount is the amount charged for that payment; the USD price remains the reference price, and refunds are made in the currency and amount actually charged. If a payment fails, we retry and notify the Clinic; the Service may be suspended if payment isn't made within 7 days after written notice.
- Price changes: we may change prices by email to the billing contact at least 30 days before the renewal on which the change takes effect; the Clinic may then cancel with effect from that renewal without the 30-day notice period.
4. Clinic responsibilities
You will: (a) provide accurate clinic information and system access; (b) as data controller, ensure a lawful basis and give patients the required notices (including that calls are handled by AI and may be recorded); (c) obtain WhatsApp opt-ins where required and comply with Meta's policies; (d) review the agent's configuration and bookings; (e) not use the Service for unlawful, emergency or clinical-decision purposes.
5. Data protection
For patient data we act as your processor under our Data Processing Agreement, which forms part of these Terms. Our Privacy Policy covers data we control.
6. AI limitations
AI output can be wrong. We use reasonable care, guardrails and monitoring, but do not warrant error-free operation. You remain responsible for decisions made on the basis of agent outputs.
7. Third-party services
The Service depends on third parties (telephony, Meta/WhatsApp, AI providers, your booking software). We're not liable for their outages or policy changes, including WhatsApp account restrictions.
8. Intellectual property
We own the Service, prompts, software and know-how. You own your data and content and grant us a licence to use it only to provide the Service. Aggregated, de-identified usage statistics may be used to improve the Service, never to identify patients.
9. Term and termination
Monthly, auto-renewing after the pilot. During the pilot, the Clinic may cancel at any time before day 30 ends to avoid renewal. After the pilot, the Clinic may cancel with 30 days' written notice to hello@frontdeskagentshq.com; the Service ends at the end of the billing period in which the notice period expires, and any renewal charge falling inside the notice period is due in full (no proration). Either party may terminate for material breach not cured within 15 days. On termination we return or delete patient data as set out in the DPA.
10. Warranties and liability
Except as expressly stated, the Service is provided "as is". To the extent permitted by law, neither party is liable for indirect or consequential losses, lost profits or lost revenue, and our total liability is capped at the fees paid in the 12 months before the claim. Nothing limits liability that cannot be limited by law (for example fraud, or death or personal injury caused by negligence).
11. Indemnity
You indemnify us against claims arising from your failure to provide required patient notices or consents, or from your unlawful use. We indemnify you against claims that the Service infringes third-party intellectual property rights.
12. Confidentiality
Each party protects the other's confidential information with reasonable care and uses it only for this agreement.
13. Governing law
These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Before starting court proceedings, a party must give the other written notice of the dispute, and both must try in good faith to resolve it by negotiation for 30 days from that notice. This doesn't prevent either party from seeking urgent injunctive or other interim relief at any time. Mandatory provisions of local law that cannot be excluded by agreement still apply.
14. Electronic acceptance
The order form, these Terms, the Refund Policy and the DPA may be accepted electronically by checkbox; no handwritten signature is required. We keep records of acceptance (timestamp, IP address, account, document versions). The DPA is concluded in electronic form as permitted by GDPR Art. 28(9).
15. Changes and contact
We may update these Terms with 30 days' notice for material changes. Contact: Andrés Martínez Gómez, trading as Frontdesk Agents, Avda. de la Fama, 19, 30008 Murcia, Spain; hello@frontdeskagentshq.com.
Questions: hello@frontdeskagentshq.com · Terms · Pilot agreement · Refund · Privacy · DPA · Imprint