These Terms of Service ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and Tetra AI Solutions LLC ("Tetra AI," "we," "us," or "our"), governing your access to and use of your Tetra AI receptionist's AI-powered voice receptionist platform, including all associated software, services, phone numbers, dashboards, and features (collectively, the "Services").
By signing a service agreement, completing the onboarding process, making a payment, or otherwise accessing or using the Services, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Services.
These Terms apply to all clients, including businesses, sole proprietors, and organizations using your Tetra AI receptionist on behalf of their customers or patients.
your Tetra AI receptionist provides an AI-powered virtual receptionist service that answers incoming phone calls on behalf of your business. The Services include, but are not limited to:
Important: your Tetra AI receptionist is a communication and scheduling tool. your Tetra AI receptionist does not provide medical advice, legal counsel, financial advice, or any professional services. your Tetra AI receptionist is not a licensed professional in any field and should not be represented as such to callers.
We reserve the right to modify, update, or discontinue any feature of the Services at any time with reasonable notice to active clients.
To use the Services, you must:
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at ctk891@gmail.com if you suspect unauthorized use of your account.
Setup Fees: A one-time setup fee is charged upon onboarding, covering assistant configuration, system prompt development, phone number provisioning, and initial testing. Setup fees are non-refundable once configuration work has begun.
Monthly Fees: Monthly subscription fees are billed in advance on the same day each month. Fees are based on your selected plan tier and are subject to change with 30 days written notice.
Overage Charges: If your call volume exceeds your plan's included minutes or call count, overage charges will apply as outlined in your plan documentation. We will notify you when you reach 80% of your plan limit.
Payment Methods: We accept all major credit and debit cards. Payment information is processed securely through our payment processor. We do not store your full card details on our servers.
Late Payment: Accounts with overdue balances may be suspended after 7 days. Services will be restored upon payment of all outstanding balances.
Refunds: Monthly subscription fees are non-refundable except in cases of documented service outages exceeding 24 consecutive hours attributable to your Tetra AI receptionist, in which case a prorated credit may be issued at our discretion.
All calls handled by your Tetra AI receptionist are recorded and transcribed. This is a core function of the Services, enabling call logs, summaries, quality assurance, and platform improvement.
Your Legal Obligation — Call Recording Disclosure: Federal law and the laws of many U.S. states require that all parties to a telephone call be informed when the call is being recorded. Some states (including California, Florida, Illinois, Michigan, Pennsylvania, and Washington) require the consent of all parties before recording.
⚠️ By using your Tetra AI receptionist, you acknowledge and agree that: (1) your Tetra AI receptionist is configured to announce call recording at the start of every call; (2) you are solely responsible for ensuring that your use of your Tetra AI receptionist complies with all applicable federal, state, and local recording consent laws in your jurisdiction and the jurisdictions of your callers; and (3) Tetra AI Solutions LLC assumes no liability for your failure to comply with recording laws.
your Tetra AI receptionist's standard configuration includes a disclosure statement at the beginning of each call. You must not modify or remove this disclosure without legal counsel confirming compliance with applicable laws in your jurisdiction.
As a client, you are responsible for:
You may not use your Tetra AI receptionist to:
Violation of these prohibitions may result in immediate termination of your account without refund.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ARIA AI SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF REVENUE, LOSS OF CUSTOMERS, OR LOSS OF BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICES.
Tetra AI Solutions LLC's total cumulative liability to you for any claims arising from or related to these Terms or the Services shall not exceed the total fees paid by you to Tetra AI Solutions LLC in the three (3) months preceding the claim.
Specifically, Tetra AI Solutions LLC is not liable for:
By You: You may cancel your subscription at any time by providing written notice to ctk891@gmail.com at least 7 days before your next billing date. Your service will continue through the end of the current billing period. No partial-month refunds are issued.
By Tetra AI Solutions LLC: We reserve the right to suspend or terminate your account immediately and without notice if you:
Effect of Termination: Upon termination, your access to the Services and your dashboard will be disabled. Call recordings and transcripts will be retained for 90 days following termination, after which they will be permanently deleted. You may request an export of your data before the deletion window closes.
⚠️ IMPORTANT NOTICE FOR HEALTHCARE PROVIDERS: If you are a covered entity or business associate as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), including but not limited to medical practices, dental offices, mental health providers, and pharmacies, you must contact Tetra AI Solutions LLC before activating the Services to execute a Business Associate Agreement (BAA).
Operating without a signed BAA when handling Protected Health Information (PHI) is a violation of HIPAA and may result in significant civil and criminal penalties.
Tetra AI Solutions LLC's current HIPAA status: Tetra AI Solutions LLC is actively working toward full HIPAA compliance infrastructure. Until a BAA is executed and HIPAA-compliant infrastructure is confirmed in writing by Tetra AI Solutions LLC, healthcare clients must configure your Tetra AI receptionist to collect only non-PHI information (caller name and callback number only) and route all clinical questions to a human staff member.
