Terms of Service

DefiningSystem provides AI voice and messaging employees: software, built and maintained by our engineering team, that answers calls and messages for your business, qualifies leads, books jobs, follows up with customers, and syncs outcomes into your calendar, CRM, and payment tools. A human escalation path to you (or to us) is part of every call, permanently.

Every account starts with a free, live demo built around your own call scenarios. Nothing is charged before you have seen the system work on your use case and explicitly asked to proceed. There is no card on file before that point, and no automatic conversion.

Service runs month-to-month and can be cancelled with 30 days' notice, at any time, for any reason — by telling us, with no exit process and no cancellation fee. On cancellation we cooperate on exporting your data (see our Privacy Policy) and stop answering on your number at the end of the paid period.

• Give the AI employee accurate business information — services, hours, pricing rules, service area — and tell us when it changes.
• Ensure you have the rights to the phone numbers and customer lists you connect to the service.
• Comply with call-recording consent and telemarketing rules that apply in the places your callers are; the AI identifies itself as AI and announces recording, but the underlying duty of disclosure is yours.
• Don't use the service for deceptive, harassing, or unlawful calling or messaging. We terminate accounts that do.

We target 99.9% monthly uptime, measured on the answering path, with senior engineers monitoring every call path around the clock. AI responses depend on inputs we don't control (carrier networks, caller audio quality, connected third-party systems); we promise continuous engineering attention, not perfection, and every misroute can be escalated to a human review.

Your call recordings, transcripts, messages, and synced records are yours. We process them solely to run the service, as described in the Privacy Policy. Security controls are TLS 1.2+ in transit, AES-256 at rest, and a retained, exportable audit log.

We own the platform, models' configuration machinery, and our code. You own your data, your business content, and anything it produces for your customers (bookings, messages written on your behalf). Your trained AI employee configuration is operated for you and exported functionally (as data) on cancellation.

The service is provided as-is and as-available, without warranties beyond what this page and law guarantee. Our total liability for any claim connected to the service is capped at the fees you paid us in the three months before the event. We are not liable for indirect losses (lost profits, lost customers) caused by outages, carrier failures, or third-party systems, except where the law doesn't allow that limitation.

If we change these terms materially, active customers get at least 14 days' notice before the new terms apply to them. The current version and its date are always on this page.

Questions about these terms: info@definingsystem.com — or book a call through the form on our home page and a human engineer will follow up within one business day.