Will my AI Employee sound robotic?

No. It's trained on natural, conversational speech and tuned specifically to your business — your services, your tone, your hours. Most callers don't realize they're not speaking to a person until you tell them.

What happens to my current front-desk staff?

Your AI Employee handles overflow, after-hours calls, and repetitive questions, so your team can focus on the calls and customers that need a human touch. It's built to support your staff, not replace the relationships they've built.

How long does setup actually take?

Most businesses go live within one to two weeks of their demo. A senior engineer builds and reviews the setup with you before it ever touches a real customer call.

Is my customer data secure?

Yes. Calls, messages, and CRM data are encrypted in transit and at rest, with a full audit log retained on your account.

Am I locked into a long-term contract?

No. DefiningSystem runs month-to-month with a 30-day cancellation notice. If it's not working for your business, you're not stuck.

What if I want a real person involved?

A human escalation option is built into every single call, permanently, at no extra charge. Your AI Employee is a first line, never the only line.

legal · terms

Terms of Service

Last updated: 2026-07-18

These terms govern your use of DefiningSystem. By activating an account, you agree to them. DefiningSystem is provided on a month-to-month basis; these terms reflect that — no long-term lock-in, clear cancellation, and shared responsibilities for lawful use.

1. The service

DefiningSystem provides AI voice and messaging employees that answer calls, qualify leads, book appointments, follow up by SMS and WhatsApp, sync to your CRM, and escalate to a human on your team. The service is provided as software accessed over the internet.

2. Accounts and eligibility

You must be authorized to act for the business you sign up, and you must be at least 18. You are responsible for keeping account credentials secure and for activity under your account.

3. Subscription, billing, and cancellation

The service is month-to-month. Pricing is quoted before activation and confirmed in your order or invoice.
Billing is recurring monthly until you cancel. Cancellation requires 30 days' notice and ends your subscription at the close of the then-current billing cycle.
You authorize us to charge the agreed fees to your payment method. Fees are non-refundable except where required by law or stated in a separate guarantee.
We may change pricing with at least 30 days' notice. Price changes take effect at the start of the next cycle after notice.

4. Acceptable use

You agree not to:

Use the service for unlawful, deceptive, or abusive purposes.
Use it to make calls or send messages that violate applicable telemarketing, TCPA, CAN-SPAM, or equivalent laws, including calling numbers on do-not-call lists without a lawful basis.
Resell or sublicense access to the service to third parties.
Attempt to reverse-engineer, overload, or disrupt the service or its subprocessors.

You are responsible for the consent and lawful basis under which your AI Employee contacts individuals and for the content of your call scripts and automations.

5. Your data and responsibilities

You retain ownership of your data — call logs, leads, bookings, and CRM content. You are responsible for the accuracy of the information you provide and for obtaining any consents needed for the service to process personal data on your behalf. Our handling of data is described in the Privacy Policy.

6. Human escalation

A human escalation path is available on every call. You are responsible for staffing the escalation channels you configure so callers who need a person can reach one. DefiningSystem is a first line, never the only line.

7. Service availability

We target high availability and maintain the service in good faith. We do not guarantee uninterrupted operation and are not liable for outages caused by factors outside our control, including telephony carriers, AI providers, or internet infrastructure. We work to restore service promptly and to communicate during incidents.

8. Intellectual property

We retain all rights to the DefiningSystem software, brand, and service. You retain all rights to your data and content. We grant you a limited, non-exclusive, non-transferable license to use the service for the term of your subscription.

9. Disclaimers

The service is provided “as is.” Except where required by law or stated in a separate guarantee, we make no warranties, express or implied, regarding fitness for a particular purpose or that the service will be error-free or uninterrupted.

10. Limitation of liability

To the maximum extent permitted by law, our aggregate liability for any claim arising from the service is limited to the fees you paid in the 12 months preceding the claim. We are not liable for indirect, incidental, or consequential damages, or for lost profits.

11. Indemnification

You agree to indemnify us against claims arising from your use of the service, your call scripts and automations, or your breach of these terms or applicable law.

12. Termination

You may cancel at any time with 30 days' notice. We may suspend or terminate access for non-payment, breach, or risk to the service or others. On termination, your data is deleted within 30 days unless retention is required by law or dispute.

13. Changes to these terms

We may update these terms. Material changes take effect 30 days after posting. Continued use after that period constitutes acceptance.

14. Governing law and disputes

These terms are governed by the laws of the jurisdiction in which DefiningSystem is established, without regard to conflict-of-laws principles. We will attempt to resolve disputes informally first; remaining disputes are resolved in the courts of that jurisdiction.

15. Contact

Questions? Email hello@definingsystem.com or use the contact form.

Questions about this policy? Talk to an engineer.