Office Systems AI LLC Terms of Service

1. About Office Systems AI

Office Systems AI LLC is a Massachusetts limited liability company that operates a hosted AI front-office platform for small service businesses. Office Systems AI deploys AI front-office workers for client businesses.

The AI worker answers inbound phone calls on behalf of client businesses, collects caller information, helps book appointments, and sends appointment confirmation messages when appropriate. The AI worker discloses that it is an AI front-office liaison on every call.

The Office Systems AI platform is multi-tenant. Each client business has its own separate tenant configuration and records.

Company contact information:

Office Systems AI LLC, 82 Wendell Ave. STE 100, Pittsfield, MA 01201, admin@officesystemsai.com, officesystemsai.com

2. Acceptance of These Terms

By using the Office Systems AI website, interacting with Osia, receiving communications from Office Systems AI, or using services provided through the Office Systems AI platform, you agree to these Terms of Service.

If you are using the platform on behalf of a business, you represent that you have authority to accept these terms for that business.

3. The AI Front-Office Worker Service

The AI worker is an AI front-office liaison designed to support front-office tasks for client businesses. Depending on the client business configuration, the AI worker may answer calls, collect caller details, ask questions about the reason for the call, help schedule appointments, send confirmations, and notify the client business.

The AI worker is not a human employee. The AI worker may make mistakes, misunderstand callers, mishear spoken information, or produce incomplete or inaccurate results. Client businesses are responsible for reviewing records, appointments, messages, and actions taken through the platform.

Office Systems AI does not provide legal, medical, financial, tax, insurance, construction-code, or professional advice through the AI worker. Any issue requiring professional judgment must be reviewed by the client business or an appropriate qualified professional.

4. SMS Messaging Terms

Office Systems AI may send SMS messages through Twilio from registered business phone numbers on behalf of client businesses. All SMS messages sent through the Office Systems AI platform are transactional. No marketing or promotional messages are sent.

Messages to clients and customers. Office Systems AI may send the following transactional SMS messages to callers and customers of client businesses: appointment confirmations sent after a booking is made through the AI worker; appointment reminders sent prior to a scheduled appointment; appointment change notifications including cancellations and reschedules; waitlist notifications when an opening becomes available; post-appointment follow-up and, where configured by the client business, a review request; and reactivation outreach to clients who have not booked within a business-configured period.

Verbal consent to receive SMS messages is obtained during the inbound call before any message is sent. Consent is not a condition of purchasing goods or services from Office Systems AI or from any client business.

Messages to employees and staff. Office Systems AI may send the following transactional SMS messages to employees and staff of client businesses as part of operational coordination: new booking notifications when an appointment is assigned to a staff member; schedule change notifications including cancellations and reschedules; pre-appointment briefings with appointment details; and shift coverage coordination messages between staff members. Employee consent for operational SMS messages is obtained during staff onboarding.

Message and data rates may apply. Charges are determined by the recipient's mobile carrier and plan. Message frequency varies based on appointment volume and operational activity.

To stop receiving SMS messages, reply STOP to any message. To request help, reply HELP or contact admin@officesystemsai.com. Carriers are not liable for delayed or undelivered messages.

5. Client Business Responsibilities

Client businesses are responsible for the accuracy of their own business information, service availability, calendar configuration, appointment rules, customer follow-up, and final human review.

Client businesses are responsible for deciding whether an appointment, lead, request, or customer communication requires human review before action is taken.

Client businesses must not use Office Systems AI to collect information they are not legally allowed to collect, send unlawful messages, mislead customers, or avoid required human review.

6. Acceptable Use

You may not use Office Systems AI services to send unlawful, abusive, deceptive, harassing, fraudulent, or unauthorized communications.

You may not attempt to access another tenant's records, interfere with platform security, reverse engineer the platform, or use the platform in a way that violates applicable law or carrier messaging rules.

7. No Warranty

Office Systems AI services are provided on an "as available" and "as configured" basis.

We do not guarantee that the platform will be uninterrupted, error-free, or free from transcription, scheduling, communication, or AI-generated mistakes. We do not guarantee that every message will be delivered, that every call will be correctly understood, or that every appointment will be booked without issue.

Client businesses remain responsible for reviewing their own business records and customer communications.

8. Limitation of Liability

To the fullest extent permitted by law, Office Systems AI LLC is not liable for indirect, incidental, special, consequential, punitive, or lost-profit damages arising from use of the platform.

Office Systems AI is not responsible for losses caused by incorrect caller information, missed calls, failed message delivery, calendar conflicts, AI misunderstanding, client configuration errors, third-party provider outages, or a client business's failure to review platform activity.

Nothing in these terms limits liability that cannot legally be limited under applicable law.

9. Third-Party Services

Office Systems AI may rely on third-party service providers to operate the platform, including providers for phone calls, SMS, email delivery, cloud hosting, databases, authentication, and related infrastructure.

These providers are used only to operate and support the platform. Office Systems AI does not sell caller information or SMS opt-in data to third parties.

10. Changes to These Terms

Office Systems AI may update these Terms of Service from time to time. The updated version will be posted on officesystemsai.com with a new "Last updated" date.

11. Governing Law

These Terms of Service are governed by the laws of the Commonwealth of Massachusetts, without regard to conflict-of-law rules.

12. Contact

Questions about these Terms of Service may be sent to:

Office Systems AI LLC, 82 Wendell Ave. STE 100, Pittsfield, MA 01201, admin@officesystemsai.com, officesystemsai.com