Terms of Service

Effective Date: March 27, 2026 · Ascent AI Automations LLC · Washington State

These Terms of Service ("Terms") govern your use of services provided by Ascent AI Automations LLC ("Ascent AI," "we," "us," or "our"). By signing a service agreement or using our services, you agree to these Terms.

1. Services

Ascent AI Automations provides AI-powered receptionist, booking, lead qualification, and automation services for HVAC companies and related service businesses ("Services"). The specific scope of Services for each client is defined in a separate Service Agreement.

Services may include:

AI voice receptionist (inbound call handling, routing, after-hours coverage)
Automated appointment booking and calendar management
Lead capture, qualification, and CRM synchronization
SMS and chat follow-up automations
Emergency dispatch routing

2. Client Responsibilities

As a client, you agree to:

Call recording disclosure: Configure your AI receptionist to announce call recording at the start of every call, as required by Washington State law (RCW 9.73.030) and the laws of any state where your customers are located. You are solely responsible for compliance with applicable wiretapping and recording laws.
Accurate information: Provide accurate business information, operating hours, service area, and dispatch rules needed to configure your AI receptionist.
Account credentials: Maintain the security of any credentials provided to us for CRM or third-party integrations.
Lawful use: Use our Services only for lawful purposes and in compliance with all applicable laws and regulations.
Customer communications: Ensure your customers are aware they may be interacting with an AI system, as required by applicable law.

3. Fees and Payment

Services are billed as follows:

Setup fee: Due prior to or upon commencement of onboarding. Non-refundable after onboarding begins.
Monthly retainer: Billed on the same date each month. Payment is due within 5 days of invoice.
Pass-through API costs: Costs for third-party APIs (Retell AI, Twilio, Anthropic, etc.) used in delivering your service are billed directly to your own accounts. Ascent AI does not mark up pass-through costs.

Late payments may result in service suspension after 10 days notice. Pricing for founding clients is locked for the duration of their active service agreement and does not increase at renewal, provided service is not interrupted.

4. Intellectual Property

Ascent AI retains all rights to its underlying technology, workflows, automation templates, and AI configurations. Client-specific data (contacts, call logs, booking records) belongs to the client and will be made available in your CRM upon request or at termination.

5. AI Limitations and Disclaimers

AI systems can make mistakes. The AI receptionist may misunderstand callers, provide incorrect information, or fail to complete a booking in rare circumstances. Ascent AI is not liable for missed bookings, incorrect routing, or other errors resulting from AI system limitations.

We do not guarantee that the AI receptionist will capture every call, correctly qualify every lead, or perfectly represent your business in every interaction. You should monitor AI performance and provide feedback so we can improve your configuration.

Ascent AI is not a licensed contractor, HVAC technician, dispatcher, or emergency services provider. Our AI acts as a receptionist and scheduler only — it does not provide technical advice, safety recommendations, or emergency services.

6. Limitation of Liability

To the maximum extent permitted by law, Ascent AI Automations LLC's total liability to you for any claim arising from or related to these Terms or the Services shall not exceed the total fees paid by you in the three (3) months preceding the claim.

Ascent AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost revenue, lost customers, or business interruption, even if advised of the possibility of such damages.

7. Indemnification

You agree to indemnify, defend, and hold harmless Ascent AI Automations LLC and its members, employees, and contractors from any claims, damages, or expenses (including reasonable attorney's fees) arising from your use of the Services, your violation of these Terms, or your failure to comply with applicable laws including call recording consent requirements.

8. Term and Termination

Service agreements run month-to-month unless otherwise specified. Either party may terminate with 30 days written notice. Ascent AI may terminate immediately for non-payment or material breach. Upon termination, we will provide a data export of your CRM contacts and call records within 14 days, and will decommission your AI receptionist configuration within 30 days.

9. Confidentiality

Both parties agree to keep confidential any non-public business information shared during the engagement. This includes your pricing, customer data, dispatch processes, and Ascent AI's proprietary workflows and configurations.

10. Governing Law

These Terms are governed by the laws of the State of Washington, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Washington State.

11. Changes to These Terms

We may update these Terms from time to time. We will notify active clients of material changes via email at least 14 days before they take effect. Continued use of our Services after that date constitutes acceptance of the updated Terms.

12. Contact

Ascent AI Automations LLC
Washington State
josh@ascentaiautomations.com

This document is provided for informational purposes. Ascent AI Automations LLC recommends consulting a licensed attorney to ensure these terms meet all applicable legal requirements for your specific business circumstances.