Terms of Service

1. Acceptance of Terms

By accessing or using Maple Mind's AI operations platform ("Service"), you agree to be bound by these Terms of Service ("Terms"), our Privacy Policy, and all applicable laws. If you do not agree, do not use the Service. These Terms constitute a legally binding agreement between you ("Client," "you") and Maple Mind ("Company," "we," "us").

2. Description of Service

Maple Mind provides AI-powered business operations tools including automated call handling via voice AI, lead management, maintenance coordination, CRM access, and client communication workflows. The Service is provided on a subscription basis with plans assigned by Maple Mind based on your selected package.

3. Account Registration & Verification

You must provide accurate and complete information when creating an account, including a verifiable email address and phone number. We verify your identity through email confirmation and phone OTP verification. You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account. You must notify us immediately at hello@maplemind.co if you suspect unauthorized access.

4. Plan Assignment & Payment

Your subscription plan and features are assigned by Maple Mind based on the package you purchase. Plan tiers, included features, and usage limits are determined at the time of onboarding. You can move to a smaller plan, or pause for 30 days once every twelve months, from your dashboard; moving up a plan is done by contacting us. Subscriptions are billed monthly in advance via bank transfer through Wise Business. Prices are in USD. The monthly rate you sign at is held for as long as you stay on that plan, even if we raise prices for new customers. Failure to pay within 7 days of invoice may result in service suspension after a grace period. Cancelling refunds the unused part of the period you paid for, worked out by the published formula in our Refund & Cancellation Policy; it is not decided case by case.

5. Usage Limits & Overage

Each plan includes a set number of AI call minutes, leads, and work orders per month as defined by your assigned plan. Exceeding plan limits incurs overage charges at published rates ($0.45/minute for calls beyond quota). You will be notified at 60%, 80%, and 100% usage thresholds. At 100%, the AI phone desk falls back to a scripted response directing callers to contact you directly until your cycle resets or you purchase additional credits.

6. AI Voice Services

The AI phone desk handles inbound calls on your behalf. You acknowledge that: (a) callers will be informed they are speaking with an AI assistant; (b) call recordings and transcripts are stored for your review; (c) the AI operates within the context and instructions you provide; (d) you are responsible for the accuracy of business information provided to the AI; (e) call routing rules (after-hours, missed calls, always-on) are configured by you and can be changed at any time.

The AI will transfer calls to your designated transfer number when: a caller requests a human, the AI cannot resolve the inquiry, or escalation criteria are met. You are responsible for ensuring your transfer number is active and reachable.

7. Acceptable Use

You agree not to: (a) use the Service for any unlawful purpose or in violation of any applicable law; (b) attempt to gain unauthorized access to any part of the Service; (c) interfere with or disrupt the Service or its infrastructure; (d) transmit any malicious code, viruses, or harmful data; (e) impersonate any person or entity; (f) use the AI to make deceptive, harassing, or fraudulent communications; (g) provide false phone numbers or business information during onboarding; (h) share, resell, or sublicense your account access to third parties.

8. Data Ownership & Portability

You retain full ownership of all data you input into the Service, including client records, call recordings, transcripts, lead data, and business information. Maple Mind does not claim ownership of your data. You may at any time:

• Export your data in machine-readable format (JSON/CSV) by requesting it through Settings or contacting support
• Delete your data by requesting account deletion, which permanently removes all personal and business data within 30 days

Upon cancellation of a paid account, your data is retained for 30 days to allow export, after which it is permanently and irreversibly deleted. A pilot or trial that was never converted to a paid plan is retained for 14 days after the trial ends, then deleted on the same terms. Encrypted backups age out on their own cycle of up to 14 further days, after which no copy remains. Retention is set out in full in our Data Processing Agreement.

8A. Eligibility

Maple Mind is a business service. You must be at least 18 years old and able to enter a binding contract to create an account or to be given a login on one. We ask for your birth month and year when you sign up and when you first sign in, and we do not knowingly provide the service to anyone under 18. If you believe a person under 18 has an account, write to us and we will close it and delete their data.

8B. Automatic Renewal and Cancellation

Paid plans are billed monthly in advance and renew each month at the same price until you cancel. A renewal invoice is sent before each period starts; the service continues once it is paid. You can cancel at any time from Billing in your dashboard, and cancellation takes effect at the end of the period you have already paid for. Bought voice minutes are one-off purchases and do not renew. We give at least 30 days' notice by email before any change to your plan's price.

8C. Callers, Recording and Consent

Calls answered by your AI assistant are recorded and transcribed so that you can see them in your dashboard. The assistant tells every caller at the start of the call that it is an AI assistant and that the call is recorded, and it asks callers before any text message is sent. You remain responsible for the laws that apply to your callers - including call-recording consent rules in states and countries that require every party to agree, and rules on texting and marketing calls - and for any message you choose to send them.

8D. Content You Provide

You may give the service business information such as services, prices, listings, team contacts and instructions for your assistant. This content is used only to run your account and is never published to other users or to the public. The service does not host files, pages or posts for others to view, and you must not use it to share third-party copyrighted material.

8E. Disclaimer of Warranties

Except as expressly stated in these Terms, the service is provided "as is" and "as available". To the fullest extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. AI-generated answers, summaries and classifications can be wrong; check anything important before relying on it. Nothing in these Terms limits rights you have under consumer law that cannot be limited by contract.

9. Service Availability

We target 99.5% uptime but do not guarantee uninterrupted service. Scheduled maintenance will be communicated at least 24 hours in advance via email. We are not liable for downtime caused by third-party services (including voice AI providers, payment processors, or hosting infrastructure), force majeure events, or scheduled maintenance windows.

10. Intellectual Property

The Service, including all software, algorithms, AI models, UI design, and documentation, is the intellectual property of Maple Mind. Your subscription grants a limited, non-exclusive, non-transferable license to use the Service for your business operations. You may not reverse-engineer, decompile, or create derivative works from the Service.

11. Termination

Either party may terminate the subscription with 30 days written notice. We may suspend or terminate your account immediately for: breach of these Terms, non-payment after grace period, illegal use, or activity that threatens the security of the Service. Upon termination, you have 30 days to export your data before permanent deletion.

12. Limitation of Liability

To the maximum extent permitted by law, Maple Mind's total liability for any claim arising from or related to the Service is limited to the amount you paid in the 3 months preceding the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption.

13. Dispute Resolution

Any dispute arising from these Terms shall first be attempted to be resolved through good-faith negotiation for 30 days. If unresolved, disputes shall be submitted to binding arbitration administered in Mumbai, India, under the Arbitration and Conciliation Act, 1996. The arbitration shall be conducted in English. Each party bears its own costs unless the arbitrator determines otherwise.

14. Governing Law

These Terms are governed by the laws of India, including the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000, as amended. For clients in the United States, CCPA/CPRA provisions apply in addition to Indian law where applicable.

15. Indemnification

You agree to indemnify and hold harmless Maple Mind from any claims, losses, damages, liabilities, and expenses (including reasonable attorney fees) arising from: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law; (d) inaccurate business information you provide to the AI system; (e) any third-party claim related to calls handled by the AI on your behalf.

16. Modifications to Terms

We may modify these Terms at any time. Material changes will be communicated via email at least 15 days before taking effect. Continued use after the effective date constitutes acceptance. If you disagree with modified Terms, you may terminate your subscription.

17. Contact

Maple Mind
Email: hello@maplemind.co
Website: maplemind.co
Grievance Officer: hello@maplemind.co