Terms of sale and use

Purpose and scope

These terms of sale and use (the “Terms”) govern the supply of the VocalReception service, an AI phone receptionist, by AlphaOscar, EURL with a share capital of 1 €, 6 rue d’Armaillé, 75017 Paris, France, 910 288 299 R.C.S. Paris, VAT FR47910288299 (“we”), to its customers (the “Client”).

The service is for businesses only (companies, sole traders, professionals) using it for their trade. It is not offered to consumers.

Any order, placed in writing (email or order form) after the setup workshop, means acceptance of the Terms. They prevail over the Client’s purchasing terms unless agreed otherwise in writing. The data processing agreement (DPA) forms part of them.

The service

VocalReception answers the calls forwarded to the number assigned to you, in the caller’s language, using the information you give us (opening hours, services, answers to frequent questions). You receive a summary of every call by email, and each month the list of questions left unanswered, so you can complete your answers.

Setup is done and tested by our team. Go-live normally takes place within 7 days of the workshop, provided you have supplied the information needed and turned on call forwarding with your carrier.

Self-serve setup has been announced but is not available yet. It will come with updated terms.

The service answers calls. It does not guarantee any business result, such as a number of appointments or revenue.

Prices

Plan

€79 excl. VAT per month, 400 call minutes included

Extra minutes

€0.25 excl. VAT per started minute, beyond the included minutes

SMS

€0.10 excl. VAT per SMS sent, none included

Setup

€199 excl. VAT, one-off, credited after 6 paid months

Commitment

None

Prices are in euros, excluding taxes; applicable VAT is added. The prices that apply are those on the Pricing page on the day of the order.

Each call is counted per started minute, from when the service picks up to when the call ends or is transferred. Unused included minutes do not roll over to the next month.

Billing and payment

The plan is billed monthly, in advance. Extra minutes and SMS are billed in arrears, on the next month’s invoice. The first invoice covers the setup and the first month of the plan.

Invoices are payable on receipt, by the payment method agreed at the order. No discount is given for early payment.

Late payment automatically incurs interest at the rate applied by the European Central Bank to its most recent refinancing operation plus 10 percentage points, and a fixed recovery fee of €40 (French Commercial Code, Article L441-10).

Spending cap

You set a monthly cap for extra minutes and SMS. You choose it at the workshop and can change it at any time by emailing hello@vocalreception.com; the change takes effect when we confirm it. Your monthly bill does not exceed the plan plus that cap, excluding VAT.

Before the cap is reached, we send you an alert so you can raise it. If you do not, once the cap is reached and until the end of the month, calls get a generic message or are forwarded to your fallback number, as chosen at setup.

During that period, calls are not handled by the receptionist. This behaviour, which you chose, is not a failure on our part.

Setup and credit

The setup fee (€199 excl. VAT) pays for the workshop, configuration and testing done by our team. It is billed on the first invoice.

After 6 paid months of the plan, its amount is deducted from the next invoice. If that invoice is lower than the credit, the balance is carried over to the following invoices.

The credit is not refundable. It is not granted if the contract ends before 6 paid months of the plan, for any reason.

Money-back guarantee

For 30 days from go-live, if the service is not right for you, you can ask by email to hello@vocalreception.com for a refund of the first month’s plan fee. The contract then ends and we refund within 14 days.

The guarantee covers the first month’s plan fee only. It does not cover the setup, extra minutes or SMS. It applies once per Client.

Term and cancellation

The contract has no minimum term. It renews every month.

You can cancel at any time by emailing hello@vocalreception.com. Cancellation takes effect at the end of the current month: that month’s plan fee remains due, without proration, and usage up to that date is billed.

We may also end the contract with 30 days’ notice, by email.

When the contract ends, remember to turn off call forwarding with your carrier. Your configuration and any remaining transcripts are deleted, except data the law requires us to keep (invoicing).

Client obligations

The Client agrees to:

• provide accurate, up-to-date information about its business (hours, services, prices, contact details);
• approve the answers to frequent questions it sends us, for which it remains solely responsible;
• use the service lawfully, for its incoming business calls, and not as an emergency line (health, safety);
• inform its own customers and callers, in its privacy policy, that it uses the service;
• keep call forwarding active with its carrier and pay that carrier’s charges;
• pay invoices when due.

Artificial intelligence

At the start of every call, the caller is told they are speaking to an AI, as required by Article 50 of the EU AI Act. This notice cannot be turned off.

Answers are generated automatically from the Client’s information. They may contain errors or inaccuracies. The service makes no decision on the Client’s behalf: it informs, takes messages and transfers calls under the agreed rules. The Client checks the summaries it receives.

Personal data

For the calls handled, the Client is the controller and AlphaOscar acts as processor, within the meaning of GDPR Article 28. A data processing agreement (DPA) is signed before go-live; it prevails over the Terms on any data protection matter.

Data is hosted in the European Union. No audio recording is kept. Text transcripts are kept for about one month to produce the monthly report of unanswered questions, then deleted.

The Client’s own data (contacts, invoicing) is processed as described in the privacy policy.

Availability

We use reasonable means to keep the service running properly (best-efforts obligation). We do not guarantee an uninterrupted or error-free service.

The service depends on third-party networks and providers, in particular phone carriers and the Client’s call forwarding. We are not responsible for their outages. Planned maintenance is announced in advance where possible.

Liability

Our liability is limited to proven direct damage. In total, it cannot exceed the amounts paid by the Client for the service in the 3 months before the event giving rise to the claim.

We are not liable for indirect damage, including lost revenue, customers or opportunities, missed calls or harm to reputation, nor for the consequences of inaccurate information supplied by the Client.

These limits do not apply in case of gross negligence or wilful misconduct, or where the law prohibits them.

Suspension

We may suspend the service for an unpaid invoice, after a formal notice left unanswered for 8 days. We may suspend it immediately in case of unlawful or abusive use, or use that endangers the service or third parties. The Client is informed by email.

During suspension, the plan fee remains due. The service resumes once the cause of the suspension is removed.

Intellectual property

The service, its software, its configuration and the VocalReception brand remain the property of AlphaOscar. The Client receives a personal, non-transferable right of use for the term of the contract.

The Client keeps ownership of its content (information, answers, logo) and allows us to use it to provide the service. We only name the Client as a reference with its written consent.

Confidentiality

Each party keeps the other’s non-public information confidential, during the contract and for 2 years after it ends.

Changes to the Terms

We may change the Terms, including prices. Any change is notified by email at least 30 days before it takes effect. A Client who refuses it may cancel before that date at no cost; otherwise the new version applies.

Governing law and disputes

The Terms are governed by French law.

In case of disagreement, the parties first seek an amicable solution, in writing. Failing that, any dispute between businesses falls under the exclusive jurisdiction of the competent courts of Paris, in particular the Paris economic activities court (tribunal des activités économiques, formerly the commercial court), including where there are several defendants or third-party claims.

Contact

Any question about the service or these Terms: hello@vocalreception.com. Post: AlphaOscar, 6 rue d’Armaillé, 75017 Paris, France.