Similarly, clients in other regulated industries (financial services, legal, insurance) are responsible for ensuring that their use of your Tetra AI receptionist complies with all applicable industry regulations (FINRA, state bar rules, state insurance regulations, etc.).
The your Tetra AI receptionist platform, including its software, algorithms, voice models, dashboard design, system architecture, and brand elements, is the exclusive intellectual property of Tetra AI Solutions LLC and is protected by copyright, trademark, and other applicable laws.
Your system prompt content and business information remain your property. By providing this information to Tetra AI Solutions LLC, you grant us a limited license to use it solely to operate the Services on your behalf.
Call recordings and transcripts are jointly owned data. You retain the right to access and export your call data during your subscription and for 90 days after termination.
These Terms shall be governed by and construed in accordance with the laws of the State of Pennsylvania, without regard to its conflict of law provisions.
Any dispute arising from or relating to these Terms or the Services shall first be subject to good-faith negotiation between the parties. If negotiation fails, disputes shall be resolved through binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. Arbitration shall take place in Allegheny County, Pennsylvania.
You waive any right to participate in class action lawsuits or class-wide arbitration against Tetra AI Solutions LLC.
For questions about these Terms, to request a BAA, or to report a compliance concern, please contact us:
📧 Email: ctk891@gmail.com
📍 Pittsburgh, Pennsylvania
We aim to respond to all legal inquiries within 2 business days.
Tetra AI Solutions LLC ("Tetra AI," "we," "us," or "our") is committed to protecting the privacy of all individuals whose information we process. This Privacy Policy explains how we collect, use, store, share, and protect information when you interact with our Services.
This policy applies to three groups of people:
If you are a Caller interacting with a business that uses your Tetra AI receptionist, please be aware that the business you called (our Client) also has access to the record of your call and is a data controller with respect to your information. You should also review their privacy policy.
From Clients (businesses using your Tetra AI receptionist):
From Callers (people who call your Tetra AI receptionist-powered businesses):
From Website Visitors:
For Clients, we use your information to:
For Callers, we use your information to:
We do not sell Caller information to third parties. We do not use Caller information for targeted advertising.
All calls handled by your Tetra AI receptionist are recorded and transcribed. This is fundamental to how your Tetra AI receptionist works — recordings and transcripts are what enable call summaries, quality review, and the client dashboard.
Disclosure to Callers: your Tetra AI receptionist is configured to announce at the start of every call that the call may be recorded. This announcement occurs before any substantive conversation begins.
Who can access recordings:
Retention: Call recordings and transcripts are retained for the duration of the Client's active subscription, plus 90 days following termination. After this period, recordings are permanently deleted.
Callers: If you called a business powered by your Tetra AI receptionist and wish to request a copy or deletion of your call recording, please contact the business you called directly. For additional assistance, you may also contact us at ctk891@gmail.com.
We do not sell personal information. We share information only in the following circumstances:
You may request early deletion of your data by contacting us at ctk891@gmail.com. Some data may be retained beyond your request where required by law or legitimate business necessity.
We implement industry-standard security measures to protect your information, including:
No method of electronic transmission or storage is 100% secure. While we use commercially reasonable measures to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.
Depending on your location, you may have the following rights regarding your personal information:
To exercise any of these rights, email us at ctk891@gmail.com with the subject line "Privacy Request." We will respond within 30 days.
The your Tetra AI receptionist Services are intended for business use by adults aged 18 and older. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete it promptly. If you believe we may have inadvertently collected information from a child, please contact us immediately at ctk891@gmail.com.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
To submit a CCPA request, email ctk891@gmail.com with subject line "CCPA Request" and include your name, email, and the nature of your request. We will respond within 45 days.
⚠️ Healthcare Clients: If you are a covered entity under HIPAA (medical practice, dental office, mental health provider, pharmacy, etc.), please be aware that call recordings involving patient information may constitute Protected Health Information (PHI). Do not activate your Tetra AI receptionist for your practice without first executing a Business Associate Agreement (BAA) with Tetra AI Solutions LLC.
Callers who contact a healthcare business powered by your Tetra AI receptionist should be aware that the healthcare provider (not Tetra AI Solutions LLC) is the covered entity responsible for the HIPAA compliance of your health information. Tetra AI Solutions LLC acts as a business associate when serving healthcare clients under a signed BAA.
To request a BAA or inquire about our HIPAA compliance posture, contact ctk891@gmail.com.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
Your continued use of the Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
If you have questions, concerns, or requests related to this Privacy Policy or how we handle your information, please reach out:
📧 Email: ctk891@gmail.com
📍 Pittsburgh, Pennsylvania
We respond to all privacy inquiries within 5 business days.